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ITEM 28
City Council Memorandum Information Technology Memo No. N/A
Date:
August 18, 2022
To:
Mayor and Council
Thru:
Joshua H. Wright, City Manager
Dawn Lang, Deputy City Manager - CFO
Sandip Dholakia, Chief Information Officer
From:
Kerstin Nold, Chief Technology Officer
Subject:
Purchase of Deployment Services for Office 365
Proposed Motion:
Move City Council approve the purchase of deployment services for Office 365, from Carahsoft Technology Corp, utilizing Omnia Partners Contract No. R191902, in an amount not to exceed $200,733, and authorize the City Manager or designee to sign a linking agreement with Carahsoft.
Background/Discussion:
The City completed Microsoft Office 365 (O365) phase one implementation, which transitioned the City from Lotus Notes to Outlook for email/calendaring and Teams for instant messaging functionality. This item is to move forward with O365 phase two, which includes collaboration solutions such as Teams, SharePoint, and One Drive. Microsoft Teams enables real-time messaging, virtual meetings, and real time file sharing; One Drive is a cloud-based storage solution for files that is searchable and expands the ability to collaborate with multiple team members with version control; and SharePoint provides a web-based shared workspace for employees to manage content, knowledge, files with features such as multiple version tracking, workflow, and approvals. All of these tools are much anticipated for staff, but complex from a security and governance standpoint to implement.
The City is seeking approval to purchase consulting services through a contract with Carahsoft Technology Corp. that enables the City to utilize services from AvePoint consultants to develop a strategy which will leverage industry best practices to establish effective security measures, a governance model and a strategic readiness/roll-out plan to deliver O365 phase two seamlessly.
Evaluation:
Omnia Partners competitively solicited and awarded a contract for software solutions and services to Carahsoft Technology Corp. The City has a current agreement with Omnia Partners that permits the cooperative use of their contracts. The term of the Omnia Partners contract is valid through April 30, 2023, with options to extend through April 30, 2025.
Fiscal Impact
Account No.
Fund Name
Program Name
Dollar Amount
CIP Funded Y/N
401.1287.5219.0.6IT093.0
General Government Capital Projects
User Productivity Improvements
$200,733
Y
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