HomeMy WebLinkAboutE-7 Staff Report - Microsoft EA RenewalCONSENT ITEM
E-7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MIKE GUADAGNINO, DIRECTOR OF INFORMATION TECHNOLOGY
DATE: MARCH 18, 2024
SUBJECT: REQUEST TO RENEW MICROSOFT ENTERPRISE AGREEMENT WITH DELL INC.
FOR MICROSOFT PRODUCT LICENSING AND SOFTWARE ASSURANCE.
BACKGROUND:
The City currently has a 3-year Microsoft Enterprise Agreement (EA) invoiced by Dell Inc. which is set
to expire on May 31, 2024. This licensing and software assurance agreement covers all Microsoft products
currently in use by the City. This includes the Microsoft 365 productivity and email suite and all Microsoft
Windows Server operating systems.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1)Waive formal sealed bids in accordance with Azusa Municipal Code Section 2-523 Section B,
Computer Software Maintenance.
2)Authorize the City Manager or his designee to approve a three-year renewal of the Microsoft
Enterprise Agreement with Dell Incorporated from May 31, 2024 – May 31, 2027 for licensing
and software assurance in the amount of $176,122.74 annually.
ANALYSIS:
The City has standardized on Microsoft products for our desktop and server operating systems,
productivity and email software, and SQL database products. Licenses and software assurance for
Microsoft products must be renewed annually. The most cost-effective way of doing is through a 3-year
Microsoft Enterprise Agreement. This will be our first annual agreement which includes the addition of a
460-user license for Microsoft 365, replacing our GroupWise Email system and adding a suite of
productivity tools including Outlook, SharePoint, and Teams. Quotes were solicited from 3 vendors:
Approved
City Council
March 18, 2024
Renew Microsoft Enterprise Agreement with Dell Inc.
March 18, 2024
Page 2
Dell: $176,122.74
Insight: $178,332.83
CDW-G: $179,312.30
FISCAL IMPACT:
Funding for this request was included in the respective FY 2023-24 approved budget under the
Information Technology accounts 48-49-930-000-7143 ($43,747.40), 48-49-942-000-7143 ($43,747.40),
48-49-930-000-6504 ($53,627.94), and 48-49-942-000-6504 ($35,000) for a total cost of $176,122.74.
Prepared by: Reviewed and Approved by:
Mike Guadagnino Sergio Gonzalez
Director of Information Technology City Manager
Attachment - Microsoft EA Quotes
V3»n;j
WAX Sam Andrews
sdm.andrewslSdeil.com
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Quotation
Customer:City of Atusa
Contract:Riverside County Master Agreement -PSA-0001524 (8034445)
Microsoft Enterprise Agreement (EA)4:Renewal of B199786 (expires on
5/31/2024]
1/25/2024DateofIssue:
Quote Expires;3/31/2024
PLEASE SEE IMPORTAIIT TERMS AND COIIPITIONS AT THE BOTTOM OF THIS OUOTATiOU
EA renewal as 0365-G3 and EM5-G3
Section 1*Licenses and Software /Assurance
Mfpr Unit Price Ext.PriceProduaOesaiptionQuantity
$126.05ProjectStandardALngSA076-01912 $1,134,459
$634,22SQLServerStandardCoreALng5A2coreLic $5,707,987Nq-00Z92 9
$108.13VlsioProfessionalAIngSAD87-01159 $324,393
$302.06 $302.06VisualStudioProwithGitHubALr>g SA QEK-O0D03 1
$123.66WinServerDCCoreALngSAZcorelic9EA-O0278 $10,263.78S3
Win Server Standard Core ALrtg SA 2coreLic $19.009EM-00270 40 $760.00
Annual Payment Section l:$18,492.66
Section 2-[Monthly Subscriptions
