HomeMy WebLinkAboutE-9 Staff Report- Microsoft O365 License with Dell IncCONSENT ITEM
E-9
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MIKE GUADAGNINO, INTERIM DIRECTOR OF INFORMATION TECHNOLOGY
DATE: AUGUST 21, 2023
SUBJECT: INCREASE IN MICROSOFT ENTERPRISE AGREEMENT FOR OFFICE 365
SUBSCRIPTION LICENSE WITH DELL INC.
BACKGROUND:
The City has a current 3-year Microsoft Enterprise Agreement (EA) invoiced by Dell Inc. This licensing
agreement includes all Microsoft products currently in use by the City. With the migration from
GroupWise, we need to add the additional licenses required for Microsoft Office 365.
The City has been using the GroupWise email system for more than 25 years. This legacy software no
longer meets the City’s operational needs for a centralized communication and calendaring system as it
lacks the modern features required to integrate with other critical systems currently in use. Additionally,
as the global user base for GroupWise is extremely limited, the availability of resources to maintain and
support this software will continue to decline. The migration to Microsoft 365 will resolve our current
limitations with GroupWise, allowing us to offer more modern and useful productivity tools to our users
now and the foreseeable future.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1) Approve and authorize the City Manager to append the Microsoft Enterprise Agreement with Dell Inc. for
the addition of Microsoft Office 365 licensing in the amount of $61,106.40
ANALYSIS:
Since 2000, the City has standardized on Microsoft products for our desktop operating systems, server
operating systems, productivity software and SQL language products. This action will add the additional
licenses required for Microsoft Office 365 to our 3-year Enterprise Agreement with Dell Inc. This includes
the productivity software and email services bundled in Microsoft Office 365.
Approved
City Council
August 21, 2023
Increase in Microsoft Enterprise Agreement for Office 365 Subscription License with Dell Inc
August 21, 2023
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FISCAL IMPACT:
Funding for this request was included in the FY2023-24 approved budget under the Information
Technology Accounts #4849930000-7143 (50%) and #4849942000-7143 (50%) for a total cost of
$61,106.40.
Prepared by: Fiscal Review by:
Mike Guadagnino Talika M. Johnson
Interim Director of Information Technology Director of Administrative Services
Reviewed and Approved by:
Sergio Gonzalez
City Manager