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AI- 2895   12. B. 8.    
BOC Regular
Meeting Date: 06/06/2019  
MS Office 365 Agreement
Submitted For: Kelli Scott
FROM: Brad Wilcox, Assistant County Administrator , Administration
Department: Administration  

Information
RESOLUTION:
Resolved the Calhoun County Board of Commissioners does hereby approve a three year Microsoft Enterprise Agreement thereby authorizing annual subscription fees of $197,310.10, in addition to professional services for project implementation provided by CDW-G in the amount of $17,763, and authorizes the County Administrator/Controller to execute the agreement on behalf of the County.
RECOMMENDATION:
County Administration requests approval of the Board of Commissioners to authorize a three year Microsoft Enterprise agreement and CDW-G professional services contract designed to implement the Microsoft Office 365 suite of software products as presented for the total amount of $609,693.30.
BACKGROUND:
In 2010, Calhoun County began utilizing Microsoft Office 2010 for their primary Office Productivity Suite and email platform. Included in the Suite are Word, Excel, PowerPoint, and the Outlook email client. While the software has met the needs of the County for the past 9 years, compatibility resulting from the lack of feature enhancements will make the software less useful when collaborating. Further, Microsoft has announced an end-of-support date of October 2020; at which time they will stop issuing MS Office 2010 security patches and bug fixes. To avoid putting the County into a vulnerable situation, it is time to look at replacing existing outdated software with a current release.


The County Information Technology Department is recommending Microsoft Office 365 (Office 365) as the replacement for MS Office 2010. Office 365 is a package of subscription services offered by Microsoft, as part of the Microsoft Office product line. The brand encompasses plans that allow use of the Microsoft Office software suite (Word, Excel, Power Point and Outlook) over the life of the subscription, as well as cloud-based software as a service product for business environments, such as hosted Exchange Server, Skype for Business Server, and SharePoint among others. All Office 365 plans include automatic updates to their respective software at no additional charge, as opposed to conventional licenses for these programs—where new versions require purchase of a new license.

Pricing for software licenses and professional services is provided by CDW-G as quoted from Microsoft. It represents Microsoft Enterprise pricing (under the State of Michigan Master Computing Contract) for 750 users. The Office 365 subscription fees require the County to make three annual payments of $197,310.10. The three year subscription total is $591,930.30. The project implementation services, based upon the attached CDW-G Scope of Work document total $17,763, which is in addition to the MS Office 365 subscription fees. End-user training is not included in the SOW provided by CDW-G but a separate training plan will be developed by the County IT department.

The funds required for the first year of the Office 365 subscription are budgeted in the 2019 Capital Improvement Program. Future year subscription costs will be included in the IT budget and departments will be charged indirectly for software costs based on their number of users.
SUMMARY:
County Administration requests approval of the Board of Commissioners to authorize a three year Microsoft Enterprise agreement and CDW-G professional services contract designed to implement the Microsoft Office 365 suite of software products as presented for the total amount of $609,693.30.

Fiscal Impact
BUDGETARY IMPACT:
The funds required for the first year of the Office 365 subscription are budgeted in the 2019 Capital Improvement Program. Future year subscription costs will be included in the IT budget and departments will be charged indirectly for software costs based on their number of users.

YR 1 197,310.10 SW Subscription
17,763 services

YR 2 197,310.10 SW Subscription

YR 3 197,310.10 SW Subscription

Attachments
MS Office Quote
CDW SOW

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