Label
Office 365 Microsoft Exchange Migration Services
Department of Information Technology
Anne Bennett (x1493)
Revised
Title
Repealing Ordinance 557-23; authorizing the Mayor to enter into agreements for the migration of the on-premise Microsoft Exchange email server and emails to a hosted Microsoft Office 365 (O365) Software as a Service (SaaS); authorizing the expenditure of an amount not to exceed $170,000 from the Capital Improvement Fund; and declaring an emergency.
Body
SUMMARY & BACKGROUND:
The existing Microsoft Exchange email system is outdated. The current Microsoft email offering, Office 365 (O365), is delivered in a SaaS model and provides a hosted email solution for all licensed users.
Mitigating the risk associated with the current on-premise Microsoft Exchange is the highest priority for the Information Technology team. We seek to partner with a qualified vendor to work closely with our team to move our current Exchange environment, including existing email and calendar entries, to a hosted solution with O365. These services would include the implementation of a back-up solution and shall not exceed $170,000. Ordinance 557-23 previously authorized an agreement for these services with the City’s current network support vendor, which is no longer viable due to vendor resource restrictions. The City will solicit bids through the Ohio Department of Administrative Services competitive bidding process, or other relevant purchasing consortium.
Summary
NOW THEREFORE Be it ordained by the Council of the City of Toledo:
SECTION 1. That attached Ordinance 557-23 is repealed in its entirety.
SECTION 2. That the Mayor is authorized to enter into information technology services agreements utilizing cooperative or collaborative procurement programs for the migration of the current on-premise Microsoft Exchange email server and emails to a hosted Microsoft Office 365 (O365) Software as a Service (SaaS), upon terms and conditions acceptable to the Director of Information Technology and the Director of Law.
SECTION 3. That the expenditure of an amount not to exceed $170,000 is authorized from the Capital Improvement Fund Account Code 5040-17500-8CP2323MSFTOF for the purposes identified in Section 2.
SECTION 4. That the Director of Finance is authorized to issue warrants against the above listed Account Code in an amount not to exceed $170,000 in payment of the obligations authorized above upon presentation of proper voucher or vouchers.
SECTION 5. That this Ordinance is declared to be an emergency measure and shall take effect and be in force immediately from and after its passage. This ordinance is necessary for the immediate preservation of the public peace, health, safety and property, and will furthermore preserve and maintain security and compliance in the city’s current network environment.
Vote on emergency clause: yeas 10 , nays 0.
Passed: March 27, 2024, as an emergency measure: yeas 10, nays 0.
Attest: Julie Gibbons Carrie Hartman
Clerk of Council President of Council
Approved: March 27, 2024
Wade Kapszukiewicz
Mayor