Okaloosa County BOCC — March 3, 2015 — Direct Payment for Software/Maintenance/License Agreements — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 3, 2015 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Direct Payment for Software/Maintenance/License Agreements DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Request Board approval for direct payment for software/maintenance/license agreements. BACKGROUND & ANALYSIS: Purchasing staff has made an effort to work in cooperation with the Finance Department to create contracts for some software/maintenance/license renewals. This process has proven to be challenging. Some companies prefer not to enter into contracts for multiple years due to the pace at which technology needs change. Staff currently has six (6) software/maintenance/license quotes/receipts for proprietary products. Sole sources have been prepared. The uses of the software/maintenance/licenses are listed below: Catalogic - provides data backups for the entire County ($10,300). Jatheon - provides the ability to archive email which is a requirement to produce public records ($5,995). Barracuda (shi) - provides email network security, which includes a virus and spam filter email. Our email system will not be functional without this update ($2,005.29). Does not require a sole source. Avocent - allows server to server connectivity over the network to facilitate central administration ($3,460.82). Docustore - Imaging/scanning services for Aquaarius. Was originated by purchase order in 2013. ($6,700) Blackberry - supports the Blackberry phones. Only available from Blackberry Corporation. ($3,876) These purchases have been reviewed by Purchasing staff and are eligible for payment upon receipt of invoices. Staff requests Board authorization to make direct payments for the software/maintenance/licenses renewals for Catalogic, Jatheon, Barracuda, Acovent, Docustore, and Blackberry. OPTIONS: Approve/Deny Board authorization for direct payments for Catalogic, Jatheon, Barracuda, Avocent, Docustore, and Blackberry. RECOMMENDATION: Staff recommends Board authorization for direct payments for Catalogic, Jatheon, Barracuda, Avocent, Docustore, and Blackberry. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator