AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 19-001256
MEETING DATE:	01/14/20
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	County Executive Office (Approved)
Department contact person(s):	Joel Golub 714-834-6827
	KC Roestenberg 714-567-5075

Subject: Amendment to Contract to Accept In-Kind Donation from Microsoft

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: N/A

Current Year Cost: See Financial Impact Section

Annual Cost: See Financial Impact Section

Staffing Impact:

# of Positions:

Sole Source: N/A

Current Fiscal Year Revenue: N/A

Funding Source: Other: 100% (In-Kind Donation)	County Audit in last 3 years: No

Prior Board Action: 05/07/2019 #29

RECOMMENDED ACTION(S):

Pursuant to Government Code Section 25355, accept an in-kind donation of professional services on behalf of the County from Microsoft Corporation in the amount of $275,767.

Authorize County Procurement Officer or authorized Deputy to execute Amendment No. 2 to Master Agreement for Identity Management Implementation services.

SUMMARY:

Authorization to accept the in-kind donation will allow the County to obtain additional services to implement Microsoft Identity Management.

BACKGROUND INFORMATION:

Orange County Information Technology (OCIT) is responsible for managing the County’s Identity and Access Management (IAM) infrastructure. The IAM infrastructure facilitates the management of digital identities, including organizational policies and the technologies needed to support employee identity management. The benefits of an IAM solution include enabling Single-Sign-On capability across multiple information systems, facilitating end-to-end management of user identities from creation to separation, enforcing security policies around user provisioning and de-provisioning, authentication and allowing controlled access to the County’s network without compromising security.

Currently, the County’s IAM solution lacks an enterprise user provisioning capability that would allow the County to integrate and interface with CAPS+ HR, the system of record for employee data, and to enforce compliance with security policies, standards and best practices around user provisioning and de-provisioning. Moreover, the County does not have a Countywide system of record for contractor data. In addition, the existing IAM solution relies on a legacy tools that are not robust and scalable to meet the needs of synchronization across County departments’ digital identity directories and systems. As the County implements new enterprise systems, such as the Integrated Talent Management System and the Computerized Maintenance Management System, the need for a new IAM system that provides complete, accurate, consistent and reliable digital identity information continues to grow. Besides providing a Countywide system of record for contractor identity data, the implementation of a new IAM will enable better collaboration, enhanced productivity, increased efficiency and reduced operating costs through the integration of user-provisioning and de-provisioning with the County’s onboarding and separation processes, self-service capabilities and the creation of a single, enterprise directory.

The services provided in the contract, which your Board of Supervisors approved on May 7, 2019, include professional services for assessing the current IAM and messaging environment, conducting workshops and designing the new solution, installing and configuring the new solution, performing testing of the solution and deploying the solution to production. During the discovery and design phases of the project, it was envisioned that additional work orders are required in order to accommodate the County departments’ unique business needs and configurations that were not known until these phases are conducted. Therefore, the contract includes the flexibility to execute work orders up to $200,000 for a total contract amount not to exceed $689,709.

Based on the County’s infrastructure at the time the original contract was negotiated, the original scope of work assumed an on-premises solution for the Self-Service Password Reset (SSPR) requirement. As the County continues pursuing its strategy of cloud-based infrastructure for better customer services such as system availability and flexibility, the County requested Microsoft to update the scope of the project to implement Azure (Microsoft’s cloud solution). The updated scope requires additional efforts by Microsoft that total $315,767. These efforts include an additional $40,000 investment by the County, which was taken out of the $200,000 additional funds for work orders via Amendment No. 1. OCIT has negotiated with Microsoft to fund an additional $275,767 through their Gratuitous Investment Funds to cover the additional cost of services to implement Azure.

FINANCIAL IMPACT:

Accepting the Gratuitous Investment Funds will not increase the total contract not to exceed amount.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A – Proposed Amendment No. 2 to MA-017-19010780
Attachment B – Amendment No. 1 with Original Agreement MA-017-19010780
Attachment C – Contract Summary Form