Report to Mayor and City Council
Tuesday, November 16, 2021
Consent
SUBJECT:
Title
CONSIDERATION OF APPROVAL OF AMENDMENT TO CONTRACT SERVICES AGREEMENT WITH SHI INTERNATIONAL, CORP. FOR WINDOWS SERVER LICENSING, OFFICE365 & MIMECAST SERVICES FOR THE CITY OF CARSON (CITY COUNCIL)
Body
I. SUMMARY
On March 2, 2021, the City Council approved a contract with SHI International Corp., for the upgrade and re-license of the City of Carson's Microsoft software to allow City staff continued use of it. Microsoft's latest software is more compatible with the City's latest business critical applications and hardware, ensures the latest antivirus patches, and will increase staff productivity. The Mimecast subscription provides the City with email security, continuity, archiving cloud services, legal discovery, and business continuance (Disaster Recovery) in the event of a City-wide disaster.
The contract term is for 3 years for a total not to exceed amount of $437,213.00, with the Mimecast portion comprising over $138,000 of the contract sum. On or about August 9, 2021, under City's Contract Officer authority pursuant to Section 1.8 of the contract, the contract sum was increased by $18,118.94 for extra work performed by consultant consisting of additional Mimecast features made available to City, thereby increasing the contract sum from $437,213 to $455,331.94.
Recently, SHI called to staff's attention that the $20,229.68 cost stated in the contract to provide Microsoft server and client access licenses for 3 years in fact reflects the cost of only 1 year of Microsoft server and client access licenses, and that SHI inadvertently included such error in its proposal. The parties now propose to rectify this error by amending the contract to increase the license fee by an additional $23,804.24 to cover the cost of the Microsoft server and client access licenses from October 1, 2021 through January 31, 2024, a period of 2 years and 4 months, for an increased contract sum o...
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