28 - Agreement with Claro Enterprise Solution for Microsoft 365

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Item No. 28 TO: Mayor, Mayor Pro Tem & City Council Grayson Path, City Manager FROM: Celso Arrieta, IT Manager SUBJECT: Agreement with Claro Enterprise Solution for Microsoft 365 DATE: January 22, 2024 BACKGROUND: The FY23/24 Budget includes funding set aside for purchase and installation of Microsoft 365 for the City of Paris. This decision was prompted by the inadequacy of the current email solution, Exchange 2016, to meet the current needs of the City and the fact that the existing solution is on the verge of losing support from the manufacturer. STATUS OF ISSUE: In December of 2023, the City published a Request for Proposals for the implementation of Microsoft 365 in accordance with state procurement requirements. Proposals were received and opened on January 11, 2024 at 12:00 PM. The City received one proposal from Claro for the amount of $73,276.00. The proposal packet was complete and met the requirements set forth in the request for proposals specifications. This proposal was for a term of one year. The City currently uses Claro as a vendor for the SDWAN and UcaaS solutions and has found them to be a dependable and quality vendor with excellent customer service and support. The IT Department is very pleased with our relationship with Claro. BUDGET: This project was budgeted under two separate line items: 1) 01-0210-89-01 for licensing with a budget of $55,000.00, and 2) 05-0510-89-01 (CARES Funding) for the implementation with a budget of $43,000.00 (this contains several projects, of which this was one of). For the licensing