To: Board of Supervisors
From: Marc Shorr, Information Technology Director
Report Title: Increase in the existing order with vPrime Tech Inc. to add CoreView One Enterprise and support to improve and maximize on premises License management for 6000 CoreSuite users in the County.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, on behalf of the Chief Information Officer, to execute an amendment to the existing purchase order with vPrime Tech Inc. to increase the payment limit $60,000, from $330,000 to $390,000, to add CoreView One Enterprise and support to improve and maximize on premises License management for 6,000 CoreSuite users in the County, with no change to the existing term expiring June 30, 2027.
FISCAL IMPACT:
The cost of this product is included in the department’s FY 26-27 budget (100% User Departments).
BACKGROUND:
The Department of Information Technology (DoIT) 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 visibility to our Microsoft tenant and identifies unused, unassigned or over assigned licenses.
The Technology Management Division in DoIT would like to add CoreView One Enterprise as an enhancement to the County’s existing CoreSuite platform. This add on expands Microsoft 365 capabilities by improving license pool management, strengthening on-premises data oversight, and providing more advanced reporting and governance features.
With CoreView One Enterprise users can streamline user lifecycle processes, enhance security and compliance monitoring, and automate routine administrative tasks. These improvements allow staff to focus on higher value projects and operational needs while ensuring consistent oversight and reliable support for county departments through included 24/7 issue resolution services.
On March 21, 2023, the Board approved the Purchasing Agent to execute a purchase order for the CoreView software. 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 purchase order executed.
The current purchase order # 60542 was procured through the RFP process concluded on March 29, 2024. An evaluation committee was formed to evaluate the bids based on established criteria and vPrime Tech Inc was the successful bidder.
CONSEQUENCE OF NEGATIVE ACTION:
If this agreement is not approved, the department will have limited ability to effectively track and manage Microsoft licenses and will face increasing difficulty managing large-scale advantages as workload complexity continues to grow.