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HomeMy WebLinkAbout2017 03 13 Consent 301 Microsoft Licensing and Consulting COMMISSION AGENDA Informational Consent ITEM301 > Public Hearings Regular March 13, 2017KSJD Regular MeetingCity ManagerDepartment REQUEST: The Information Services Department requests Commission authorization to purchase Microsoft Windows Server operating system, Exchange Server, and Office licensing from Software House International (SHI) in the amount of $74,722; related consulting services from Y2K Services Inc., in the amount of $11,250; a contingency in the amount of $2,500; and authorization for the City Manager and City Attorney to prepare and execute any and all applicable documents. SYNOPSIS: The City is currently running old Microsoft application and server software which is outdated and no longer supported or is reaching its end of life (EOL). The software needs to be upgraded for security and compatibility purposes. When this software reaches EOL, it is no longer supported and will no longer receive security patches or upgrades which poses security risks and compatibility issues for our network. Quotes were solicited from multiple vendors for software licensing and Software House International (SHI) was the low bid at $74,722. Quotes were also solicited for consulting services and Y2K Services Inc., was the low bid at $11,250. Information Services is requesting authorization to purchase this needed software from SHI in the amount of $74,722; related consulting services from Y2K Services Inc., in the amount of $11,250; a contingency in the amount of $2,500; and authorization for the City Manager and City Attorney to prepare and execute any and all applicable documents. CONSIDERATIONS: What do we currently have? The City uses Microsoft Exchange 2007 as its enterprise email system which is running on a Windows Server 2003 (server operating system), Consent 301 PAGE OF March 13, 2017 13- and Microsoft Office 2007 office productivity software which not only includes productivity software but also contains the email client (Outlook) which is needed to access our City email, as well as other productivity software such as Word for word processing, Excel for spreadsheets, and PowerPoint for presentations. What do we need to upgrade? We need to upgrade to Windows Server 2016, Exchange Server 2016, and Office 2016, and all three need to be upgraded at the same time. Licenses needed are: Windows Server 2016 and associated client access licenses (CALs), Exchange Server 2016 Enterprise and associated CALs, and Office 2016 Standard licenses. Why do we need to upgrade? Software, especially server operating system and communications software, should be kept upgraded and patched regularly, and be replaced as it reaches end of life (EOL). When Microsoft software reaches EOL, it is no longer supported, meaning that it will no longer receive updates for bug fixes, performance issues, and most importantly, security vulnerabilities; additionally, we are no longer able to receive technical support from Microsoft for those systems. These updates are a critical part of keeping the City's network secure and working. In addition, there are also compliance issues for software that has reached EOL. For example, there are certain requirements by the Criminal Justice Information Services (CJIS) Security Policy that require us to keep our systems (servers and applications) up to date and patched in order to be in compliance. In addition, there are compatibility issues with other computer systems or software applications within our network that we are not able to upgrade until we have upgraded the server operating system on which it runs. It's a chain effect where everything is related and has implications for other areas of the network. We also have many systems that interface with and are dependent upon Microsoft Exchange for workflow notifications and other email status notifications. The City is on course to either upgrade or decommission its remaining Windows 2003 Servers this fiscal year (FY 2017). Exchange Server 2007, which is EOL in April 2017, is running on a 2003 Server which has already reached EOL. Microsoft Office 2007 will be EOL in October 2017. Why is a consultant needed? Due to the complexity of the migration and in order to maximize uptime during the migration, the services of a consultant are required. Because there is no direct path from Exchange Server 2007 to Exchange Server 2016, this upgrade will require us to migrate from Exchange 2007 to Exchange 2010 before migrating to Exchange 2016; this entails multiple exports and imports into various databases on multiple servers. We will require the assistance of a consultant to help us avoid data loss and to insure proper licensing compliance. Quotes for a consultant were solicited and received as follows: Y2K, Inc. $11,250 Dell $28,652 Konica Minolta $28,885 CDW $48,054 SHI $39,402 Quotes for the software licensing were solicited and received as follows: Software House International (SHI) $74,722 Consent 301 PAGE OF March 13, 2017 23- Zones $80,096 SCW $83,962 Dyntek $91,941 We are requesting authorization to purchase the software from SHI in the amount of $74,722, consulting services from Y2K Services Inc., in the amount of $11,250, a contingency in the amount of $2,500, and authorization for the City Manager and City Attorney to prepare and execute any and all applicable documents. This software pricing from SHI is through the Licensing Solutions Providers (LSP) of Microsoft Software and Services 432300001502 State Contract. >> FISCAL IMPACT: Total project cost, including contingency, of $88,472 is budgeted in the FY 2017 Information Services Capital Improvements line code. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the Citys Website, LaserFiche, and > the Citys Server. Additionally, portions of this Agenda Item are typed verbatim on the > respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the Citys Website, LaserFiche, and the Citys >> Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowners Associations/Representatives > on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at six (6) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: The Information Services Department requests that Commission authorize the purchase of the Microsoft software from SHI in the amount of $74,722, consulting services from Y2K Services Inc., in the amount of $11,250, a contingency in the amount of $2,500, and authorization for the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: There are no attachments Consent 301 PAGE OF March 13, 2017 33-