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Home My WebLink AboutEmail Server Upgrade.m F SEBaoi met,_N HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetina Date: April 28, 2021 Aaenda Item Title: Approve the use of Discretionary Sales Tax Reserves in the amount of $28,518.03 for the upgrade of the Email Server Licenses using State Contract # 43230000-15-02 with SHI International Corp. as the Sole Source in the amount of $27,619.03 and $899.00 for software tools. Recommendation: The MIS division of the Administrative Services Department recommends that the City Council approves the Email Server Update and allow the use of State Contract 43230000-15-02 as the sole source for the purchase of the required licensing. Background: We must address a substantial security threat that was disclosed publicly relating to our current email server. While we have other protections in place to try and prevent cyber-attacks, we need to insure that this equipment receives all the necessary patches. Because the email server licenses are so outdated, the manufacturer will not provide patches and recommends these upgrades to the current licenses that they do support. The Department of Homeland Security (DHS) and the Cybersecurity and Infrastructure Security Agency (CISA) have also recommended that this upgrade be completed as soon as possible. The upgrade to the current of licenses for the server will allow us to receive needed patches and updates from Microsoft and continue providing the latest protections for the City's email infrastructure. If A enda Item Requires Expenditure of Funds: Budgeted Amount: $0 Total Cost: $28,518.03 Funds to Be Utilized for Appropriation: Discretionary Sales Tax (DST) Reserves Attachments: 1. SHI International Quote #20342338 2. Department of Management Services - Contract 43230000-15-02 Details 3. Department of Management Services - Contract 43230000-15-02 Contractors 4. Department of Management Services - Contract 43230000-15-02 Contractor Information 5. Memo of Record from Purchasing Officer Declaring this Purchase as a Sole Source Administrative Services Depart' l� -.'6.� I cl— City Attorney Review: ��1 I Procurement Division Review, d applicable: City Manager Authorization: m Date: City of Sebastian Barbara Brooke -Reese Phone: (772) 589-5330 ext 8246 Fax Ernst breese@cityofsebasban.org All Prices are in US Dollar (USD) Product 1 Microsoft Exchange Server 2019 Enterprise - License -l server - volume -Wn- Single Language Microsoft - Part#: 395-04617 Contract Name: Licensing Solutions Providers (LSP) of Microsoft Software and Services Contract #: 43230000-15-02 Pricing Proposal Quotation #: 20342338 Created On: Apr-15-2021 Valid Until: May-15-2021 Inside Account Executive Evan Ely 290 Davidson Ave. Somerset, NJ 08873 Phone: 732-652-0273 Far. 732-564-8224 Emet Evan_Ely@slu.com City Your Price Total 1 S2,738.93 $2.738.93 2 Microsoft Exchange Server 2019 Standard CAL -Lknse-1 user CAL -volume- 250 $60.29 $15,072.50 Win - Single Language Microsoft- Part#: 381-04518 Contract Name: Licensing Solutions Providers (LSP) of Microsoft Software and Services Contract #: 43230000A 5-02 3 Microsoft Exchange Server 2019 Enterprise CAL - License -i user CAL -OLP: 250 $36.80 $9,200.00 Government - without services - Win - Single Language Microsoft - Part#: PGWO905 Contract Name: Licensing Solutions Providers (LSP) of Microsoft Software and Services Contract #: 43230000-15-02 4 Microsoft Windows Server 2019 Standard - License .2 cores - Select Plus -Single 8 $75.95 $607.60 Language Microsoft - Part#: 9EM-M81 Contract Name: Licensing Solutions Providers (LSP) of Microsoft Software and Services Contract It: 43230000-15-02 Total $27,619.03 Additional Comments Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations. Thank you for choosing SKI International Corp] The pricing offered an this quote proposal is valid through the expiration date set Licensing Solutions Providers (LSP) of Microsoft Software and Se... hftps://www.dms.myHorida.mm/business_opemtlons/state,purcha... Skip to Main Content Department of Management Services Florida Department of Management Services > Business Operations > State Purchasing > State Contracts and Agreements > State Term