Title
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A Resolution Approving a One-Year Renewal for Microsoft 365 Licensing with Technology Solutions Worldwide in an Amount Not to Exceed $73,344.00 and Authorizing Its Execution
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Introduction
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The item requests approval of a one-year renewal of Microsoft 365 licensing for Village staff with Technology Solutions Worldwide in an amount not to exceed $73,344.00.
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Recommended Action
Adopt the Resolution.
Prior Board Action
There is no prior Board action associated with this item.
Background
Microsoft 365 is a core service that provides cloud-based productivity and collaboration tools used by Village staff, including email, calendar, document creation, file storage, and secure communication. These services support daily municipal operations and enable staff across departments to collaborate and manage information.
In 2025, the initial rollout of Microsoft 365 was completed. This is the first year of renewal.
The Information Technology Department issued a Request for Proposals (RFP) for the licensing renewal. The RFP was posted on the Village’s website, DemandStar, and advertised in the Wednesday Journal. Twenty-two (22) proposals were received. Technology Solutions Worldwide submitted the lowest proposal at $73,344.00 for a one-year term.
Timing Considerations
The current Microsoft 365 licenses are set to expire in early May 2026. Approval at this meeting will ensure uninterrupted access to Microsoft 365 services for Village staff.
Financial Impact
The total cost of the one-year Microsoft 365 licensing renewal with Technology Solutions Worldwide is $73,344. Funding for this expense is included in the FY2026 Information Technology operating budget, account 1001.41040.101.550663. Sufficient funds are available in the software licensing account.
Operations Impact
There is no operating impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the resolution.
Advantages:
• This action maintains access to Microsoft 365 services, supporting daily operations and staff collaboration across all departments.
Disadvantages:
• The Village must spend $73,344 for the one-year renewal.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board Members would receive additional information requested.
Disadvantages:
• Microsoft licensing could expire in the meantime, which may disrupt email, calendar, and other services used by staff.
Alternative 2:
The Board can vote down the item.
Advantages:
• This action would eliminate a $73,344 expense.
Disadvantages:
• Microsoft 365 licensing would not be renewed, which could impact staff access to email, calendar, and other collaboration tools used across departments.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Devin McDougal, Information Technology Office Coordinator
Reviewed By: Alvin Nepomuceno, Information Technology Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Purchase Price Agreement
3. RFP Tabulation