Label
Office 365 Microsoft Exchange migration services
Department of Information Technology
Anne Bennett (1493)
Revised
Title
Authorizing the mayor to enter into an agreement with Meyer Hill Lynch Corporation dba New Era Technology OH for migrating on premise Microsoft Exchange email server and emails to hosted Microsoft Office 365 (O365) Software as a Service (SaaS); authorizing the expenditure from the Capital Improvement Fund in an amount not to exceed $170,000; waiving the competitive provisions of TMC Chapter 187; making certain findings with respect thereto; and declaring an emergency.
Body
SUMMARY & BACKGROUND:
The existing Microsoft Exchange email system is outdated and presents security vulnerabilities. The current Microsoft email offering, Office 365 (O365), is delivered in a SaaS model and provides hosted email solution for all licensed users.
Mitigating the risk associated with on-premise Microsoft Exchange is the highest priority and the Information Technology team will utilize current network and email support vendor New Era to move current Exchange environment including existing email and calendar entries to hosted solution with O365. The services include the implementation of a back-up solution and will not exceed $170,000.
Summary
NOW, THEREFORE, Be it ordained by the Council of the City of Toledo:
SECTION 1. That the Mayor is authorized to enter into an agreement with Meyer Hill Lynch Corporation, dba New Era Technology OH for migrating on premise Microsoft Exchange email server and emails to hosted Microsoft Office 365 (O365) Software as a Service (SaaS).
SECTION 2. That the expenditure of an amount not to exceed $170,000 is authorized from the 5040-17500-8CP2323MSFTOF for the purposes identified in Section 1.
SECTION 3. That this City Council finds it in the best interest of the city to waive the competitive bid requirements of TMC Chapter 187, through the use of current network support vendor New Era for protecting information related to email security and to preserve and maintain security and compliance with existing network configurations.
SECTION 4. That the Director of Finance is authorized to issue warrant or warrants against the above listed account codes in an amount not to exceed that authorized above in payment of the obligations incurred pursuant to the agreements authorized in Section 1 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. The reason for the emergency lies in the fact that this ordinance is necessary for the immediate preservation of the public peace, health, safety and property and for the further reason that this Ordinance will preserve and maintain security and compliance in our current network environment.
Vote on emergency clause: yeas 11, nays 0.
Passed: October 10, 2023, as an emergency measure: yeas 10, nays 1.
Attest:
Gerald E. Dendinger Matt Cherry
Clerk of Council President of Council
Approved: October 10, 2023
Wade Kapszukiewicz
Mayor