Report Prepared by: Aarin Garrison, Systems Engineer II, Information Technology Department
Title
SUBJECT: Authority to Sign Addendum and License E-mail Archiving Product
REPORT IN BRIEF
Consider approving an addendum to the City’s existing Enterprise Agreement (EA) contract with Microsoft for e-mail archive product.
RECOMMENDATION
City Council - Adopt a motion approving an addendum to the City’s Enterprise Software Agreement with Microsoft by licensing Microsoft’s email archiving product (Exchange Online Archiving); and, authorizing the City Manager to sign the necessary documents.
Body
ALTERNATIVES
1. Adopt the motion as recommended; or,
2. Decline to award contract; or,
3. Refer to staff with direction.
AUTHORITY
Section 200 of the Merced Municipal Code gives City Council the power to make and enforce all laws and regulations in respect to municipal affairs, subject to limitations provided in the State of California Constitution.
CITY COUNCIL PRIORITIES
As provided for in the 2015-16 Adopted Budget.
DISCUSSION
In April 2014 the City renewed a five year Enterprise Agreement (EA) contract with Microsoft. This agreement allowed the City to become compliant with Microsoft software licensing terms, receive the newest versions of the software the City is licensed to operate, utilize software that only EA contract holders have access to, and license software at the lowest possible rate of -7.5% off the government contract rate. The City “piggy backed” off the County of Riversides’ competitively bid agreement. The cost of the Microsoft agreement is $117,635 per year.
The Exchange Online Archiving product will be licensed under the City’s active EA contract to ensure lowest possible pricing.
The Exchange Online Archiving product will help the City to solve archiving, compliance, eDiscovery, and public records act requests as they are related to email. This product will be licensed by the City and added to our existing EA contract with Microsoft.
Currently the City cannot;
• Easily perform eDiscovery or public records act request
• Perform in-place holds of email upon request.
• Archive email. Staff must print and file their records.
The following are benefits of the Exchange Online Archiving product:
• Preserve and hold email information for eDiscovery / public records request.
• Enable staff to archive email in a digital format.
• Archive any amount of email, within the corresponding department’s records retention schedule.
Ability to access archived email remotely.
IMPACT ON CITY RESOURCES
The cost of the Exchange Online Archiving product from Microsoft is $11,305 per year.
Funds for this product are available from the Information Technology Department. Future year payments will also be made from this same fund.
1) $11,600 in funding is available in account: 672-0403-512.2100
ATTACHMENTS
1. CompuCom software quote
2. Enterprise Enrollment (Indirect) Amendment ID M97
3. Program Signature Form