Information Technology
www.santa-ana.gov/IT
Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 4, 2026
TOPIC: Microsoft 365 Migration
AGENDA TITLE
Agreement with Insight Public Sector, Inc. for Microsoft 365 Migration (Specification No. 27-003) (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Insight Public Sector, Inc. to provide Microsoft 365 Migration in an amount not to exceed $200,000 for a one-year term beginning August 4, 2026 (Agreement No. A-2026-XXX).
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City of Santa Ana currently relies on a legacy on-premises Microsoft infrastructure to support email, file storage, and collaboration services. As these systems continue to age, they require increasing maintenance and ongoing investments to maintain security, reliability, and supportability. Migrating to Microsoft 365 (M365) is a key component of the City's technology modernization strategy and will transition these services to a secure, cloud-based platform that provides improved resiliency, scalability, and operational efficiency.
This initiative will migrate the City's legacy email systems to Exchange Online and transition file shares and SharePoint content to OneDrive, SharePoint Online, and Microsoft Teams. By replacing aging on-premises infrastructure with cloud-based services, the City will provide employees with secure access to email, files, and collaboration tools from any authorized device or location, while improving productivity, enabling modern collaboration and supporting a flexible work environment.
To support this complex enterprise-wide migration, the City will partner with Insight Public Sector (Insight), a Microsoft Solutions Partner with extensive experience delivering Microsoft 365 migration and modernization projects for public sector organizations. Insight will provide project planning, technical implementation, migration
Microsoft 365 Migration
August 4, 2026
5 9
3 2
of Exchange mailboxes, file shares, and SharePoint content, solution configuration, testing, knowledge transfer, and end-user transition support. Leveraging Insight's expertise will help ensure the migration is completed securely, efficiently, and with minimal disruption to City operations while reducing implementation risk and accelerating project completion.
Migrating to Microsoft 365 will modernize the City's technology environment, improve collaboration across departments, strengthen cybersecurity, reduce reliance on aging infrastructure, and provide a scalable, resilient platform capable of supporting the City's current and future operational needs.
Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The OMNIA Partners Contract No. 23-6692-03 with Public Insight Sector, Inc. (Exhibit 2), for technology products, solutions, and related services was awarded as a result of open, competitive bidding, and meets the City’s requirement.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in current FY 2026-27 budget.
Fiscal Year Accounting Unit
- Account No.
Fund
Description
Accounting Unit –
Account No.
Description
Amount
2026-27 10920149-62300 Information
Technology
IT Projects – Contract
Professional Services
$200,000
Grand Total $200,000
EXHIBIT(S)
1. Agreement with Insight Public Sector Inc.
2. OMNIA Partners/Insight Public Sector Master Agreement 23-6692-03 Submitted By: Jack Ciulla, Chief Technology Innovations Officer Approved By: Alvaro Nuñez, City Manager