Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
Request approval of recommended proposal - Fulton County Department of Information Technology, RFP# 20RFP894152K-BKJ, Office 365 Implementation Services in the amount of $1,360,557.00 with B2B Technologies, LLC (Atlanta, GA) to perform the upgrade of IT infrastructure associated with the implementation of Office 365. The contract will commence as of the date indicated in the Notice to Proceed (NTP) and shall continue until the sooner of (a) a period of 24 months; (b) Final Acceptance; or (c) the Agreement is terminated.
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with the Purchasing Code Sections 102-374 or 102-375, all competitive sealed proposals shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Is this a purchasing item?
Yes
Summary & Background
Scope of Work: To provide planning and implementation services of Microsoft Office 365, Azure, Exchange Online and Teams. The infrastructure enhancements include cloud-storage of files/emails and the replacement of outdated cell phone management system. The most critical Infrastructure enhancement is the replacement of Microsoft Exchange, the County’s user verification and email system. The County version of Exchange has outlived its usefulness and is a security challenge and a frequent issue when implementing newer systems. Approval of this award will allow the County to enjoy the following benefits:
• Ability for users to access all their documents through any computer or mobile phone
• Allow use of the most current revision of Office (Word, Excel, and PowerPoint)
• Implementation of industry leading collaborative software, Teams
• Enhanced cyber security with the implementation of Microsoft security suite
• Office 365, Teams, and OneDrive training for County users
• Increased resiliency as part of business continuity planning with enhanced access to mission critical documentation when outside of the County network
• Access to enhanced eDiscovery tools
Community Impact: Fulton County staff will have cloud access to all files, emails, and collaboration projects resulting in a more efficient workforce.
Department Recommendation: FCIT recommends approval of this award.
Project Implications: If this item is not approved, the County will continue to use outdated and security challenged applications.
Community Issues/Concerns: There are no community concerns with this item.
Department Issues/Concerns: There are no departmental concerns with this item.
Contract Modification: This is a new procurement item.
This is a new system and in accordance with County Purchasing Code Section 102-386 regarding intellectual property, the anticipated useful life of the intellectual property is a minimum of 10 years and the anticipated annual cost for maintenance & support agreement, service agreement and licensing fees in order to maintain the intellectual property over its useful life is estimated to be $150,000 annually beginning 2022.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $1,360,557.00
Prime Vendor: B2B Technologies, LLC
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Prime Value: $1,360,557.00 or 100.00%
Total Contract Value: $1,360,557.00 or 100.00%
Total M/FBE Value: $0.00
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Evaluation Committee Recommendation Letter
Exhibit 2: Contractor Performance Memo
Contact Information (Type Name, Title, Agency and Phone)
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Glenn Melendez, Chief Information Officer, Information Technology, (404) 612-0192
Contract Attached
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No
Previous Contracts
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No
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$1,360,557.00 |
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TOTAL: |
$1,360,557.00 |
Grant Information Summary
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Amount Requested: |
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Match Required: |
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In-Kind |
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Approval to Award |
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Apply & Accept |
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Fiscal Impact / Funding Source
Funding Line 1:
500-220-2200- A053, Office 365 Migration
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Key Contract Terms |
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Start Date: Upon BOC Approval |
End Date: 12/31/2021 |
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Cost Adjustment: $1,360,557.00 |
Renewal/Extension Terms: 2 Renewal Options |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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