ACTION REQUESTED:
Title
Communication from the City Manager and the Chief Information Officer to Approve the Renewal of a Three-Year MICROSOFT SOFTWARE ENTERPRISE AGREEMENT Adding OFFICE 365 Through CDW-G, in the Amount of $110,154.75, Each Year for a Total of $330,464.25.
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BACKGROUND: The City has had a software enterprise agreement with Microsoft since 2005. The agreement covers licenses for Microsoft Office, Windows 7, Windows Server and Microsoft SQL(database management). Enterprise agreements allow the City to pay a set yearly payment for three years and will streamline the ordering process for new licenses. Within the agreement is Microsoft's Software Assurance that gives us automatic access to new software releases, as they become available during the agreement term. This provides the City with productivity benefits, support, tools and training to help deploy and use the software efficiently. This new enterprise agreement has two major changes; the addition of Microsoft Office 365 and an increase in email accounts to cover the Peoria Fire Department.
The City currently uses Novell GroupWise for email services. For FY 2014 the IS Department has budgeted $121,000 for Novell($37,000) and Microsoft($84,000) software. Replacing both the current Microsoft agreement and Novell for a new enterprise agreement that includes Microsoft Office 365 services would save the City $10,845.25 per year.
Microsoft Office 365 is a cloud based software solution that provides the latest versions of Microsoft Outlook for email, Microsoft Office (Word, Excel, PowerPoint, Access, Publisher, and OneNote) for document management, One Drive for document storage, Microsoft SharePoint for document sharing, and Microsoft Lync for instant messaging via text or video conferencing. The Office 365 subscription allows installing all software on up to 5 PCs, tablets, or Macs per user. We will also have 24/7 technical support directly from Microsoft employees.
Switching to cloud services will remove some stress from the IS department and eliminate the need for a series of internally maintained computer servers. Microsoft will be responsible for security, backups, and upgrades. Cloud services will allow email or document access anywhere there is an internet connection whether you are using a PC, MAC, or a tablet.
The State of Illinois has approved Microsoft Office 365 for use by law enforcement agencies that access the FBI Criminal Justice Information System (CJIS). That means that government agencies in Illinois can now have their law enforcement agencies use Office 365 as their cloud productivity solution and comply with the strict CJIS security requirements. Without CJIS compliance the Peoria Police Department would have to have a completely separate email and document management solution.
The City currently has an RFP out requesting proposals for the migration of City users from Novell to Office 365. The money that we are saving this year will help fund the installation project
FINANCIAL IMPACT: Funding has been included in the CIP and Operating Budget, Account# 401-8401-551.53-04, Project CB145 ($84,000) and $26,154.75 Account# 101-1230-503.33-12
NEIGHBORHOOD CONCERNS: N/A
IMPACT IF APPROVED: The City of Peoria advance technology infrastructure upgrade will begin to be implemented as presented in the Information Systems Strategic Plan 2014.
IMPACT IF DENIED: Employees would continue to use the same productivity tools that are currently in place.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER: 01685-131231
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Have an efficient government.
DEPARTMENT: Information Systems