Submitted By: Joshua Sasso
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Presentation By: Joshua Sasso
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Department: Police
STAFF RECOMMENDATION (Motion Ready):
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Approve the purchase of Microsoft 365 cloud subscription and server and desktop licenses from SHI International utilizing a Sourcewell Cooperative Purchasing Agreement in the amount of $303,545
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The Ocala Police Department utilizes Microsoft’s Office 365 SaaS (Software as a Service) cloud system. This system is vital to the police department as it provides the following benefits:
• Allows usage of all Microsoft Office productivity products, including Outlook, Word, Excel, and PowerPoint.
• Provides security protections such as tools to monitor internal and external threats to the network, risk assessments for IT staff to respond to areas of concern, and the ability to ensure the agency is adhering to proper standards for equipment inside buildings and in the field.
• Provides investigative tools that help comply with CJIS (Criminal Justice Information System) standards and PII (personally identifiable information) protections.
FINDINGS AND CONCLUSIONS:
The continued use of Microsoft’s Office, security, and server products and services is vital to the operations of the Ocala Police Department.
As a political subdivision of the State of Florida, the City of Ocala qualifies as an eligible user of Sourcewell’s cooperative purchasing agreements to procure technology products and services, Contract No. 121923-SHI. Microsoft Office 365 SaaS software and related services were competitively solicited by Sourcewell, a Minnesota agency and service cooperative, and the solicitation documents have been evaluated and determined by the City’s Procurement and Contracting Department to be cost-effective and to afford best value. Contract No. 121923-SHI will run for an initial term through February 7, 2028. Thereafter, it is eligible for three additional one-year renewal terms upon written agreement.
FISCAL IMPACT:
Funding for the purchase will be budgeted as follows:
Year 1: $303,544 is budgeted in the Fiscal Year 2024-25 expenditure account 001-018-811-521-52-52045.
This purchase, additional purchases, and annual renewals will be tracked by Munis Contract No. OPD/250541 through the end of the contract term.
PROCUREMENT REVIEW:
These goods and services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
N/A. The city’s standard Purchase Order terms and conditions will be utilized to procure IT software and services.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny