282.34 Statewide e-mail service.—A state e-mail system that includes the delivery and support of e-mail, messaging, and calendaring capabilities is established as an enterprise information technology service as defined in s. 282.0041. The service shall be designed to meet the needs of all executive branch agencies. The primary goals of the service are to minimize the state investment required to establish, operate, and support the statewide service; reduce the cost of current e-mail operations and the number of duplicative e-mail systems; and eliminate the need for each state agency to maintain its own e-mail staff.
(1) The Southwood Shared Resource Center, a primary data center, shall be the provider of the statewide e-mail service for all state agencies. The center shall centrally host, manage, operate, and support the service, or outsource the hosting, management, operational, or support components of the service in order to achieve the primary goals identified in this section.
(2) The Agency for Enterprise Information Technology, in consultation with the Southwood Shared Resource Center, shall establish and coordinate a multiagency project team to develop a competitive solicitation for establishing the statewide e-mail service.
(a) The Southwood Shared Resource Center shall issue the competitive solicitation by August 31, 2010, with vendor responses required by October 15, 2010. Issuance of the competitive solicitation does not obligate the agency and the center to conduct further negotiations or to execute a contract. The decision to conduct or conclude negotiations, or execute a contract, must be made solely at the discretion of the agency.
(b) The competitive solicitation must include detailed specifications describing:
1. The current e-mail approach for state agencies and the specific business objectives met by the present system.
2. The minimum functional requirements necessary for successful statewide implementation and the responsibilities of the prospective service provider and the agency.
3. The form and required content for submitted proposals, including, but not limited to, a description of the proposed system and its internal and external sourcing options, a 5-year life-cycle-based pricing based on cost per mailbox per month, and a decommissioning approach for current e-mail systems; an implementation schedule and implementation services; a description of e-mail account management, help desk, technical support, and user provisioning services; disaster recovery and backup and restore capabilities; antispam and antivirus capabilities; remote access and mobile messaging capabilities; and staffing requirements.
(c) Other optional requirements specifications may be included in the competitive solicitation if not in conflict with the primary goals of the statewide e-mail service.
(d) The competitive solicitation must permit alternative financial and operational models to be proposed, including, but not limited to:
1. Leasing or usage-based subscription fees;
2. Installing and operating the e-mail service within the Southwood Shared Resource Center or in a data center operated by an external service provider; or
3. Provisioning the e-mail service as an Internet-based offering provided to state agencies. Specifications for proposed models must be optimized to meet the primary goals of the e-mail service.
(3) By December 31, 2010, or within 1 month after negotiations are complete, whichever is later, the multiagency project team and the Agency for Enterprise Information Technology shall prepare a business case analysis containing its recommendations for procuring the statewide e-mail service for submission to the Governor and Cabinet, the President of the Senate, and the Speaker of the House of Representatives. The business case is not subject to challenge or protest pursuant to chapter 120. The business case must include, at a minimum:
(a) An assessment of the major risks that must be managed for each proposal compared to the risks for the current state agency e-mail system and the major benefits that are associated with each.
(b) A cost-benefit analysis that estimates all major cost elements associated with each sourcing option, focusing on the nonrecurring and recurring life-cycle costs of each option. The analysis must include a comparison of the estimated total 5-year life-cycle cost of the current agency e-mail systems versus each enterprise e-mail sourcing option in order to determine the feasibility of funding the migration and operation of the statewide e-mail service and the overall level of savings that can be expected. The 5-year life-cycle costs for each state agency must include, but are not limited to:
1. The total recurring operating costs of the current agency e-mail systems, including monthly mailbox costs, staffing, licensing and maintenance costs, hardware, and other related e-mail product and service costs.
2. An estimate of nonrecurring hardware and software refresh, upgrade, or replacement costs based on the expected 5-year obsolescence of current e-mail software products and equipment through the 2014 fiscal year, and the basis for the estimate.
3. An estimate of recurring costs associated with the energy consumption of current agency e-mail equipment, and the basis for the estimate.
4. Any other critical costs associated with the current agency e-mail systems which can reasonably be estimated and included in the business case analysis.
(c) A comparison of the migrating schedules of each sourcing option to the statewide e-mail service, including the approach and schedule for the decommissioning of all current state agency e-mail systems beginning with phase 1 and phase 2 as provided in subsection (4).
(4) All agencies must be completely migrated to the statewide e-mail service as soon as financially and operationally feasible, but no later than June 30, 2015.
