Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval to Participate in the State of Florida Contract #43230000-NASPO-16-ACS for Cloud Solutions with Carahsoft Technology Corp.
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Submitted By: Michelle Fentress, Procurement Contracting Officer II, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Michelle Fentress, Procurement Contracting Officer II, PMD.
2. Parties: City of Port St. Lucie and Carahsoft Technology Corp.
3. Purpose: To renew the City’s Avepoint Public Sector, Inc. Cloud Backup for M365, Cloud Governance, Policies and Insights, Cloud Backup for Power Platform and Fly: Sharepoint and Filesystem Migration software packages.
4. New/Renewal/Modified: New.
5. Duration: The initial term began on July 28, 2017 and has been renewed through September 30, 2026.
6. Benefits to Port St. Lucie: Provides automated, secure, off-site backup of all M365 documents, a migration process of the City’s on-premises storage systems to Sharepoint/Onedrive and an implementation process for governance strategies in our M365 environment.
7. Cost to Port St. Lucie (Annual and Potential): Estimated expenditures for Fiscal Year 2023-2024 is $105,000.00. Future expenditures will be as appropriated in each year’s budget.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve participating in the State of Florida Contract #43230000-NASPO-16-ACS for Cloud Solutions, per Chapter 35.08(a)(9)(a) (exception for cooperative agreements) of the City’s code of ordinances.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve contracting with Carahsoft Technology Corp., under the State of Florida Contract #43230000-NASPO-16-ACS.
2. Move that the Council not approve contracting with Carahsoft Technology Corp., under the State of Florida contract and provide staff with direction.
Background: The City continuously has needs that require the use of various Software Applications, Products, and Services. Multiple products fall under the Cloud Solutions Storage Contract, as well as support services. The use of these products/services allows the IT Department to maintain a level of standardization throughout our Organization, as well as improve efficiency. End users will benefit from products on this contract either individually (dedicated licensing) or collectively (data storage). The City is expanding the use of these cloud products to meet the demand for cost effective and efficient methods of supporting our growing remote workforce and increasingly complex application development and network infrastructure environment. The needs for these types of products and services are continuing to grow as the City tries to stay current on technological advancements.
The State of Florida Contract, which is competitively bid, offers statewide purchasing on a variety of computer equipment that are available to eligible agencies. These Contracts provide a larger discount for computer equipment purchases than if the City issued its own solicitation.
In November 2021, City Council approved the City to participate in the State of Florida contract for Cloud Solutions with Presidio Networked Solutions, LLC. The IT Department would like to request the Council to approve a contract with Carahsoft Technology Corp. for the purchase of additional software.
AvePoint Public Sector, Inc., software packages have been in use successfully for years at the City. AvePoint is the system that backs up and helps us manage the office 365 environment, it backs up data and backs up Teams, Office documents, and exchange email. This is critical for City operations to be maintained and serviced. The AvePoint system has provided excellent coverage in the past, hence our need to continue using it. AvePoint is already implemented within City infrastructure.
Issues/Analysis: Staff has reviewed the agreement and finds that it meets the needs of the City and meets all the requirements of the City’s purchasing ordinance.
Financial Information: Funds are appropriated in the FY 2023/2024 budget in the IT Department. Future purchases will be as per approved budget.
Special Consideration: N/A.
Location of Project: N/A.
Attachments:
1. City of PSL Agreement.
2. Quote from Carahsoft.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 23304-02
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, Interim City Attorney.