To: Board of Supervisors
From: Dr. Ori Tzvieli, Interim Health Services Director
Report Title: Contract Amendment/Extension #23-590-6 with Ivanti, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Interim Health Services Director, or designee, to execute on behalf of the County Contract Amendment/Extension #23-590-6 with Ivanti, Inc., a corporation, effective June 30, 2025, to increase the payment limit by $34,399, from $101,655 to a new payment limit of $136,054 and to extend the termination date from June 30, 2025 to June 30, 2026 for additional information systems incident management software, and software maintenance and support.
FISCAL IMPACT:
Approval of this Contract Amendment/Extension will result in additional annual expenditures of up to $34,399 and will be funded as budgeted by the department in FY 2025-26, by 100% Hospital Enterprise Fund I revenues. (No rate increase).
BACKGROUND:
This Contract Amendment/Extension meets the needs of the County by providing the Health Services Department’s Information Unit renewal of its license to use and receive maintenance for Contractors’ software applications. These applications afford the ability to electronically manage Information Systems incidents and licensing while providing easy access to administer data, scheduling, and running reports.
On March 8, 2016, the Board of Supervisors approved Contract #23-590 with Heat Software USA, Inc., in an amount not to exceed $494,643 for the implementation of the Contractors’ Heat Software application, and provision of software and services for service requests and incident management administration within the IT Unit for the period from March 30, 2016 through March 29, 2019.
On September 13, 2016, the Board of Supervisors approved Contract Amendment #23-590-1, with Heat Software USA, Inc., effective September 13, 2016, to extend the termination date from March 29, 2019 through June 29, 2019 with no change in the original payment limit of $500,000 for the continued provision of software services, including annual licensing, maintenance and support.
Effective July 1, 2017, under Contract #23-590-2 in accordance with Paragraph 13. (Subcontract and Assignment) of the General Conditions of the agreement, the parties executed an assignment that assigned the Contract to Ivanti, Inc.
On May 7, 2019, the Board of Supervisors approved Contract Amendment #23-590-3 with Ivanti, Inc., effective June 29, 2019, to extend the termination date from June 29, 2019 to June 30, 2022 with no change in the payment limit of $500,000 for the continued provision of software services, including annual licensing, maintenance and support.
On September 13, 2022, the Board of Supervisors approved Contract #23-590-5, with Ivanti, Inc., in an amount not to exceed $101,655 for the period from July 1, 2022 through June 30, 2025 for the continued provision of software and support services concerning service requests and incident management administration within the Contra Costa Health Information Technology Unit (CCH IT). Under Contract #23-590-5 the parties executed a new End User License Agreement (EULA) providing the County with a license for the Ivanti Service Desk incident management software application. Under EULA, the Contractor’s liability to the County is limited to the amounts paid by the County under the Contract, except for the Contractor’s indemnification obligations under the Contract.
Approval of this Contract Amendment #23-590-6 will allow the Contractor to provide software services to include annual license, hosting and support to CCH IT, though June 30, 2026. The division is requesting a retroactive renewal due to delays caused after CCH IT received an amendment request from its stakeholder on February 20, 2025. The process experienced delays due to staff transitions and timing issues related to the completion of required information and follow-up communications.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract Amendment/Extension is not approved, the Ivanti Service Manager (ITSM) solution currently deployed at CCH IT used to support core IT functions, including incident management, self-service, license management, data access, report creation and scheduling, ease of administration, and technical support will not be discontinued. Ivanti’s ITSM solution is essential to the daily operations of CCH IT help desk, which serves multiple Contra Costa Health divisions. Without this solution, the CCH IT help desk will lose its ability to process incident management, requests negatively affecting essential Contra Costa Health operations.