The URL can be used to link to this page

Home My WebLink About6.7 Motion to waive the bid process for the purchase of Microsoft Office 365 services and accept the quote from Heartland Business Systems for an amount not to exceed $48,098.40.Mr�GauC �'d'+rt;�iect Subject Motion to waive the bid process for the purchase of Microsoft Office 365 services and accept the quote from •Business Systemsfor an amount not to exceed $48,098.40. Meeting February 7, 2023 - REGULAR MEETING OF THE MOUNT PROSPECTBOARD ■. Fiscal Impact true Dollar Amount 48,098.40 Budget Source 001.20.24.00.0.000.561.004 Category CONSENT AGENDA Type Consent Information E-mail is a core communication tool for nearly every organization. The Village of Mount Prospect is no different and investment in Village's e-mail system is critical. Microsoft's enterprise communication solution has been around for over twenty years. Most know the product as Office 365 or Exchange Online. Microsoft's investment in this cloud offering has advanced over time and provides a range of tools, applications and benefits including disaster recovery, high - availability, security, and zero -day patching. Technology and innovation has transformed the way society communicates and the Village needs to keep pace. Organization's, like municipalities, need access to a more robust, reliable, and scalable solution to meet growing demands. The Village's current e-mail server is an on -premise (IT managed) e-mail server (aka Microsoft Exchange), that staff has been using for many years. This solution has served the Village well but it is coming to its end of life. Village IT staff has reviewed upgrading the existing on -premise server or migrating to Exchange Online. Based on experience, the Exchange Online solution will be the best solution for the Village of Mount Prospect. Additional benefits of Office 365 include: • 99.9% uptime Service Level Agreement . Full suite of services including business -grade email, Office suite, and Teams 1 • Always up-to-date versions of applications • Choice between a variety of plans, with the ability to mix and match Microsoft's solution is best in class and, based on industry trends, will eventually become the only Microsoft solution for e-mail and communication. This upgrade and migration will put the Village in a great position for enhanced communication and collaboration. The various licensing options were evaluated based on the needs of standard email users and power users. The two options that fit these needs are Exchange Online plan 1 (for standard email users) and Office 365 G3 (for power users). Note that the Village must purchase a license for each employee user. Should the need arise, plans can be upgraded or new licenses added at any time. Plans are renewed on an annual basis and may come with variable increases depending on the license. Village IT will track these costs and adjust the budget accordingly. Due to the Village's relationship with Heartland Business Systems during the past 4-5 years and, in turn, their relationship with Microsoft, they were able to secure discounted pricing for the Village, less than Microsoft's retail pricing for government. Alternatives 1. Waive the bid process for the purchase of Microsoft Office 365 services and accept the quote from Heartland Business Systems for an amount not to exceed $48,098.40. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends to waive the bid process for the purchase of Microsoft Office 365 services and accept the quote from Heartland Business Systems for an amount not to exceed $48,098.40. 2 Village of Product Quantity Government Price Mount Extended Annually/User Prospect Price Price Annually/User Office 365 G3 155 $264.00 $258.72 $40,101.60 Exchange Online 170 $48.00 $47.04 $7,996.80 Plan 1 Alternatives 1. Waive the bid process for the purchase of Microsoft Office 365 services and accept the quote from Heartland Business Systems for an amount not to exceed $48,098.40. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends to waive the bid process for the purchase of Microsoft Office 365 services and accept the quote from Heartland Business Systems for an amount not to exceed $48,098.40. 2 ATTACHMENTS: VoMtP Microsoft Licenses Quote 297421.pdf HEAR rLAND BUSINESSSYSTII" I1A Flirelpalred Il:olr: Village of Mount Prospect Andrew Schaeffer 50 South Emerson Street Mount Prospect, IL 60056 P: (847)818-5269 E: ASchaeffer@mountprospect.org CSP-DIRECT- d54I7a54ce8e- 12MO CSP-DIRECT- 297a175422eb- 12MO Office 365 GCC G3 Exchange Online (Plan 1) for GCC Flirelpa.alra""d II&y: I..)ate (Issued Chicago Illinois Office 01.31.2023 Mike Carroll 5400 Patton Drive Suite 413 liiiixlpiilres: Lisle, IL 60532 02.27.2023 $47.04 1 170 1 $7,996.80 Subtotal 1 $48,098.40 1 This quote may not include applicable sales tax, shipping, handling and/or delivery charges. Final applicable sales tax, shipping, handling and/or delivery charges are calculated and applied at invoice. The above prices are for hardware/software only, and do not include delivery, setup or installation by Heartland ("HBS") unless otherwise noted. Installation by HBS is available at our regular hourly rates, or pursuant to a prepaid HBSFIex Agreement. This configuration is presented for convenience only. HBS is not responsible for typographical or other errors/omissions regarding prices or other information. Prices and configurations are subject to change without notice. HBS may modify or cancel this quote if the pricing is impacted by a tariff. A 15% restocking fee will be charged on any returned part. Customer is responsible for all costs associated with return of product and a $25.00 processing fee. No returns are accepted by HBS without prior written approval. This quote expressly limits acceptance to the terms of this quote, and HBS disclaims any additional terms. By providing your "E -Signature," you acknowledge that your electronic signature is the legal equivalent of your manual signature, and you warrant that you have express authority to execute this agreement and legally bind your organization to this proposal and all attached documents. Any purchase that the customer makes from HBS is governed by HBS' Standard Terms and Conditions ("ST&Cs") located at http://www.hbs.nettstandard-terms-and-conditions, which are incorporated herein by reference. The ST&Cs are subject to change. When a new order is placed, the ST&Cs on the above -stated website at that time shall apply. If customer has signed HBS' ST&Cs version 2018.v2.0 or later, or the parties have executed a current master services agreement, the signed agreement shall supersede the version on the website. Certain purchases also require customer to be bound by end user terms and conditions. A list of end user terms and conditions related to various manufacturers and vendors is set forth at https://www.hbs.net/End- User-Agreements. Any purchase that customer makes is also governed by the applicable end user terms and conditions, which are incorporated herein by reference. If customer has questions about whether end user terms and conditions apply to a purchase, customer shall contact HBS. Any order(s) that exceeds the credit limit assigned by HBS shall require upfront payment from customer in an amount determined by HBS. HBS shall make this determination at the time of the order, unless customer has previously submitted the required onboarding paperwork. In such event, HBS shall make this determination at the time of quoting. QT2022.0.0 Chicago Illinois Office Mike Carroll Slglnat.talre, / INalnne 01/31/2023 If.:)atc; Village of Mount Prospect Siiginatire / INaalnne: (::)ate niit.iiall