Trophy Club Municipal Utility District No. 1 · Prepared for Alan Fourmentin · May 28, 2026
| Area | Status | Comment |
|---|---|---|
| Helpdesk & Onsite Support | Healthy | 24/7/365 monitoring; SLA targets met across priority levels. |
| Security Operations | Healthy | Managed Detection & Response and SOC active. Phishing testing and awareness training running. |
| Backup & Disaster Recovery | Healthy | Onsite BDR appliance plus offsite cloud copies; recovery validated. |
| Microsoft 365 & Identity | Healthy | Multi-factor authentication enforced; license footprint reviewed for the new budget year. |
| Physical Security (Cameras & Access Control) | Healthy | Camera system and electronic access control deployed and operating. |
| Server Infrastructure | Action Required | Both production servers are past manufacturer warranty. Replacement is the most important investment for the year. |
| Workstation Fleet | Refresh Due | Three laptops are out of manufacturer support or running an end-of-life operating system. |
| Perimeter Firewalls (3 sites) | Refresh Due | Existing firewalls at WWTP, Water Barn, and Main Office are due for replacement. |
Each project below is presented as a complete unit — hardware and labor together — so the District can see the full cost of every initiative at a glance. Professional services labor is billed at $195 / hour. Hardware is at manufacturer pricing. Each project is locked into a written Statement of Work with a fixed-fee or not-to-exceed price before work begins.
Replace both production servers (both past manufacturer warranty), refresh the supporting server-room infrastructure (top-of-rack switching, battery backup, cabling), and migrate every line-of-business virtual machine — domain controllers, file server, and application servers — with no data loss. The legacy 2012 server is also retired as part of this work.
Hardware budget breakdown| Component | Purpose | Estimate |
|---|---|---|
| 2 × Dell PowerEdge servers | Replaces TCMUD-HOST-01 (warranty expired Oct 2025) and TCMUD-HOST-02 (warranty expired Dec 2025). Current-gen hosts with 5-year NBD warranty. | $32,000 – $36,000 |
| Top-of-rack network switch(es) | Managed switching to support modern server uplink speeds and replace the aging switching between the servers and the network. | $2,500 – $5,000 |
| Rack-mount UPS / battery backup | Replaces the aging APC battery backup (recently flagged failing batteries). Sized for the new server load with clean-shutdown protection. | $1,500 – $3,500 |
| Cabling, PDU & rack accessories | CAT6 patch cables, fiber jumpers (if needed), rack-mount PDU, and cable-management trays for a clean, supportable install. | $500 – $1,200 |
| Total Hardware | $36,500 – $45,700 | |
Replace three laptops that are either out of manufacturer support or running an end-of-life operating system. Setup and deployment are handled under managed services — no separate labor charge.
| Device | Assigned To | Reason |
|---|---|---|
| TCMUD-LT-04 | Mike McMahon | Out of Dell basic support (ended July 2025). |
| TCMUD-LT-11 | Pool laptop | Running Windows 10 — Microsoft support ended October 2025. Replace with a Windows 11 device. |
| MUDDIR2 | Board of Directors pool laptop | Past the standard refresh window. |
Replace the perimeter firewalls at all three District sites with current-generation business-class units. Modern firewalls bring intrusion prevention, content filtering, and centralized policy across all three sites — and are increasingly a cyber-insurance requirement.
Move the District's shared drives off the aging file server and into Microsoft 365 / SharePoint Online. Result: secure remote access for staff and the Board, automatic version history, and modern collaboration. No new licenses required — already included with Microsoft 365.
Bring tablets and mobile devices under Microsoft Intune for remote wipe, policy enforcement, and compliance reporting. Increasingly a cyber-insurance requirement and the right way to protect District data on mobile devices. No new licenses required — already included with Microsoft 365.
For the new budget year, a 5% monthly adjustment applies to the Managed IT Services line — consistent with rising labor, tooling, and security operations costs across the industry. This is the first adjustment since the prior renewal cycle.
| Service | Monthly | Annual |
|---|---|---|
| Managed IT Services — current rate | $5,961.67 | $71,540 |
| Managed IT Services — proposed (+5%) | $6,259.75 | $75,117 |
| Microsoft 365 Licensing | Pass-through at current Microsoft pricing · billed monthly | |
Managed services annual increase: $3,577 (approximately $298 per month).
Two clear buckets: what the District spends every month to keep operations running, and the one-time investment in projects that modernize the environment and remove risk.
| Bucket | Low | High |
|---|---|---|
| Recurring Services — Managed IT Services (annual) Plus Microsoft 365 pass-through at current pricing. |
$75,117 | $75,117 |
| Projects — All five initiatives, hardware + labor combined Server & server-room refresh, laptop refresh, firewall replacement, SharePoint migration, MDM upgrade. |
$67,925 | $96,775 |
| Total IT Budget — FY 2026–2027 | $143,042 | $171,892 |
| Project | Hardware | Labor | Project Total |
|---|---|---|---|
| Server Replacement & Server-Room Refresh | $36,500 – $45,700 | $8,775 – $10,725 | $45,275 – $56,425 |
| Laptop Refresh (3 devices) | $4,500 – $6,000 | Included | $4,500 – $6,000 |
| Firewall Replacement (3 sites) | $4,500 – $9,000 | $3,900 – $5,850 | $8,400 – $14,850 |
| SharePoint Migration | — | $5,850 – $11,700 | $5,850 – $11,700 |
| Mobile Device Management Upgrade | — | $3,900 – $7,800 | $3,900 – $7,800 |
| All Projects | $45,500 – $60,700 | $22,425 – $36,075 | $67,925 – $96,775 |