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Agenda 01-17-23; 8-i - Microsoft Office 365 Contract and Approval of Budget Amendment #5-B
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Agenda 01-17-23; 8-i - Microsoft Office 365 Contract and Approval of Budget Amendment #5-B
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BOCC
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1/17/2023
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Agenda
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8-i
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2 <br /> The current version of Office installed on the majority of computers is over seven years old and <br /> will necessitate an upgrade in FY 2023-24 regardless of compliance status. The County <br /> traditionally has purchased individual perpetual Office licenses, i.e., employees can use the <br /> version purchased in perpetuity and where the support model degrades over time. <br /> The proposed Microsoft Office 365 model keeps all licensing and software versions in use up to <br /> date and in compliance with an annual subscription. Microsoft Office 365 is an evergreen cloud- <br /> based productivity suite. This subscription model includes version upgrades as they become <br /> available, as well as a host of other features not offered in the perpetual model. The proposed <br /> cost for the proposed model is $403,195.97. <br /> The past three years have seen a dramatic change in the way employees try to leverage use of <br /> the older software model. Remote meetings and cloud-based document sharing have moved into <br /> the necessary category once occupied solely by webmail. This represents a dramatic shift in the <br /> way Orange County employees collaborate and interact with data. The use model in place today <br /> seems to be growing in an upward trajectory and current licensing model cannot keep up. <br /> Microsoft tools for business intelligence have been bolted on to the existing system in order create <br /> a robust collaborative space for leaders and staff to look at complex datasets to model and <br /> illustrate business outcomes. The Microsoft Office 365 proposal natively integrates many of these <br /> somewhat disparate systems. Employees continue to ask for new ways to do business and <br /> Microsoft Office 365 meets many of those needs and scales well into the future, more so than the <br /> perpetual model that has been in place since 2006. <br /> The associated Microsoft Volume Licensing Enrollment Agreement was originated by the vendor <br /> in line with industry standards while also meeting policy requirements and legal sufficiency. <br /> The implementation costs for Office 365 are recommended to be funded with approval of Budget <br /> Amendment #5-B, which will utilize $403,195.97 of the County Capital Reserve Fund authorized <br /> in Budget Amendment #5-A (a separate item on this January 17, 2023 meeting agenda), and <br /> would transfer those funds to the County Capital Fund. This will amend the following Capital <br /> Ordinance: <br /> iT Capital Fund($403,196) - Project# 30007 <br /> Revenues for this project: <br /> Current FY 2022-23 FY 2022-23 <br /> FY 2022-23 Amendment Revised <br /> Grant Funding $37,343 $37,343 <br /> Financing Proceeds $14,195,923 $14,195,923 <br /> Appropriated Fund Balance $200,000 $200,000 <br /> Transfer from General Fund $2,822,135 $403,196 $3,225,331 <br /> Total Project Funding $17,255,401 $403,196 $17,658,597 <br /> Appropriated for this project: <br /> Current FY 2022-23 FY 2022-23 <br /> FY 2022-23 Amendment Revised <br /> IT Capital Project Expenditures $17,255,401 $403,196 $17,658,597 <br /> Total Costs $17,255,401 $403,196 $17,658,597 <br />
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