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Date: October 28, 2024 Item: 7 <br />Presenter: Maggie Jin, Finance Director <br />Section: Consent Agenda <br /> <br />Title: Microsoft 365 Migration and Licensing <br /> <br /> <br />1.Purpose: <br />The purpose is that staff is requesting authorization for the purchase of M365 migration with the <br />assistance from LOGIS and software licensing to continue use of Microsoft products for city <br />business. <br />2.Background: <br />The new Microsoft 365 (M365) software is a necessary transition for the city. In addition to <br />extending the City’s current use of Microsoft products, M365 introduces additional tools that <br />further fill needs and allows other capabilities within the City’s technology environment. <br /> <br />The integration to M365 will take the existing Active Directory Domain Service and create a <br />hybrid environment that will give staff efficient, quick and secure access to work in. Features such <br />as the real time implementation of Microsoft updates will support operations and reduce <br />cybersecurity vulnerabilities. The hosting of the city’s email data in the M365 cloud will improve <br />the city’s ability to manage data practice requests without requiring the possession of individual <br />devices and the streamlining of password management will help to support the city’s cybersecurity <br />efforts. <br />3.Cost: <br />The implementation cost of the project is $18,000 for labor hours and will be a licensing cost of <br />$30,000 annually moving forward. The cost of the implementation was included in the capital <br />improvement plan and the licensing cost is part of the annual IT budget. <br />4.Funding: <br />The implementation and licensing will be funded by the IT fund. <br />5.Staff Recommendation: <br />Staff recommends a motion to authorize the purchase of M365 licensing for the implementation <br />cost of $18,000 with an ongoing annual licensing cost for the next three years of approximately <br />$30,000. <br />AGENDA ITEM <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br />COUNCIL ACTION REQUESTED <br />Motion to authorize the purchase of M365 licensing for the cost of $18,000 with an ongoing annual <br />licensing cost for the next three years of approximately $30,000. <br />Exhibits <br />Exhibit A. M365 Statement of Work <br />Exhibit B. M365 Preliminary Licensing Quote <br />31