TITLE
Consider a memorandum/resolution to upgrade Microsoft email services.
SUMMARY
DATE: February 19, 2019
TO: Ronald L. Olson, City Manager
FROM: Colen Wilson, Interim Director of Information Technology Services
SUBJECT: City Exchange (Email) Upgrade
BACKGROUND AND FINDINGS:
In 2011 the City of Killeen purchased Microsoft (MS) Exchange 2010. MS Exchange 2010 is currently used by all City employees to send/receive emails and manage calendars. The end of lifecycle for MS Exchange is January 14, 2020. At that point it will no longer be supported and security patches will not be provided.
Microsoft has developed a new business model for software, referred to as “Software as a Service” (SaaS). All enterprise level software purchases are being migrated to the Microsoft 365 family of applications.
THE ALTERNATIVES CONSIDERED:
Changing from a Microsoft solution is not considered practical due to the cost of implementation, data conversion, and training required. Two Microsoft products were considered for the email upgrade: Exchange 2019 and Exchange 365 Hosted. The Exchange 2019 option requires new servers, operating systems, and Client Access Licenses. Exchange 2019 is an upgrade to our current email architecture which does not provide a service or maintenance agreement. Exchange 365 is a hosted solution that does not require any new hardware or software purchases. Maintenance and service level agreements are included in Exchange 365 hosted.
Which alternative is recommended? Why?
Staff recommends the Exchange 365 Hosted solution because of the dependability of the email service, added features, and the reduction of in-house resources required to manage an in-house system.
CONFORMITY TO CITY POLICY:
The City of Killeen is a member of several purchasing cooperatives that are in compliance with the Texas Local Government Code section 271.102. Purchases made through a cooperative satisfy the competitive bid requirement. Quotes were solic...
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