Board of Estimate and Contract:
RESOLVED, that an Ordinance adopted by the City Council on August 12, 2026, and signed by the Mayor on August 13, 2026, authorizing a Three-Year Microsoft Office 365 Subscription Agreement with SHI International Corp. through the New York State Office of General Services Contract for the Mount Vernon Police Department - (total authorized expenditure for the three-year agreement shall not exceed $236,289.96, payable in three (3) annual payments of $78,763.32 each, and The annual payments required under the agreement shall be charged to Budget Code A1680.215, subject to the availability and appropriation of funds in each applicable fiscal year); be, and the same is hereby approved.
City Council:
AN ORDINANCE AUTHORIZING A THREE-YEAR
MICROSOFT OFFICE 365 SUBSCRIPTION
AGREEMENT WITH SHI INTERNATIONAL CORP.
THROUGH THE NEW YORK STATE OFFICE OF
GENERAL SERVICES CONTRACT FOR THE
MOUNT VERNON POLICE DEPARTMENT
Whereas, in correspondence dated August 4, 2026, the Commissioner of the Department of Management Services requested that the City Council authorize the Mayor to enter into a three-year agreement with SHI International Corp. for the purchase and continued use of the Microsoft Office 365 suite for the Mount Vernon Police Department, through the applicable New York State Office of General Services contract; and
Whereas, the Department of Management Services has requested authorization from the Mount Vernon City Council to enter into a three-year agreement with SHI International Corp. (“SHI”) for the purchase and continued use of the Microsoft Office 365 suite for the Mount Vernon Police Department; and
Whereas, the Microsoft Office 365 environment serves as the City’s production platform and is essential to the continued operation and administration of City government; and
Whereas, Microsoft Office 365 is a single-source solution provided exclusively by Microsoft and is relied upon by the City for critical operational, administrative, communication, and productivity functions; and
Whereas, the City’s current Microsoft Office 365 support contract is scheduled to expire in August 2026, making it necessary to secure continued service without interruption; and
Whereas, the proposed procurement will be made through the New York State Office of General Services (“OGS”) contract with SHI, in accordance with applicable procurement requirements; and
Whereas, the total cost of the proposed three-year agreement is Two Hundred Thirty-Six Thousand Two Hundred Eighty-Nine Dollars and Ninety-Six Cents ($236,289.96), payable in annual installments of Seventy-Eight Thousand Seven Hundred Sixty-Three Dollars and Thirty-Two Cents ($78,763.32); and
Whereas, the Department of Management Services has coordinated with the Department of Finance to ensure that sufficient funds are available for this critical application environment; and
Whereas, annual payments under the agreement shall be charged to Budget Code A1680.215 for each year of the three-year contract term; and
Whereas, the City Council finds that continued access to the Microsoft Office 365 environment is necessary for the efficient and effective operation of City government and that authorization of the proposed agreement is in the best interests of the City of Mount Vernon; now, therefore, be it
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MOUNT VERNON, NEW YORK, AS FOLLOWS:
Section 1. Authorization. The City Council of the City of Mount Vernon hereby authorizes the Mayor to enter into a three-year agreement with SHI International Corp. for the purchase and continued use of the Microsoft Office 365 suite for the Mount Vernon Police Department, through the applicable New York State Office of General Services contract.
Section 2. Contract Term. The agreement shall be for a period of three (3) years, commencing upon expiration of the City’s current Microsoft Office 365 support contract in August 2026, or such other commencement date as may be provided in the agreement and approved by the City.
Section 3. Contract Amount. The total authorized expenditure for the three-year agreement shall not exceed $236,289.96, payable in three (3) annual payments of $78,763.32 each.
Section 4. Funding. The annual payments required under the agreement shall be charged to Budget Code A1680.215, subject to the availability and appropriation of funds in each applicable fiscal year.
Section 5. Mayor Authorized to Execute Agreement. The Mayor of the City of Mount Vernon is hereby authorized to execute the three-year agreement with SHI International Corp., together with any documents reasonably necessary to effectuate the purposes of this Ordinance, subject to review and approval as to form by the Corporation Counsel and compliance with all applicable laws, rules, regulations, and City procurement requirements.
Section 6. Procurement. The procurement authorized herein shall be made pursuant to the applicable New York State Office of General Services contract with SHI International Corp. and shall comply with all applicable provisions of New York State law, the Mount Vernon City Code, and the City’s procurement policies and procedures.
Section 7. Continuing Appropriations. The City Comptroller and other appropriate City officials are hereby authorized and directed to take all necessary budgetary and accounting actions to effectuate the annual payments authorized by this Ordinance, subject to the lawful appropriation of funds.
Section 8. Severability. If any clause, sentence, paragraph, section, or part of this Ordinance shall be adjudged by any court of competent jurisdiction to be invalid, such judgment shall not affect, impair, or invalidate the remainder thereof, but shall be confined in its operation to the clause, sentence, paragraph, section, or part thereof directly involved in the controversy in which such judgment shall have been rendered.
Section 9. Effective Date. This Ordinance shall take effect immediately upon its adoption by the City Council and subsequent approval by the Board of Estimate and Contract.