HomeMy WebLinkAboutE-5 Staff Report- Client First MS365 ImplementationCONSENT ITEM
E-5
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MIKE GUADAGNINO, INTERIM DIRECTOR OF INFORMATION TECHNOLOGY
DATE: AUGUST 21, 2023
SUBJECT: REQUEST TO APPROVE AGREEMENT WITH CLIENT FIRST CONSULTING
GROUP FOR MICROSOFT OFFICE 365 IMPLEMENTATION SERVICES
BACKGROUND:
The City has been using GroupWise for its email system for more than 25 years. This legacy software no
longer meets the City’s operational needs for a centralized communication and calendaring system as it
lacks the modern features required to integrate with other critical systems currently in use. Additionally,
as the global user base for GroupWise is extremely limited, the availability of resources to maintain and
support this software will continue to decline. The migration to Microsoft 365 will resolve our current
limitations with GroupWise, allowing us to offer more modern and useful productivity tools to our users
now and the foreseeable future.
The City has successfully contracted in the past with Client First to assist us in a major data network
upgrade as well as the migration from our legacy phone system. Their staff has extensive experience with
this specific migration process including the very rare experience with GroupWise. The City requests
approval for this support due to the complexity involved in not only migrating our email system, but
implementing all the new system integrations, as well as replacing the required back-end processes to
support Microsoft Office 365.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1)Waive the competitive bidding process as authorized under Azusa Municipal Code section 2-517(38)
Solicitation and Bidding exceptions; Computers, Computer components and services;
2)Approve Professional Services Agreement with Client First in a not to exceed amount of $186,450;
and
3) Authorize the Mayor to sign and execute the Professional Services Agreement and Scope of
Work in a form acceptable to the City Attorney on behalf of the City.
Approved
City Council
August 21, 2023
Request to approve agreement with Client First Consulting Group for Microsoft Office 365
implementation services.
August 21, 2023
Page 2
ANALYSIS:
The City would enter into a Professional Services Agreement with Client First for Microsoft 365
Implementation Services. This project is broken down into four main phases; Email migration from
GroupWise to Microsoft 365, software integrations with existing City systems, back-end domain services
migration to Microsoft Active Directory, and finally staff training.
The Information Technology Department has worked very successfully with Client First on various
projects. They have proven to be extremely beneficial and cost effective, providing support and expertise
in many areas for the City. Previous work includes our telecommunications migration and networking
infrastructure update.
FISCAL IMPACT:
The total not to exceed cost of this project is $186,450. Funding for this request was included in the
FY2023-24 approved budget under the Information Technology Accounts #4849930000-6499 (50%) and
#4849942000-6499 (50%) for a total of $138,210. As the scope of this project has been modified from a
2-year implementation to a 1-year implementation, a budget amendment is required. Upon Council
approval, staff will prepare a budget amendment and increase the FY2023-24 IT budget by $48,240
including $24,120 under account #4849930000-6499 and $24,120 under account #48499420000-6499.
Prepared by: Fiscal Review by:
Mike Guadagnino Talika M. Johnson
Interim Director of Information Technology Director of Administrative Services
Reviewed and Approved by:
Sergio Gonzalez
City Manager
Attachment
1. CF Proposal
Attachment 1