R-2036 - 09/13/2022 - MUNICIPAL - Resolutions Supporting Documents ITEM 6.C.1
BOARD OF TRUSTEES MEETING
VILLIGI of SAMUEL E. DEAN BOARD ROOM
OAK B R92K BUTLER GOVERNMENT CENTER
u��j 1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
September 13, 2022
SUBJECT: Migration to Microsoft 365 for Local Governments
FROM: Jim Fox, Information Technology Director Y_
Ejaz Khan, Information Technology Assistant Director
BUDGET SOURCE/BUDGET IMPACT: Information Technology Program 151-91600
RECOMMENDED MOTION: I move that the Village Board approve Resolution R-2036,
authorizing the Village Manager to execute a Three-Year Agreement with Lift-Off, Inc for the
purchase of Microsoft 365 Tiered Platform Plan E3 GCC with email services for Local
Governments in a total amount of$85,320 ($28,440 annually) and to execute a Professional
Services Agreement with Lift-Off, Inc to complete email services migration with a one-time cost
not to exceed$17,000,pending final Attorney and Staff review and approval.
Background/History:
The Village has hosted a Microsoft Exchange server since 2003. Since that time, two additional
Exchange email servers have been purchased and placed into production, one in 2009 and the
other in 2017. During this period, the department strategy was to purchase a network server and
Microsoft Exchange licensing that would provide email services for a 7 year period each,both
the expected life of the network server and the service life of the Microsoft software.
When the 2016 email server was placed into production, the Village's technology strategic plan
was updated to include plans for the future migration of the Village's Microsoft Office
Productivity Software products along with email functionality to Microsoft 365 in 2023.
Microsoft 365 is a cloud based solution and will not require a premise based servers.
All current Village e-mail boxes will be migrated to the cloud. All Village employees will be
able to operate Office 365 on multiple devices including cell phones, computers,tablets etc. All
software will then be updated automatically each time Microsoft has an update. Web access to e-
mail will continue with the same functionality offered today via Outlook Web Access.
G•S.
The Microsoft AOSG (Agreement for Online Services for Government) licensing program is a
one-year commitment at a time. At the end of year, changes can be made to the plan including
canceling,upgrading, or downgrading. The three-year agreement locks the price for the duration
only. Based on current Village email accounts and Microsoft Office Desktop licensing,the
current annual theree-year Microsoft 365 Tiered Platform Plan E3 GCC with email services for
Local Governments contract price bid is estimated at$28,440. The actual cost varies and will
increase or decrease depending on the actual number of users.
In addition to the software costs, in order to facilitate the migrate of the current Microsoft
Exchange server to the Microsoft 365 Cloud environment, Lift-Off, Inc. will complete the
migration with a not to exceed cost of$17,000. The migration process, including planning and
implementation, is expected to take between 30 and 60 days.
Summary:
This project is budgeted under IT program 151-91600 and is included in the Capital
Improvement Plan. The total project cost is $102,320
• First year: $45,400 (includes one-time migration fee of$17,000
• Second year: $28,400
• Third year: $28,440
AOS-G Licensing and Government Community Cloud Information
Microsoft's Office 365 Government Community Cloud(GCC)was architected exclusively for
federal, state, and local government organizations. In addition to the features and capabilities of
Office 365, your government organization benefits from the following features, which are unique
to Office 365 Government Community Cloud:
• GCC data is segregated from commercial customer content. In addition to the
separation of data at the application layer, the GCC provides your organization with a
secondary layer of physical segregation for customer content by using infrastructure that
is separate from the infrastructure used for commercial Office 365 customers.
• GCC data is stored within the United States. Office 365 services in the GCC are
provided from datacenters physically located in the United States.
• Access to the GCC is restricted to screened Microsoft personnel. Access to Office
365 Government customer content by Microsoft administrators is restricted to personnel
who are U.S. citizens. These personnel undergo background investigations in accordance
with relevant government standards.
• Office 365 Government complies with certifications and accreditations that are required
for U.S.
• Public Sector customers. Office 365 Government supports the Federal Risk and
Authorization Management Program(FedRAMP) accreditation at a Moderate Impact
level. Exchange Online, SharePoint Online, Exchange Online Archiving, Lync Online,
and Office Online have features that can support CJIS requirements for law enforcement
agencies.
Recommendation
Staff recommends that the Village Board approve Resolution R-2036, authorizing the Village
Manager to execute a Three-Year Agreement with Lift-Off, Inc for the purchase of Microsoft 365
Tiered Platform Plan E3 GCC with email services for Local Governments in a total amount of
$85,320($28,440 annually) and to execute a Professional Services Agreement with Lift-Off, Inc to
complete email services migration with a one-time cost not to exceed$17,000. j
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