HomeMy WebLinkAboutE-12 Staff Report - MS Volume LicensingCONSENT ITEM
E-12
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY & LIBRARY
SERVICES
DATE: JUNE 7, 2021
SUBJECT: RENEWAL OF MICROSOFT VOLUME LICENSING 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:
Staff recommends 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 ProPlus ; and
2)Award an agreement to Dell in the amount of $42,504.33 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). 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
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-
APPROVED
CITY COUNCIL
6/7/2021
Renewal of Microsoft Volume Licensing Agreement
June 7, 2021
Page 2
year agreement. A payment of $42,504.33 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 Dell, Software One and Insight.
Vendor
Annual Payment
Dell $42,504.33
SoftwareOne $42,760.08
Insight $43,080.47
Staff is recommending Dell as the lowest cost.
FISCAL IMPACT:
Funding for annual ongoing support is budgeted in the 2020-2021 Information Technology Department
operating budget in accounts 48499300006504 and 48499420006504. This is an annual cost of
$42,504.33
Prepared by: Reviewed and Approved:
Ann Graf Sergio Gonzalez
Director of Information Technology City Manager
& Library Services