(a) The following statewide e-mail service implementation schedule is established for state agencies:
1. Phase 1.—The following agencies must be completely migrated to the statewide e-mail system by June 30, 2012: the Agency for Enterprise Information Technology; the Department of Community Affairs, including the Division of Emergency Management; the Department of Corrections; the Department of Health; the Department of Highway Safety and Motor Vehicles; the Department of Management Services, including the Division of Administrative Hearings, the Division of Retirement, the Commission on Human Relations, and the Public Employees Relations Commission; the Southwood Shared Resource Center; and the Department of Revenue.
2. Phase 2.—The following agencies must be completely migrated to the statewide e-mail system by June 30, 2013: the Department of Business and Professional Regulation; the Department of Education, including the Board of Governors; the Department of Environmental Protection; the Department of Juvenile Justice; the Department of the Lottery; the Department of State; the Department of Law Enforcement; the Department of Veterans’ Affairs; the Judicial Administration Commission; the Public Service Commission; and the Statewide Guardian Ad Litem Office.
3. Phase 3.—The following agencies must be completely migrated to the statewide e-mail system by June 30, 2014: the Agency for Health Care Administration; the Agency for Workforce Innovation; the Department of Financial Services, including the Office of Financial Regulation and the Office of Insurance Regulation; the Department of Agriculture and Consumer Services; the Executive Office of the Governor; the Department of Transportation; the Fish and Wildlife Conservation Commission; the Agency for Persons With Disabilities; the Northwood Shared Resource Center; and the State Board of Administration.
4. Phase 4.—The following agencies must be completely migrated to the statewide e-mail system by June 30, 2015: the Department of Children and Family Services; the Department of Citrus; the Department of Elderly Affairs; and the Department of Legal Affairs.
(b) Agency requests to modify their scheduled implementing date must be submitted in writing to the Agency for Enterprise Information Technology. Any exceptions or modifications to the schedule must be approved by the Agency for Enterprise Information Technology based only on the following criteria:
1. Avoiding nonessential investment in agency e-mail hardware or software refresh, upgrade, or replacement.
2. Avoiding nonessential investment in new software or hardware licensing agreements, maintenance or support agreements, or e-mail staffing for current e-mail systems.
3. Resolving known agency e-mail problems through migration to the statewide e-mail service.
4. Accommodating unique agency circumstances that require an acceleration or delay of the implementation date.
(5) In order to develop the implementation plan for the statewide e-mail service, the Agency for Enterprise Information Technology shall establish and coordinate a statewide e-mail project team. The agency shall also consult with and, as necessary, form workgroups consisting of agency e-mail management staff, agency chief information officers, agency budget directors, and other administrative staff. The statewide e-mail implementation plan must be submitted to the Governor, the President of the Senate, and the Speaker of the House of Representatives by July 1, 2011.
(6) Unless authorized by the Legislature or as provided in subsection (7), a state agency may not:
(a) Initiate a new e-mail service or execute a new e-mail contract or new e-mail contract amendment for nonessential products or services with any entity other than the provider of the statewide e-mail service;
(b) Terminate a statewide e-mail service without giving written notice of termination 180 days in advance; or
(c) Transfer e-mail system services from the provider of the statewide e-mail service.
(7) Exceptions to paragraphs (6)(a), (b), and (c) may be granted by the Agency for Enterprise Information Technology only if the Southwood Shared Resource Center is unable to meet agency business requirements for the e-mail service, and if such requirements are essential to maintain agency operations. Requests for exceptions must be submitted in writing to the Agency for Enterprise Information Technology and include documented confirmation by the Southwood Shared Resource Center board of trustees that it cannot meet the requesting agency’s e-mail service requirements.
(8) Each agency shall include the budget issues necessary for migrating to the statewide e-mail service in its legislative budget request before the first full year it is scheduled to migrate to the statewide service in accordance with budget instructions developed pursuant to s. 216.023.
(9) The Agency for Enterprise Information Technology shall adopt rules to standardize the format for state agency e-mail addresses.
(10) State agencies must fully cooperate with the Agency for Enterprise Information Technology in the performance of its responsibilities established in this section.
(11) The Agency for Enterprise Information Technology shall recommend changes to an agency’s scheduled date for migration to the statewide e-mail service pursuant to this section, annually by December 31, until migration to the statewide service is complete.