TITLE
Recommendation to authorize City Manager to execute agreements and all related documents with CompuCom of Dallas, TX, for Microsoft Office 365 cloud messaging and collaboration services in an annual amount not to exceed $599,760 for a period of three years, with the option of renewing for two additional one-year periods at the same annual amount, at the discretion of the City Manager, and with Planet Technologies of Germantown, MD, for one-time implementation services in an amount not to exceed $198,000. (Citywide)
DISCUSSION
Currently, the City of Long Beach uses an on-premise system for email, calendaring, contact management, and instant messaging that was implemented in 2000. For office productivity software (i.e., word processing, spreadsheets, presentations), the City standard is the Microsoft Office 2000 suite, acquired with single-purchase licenses that do not include upgrade rights. Neither the messaging system nor the office productivity suite possesses the latest features and innovations that today’s technology can offer to increase Workforce productivity.
The Technology Services Department (TSD) issued a Request for Proposal (RFP) for Cloud Messaging and Collaboration Services to replace the existing systems. TSD was seeking proposals for a cloud-based solution that would modernize and improve the overall efficiency and effectiveness of the City’s electronic communications. Additionally, a cloud computing delivery model would help ensure that the systems remain current and modern over time, while still maintaining a level annual cost.
The Request for Proposal (RFP) TS-12-052 was advertised in the Press Telegram on July 27, 2012 and on July 30, 2012, and 370 potential bidders to replace the existing systems were notified of the project opportunity. Of those potential bidders, 67 downloaded the request for proposal via our electronic bid system. The proposal document was made available from the Purchasing Division, located on the seventh...
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