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Agenda Item
ASR
Control 23-000512 |
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MEETING
DATE: |
06/27/23 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
District
Attorney (Approved) |
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Department contact person(s): |
Matthew
Pettit (714) 347-8440 |
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Rick
Sturm (714) 347-8768 |
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Subject: Approve Contract with Ablegov, Inc.
for Microsoft Unified Support Services
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Consent
Calendar |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $400,976 |
Annual Cost: N/A |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 3/22/2022 #4, 4/13/2021 #9, 8/22/2017
#6, 8/23/2016 #13 |
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RECOMMENDED
ACTION(S):
Authorize the County Procurement
Officer or Deputized designee, to execute Contract MA-026-23011034 with
Ablegov, Inc. for Microsoft Unified Support Services in the amount not to
exceed $400,976 for the term of June 28, 2023, through June 27, 2024.
SUMMARY:
Approval of the Contract with
Ablegov, Inc. for Microsoft Unified Support Services will allow the continuous
hands-on technical assistance from Microsoft for all Microsoft-based
infrastructure and software to support the District Attorney's technical
environment that includes the Case Management System.
BACKGROUND
INFORMATION:
The District Attorney (DA)
currently utilizes the Case Management System (CMS) for generating the
complaint and subpoena forms, case tracking and management reports. The DA's CMS also serves as a primary hub for
police agencies to transmit cases through a secured data interface for filing
consideration and for the DA to transmit case filings through a secured
interface with the courts. Therefore,
system functionality of the core CMS and all supporting sub-systems is
essential. Minimizing downtime is absolutely
critical in order to ensure legal mandates are met. In order to meet these mandates, all software
and hardware systems must be properly maintained and supported. The Microsoft Unified Support will allow the
DA's Office to properly support and proactively maintain all Microsoft
solutions.
In 2016, the DA’s Office engaged
with Microsoft to provide extended support for existing Microsoft-based
infrastructure. Microsoft introduced
Premier Support as a workforce multiplier in providing Microsoft in-house
expertise for both reactive and proactive engagements, with increased
responsiveness compared to traditional standard support. Over the past three years, the DA utilized
Microsoft Premier Support Services (MPSS) for both break-fix scenarios as well
as for proactive work including a risk assessment program (RAP) to identify and
address any issues with user management (Active Directory) and security (Group
Policy), and health checks for general server integrity (Windows Servers) and
email (Exchange). Each engagement drew
from a pool of proactive hours within the MPSS Contract and access to
additional RAP engagements was limited by the number of hours per
contract. MPSS also provided a Technical
Account Manager (TAM) from Microsoft to directly engage with DA. This TAM would understand intimately the
existing DA environment as well as the future direction of the DA's
Office.
In 2017, the DA expanded MPSS to
also cover Application Development in preparation for modernization of the
CMS. The Application Support portion of
Premier Support provided an Application Development focused TAM to better
understand the software needs of the DA's Office. Application Development MPSS provided both
Microsoft in-house expertise, training to DA's application development staff
and architectural design and framework selection support for the application
development team.
In 2019, Microsoft expanded the
MPSS program to the Unified Support program.
The main difference between MPSS and Unified Support is in the way RAP engagements
are performed. While MPSS pulled from
(and is limited to) contract hours, Unified Support provides access to
unlimited self-RAP assessments without drawing from contract hours. Microsoft-led RAP sessions are still
available as well. Unification would
also allow the DA's Office to combine the Application Development MPSS contract
with the general MPSS contract.
In 2022 and 2023, the DA moved a
portion of our external application environment from an on-premise
configuration housed at the County Data Center to the Microsoft Azure cloud
environment. Which has provided better
resource management for application scaling.
This has given the DA the ability to have a redundant external
environment for DA application with External Case Management System (eCMS) and
Electronic Discovery Complaint (EDC) system being two very important
applications these upgrades include replication between regions within the
continental United States for redundancy and continuity.
Outcomes
Prior contract for MPSS with Ablegov, Inc.
has been performing satisfactory services as required by the contract terms and
conditions for the term of March 22, 2022, through February 28, 2023. The following are examples of outcomes that
resulted from the support of the services provided.
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1. |
During the term of March 22, 2022, to
February 28, 2023, Microsoft assisted the DA in the Azure cloud deployment of
eCMS, EDC, and TRACKRS (a database used by law enforcement for tracking
various felonies). |
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2. |
During the term of March 22, 2022, to
February 28, 2023, Microsoft assisted the DA with planning of our Microsoft
365 upgrade for both Office application and Exchange 365 mailboxes in the
cloud. |
There have been no contracted services in
place since February 28, 2023, due to extra time needed to solicit for services
and negotiate a new contract.
Table 1: Prior
County of Orange Board of Supervisor’s (Board) Actions
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Board Date |
Contract |
Action |
Term |
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August
19, 2014 |
Contract
with Microsoft Corporation |
Board
Approved Contract |
September
2. 2014 – September 1, 2015 |
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September
1, 2015 |
Contract
with Microsoft Corporation |
Board
Approved Contract |
September
2. 2015 – September 1, 2016 |
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August
23, 2016 |
Contract
with Microsoft Corporation |
Board
Approved Contract |
September
2. 2016– September 1, 2017 |
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August
22, 2017 |
Contract
with Angus-Hamer, Inc. |
Board
Approved Contract |
September
2. 2017– September 1, 2019 |
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February
11, 2020 |
Contract
with Software One, Inc. |
Board
Approved Contract |
March
1, 2020 – February 28, 2021 |
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April
13, 2021 |
Contract
with Ablegov, Inc |
Board
Approved Contract |
April
13, 2021 - February 28, 2022 |
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March
22, 2022 |
Contract
with Ablegov, Inc. |
Board
Approved Contract |
March
22, 2022 – February 28, 2023 |
Subcontracts
This Contract does not include
subcontractors, but it is considered a pass through to another provider. See Attachment C for Contract Summary Form.
Ablegov, Inc.’s performance has been confirmed as at least satisfactory. DA
has verified that there are no concerns that must be addressed with respect to
Ablegov, Inc.’s ownership/name, litigation status or conflicts with County
interests.
The DA requests the Board's approval to
execute Contract MA-026-23011034 with Ablegov, Inc. for the term of June 28,
2023, through June 27, 2024, in the amount not to exceed $400,976. Ablegov, Inc.'s Contract is subordinate to a
state of California Software Licensing Program (SLP) cooperative contract for
Microsoft Unified Support Services. The
DA obtained pricing from the three authorized Microsoft resellers and Ablegov,
Inc. was the lowest-priced authorized Microsoft reseller.
This Contract contains a limitation
of liability and indemnification that deviates from the County's standard Terms
and Conditions. Limitation of liability
and Indemnification are per the State of California, Department of General
Services SLP cooperative contract terms and conditions. County Executive Office/Office of Risk
Management has reviewed these provisions and has determined the risk to be
acceptable for these services. Risk
Assessment or Modification of Insurance Terms form is attached as Attachment B.
This Contract is being presented to the
Board in less than 30 days prior to the commencement of the Contract due to
negotiations with authorized Microsoft resellers for Microsoft Unified Support
Services. The Orange County Preference
Policy is not applicable to this Contract award.
FINANCIAL
IMPACT:
Appropriations for this Contract
are included in the DA's Budget Control 026 FY 2022-23 Budget. The Contract
contains language allowing the County to terminate the Contract, reduce the
level of services and/or renegotiate the levels of services to be provided.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Contract MA-026-23011034 with Ablegov, Inc.
Attachment B - Risk Assessment or Modification of Insurance Terms
Attachment C - Contract Summary Form