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Consent-General Government # 15.
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| Board of Supervisors |
General Services |
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| Subject |
| Approve Enterprise Agreement with Microsoft for Microsoft Office 365 subscription services in the amount of $355,510 annually, for agreement term July 1, 2018 through July 1, 2021. (No general fund impact) (Yarris) |
| Recommended Action |
| Approve Enterprise Agreement (EA) with Microsoft for Microsoft Office 365 subscription services in the amount of $355,510 annually, for agreement term July 1, 2018 through July 1, 2021. |
| Strategic Plan Goal(s) |
| Operational Excellence |
| Reason for Recommended Action/Background |
At the January 23, 2018 meeting, the Yolo County Board of Supervisors approved the IT Strategic Framework for the county. As outlined in the Framework, the IT Division has been exploring a transition to a hosted Microsoft Office 365 platform. Office 365 will provide additional tools and accessibility for county staff to get to email, data and collaboration sites from any device and from anywhere. Currently, Outlook accounts have limited storage in the county’s data center. As accounts grow, data storage and backups take more and more resources. Following implementation, County staff will have access to 100 Gigabyte email accounts, one-terabyte accounts for individual “H Drives”, video conferencing, document management and process automation through SharePoint, and takes the burden off our understaffed IT operation. Implementing such tools will progress us further toward virtual collaboration and away from the difficulty of getting people physically in the same room at the same time. It allows for growth as account size will no longer be a hindrance or an issue. Having this hosted in the cloud greatly reduces our risk and also meets our needs for better disaster recovery and continuity of operations capabilities.
Every four years when new computers are replaced, there is an additional cost of $385 for the basic Microsoft Office Pro package. Office 365 costs ~$200 per user per year for a greatly enhanced toolset over our current package and comes with significantly more data storage space Each user can install their license on 5 Windows PCs, 5 Apple computers and 5 mobile devices, concurrently. All accounts would be hosted externally and can remove almost all need for access portals such as Citrix. This will make it simple to get to email, data and collaboration sites from any of your devices and from anywhere. It is expected that having Office hosted in the cloud will reduce costs of internal annual hardware replacement (hard drives, tapes, servers, etc.) as well as significant staff time in managing on-premise hardware and backups.
Funding for this agreement has been included in the 2018-19 fiscal year recommended budget as individual line items in the proposed budgets of all departments and agencies. General Services and the Department of Financial Services will be cooperating in exploration of a sustained funding mechanism for continuation of this service, potentially including Office 365 in the IT connectivity charges or Enterprise Resource Planning (ERP) charges in future budget years. |
| Collaborations (including Board advisory groups and external partner agencies) |
| General Services Department, County Counsel, Department of Financial Services, Information Technology Executive Council, Information Technology Innovation Group, Board Facilities Subcommittee |
| Competitive Bid Process |
| The pricing for the Enterprise Agreement is from the Riverside County agreement 01E73970, which was from a competitively bid Request for Proposal (RFP), and was fully executed in August 2016. |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
Funding for the initial year of this agreement has been included in the 2018-19 fiscal year recommended budget as individual line items in the proposed budgets of all departments and agencies. In planning for a long-term funding mechanism for this service, the General Services Department and the Department of Financial Services will be cooperating in exploration of including annual costs for Office 365 in IT connectivity charges or Enterprise Resource Planning (ERP) charges in future budget years.
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