Title
A RESOLUTION AMENDING RESOLUTION NO. 22-78, AUTHORIZING THE CITY MANAGER TO REVISE THE PROFESSIONAL SERVICES CONTRACT WITH VIRTUAL DATAWORKS FOR THE MIGRATION TO THE MICROSOFT GOVERNMENT COMMUNITY CLOUD (GCC) AND ANNUAL SUBSCRIPTION RENEWAL FOR THE CITYWIDE USE OF MICROSOFT 365, AND DECLARING AN EMERGENCY.
Brief Description: This Resolution is for approval to amend the service agreement with Virtual Dataworks to account for the upgrade of all city users to the G3 subscription level. This will be an amendment to the original contract with Virtual Dataworks but for the best pricing we intend to commit to another 3-year term. This will provide a discounted rate and fix the price for three more years. These changes are required to increase the baseline level of security for all city users.
Body
Legislative History
Resolution 22-70
Resolution 21-60
Purpose & Explanation
In response to the recent significant increase of government cyber breaches, IT Staff would like to upgrade their Microsoft 365 licensing to move all City users to the Microsoft 365 G3 level. We are currently aware of 7 local communities that have been breached in the last 2 months.
Upgrading to the Microsoft 365 G3 level will enable staff to continue building on past security upgrades and provide improved protection for all users. The City’s current configuration is not as flexible for applying the granular security features that are now being required to adequately meet the needs of our annual cyber security insurance renewal. The Microsoft G3 level will also enable staff to pursue IT-industry cyber certifications such as NIST, while reducing our reliance on other third-party security solutions.
This upgraded licensing will provide access to these additional security components and allow IT staff to better manage and monitor user accounts and devices throughout the organization.
The costs for this project will be:
2022 Year 1+ Pro Services For the first year (Paid in 2022) $65,912.20
2023 Year 2 with Upgrade For the second year (Due in 2023) $87,287
2024 Year 3 with Upgrade For the third year (Future budget) $87,287
2025 Year 4 with Upgrade For the fourth year (Future budget) $87,287
TOTAL over 3 years: $261,843
Note: The last 2 years will be included in the 2024 and 2025 Operating budgets.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for three consecutive weeks; bid tab attached: [Yes/No/NA])
Joint or Cooperative Purchase Program
X Professional Services
Other [provide explanation]
Fiscal Impact
Currently Budgeted (Account #)
X Supplemental Appropriation Required (Account #101-7510, $28,582)
Appropriation Not Required.
Does this legislation require use of an emergency clause?
X Yes [if so, explain why]
No
Recommendation
Suggested Action
Staff recommends that City Council approve this Resolution authorizing the City Manager to proceed with the increased costs due to the Microsoft 365 licensing upgrade and amend the contract with Virtual Dataworks accordingly.
Submitted by,
Thomas Sheridan, City Manager
Paul Leedham, CIO