Submitted By
Alvin Nepomuceno, Director of Information Technology
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Purchase Price Agreement with CDW Government LLC for the Purchase of Microsoft Software Licenses in an Amount Not to Exceed $52,751.95 and Authorizing Its Execution and Waiving the Village's Bid Process
End
Overview
Overview
The Information Technology department is requesting the authorization to purchase Microsoft Exchange Server and some needed Microsoft Office Standard licenses to upgrade the current Microsoft Exchange and Office 2010 environments.
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Recommendation
Recommendation
Approve the Resolution
Fiscal Impact
The 2019 Budget allocates $194,580 for Software Licenses (account #1001.410400.101.550663); the current fund balance is $91,765.53. The requested amount $52,751.95 for upgrading the Microsoft software is covered under this account.
Background
The Village currently uses Microsoft Exchange 2010 email server and Microsoft Office 2010 software for day-to-day operations that was purchased in 2009-2010. Microsoft will be ending support for Microsoft Office 2010 and Exchange 2010 in October 2020, meaning it will discontinue all support and all updates, including security updates. Continued use of Microsoft Office 2010 and Exchange 2010 would leave Village systems vulnerable to new computer viruses and other malware and compatibility issues with other software.
Alternatives
The Village Board could delay action and seek more information. The Village could also elect to not fund this software upgrade which may result in system security vulnerability.
Previous Board Action
The Board has regularly approved the purchase of Microsoft software.
Citizen Advisory Commission Action
The Civic Information Systems Commission (CISC) members receive regular updates from staff and understand the need to upgrade outdated software to meet security standards as part of the Village's IT Strategic Plan.
Anticipated Future Act...
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