To: Board of Supervisors
From: County Administrative Office
Agenda Section: Consent
SUBJECT:
title
Ratification of the Zoom FedRAMP Licenses Renewal
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve, and ratify the County Administrative Officer’s execution of, the attached order form regarding the renewal of Zoom FedRamp Licenses; and
2. Authorize the Humboldt County Purchasing Agent, or a designee thereof, to execute future Zoom FedRamp licensing renewals, after review and approval by County Counsel, Risk Management and the County Administrative Office - Management and Budget Team.
Body
SOURCE OF FUNDING:
Information Technology (3550118); Department of Health and Human Services; Department of Child Support Services (1380206)
DISCUSSION:
In February 2021, in response to COVID restrictions for in-person meetings or healthcare appointments, the County of Humboldt Information Technology Division and the Department of Health and Human Services Information Services Division implemented the use of Zoom FedRAMP licenses. Zoom FedRAMP licenses are encrypted end-to-end providing a secure electronic meeting environment. Zoom FedRAMP licenses are also used in tele-med appointments as they are in compliance with the requirements of the United States Health Information Portability and Accountability Act of 1996 (“HIPAA”).
Currently before the Board is an order form regarding the renewal of the County of Humboldt’s Zoom FedRAMP Licenses. Since implementation, license counts have increased causing the renewal cost to exceed the purchasing threshold. The renewal cost of current licenses for the period February 2023 through February 2024 is in the amount of Eighty Thousand Nine Hundred Ninety Dollars and Forty Cents ($80,990.40).
The County of Humboldt’s Information Technology Division, Department of Health and Human Services and Department of Child Support Services each pay for their department’s licenses directly as this expenditure is not included in their IT Internal Service Fund allocations.
The County Administrative Officer’s execution of the attached order form was required to avoid disruption of service due to delays in obtaining a renewal quote from vendor as a separate modification to license count was in-progress during the renewal process. Future agreement renewals will be preceded with a license purchase freeze period to ensure sufficient time for review prior to signature.
FINANCIAL IMPACT:
The total renewal amount of the Zoom FedRamp Licenses is Eighty Thousand Nine Hundred Ninety Dollars and Forty Cents ($80,990.40). Funding for these licenses are shared based on the number of licenses as follows: Information Technology Division (3550-118) Two Thousand Four Hundred Twelve Dollars ($2,412.00); Department of Child Support Services (1380-206) Seven Hundred Twenty-Three Dollars ($723.00) and Department of Health and Human Services through multiple budget units in the amount of Seventy-Seven Thousand Eight Hundred Fifty-Five Dollars ($77,855.00). Sufficient funds have been budgeted in approved fiscal year 2022-23 budget for this expense.
STRATEGIC FRAMEWORK:
The recommended actions support the Board of Supervisors’ Strategic Framework by providing for and maintaining technological infrastructure.
OTHER AGENCY INVOLVEMENT:
None
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board may choose not to approve the attached order form regarding the renewal of the Zoom FedRAMP licenses. However, this alternative is not recommended as it would limit the ability for staff to provide secure encrypted remote meeting options and reduce the County of Humboldt’s HIPAA compliance.
ATTACHMENTS:
1. Executed Order Form Number Q1988220
PREVIOUS ACTION/REFERRAL:
Board Order No.: N/A
Meeting of: N/A
File No.: N/A