To: BOARD OF SUPERVISORS
From: Information Technology
Meeting Date: March 24, 2026
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Department Contact: |
Tony Rakes |
Phone: |
707-234-6348 |
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Department Contact: |
Jon Gall |
Phone: |
707-234-6348 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Service Agreement with CDW Government, LLC., in the Amount of $1,189,717.20, for Microsoft 365 (M365) Support and Maintenance Services, Effective April 1, 2026, through March 31, 2029
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Recommended Action/Motion:
recommendation
Approve service Agreement with CDW Government, LLC., in the amount of $1,189,717.20, for Microsoft 365 (M365) support and maintenance services, effective April 1, 2026, through, March 31, 2029; authorize the Chief Executive Officer or designee to sign any future amendments to the Agreement that do not increase the maximum amount by more than $100,000.00; and authorize Chair to sign same.
End
Previous Board/Board Committee Actions:
On March 15th, 2022 the Board of Supervisors approved consent calendar item 3AF) Authorization For The Chief Executive Officer Or Her/Ids Designee To Purchase Microsoft Licensing 365 In The Amount Of $550,532.62, Up To $2,476,000 Over A Four Year Term; And Authorize The Chief Executive Officer Or Her/Ids Designee To Purchase Additional Microsoft 365 Licensing Up To An Additional $100,000 - Sponsor: Information Technology.
Summary of Request:
This agenda item requests continuation of funding to maintain Mendocino County’s licensing and support for Microsoft 365 (M365) services including but not limited to Outlook, Teams, SharePoint, Word, Excel, cybersecurity services, and other critical infrastructure. Licensing and support costs are $1,189,717.20 over a three-year term, paid annually at $396,572.40 per year, up to an additional $100,000.
In prior years, Mendocino County leveraged the California Department of Technology (CDT) competitive contract to procure Microsoft 365 (M365) services. The terms of that CDT contract have expired, with a new contract recently negotiated. The new CDT contract does not support the licenses used by Mendocino County. However, the County of Riverside has negotiated a competitive agreement with Microsoft and made it available to all government entities in the state of California. As of 2022, over 900 government agencies were leveraging the Riverside contract.
Advantages of the Riverside contract:
• Pre-negotiated competitive contract
• Savings of ~$144K/yr vs. CDT contract
• Access to the full catalog of Microsoft products
• Stable pricing for 3 years
The Executive Office - Information Technology Division is requesting approval to procure M365 services and licensing through the Riverside competitive contract. This allows Mendocino County to maintain preferred licensing currently in use while realizing savings of approximately $144,000 per year versus the nearest equivalent licensing offered in the current CDT contract.
Alternative Action/Motion:
Do not approve and provide directive to staff.
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
Vote Requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: ITSF (0717) |
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current f/y cost: $396,572.40 |
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budget clarification: ISF Funds will be used for this purchase. |
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annual recurring cost: $396,572.40 per year through FY 28/29 |
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budgeted in current f/y (if no, please describe): Yes |
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revenue agreement: No |
AGREEMENT/RESOLUTION/ORDINANCE APPROVED BY COUNTY COUNSEL: Yes
CEO Liaison: Executive Office
CEO Review: Yes
CEO Comments:
FOR COB USE ONLY
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Executed By: Deputy Clerk |
Final Status: Item Status |
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Date: Date Executed |
Executed Item Type: item |
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Number: |
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