Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Amendment 3 to the IT Services Management System Agreement with Easy Vista, Inc.
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved
PURPOSE: Approve and authorize execution of Amendment 3 to the Software as a Service (SaaS) Agreement with Easy Vista for an Information Technology Service Management System (ITSM) to extend the Agreement for five years with lock in competitive pricing.
BACKGROUND: In November 2018, RFP 051-18SB was published to obtain proposals for an IT Service Management (ITSM) tool to manage IT customer service that will support the Information Technology Infrastructure Library (ITIL) processes, including incident, Service Request, Problem, Change and Asset Management. The system supports the County IT staff, through this help desk ticketing system based on ITIL processes: a set of detailed practices for IT service management that focuses on aligning IT services with the needs of the business and customers. Easy Vista was selected by the RFP evaluation committee as the highest-ranking proposer to provide this new ITSM system and a five-year agreement was executed with Easy Vista on September 23, 2019. The agreement was amended twice in 2022 to include the purchase of additional design and configuration services. The Agreement allows for five additional one-year terms, and the Contractor has offered competitive pricing if the County renews all five terms now. The IT Department wishes to extend the Agreement for all five one-year extensions at this time in order to reduce administrative burden and secure fixed pricing for the extension. Approval of this ECAF will allow the IT Department to extend the agreement for the remaining five years and set fixed pricing.
FISCAL IMPLICATIONS:
|
EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
505-514888-4801 Maintenance (increase only) |
$3,285.46 |
$3,531.86 |
$19,083.19 |
|
Plus applicable sales tax |
|
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TOTAL |
$3,285.46 |
$3,531.86 |
$19,083.19 |
|
REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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DEPARTMENT FISCAL IMPACT NOTES: Sufficient funding for this ongoing maintenance is included the IT 2025-2026 biennium budget request.
CONTRACT INFORMATION:
|
ORIGINAL |
X |
CONTRACT# |
|
AMOUNT |
$363,044 |
|
AMENDMENT |
1 |
CONTRACT# |
|
AMOUNT |
$54,150 |
|
AMENDMENT |
2 |
CONTRACT# |
|
AMOUNT |
$33,000 |
|
AMENDMENT |
3 |
CONTRACT# |
|
AMOUNT |
$19,083.19 plus applicable sales tax |
Contract Period
|
ORIGINAL |
START |
9/23/2019 Motion 19-286 |
END |
9/30/2024 |
|
AMENDMENT 1 |
START |
2/22/2022 Motion 22-031 |
END |
9/30/2024 |
|
AMENDMENT 2 |
START |
12/16/2022 Motion 22-506 |
END |
9/30/2024 |
|
AMENDMENT 3 |
START |
10/1/2024 |
END |
9/30/2029 |
OTHER DEPARTMENTAL REVIEW/COMMENTS: PA approval 8/7/2024