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 three-year renewal of Microsoft 365 cloud subscriptions, server licenses, and desktop licenses with an estimated aggregate expenditure amount of $838,368
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
In 2021, the Council approved a three-year renewal of Office 365 utilizing Microsoft’s SaaS (Software as a Service) Cloud Solution. This continued use of this system is vital for the secure functionality of the Ocala Police Department. The following benefits are achieved with the continued use of this system:
• Allows usage of all Microsoft Office productivity products including Outlook, Word, Excel, and PowerPoint.
• Offers security that is vital for the cyber protection of the agency such as tools to monitor network threats, risk assessments for IT staff to respond to areas of concern, and the ability to enforce equipment standards ensuring the agency is compliant with all criminal justice policies and standards.
• Provides investigative tools that help with compliance related to CJIS (Criminal Justice Information System) and PII (Personally Identifiable Information).
As a political subdivision of the state of Florida, the City of Ocala qualifies as an eligible user of Sourcewell cooperative purchasing agreements, more specifically, Sourcewell Cooperative Purchasing Agreement 081419-SHI, Equipment, Products, or Services. The products offered under Sourcewell Contract No. 081419-SHI have been competitively solicited by Sourcewell, a State of Minnesota agency and service cooperative, and evaluated and determined by the City’s Procurement Department to be cost effective and to afford City best value.
The City has utilized Sourcewell Cooperative Purchasing Agreement No. 081419-SHI since 2019 for the procurement of related software and services through SHI International Corp., an authorized reseller. The agreement will expire on October 30, 2024.
FINDINGS AND CONCLUSIONS:
The usage of Microsoft’s products and services are vital to the cybersecurity of the Ocala Police Department through their office, security, and server products. The Ocala Police Department utilizes these systems continuously to maintain its high level of functionality.
FISCAL IMPACT:
Funding for the three-year renewal is/will be budgeted as follows:
Year 1: $279,462 is budgeted in the Fiscal Year 2023-24 expenditure account 001-018-811-521-52-52045.
Year 2: $279,462 will be budgeted in the Fiscal Year 2024-25 expenditure account 001-018-811-521-52-52045.
Year 3: $279,462 will be budgeted in the Fiscal Year 2025-26 expenditure account 001-018-811-521-52-52045.
This purchase will be tracked by Munis contract number OPD/240323.
PROCUREMENT REVIEW:
The 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 for the procurement of the IT software and services.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny