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  Agenda Item # 22.       
Board of Directors Meeting
Meeting Date: 12/06/2017  
Title:    Renewal of Agreement with Computer Solutions for IT Managed Services
Presented by: Clifford Herberg

Consider and act upon the recommendation to enter into a one year contract with Computer Solutions beginning January 1 through December 31, 2018 in an amount of $312,984 for IT managed services.. - Cliff Herberg
In October of 2016, AACOG eliminated its IT Department and outsourced all IT functions to Computer Solutions on a temporary basis until the end of 2016.  Subsequently, AACOG contracted with Computer Solutions to provide IT managed services for all of 2017.  This Agenda Item requests that the Board of Directors permit AACOG to renew its agreement with Computer Solutions for another one year period for the 2018 calendar year.
Last year the Board of Directors authorized AACOG to enter into a contract with Computer Solutions in an amount not to exceed $360,000.  After negotiations, AACOG entered into a full service agreement in an amount of $315,000, representing a savings in the cost of the six AACOG full time IT Department staff that were replaced by Computer Solutions.  Over the past year, IT functions have been upgraded, secured from virus and malware attacks, and configured to meet current industry standards.  Staff has been pleased with Computer Solutions’ performance and commitment to service.  As an example, the agreement called for Computer Solutions to maintain a person on site for two weeks to implement the transition with the plan being that thereafter most requests for service would be handled remotely.  Because AACOG’s computer infrastructure was in a critical state, Computer Solutions maintained a full time presence at AACOG for approximately six months without additional charge and continues to routinely have a presence at our offices.  The proposed 2018 Computer Solutions managed services contract will continue to provide comprehensive management and service of AACOG’s needs from assessment, maintenance, and upgrading of our infrastructure and end point products, the provision of antivirus software and security threat monitoring and remediation, HIPPA compliance, forensic tracking and auditing of virus and malware removal for use as evidence to outside monitors, to routine service requests from staff.  The contract can be terminated by either party with 30 days notice.
The total annual cost of the proposed annual service agreement is $312,984, which has been budgeted.  The financial impact is less than last year due to the elimination of a one time “set-up” fee while actually increasing the number of users and attendant services provided.  This contract continues to provide a savings in the cost of the six full time employee positions that were eliminated by the outsourcing of the IT Department functions to Computer Solutions.
Staff recommends approval  a one year contract with Computer Solutions. If you have any questions, please contact Cliff Herberg at cherberg@aacog.comor (210) 362-5295.
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