Hortonville approves cloud/IT services contract with conditions to clarify scope and licenses
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Summary
The board approved a cloud/IT contract with 'not to exceed' monthly and one-time subtotals but asked staff to confirm the license counts, backup/recovery line items, and remove unneeded services before final signing.
The Village Board approved a cloud and cybersecurity services contract (DC3 quote) while directing staff to clarify scope and reduce unnecessary license counts before final execution.
Speaker 3 presented the updated quote. Board members raised concerns about the way backup and "data recovery" fees were described and questioned paying recurring fees for both backup storage and data-recovery services. Speaker 4 said the current quotation included 40 Microsoft 365 licenses though the village does not have 40 users, and asked staff to reconcile counts and drop unneeded licenses before signing. "You don't have to pay for data recovery every month if you're paying for backups," Speaker 4 said.
Speaker 3 recommended the vendor and noted that moving to cloud services could reduce costs compared to ongoing maintenance of physical servers; members approved the contract as a 'not to exceed' authorization, with direction to finalize adjustments on scope, license count and backup/recovery language before the final contract is signed.
The board recorded a roll call approval and instructed staff to obtain the vendor clarifications and return the final contract for signature.
