Submitted By: Christopher Ramos
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Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
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Approve a one-year citywide renewal of Microsoft 365 cloud subscriptions, server licenses, and desktop licenses with an estimated annual cost of $567,099
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
In 2021, Council approved a three-year renewal of Office 365 utilizing Microsoft SaaS Cloud Solution. The renewal of this system ensures city operations continue to run smoothly and securely on all devices used throughout our environment. The following benefits are also achieved with this subscription:
• Flexibility of working remotely and on multiple devices to access emails and Office products on different devices such as smart phones, tablets, desktops, and laptops without paying additional license fees for each device. When employment ends with the city, and disabled in the system, the licenses are automatically revoked, and former employees no longer have access to the products or our systems.
• Assurance we are adhering to rigorous compliance and security standards.
• Unlimited archiving is built in with unified document discovery and legal hold functionality to comply with Florida Sunshine laws.
• Built in resiliency and disaster recovery. Data is replicated to multiple data centers and instantly recoverable in the event of an emergency.
• Continuous threat and vulnerability management.
• Provides greater investigation capabilities.
• Protects sensitive data wherever it lives or travels.
• Increases compliance controls for PCI and PII data.
• Detects and identifies vulnerabilities and risky account sign in.
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-CDW, Equipment, Products, or Services. The products offered under Sourcewell Contract No. 081419-CDW 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-CDW 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:
SHI International Corp. and the City of Ocala IT Department completed an audit in February 2023 and found City usage to be in compliance with our license agreement. Microsoft 365 Office products are used throughout the city to enhance productivity and provide a proven and secure platform for City business.
FISCAL IMPACT:
Funds for the annual renewal of $567,099 are budgeted in account # 001-035-530-516-51-52045 and will be paid under Contract No. ITS/210358 as indicated below:
FY23 - $237,716
FY24 - $329,383 will be appropriated in the FY24 budget.
PROCUREMENT REVIEW:
The purchase has been approved 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