To: Board of Supervisors
From: Marc Shorr, Information Technology Director
Report Title: Increase in purchase order with Asana Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the Chief Information Office, to execute a purchase order amendment with Asana, Inc. to increase the payment limit by $3,000 to $78,000 to add AI Studio Plus Platform to improve the operational efficiency of enterprise applications, with no change to the existing term expiring December 31, 2026.
FISCAL IMPACT:
The cost of this product is included in the Department’s FY 25-26 budget (100% User Departments).
BACKGROUND:
The Department of Information Technology (DoIT) uses Asana to collaborate and manage tasks more efficiently. The platform provides intuitive task management features that allow staff to create projects, assign tasks, set due dates, organize work across boards, and track progress in real time. The Department uses Asana to streamline workflows, improve communication, and enhance overall productivity through its flexible project views, integrations, customization options, and user-friendly interface.
AI Studio Plus Platform is designed to assist enterprise applications with interpreting context with a focus on logic, conditions, and dynamic decision making. While Asana Enterprise provides strong governance, security, and reporting capabilities, the additional AI layer will reduce repetitive work and improve speed, standardization, and overall operational efficiency at scale.
The terms and policies under Asana’s Public Entity Amendment to Asana Subscriber Terms (Amendment) contain a limitation of liability provision, whereby the County agrees to limit the liability of Asana for any breach of the agreement, as modified by the Amendment, to the total fees paid in 12 months prior to the claim arising.
The current purchase order #33993 was procured per the sole source which was approved by Purchasing on 4/22/2025.
CONSEQUENCE OF NEGATIVE ACTION:
If this is not approved, the Department will have a difficult time managing large scale advantages, particularly as workload complexity continues to grow.