To: Board of Supervisors
From: Marc Shorr, Information Technology Director
Report Title: Purchase Order with vPrime Tech Inc for CoreView Software
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the Chief Information Officer, to execute a purchase order with vPrimeTech, Inc. in amount not to exceed $330,000 to provide CoreView CoreSuite software, a Microsoft Office 365 licensing management software program, for the period of July 1, 2024, through June 30, 2027.
FISCAL IMPACT:
The cost for this purchase will be charged to user departments on a per license basis. (100% User Departments).
BACKGROUND:
The Department of Information Technology partnered with CoreView USA Inc. in March 2023 as a result of standardizing County-wide Microsoft Office 365 licenses to Microsoft G5 licensing. DoIT enlisted CoreView’s CoreSuite software to assist in tracking license usage and replaces Microsoft’s complex and cumbersome reporting capabilities. CoreSuite provides unparalleled visibility into our Microsoft tenant and identifies unused, unassigned or over assigned licenses.
On March 21, 2023, the Board approved the Purchasing Agent to execute a purchase order for the CoreView software for a one (1) year period. At this meeting, the Board also approved CoreView, USA, Inc.’s Terms of Service which requires the County to indemnify and defend CoreView, its affiliates and licensors, and their respective officers, directors, employees and agents from any losses, damages, costs and expenses awarded by a court or resulting from a settlement for a claim from any third party arising out of or relating to (i) Client’s or its Users’ use of the Products other than in accordance with the Terms, unless such claims are covered by CoreView’s defense obligations; or (ii) Client’s noncompliance with applicable laws. The Terms of Service will again be included as part of the executed purchase order.
As the software has exceeded the expectations of staff, the department wishes to continue utilizing this tool. Pursuant to the Purchasing Policy and Procedures, Purchasing issued a Request for Proposal (RFP) on March 5, 2024, soliciting bids from experienced and qualified firms to provide CoreView CoreSuite software licenses. The bid concluded on March 29, 2024, with three (3) firms submitting a complete bid packet. An evaluation committee was formed to evaluate the bids based on established criteria and vPrimeTech Inc was the successful bidder.
CONSEQUENCE OF NEGATIVE ACTION:
If this agreement is not approved, DoIT’s ability to efficiently track Microsoft licenses will be reduced.