County of Santa Clara
Office of the Chief Information Officer
84282
DATE:
December 13, 2016
TO:
Board of Supervisors
FROM:
Lee Herrmann, Interim Chief Information Officer
SUBJECT: Twelfth Amendment to Microsoft Agreement
RECOMMENDED ACTION
Approve Twelfth Amendment to Agreement with Microsoft Professional Services, Inc.,
relating to professional services required for infrastructure consolidation and Office 365
migration with no change to the maximum contract amount, and extending two work orders
for a three-month period through March 31, 2017 with no change to the overall agreement
term, that has been reviewed and approved by County Counsel as to form and legality.
FISCAL IMPLICATIONS
There are no fiscal impacts to the General Fund as a result of the recommended amendment
to the Agreement with Microsoft Corporation.
CONTRACT HISTORY
The service agreement with Microsoft Professional Services, Inc. providing infrastructure
consolidation and Office 365 migration implementation has required incremental changes
based on the evolving needs of the County. During the period of July 1, 2013 and December
6, 2016, the Chief Information Officer (CIO) approved four amendments (under a delegation
of authority) and the Board of Supervisors approved seven amendments to this agreement,
which collectively increased the maximum financial obligation of the agreement from
$4,645,877.14 to $6,872,107.99, incorporated three additional work orders (1. Migration
Planning Assistance, 2. Public Key Infrastructure and Direct Access, and 3. Office 365
Operations Guidance Documentation), and extended the agreement term through December
31, 2017. As of present, the following work orders are incorporated into the agreement:
Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian
County Executive: Jeffrey V. Smith
Page 1 of 3
Appendix C
Reference
3.1 Exhibit A
3.2 Exhibit B
3.3 Exhibit C
3.4 Exhibit D
3.5 Exhibit E
3.6 Exhibit F *
3.7 Exhibit G *
3.8 Exhibit H *
3.9 Exhibit I *
3.10 Exhibit J *
3.11 Exhibit K *
3.12 Exhibit L *
3.13 Exhibit M
3.14 Exhibit N
3.15 Exhibit O
Work Order Title/ID
Allocated Budget
Design & Implementation for Active Directory (#13030657)
$
149,738.00
Identity Access Management (#13037966)
$
700,932.00
Active Directory Federation (#13035958)
$
180,080.00
Office 365 Cloud Vantage (#13025849)
$
1,524,799.49
Active Directory Consolidation (#13022403)
$
2,091,341.00
Active Rights Management Services (#13033488)
$
144,960.00
SCCM-System Center 2012 Configuration Manager (#13038656)
$
205,348.00
SCCM-System Center 2012 Operations Manager (#13051930)
$
217,650.00
Desktop Deployment Production Jumpstart (#13036428)
$
251,264.00
Direct Access (#13030955)
$
251,264.00
Public Key Infrastructure (#13034761)
$
174,314.00
MBAM Bitlocker (#13036730)
$
135,296.00
Migration Planning Assistance (#13108740)
$
137,009.50
Public Key Infrastructure & Direct Access (#14105547)
$
352,368.00
Office 365 - Operations Guidance Documentation (#14107534)
$
355,744.00
Total
$
6,872,107.99
* Work Orders designated in original agreement as exercisable at the option of the County.
As of this Twelfth Amendment, all but three of the exercised work orders have been
completed: 1. Office 365 Cloud Vantage (Exhibit D), 2. Active Directory Consolidation
(Exhibit E), and 3. Public Key Infrastructure and Direct Access (Exhibit N). The first two of
the above work orders are expected to be completed by March 31, 2017 and the third is
expected to be completed by December 31, 2017.
REASONS FOR RECOMMENDATION
An extension for the Office 365 and Active Directory Consolidation work orders is needed to
complete transitioning the remaining County Department to Office 365. Work is progressing
with the Sheriff’s Office and Department of Corrections however, the migration will not be
complete by December 31, 2016 (the current expiration date for these two work orders). Of
critical importance to the success of the underlying initiative is the need to maintain currently
assigned Microsoft resources.
CHILD IMPACT
The recommended action will have no/neutral impact on children and youth.
SENIOR IMPACT
The recommended action will have no/neutral impact on seniors.
SUSTAINABILITY IMPLICATIONS
The recommended action will have no/neutral sustainability implications.
BACKGROUND
The County Executive’s Office sponsors the Center for Leadership and Transformation teams
and IT Rapid Transformation projects that have focused on reducing costs, gaining
Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian
County Executive: Jeffrey V. Smith
Agenda Date: December 13, 2016
Page 2 of 3
efficiencies and identifying priority areas to transform the organization through the use of
Information Technology. One of the main technology CLT efforts was to focus on the
consolidation of a Countywide Common Online Directory and Software as a Service
(internet Cloud services) for e-mail and office productivity solutions, including essential
security and administrative products.
In order to move these CLT efforts forward, the Board of Supervisors approved the selection
of the Microsoft products at the June 5, 2012 Board meeting (Agenda Item # 34). At that
meeting, the Board of Supervisors also approved delegation of authority to the County’s CIO,
or designee, to negotiate and execute an agreement(s) with CompuCom Systems, Inc., to
provide Microsoft software licenses, maintenance and subscriptions.
On June 19, 2012, the Board of Supervisors approved a single source procurement exception
for an agreement with Microsoft Professional Services (Microsoft Corporation), for the
planning, design, and implementation of a Countywide Common Online Directory and
Software as Service (Office 365) e-mail and office productivity hosted solution and
associated Microsoft products (Agenda Item #66).
On September 25, 2012, the Board of Supervisors approved an agreement with Microsoft
Professional Services, Inc. for services relating to the initial phase (Envision) of
implementing the Countywide Common Online Directory and Software as Service (Office
365) e-mail and office productivity hosted solution and associate Microsoft products (Agenda
Item #52). At that meeting, the Board of Supervisors also approved delegation of authority
to the County’s CIO, or designee, to negotiate and execute any amendment to the Envision
agreement.
CONSEQUENCES OF NEGATIVE ACTION
If the amendment is not approved, Microsoft Professional Services, Inc. will not have
adequate time to complete the Office 365 migration for the Office of the Sheriff. Upon
expiration of the two existing work orders, migration efforts would be further delayed by the
need to create new work orders.
STEPS FOLLOWING APPROVAL
Upon the Board of Supervisors' approval, the Office of the Clerk of the Board is requested to
please expedite processing and send MinuteTraq notification of completed processing to
Elizabeth Constantino of the Information Services Department.
ATTACHMENTS:
 Twelfth Microsoft Amendment (PDF)
Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian
County Executive: Jeffrey V. Smith
Agenda Date: December 13, 2016
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