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Legislation Details
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File #:
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2026-0204
Version:
1
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Type:
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Executive
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Status:
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Executive Approved
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File created:
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1/12/2026
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In control:
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Executive
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Title:
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Approve and Execute Amendment 4 to the IT Services Management System Agreement with Easy Vista, Inc.
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Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Approve and Execute Amendment 4 to the IT Services Management System Agreement with Easy Vista, Inc.
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved
PURPOSE: Approve and execute of Amendment 4 to the Software as a Service (SaaS) Agreement with Easy Vista for an Information Technology Service Management System (ITSM) to acquire ten additional user licenses.
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 in 2022 to include the purchase of additional design and configuration services, and in 2024 to extend the contract for five years with fixed pricing. The County currently owns 35 user licenses and needs to acquire ten (10) additional licenses beginning March 1, 2026. The annual cost for the additional licenses is $14,450 plus applicable sales tax. In order to align with the existing renewal term, the fee for the period from March 1, 2026 through September 30, 2026 shall be pro-rated at a cost of and $8,429.16. Approval of this ECAF will allow the IT Department to acquire the necessary user licenses.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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505-514888-4801 Maint. 3/1/26-9/30/26 |
$8,429.16 |
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$8,429.16 |
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505-514888-4801 Maint. 10/1/26-9/30/27 |
$15,533.80 |
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$15,533.80 |
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505-514888-4801 Maint. 10/1/27-9/30/29 |
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$16,698.80 |
$34,650.00 |
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Plus applicable sales tax |
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TOTAL |
$23,962.96 |
$16,698.80 |
$58,612.90 |
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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 these licenses is included the IT 2025-2026 approved biennium budget and will be included in the IT 2027-2-28 biennium budget request.
CONTRACT INFORMATION:
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ORIGINAL |
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CONTRACT# |
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AMOUNT |
$363,044.00 |
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AMENDMENT |
1 |
CONTRACT# |
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AMOUNT |
$54,150.00 |
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AMENDMENT |
2 |
CONTRACT# |
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AMOUNT |
$33,000.00 |
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AMENDMENT |
3 |
CONTRACT# |
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AMOUNT |
$19,083.19 plus applicable sales tax |
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AMENDMENT |
4 |
CONTRACT# |
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AMOUNT |
$58,612.90 plus applicable sales tax |
Contract Period
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ORIGINAL |
START |
9/23/19 Motion 19-286 |
END |
9/30/2024 |
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AMENDMENT 1 |
START |
2/22/22 Motion 22-031 |
END |
9/30/2024 |
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AMENDMENT 2 |
START |
12/16/22 Motion 22-506 |
END |
9/30/2024 |
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AMENDMENT 3 |
START |
10/1/2024 Exec |
END |
9/30/2029 |
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AMENDMENT 4 |
START |
3/1/2026 |
END |
9/30/2029 |
OTHER DEPARTMENTAL REVIEW/COMMENTS: PA approval 1/14/2026
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