Commissioners Court - Regular Session

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28.

Meeting Date:	04/02/2013
Dell Lease/Purchase Agreement for Kace Helpdesk Solution
Submitted By:	Jay Schade, Information Technology
Department:	Information Technology
Agenda Category:	Regular Agenda Items

Information

Agenda Item

Discuss and consider approving Dell Financial Services' "Tax Exempt Lease Purchase Schedule No. 810-6660532-001 to Master Lease Agreement No. 6660532" to lease/purchase the Kace K1100 Help Desk Solution and authorize County Judge to sign the agreement as well as the Acceptance Certificate, Secretary/Clerk Certificate and the Billing and Lease Schedule Information form.

Background

For the past ten years we have utilized three separate solutions to manage the Technology Services help desk. One solution (Revelation) managed the trouble tickets, another solution (Smeadlink) managed the inventory and the third solution (Centennial SAM) searched the network and identified all hardware attached to the network as well as all software installed on each piece of hardware. We also had a fourth solution (another instance of Smeadlink) which managed the records stored in the records warehouse.

Besides the existing four solutions being out-dated and not integrated, this solution (Kace) will do all of the above and is fully integrated, so the trouble tickets can be linked to the hardware, the hardware can be linked to the user, we -- and the auditors --can ensure software licensing is appropriate, we can identify which software is actually being used by each user, and we can better track the maintenance and support for each piece of equipment. For example, we will be able to identify who really uses Microsoft Office, or even which modules in Microsoft Office, allowing us to save money by not purchasing products for individuals who aren't using them and we can identify if a certain line of printers, computers or other hardware may have inherent issues so we can steer away from that particular line for future purchases.

The cost of this solution will be coming out of the Technology Services general budget. We chose to use the lease/purchase as opposed to simply purchasing the product outright because of cost. If we purchased the solution outright, it would cost $56,000 up front and $10,233 per year, so for the first five years the total cost would be about $97,000. By using the lease/purchase we will save $20,000 over that 5-year period (total cost for the lease/purchase will be $77,000), and we will keep the costs uniform year-to-year.

For less than what maintenance would cost on each of the four existing products, we will have a much more powerful and efficient solution.

[This agreement has been reviewed by County Auditor staff and approved. Attorney's office said since it is a state contract (DIR), which we can't change, they don't review it.]

Fiscal Impact

From/To	Acct No.	Description	Amount

Attachments
Lease Purchase Agreement
Exhibit A
Exhibit B
Secretary Clerk Certificate
Master Agreement
Billing Info

Form Review

Inbox	Reviewed By	Date
County Judge Exec Asst.	Wendy Coco	03/28/2013 07:32 AM
Form Started By: Jay Schade		Started On: 03/27/2013 12:50 PM
Final Approval Date: 03/28/2013