TO: Honorable Mayor & Members of the North Port Commission
FROM: Peter D. Lear, CPA, CGMA, City Manager
TITLE: Approve Microsoft Office 365 License Renewal in the Amount of $157,900.08, Between the City of North Port and SHI International Corp. Plus an Approval of up to $50,000 to Complete the Remaining City Projects in FY 2020.
Recommended Action
Approve Microsoft Office 365 license renewal in the amount of $157,900.08, between the City of North Port and SHI International Corp. plus an approval of up to $50,000 to complete the remaining City projects in FY 2020.
Background Information
On 7/10/2018 Commission approved the first-year renewal of a three-year agreement with Microsoft Corporation that continued the subscription of all departments and employees to Microsoft’s secure, cloud-based government communications platform. This platform includes email, calendaring, file storage, video conferencing, Microsoft Office and SharePoint, among other services as well as all upgrades to new versions of the software. These services and applications are all mobile and web friendly and have allowed the City to be more productive and efficient with its resources. All data associated with this suite of services is archived, and a portal is available to the City for public records requests and legal holds. Microsoft is the vendor who is providing the cloud-based applications, and their Enterprise Agreement is the vehicle that was used to acquire their software subscription services. SHI is the reseller approved to sell these Microsoft services utilizing the Florida State contract. This request is for year three of a three-year agreement with SHI for the renewal of Microsoft Office 365 software licenses.
In addition to the pending Microsoft Office 365 license renewals for $157,900.08 (annually), the City has already spent $248,657.49 with SHI on software and maintenance services through approved competitive procurement and expects that an additional $50,000 may be needed to complete remaining projects in FY 2020. Any items needed will be procured competitively and submitted for administrative approval. Because the outcome of the competitive process is unknown, there is no guarantee that the additional funds will be spent with SHI. Since the pending and potential procurements with SHI will exceed $100,000, Commission approval is required.
Strategic Plan
Maintained/Upgraded/Expanded City Infrastructure
Financial Impact
This license renewal will be funded by the Information Technology Division budget, account #001-0710-516-54-00 which has $159,800 budgeted for this renewal. In FY 2020 the City has spent $248,657.49 with SHI for other projects. It is anticipated that the City may spend up to an additional $50,000 with SHI for remaining projects this fiscal year, which is dependent upon a competitive quote solicitation process.
Procurement
This renewal is being procured pursuant to Section. 2-403 (a) (4) of the City Procurement Code - The utilization of other governmental or public entity contracts to procure goods and services.
Attachments:
1. Procurement Form Competitive Exemptions
2. SHI Quote - 18556861 - City
3. SHI Quote - 18556867 - Police
4. Microsoft EA 61965670 City
5. Microsoft EA 74496474 Police
6. 432030000-15-02 Microsoft LSP Contract Executed
7. Florida Division of Corporations
Prepared by: Eric Ryan, IT Manager
Department Director: Cari Branco, Assistant City Manager