TITLE
Title
MICROSOFT ENTERPRISE AGREEMENT EDISCOVERY & COPILOT
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SPONSOR
Sponsor
Peter Purcell, Chief Information Officer
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BACKGROUND
Background
This action requests approval to amend the Microsoft Enterprise Agreement to add eDiscovery & Audit and 50 Microsoft 365 Copilot licenses. Copilot is a secure, enterprise AI assistant that is being piloted through fifty (50) licenses to help staff test where AI can most effectively improve efficiency, decision-making and service delivery. eDiscovery was added as a pilot initiative in FY2026 to improve the efficiency and strengthen the county’s ability to identify, preserve and review electronic records in support of records retention requirements, public records requests, legal discovery requests and auditing purposes. The software is an add-on to the County’s existing Microsoft Enterprise Agreement, which includes the Windows desktop operating system, Windows Server, Microsoft Office 365, Power BI Pro, Visio Pro, and other enterprise server and individual licenses. Microsoft Office 365 includes Outlook, Word, Excel, and PowerPoint.
While implementation and workflow development remain ongoing, staff believe the current platform continues to represent the best available option at this time for meeting the County’s operational needs while providing an appropriate level of security and accuracy in the management and retrieval of electronic records. Extending the agreement will allow the County to maintain continuity of service while completing the pilot, further developing standardized processes, and evaluating opportunities to improve the efficiency and reliability of records identification review and production.
The existing Microsoft Enterprise Agreement with SHI International Corp. was approved by the Board of Commissioners on September 5, 2024, at an annual cost of $1,387,062.15 for three (3) years. The proposed amendment to add eDiscovery & Audit and 50 Microsoft 365 Copilot licenses totals $212,816.90. Because the amendment increases the contract by more than $200,000, Board of Commissioners approval is required. The adopted FY2026-27 Budget includes full-year funding for these software tools.
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BUDGET IMPACT
Budget Impact
NO ADDITIONAL COUNTY FUNDS REQUIRED
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REQUESTED ACTION
Requested Action
Approve Microsoft Enterprise Agreement amendment with SHI International Corp, in substantial form, for the final year (3) of the County Microsoft EA Agreement to add M365 G5 eDiscovery & Audit GCC ($194,389.40) and 50 licenses of M365 G5 Copilot GCC add-ons ($18,427.50) for a total additional annual cost of $212,816.90.
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