Con-tk ts,> Licensing Solutions Providers (LSP) of Microsoft Software and Services << Return Licensing Solutions Providers (LSP) of Microsoft Software and Services4323OOOO-15-02 Contract Details Effective Period 02/01/2016 through 01/31/2022 Contract Type State Term Contract • Contractor • Pricing Contract Information How to Use This Contract (2 268.79 KB) Information Technology Enterprise Agreements • Additional Information Contract Documents Contract • Jennifer Reed Contract Administration 850-488-8366 • jennifer.reedCaldms.fl.gpy Commodity Codes Please refer to "How to Use This Contract" in the Contract Information section above.1 Description This state term contract provides Microsoft software license (perpetual and subscription) agreements, under which the Microsoft Licensing Solutions Provider (LSP) has the authority to sell and manage software licenses and maintenance. Please note that Microsoft Azure may be purchased from any contractor selling Microsoft products under the alternate contract source for Cloud Solutons (43230000-NASPO-I6-AC5). Document reader download link • EAdnhr PDF Reader 1 of 2 4/20121, 12:00 PM Contractor / Licensing Solutions Providers (LSP) of Microsoft Soft... https://www.dms.myflodda.cam/business_operations/state_rurcha... Skip to Main Content Department of Management Services Florida Deoartmen[ of Management Services > Business Operations > State Purchasing > State Contracts and Agreements > State Term Contracts > Licensing Solutions Providers J.E1 of Microsoft Software and Services > Contractor Licensing Solutions Providers (LSP) of Microsoft Software and Services43230000-15-02 convac.r Contractor List Florida Recled Utilizes yc Name CBE Code Climate Friendly Products a Authorized Coverage Area Preferred Products Resellers SHI International P- Asian -American, Non CerdfiiedINo No No IStatewide 1 of 2 4120121, 12:01 PM Contractors - SHI International / Contractor / Licensing Solutions ... https://www.dms.myforida.com/business_operations/state purcha... Skio to Main Content Department of Management Services Florida Department of Management Services > Business Operations > State Purchasing > State Contracts and Agreements > State Term Contracts > Licensino Solutions Proy_iders fLSPI of Microsoft Software and Services > Contractor > Contractors - SHI International SHI International CBE Code P - Asian -American, Non Certified FEIN: 22-3009648 Contractor Attributes Florida Climate Friendly Recycled Preferred Products Products No Website: htPs:/>WWW.Shi.COmL customer contact Name: 3OHN BREED Email: jgjM_breed.@shi com Phone: 850-585-3763 Address: 100 N TAMPA ST SUITE #3620, TAMPA, FL 33602 Contract Administrator Name: LIZ KLANN Email: Iiz_klann s i.co Phone: 407-773-9549 Address: 100 N TAMPA ST SUITE #3620, TAMPA, FL 33602 No Utilizes Authorized Resellers INo Coverage Area Statewide 1 of 2 4/20/21, 12:01 PM i- ; 7A-ii. FStak3rel TO: Procurement Files CC: City Managers Office FROM: Kenneth W. Killgore— Acting Procurement/Contracts Manager DATE: October 16, 2019 SUBJECT: Determination of Sole Source Purchase In accordance with City Code Section 2-10 (c) (3): Administrative services Department 1225 Main Street Sebastian, FL 32958 (772)388-8205 "A contract may be awarded for goods or services without competitive bids when the purchasing officer determines in writing that there is only one practical source for the required item. Approval shall be in accordance with the dollar threshold established by this section." The MIS Division of the Administrative Services Department needs to upgrade the licenses on the Email Server to a current version, so the manufacturer can support with patches and updates that will address security flaws as they are discovered. It is important for this to occur as soon as possible. This Memo is being provided for the record to document my determination that the licenses issued by the manufacturer and made available from the provider known as SHI International Corp. is the only one practical source for the required items. Their products are available under the State of Florida Department of Management Services Contract 43230000-15-02. Kenneth W. Killgore, Acting curement/Contracts Manager END OF DOCUMENT Page 1 of I