ACTION REQUESTED:
Title
Communication from the City Manager and the Chief Information Officer to Approve the PURCHASE of Professional Services from VIRE TECHNOLOGIES to Assist with the Configuration, Data Transfer and Employee Training for Microsoft Office 365, in the Amount of $51,764.00.
Body
BACKGROUND: On May 13th of this year Council approved a three year agreement with Microsoft that included outsourcing email services. After the approval staff released RFP #20-14 NOVELL GROUPWISE TO OFFICE 365 MIGRATION. The goal of RFP #20-14 was to assist the city in a migration of email, calendar, contact information, and document files from city servers to the Microsoft Office 365 servers. An additional goal of the RFP was to train every city employee in the use of Microsoft Outlook, Lync, and SharePoint.
RFP #20-14 was issued in May of this year with a closing date of May 22nd. Ten proposals were solicited with seven responses received. The proposals were reviewed and ranked by Sam Rivera, Chief Information Officer, Rachel Cook, Application Services Manager, Cory O'Brien, Desktop Services Manager, and Paul Peterson, Network Administrator. The criteria used to rank and evaluate the proposals included: overall completeness, experience, qualifications, project plan, statement of work, cost, schedule, and references for similar projects.
The following is the average of all scores.
Vendor |
Project Bid Amount |
Average points |
Erb's Technology |
$21,117 |
10.75 |
Incomplete |
VIRE Technology |
$51,764 |
71.75 |
|
AOS |
$52,279 |
49.75 |
|
Planet Technologies |
$86,860 |
65.75 |
|
Facet Technologies |
$92,700 |
45.25 |
|
DLT Solutions |
$112,512 |
47.75 |
|
IT 360 Inc. |
$137,595 |
47.25 |
|
After careful review staff recommends accepting the lowest complete bid from VIRE Technology. The bid from Erb's Technology was found to be incomplete due to a lack of required scope of work and cost detail. Staff has interviewed VIRE, checked references, and checked the Better Business Bureau (no complaints found). Staff is confident that VIRE can complete the project.
FINANCIAL IMPACT: Funding is available in the CIP and Operating Budget, Account# 401-8401-551.53-04, Project CB145 ($40,918.75) and $10,845.25 Account# 101-1230-503.33-12
NEIGHBORHOOD CONCERNS: N/A
IMPACT IF APPROVED: Staff will begin working with VIRE Technologies to identify and convert historical employee email to Office 365
IMPACT IF DENIED: Employees will not have their historical email converted to Office 365 this year.
ALTERNATIVES: Staff could start the new email system without any historical email
EEO CERTIFICATION NUMBER: 03299-150930
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