To: Ellen Ellenburg, Public Works Committee Chairperson
From: J. Michelle Kline, Inventory and Billing Coordinator
title
RE: Early Renewal of Endpoint Central Security Licenses (would renew on 6/5/24*) due to addition of employees to the County and IT removal of shared logins*
recommendation
BOARD ACTION REQUESTED:
Request to approve a PO renewal to vendor Zoho/Manage Engine to add-on 100 additional licenses, moving the County from 1600 to 1700 Endpoint single-use licenses along with the necessary paired Endpoint Central 27 User Licenses (for the IT technicians for managing). This renewal will take effect immediately instead of in June; NTE $33,259.00 for this particular set of licenses to be paid from IT Software Expense: 1010-228.01-933.001 $15,131.02 (FY24) and 1010-000.00-123.000 $18,127.98 (FY25).
BACKGROUND:
In the past, we have only needed 1600 licenses (these are assigned to the devices; i.e. laptops and desktops) as part of our imaging/security process. As the County has increased staff, along with IT eliminating shared “log-ins” this is creating a need to be able to support an increased amount of assigned devices. This is a planned renewal each year which is built into the Software budget line-item 1010-228.01-933.001. However, due to the need to add an additional 100 the vendor couldn’t simply “add through current renewal of 6-5-2024” due to the short time frame before renewal. Therefore, an early renewal quote has been provided by the vendor to allow them to add the needed licenses now (without charging us for them, while including into the new renewal period*)
DISCUSSION:
The terms and conditions have been reviewed prior to Legistar entry and approved by Corp Counsel.
IMPACT ON HUMAN RESOURCES:
N/A
IMPACT ON BUDGET:
N/A
IMPACT ON FACILITIES:
N/A
IMPACT ON TECHNOLOGY:
Until this is renewed, IT will be delayed in imaging and assigning new devices for incoming staff who do not currently have assigned devices (laptop or PC).
CONFORMITY TO COUNTY PRIORITIES:
Continue addressing legacy costs with a plan that values people while creating savings. Ensure all policies are consistently followed by all county departments through accountability.
resolution
TO THE HONORABLE CHAIRPERSON AND MEMBERS OF THE GENESEE COUNTY BOARD OF COMMISSIONERS, GENESEE COUNTY, MICHIGAN
LADIES AND GENTLEMEN:
BE IT RESOLVED, by this Board of County Commissioners of Genesee County, Michigan, that the request by the Information Technology Inventory and Billing Coordinator to authorize a purchase order to Zoho/Manage Engine, in an amount not to exceed $33,259.00 to be paid from accounts 1010-228.01-933.001 ($15,131.02) and 1010-000.00-123.000 ($18,127.98), to purchase 100 additional Endpoint single-use licenses along with the necessary paired Endpoint Central 27 User Licenses, is approved (a copy of the memorandum request and supporting documents being on file with the March 20, 2024 meeting of the Public Works Committee of this Board).