Submitted By: Joshua Sasso
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Presentation By: Joshua Sasso
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Department: Police
FORMAL TITLE:
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Continued utilization of Sourcewell’s Cooperative Purchasing Agreement with SHI International Corp. for the purchase of Microsoft 365 cloud subscriptions, server licenses, and desktop licenses in the amount of $314,994
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, .
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Ocala Police Department (OPD) uses 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:
• Seamless usage of all Microsoft Office productivity products, including email, Word, Excel, and PowerPoint.
• Vital security features to protect the agency, such as tools to monitor threats internal and external to the network, risk assessments for IT staff to respond to areas of concern, and the ability to enforce standards for equipment inside buildings and in the field to ensure compliance with proper standards.
• Investigative tools that help with compliance related to CJIS (Criminal Justice Information System) and PII (Personally Identifiable Information).
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 OPD and 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.
Staff recommends approval.
FISCAL IMPACT:
This purchase will be made with SHI under Munis contract number 260315. The most recent purchase of these goods/services was on April 1, 2025, in the amount of $303,545. Payment is budgeted this year in the amount of $314,994 from expenditure account 001-018-811-521-52-52045.
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 for the procurement of the IT software and services.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny