HomeMy WebLinkAboutE-06 Staff Report - Renewal of Microsoft Office Volume License Agreement 18-19CONSENT ITEM
E-6
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY AND
LIBRARY SERVICES
DATE: JUNE 4, 2018
SUBJECT: RENEWAL OF MICROSOFT OFFICE VOLUME LICENSE AGREEMENT
BACKGROUND:
The City has standardized on Microsoft products for its desktop office products (word
processing, spreadsheet, and presentation). In order to continue to receive upgrades, patches,
new version rights and support for our desktop office products the City must renew software
assurance/support annually for this product. This action approves a Volume Licensing
Agreement, which allows for a more cost-effective way of upgrading much of the software
provided by Microsoft.
RECOMMENDATION
It is recommended that the City Council take the following actions:
1)Approve and authorize the City Manager to execute a three (3) year Volume Licensing
Agreement with Microsoft Corporation for the renewal of software assurance/support for
Microsoft Office Professional ; and
2)Award an agreement to Software One in the amount of $34,253.08 annually.
ANALYSIS:
Since 2000, the City has standardized on Microsoft products for our desktop operating systems,
and the Microsoft suite of office applications (Word, Excel, Power Point, Access and Publisher).
This decision was made based upon the de facto standardization on Microsoft products
throughout the country, as well as the integration and compatibility of all products. The City
continues its standardization on Microsoft products. In order to continue to receive upgrades,
patches, new version rights and support for our desktop software the City must renew software
assurance/support annually for this product. The most cost effective way to do this is through
APPROVED
CITY COUNCIL
6/4/2018
the Microsoft Enterprise Agreement. This is a software volume licensing/software assurance
program designed for customers with 250 or more desktops, the City licenses support for 370
desktops annually. With this we are able to license and purchase assurance/support at discounted
price based on a three-year agreement. A payment of $34,253.08 is due each year for three (3)
years.
In anticipation of the expiration of the current Volume License Agreement, requests for pricing
were sent out to CompuCom, PCM-G and CDW-G.
Vendor
Annual Payment
Software One $34,253.08
PCM-G Disqualified, not quoted per specifications
CDW-G $34,625.18
Staff is recommending Software One.
FISCAL IMPACT
Funding for annual ongoing support is budgeted in the 2017-2018 Information Technology
Department operating budget in accounts 48499300006504 and 48499420006504. This is an
annual cost of $34,253.08.
Prepared by: Reviewed and Approved:
Ann Graf Sergio Gonzalez
Director of Information Technology City Manager
and Library Services