This is for Contract Modification No. 1 and Renewal for Microsoft Enterprise with Insight Public Sector, Inc.^(D) in the amount of $1,494,989.12. The Department of Innovation and Technology Services will use this agreement to provide current core business productivity solutions (Microsoft 365 products) as well as new core functionalities needed by areas of the City. 
 
The addition of the G5 uplift license will expand the features and functionality available to every City employee. Some key features that the G5 license uplift provides are:

1.  Advanced cybersecurity protection tools through Microsoft’s anti-phishing 365 Defender portal which is the industry standard for cyber security and phishing. 

2.  Identity protection monitors for atypical user activity, travel, or logins.

3.  Industry-leading data warehouse and reporting with Power BI Pro with an easy-to-use interface empowering every employee to perform data reporting on their own.

4.  eDiscovery- This feature will assist in open records requests and/or Risk Management discoverable documentation. ITS will be able to preserve, collect, review, analyze, and export content that's responsive to the organization's internal and external investigations. It also allows legal teams to manage the entire legal hold notification workflow to communicate with custodians involved in a case.

5.  Records Management and Retention - This will provide a solution for a TAC request submitted by Municipal Archives. This application solution helps to manage regulatory, legal, and business-critical records across the organization. Using these capabilities can incorporate the organization's retention schedules and requirements into a records management solution that manages retention, records declaration, and disposition, to support the full lifecycle of data content.

6.  With the Teams Phone solution users will have one phone number assigned that can be accessed from any device. Users can use Teams to place and receive calls, transfer calls, and mute or unmute calls. Teams Phone will improve communications Citywide by having a single way to contact staff. The existing telephone system will be replaced by Teams Phone.

7.  Cyber Training- This new feature will replace a current solution from KnowBe4 that is used for cyber training, eliminating that separate expense.

This purchase will be entirely offset by replacing existing technology as well as acquiring solutions that are needed in core operational areas of the City. This license uplift will eliminate $125,000 of current expenses. Further, the uplift will eliminate the need to purchase separate tools for data collection, reporting, eDiscovery, and records management; these tools are included in the G5 uplift. The estimated cost to acquire these tools separately is roughly $765,000. Taken together, this purchase will have a positive net financial impact of $44,500.

This was originally procured via a cooperative contract event #7838. This contract was originally approved by Council on May 28, 2020.  The modification upgrade will be procured utilizing a cooperative contract through Omnia – U.S. Communities - # 4400006644 which was originally used to obtain the initial 3- year agreement. 

The renewal will be effective from 6/1/22 to 5/31/2023.

The renewal cost of $635,033.69 is the same as 2021. The upgrade cost is $860,955.43. The total amount of this renewal and modification no. 1 is $1,494,989.12.

(D) Indicates non-local, non-DBE business.
 

Approval