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ITEM 6
City Council Memorandum Information Technology Memo No.
N/A
Date:
June 10, 2021
To:
Mayor and Council
Thru:
Joshua H. Wright, Acting City Manager
Debra Stapleton, Assistant City Manager
Sandip Dholakia, Chief Information Officer
From:
Rachelle Faherty, IT Applications Manager
Subject:
Purchase of IBM Notes Annual Support and Maintenance Services
Proposed Motion:
Move City Council approve the purchase of IBM Notes annual support and maintenance services, from SHI International Corporation, utilizing the Omnia Partners Contract No. 2018011-02, in the amount of $93,694, and authorize the City Manager or designee to sign a linking agreement with SHI International Corporation.
Background/Discussion:
The City currently uses HCL Notes software for Citywide email and calendaring. The Notes environment includes emails, calendaring licenses, application and database. Notes support provides access to technical assistance resources to resolve software application issues as well as provides software fixes.
The City began a multi-year project in FY 17-18 to replace IBM Notes with Microsoft Exchange for email and calendaring. The conversion is expected to be completed on June 7, 2021. In order to ensure an orderly transition, IBM notes will be archived for up to 12 months which will allow employees to access their emails in Notes on a "read only" basis. All pertinent emails and records can then be saved in O365 for future reference. Maintenance for Notes will not be renewed in FY 22-23 and the budgeted amount will be redirected for annual Microsoft licensing costs.
This renewal covers the City's ongoing use of the IBM Notes system for the period of July 1, 2021, through June 30, 2022.
Evaluation:
Omnia Partners competitively solicited and awarded a contract for Information Technology Solutions and Services. The City has a current Intergovernmental Agreement with Omnia Partners that permits the cooperative use of their contracts. The term of the Omnia Partners contract is valid through February 28, 2023.
Fiscal Impact
Account No.
Fund Name
Program Name
Dollar Amount
CIP Funded Y/N
403.1290.5419.0.0.0
Technology Replacement
N/A
$93,694
N
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