MfggProductDesaiption Quantity Unit PriceMonths Ext.Price
Enterpriie Online ServiCN Products
□365 G3 GCCSub Per User $20.13AAA-UB94 $111,117.6046012
EMS G3 GCC ALng Sub Per User $8.41 $46,423.20AAD-32907 460 12
Additional Online Services Products
Audio Conferencing Select Dial Out GCC Sub Add-on ($0.00 item]-rhis adds
a re/ephoneP/rj the Teams meetings you create,so folks con dial in with a
leguior phone instead of having to be on the Teams client $0.00 $0,00NYH-00001 460 12
Power Bl Pro GCC Sub Per User $7.44 $89.28DOJ-OOOOl 1 12
Yammer Enterprise GCC Sub Add-on To 036S M36S F3 E5 ($0.00 item)LML-OOOOl $0.00 $0.0046012
Annual Payment Section 2:$157,630.08
$176,122.74
$176,122.74
$176,12274
Total Annual Payment Yr 1
Total Annual Payment Yr 2
Total Annual Payment Yr 3
Notes:
Microsoft Enterprise Agreement (EA)Master^:S06444S
Microsoft Enterprise Agreement (EA)Enrollmentfl:Future/TBD
$528,368,22Totalof3yearsolPayments
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Enterprise Quote
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EA Quote
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Year 1 Year 2 Year 3
Price Extended ExtendedWUcrosoftPartflOeecrlotlenLevelQuantityPriceExtendedPrice
0365 G3 GCC Sub Per User D 4GQ S245 92 S 113,123 20 S 245 92 S 113,12320 S 245 92 $113.123.20AAA-11894
AAD-3290?EMS G3 GCC ALno Sub Pet User D 460 S102 79 S 47 203.40 S 102 79 S 47,263 40 S 10?79 S 47 283 40
SO 00 S s s sNYH-00001 Teams AC with Dial Out US/CA GCC Sub Add-on D 460 S
S90 7G S 90.76 S 9076 S 90.7C S 90,76 $90 76DDJ-00001 Power Bl Pro GCC Sub Per User □1
Yammer Enterprise GCC Sub Add-on To 0365 M365 F3 E5
Project Standard ALnn SA
SQL Server Standard Core ALnn SA 2L
O 460 SO 00 s s s S sLML-00001
s s s 1.153 62 S 12B18 S 1,153 62D9S12B161,153 62 128 16076-01912
S 644 92 S 5.B04 267NQ-00292 O 9 S644.92 S 5,804 26 S 644 92 $5,604 28
S S S 109 96D87-01159 Visio PtofcsswnnI ALriq SA O 3 S109.9G 329 66 S 10996 329 66 S 329 66
Visual Sludio Pro willi GilHub ALiiQ SA D $307,15 $307.15 S 307.15 S 307,15 S 307 15 $307.15OEK-00D03 1
Win Server DC Coro Aina SA 21 □63 S125 87 S 10,447 21 S 125 67 S 10,447 21 S 125 87 S 10 447 219EA-00278
S 772.60WinServerStandardCoreALnoSA2LD40S1932772.B0 S 19 32 S s 19 32 $772609EM-00270
Year 1 Total S 179.312,30 Ycar2Total $179,312.30 YoarSTotal S 179,312.30
Three YearTotal S 537,936.90
Notes
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Terms &Conditions
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Page 1 of13/4/2024
City of Azusa
0224-City of AzusaEnter Version Number-MS£A-SI
February 23,2024
New
#N/A
Quotation:
Date:
Enrollment:
Contract:
Extended PriceUnitPriceQuantityLevelPurchasePeriodPoolProductTypeItemNamePartNumber
Additional Products
076-01912
7NO-00292
D87-01159
QEK-00003
9EA-00278
9EM-00270
1,147.95
5,775.66
328.23
305.64
10,395.75
768.80
127.55
641.74
109.41
305.64
125.25
19.22
Software Assurance
Software Assurance
Software Assurance
Software Assurance
Software Assurance
Software Assurance
9 $$Added at Signing
Added at Signing
Added at Signing
Added at Signing
Added at Signing
Added at Signing
Applications
Servers
Applications
Applications
Servers
Servers
DProjectStandardALnqSA
SQL Server Standard Core ALnq SA 2L
Visio Professional ALnq SA
Visual Studio Pro with GitHub ALng SA
Win Server DC Core ALnq SA 2L
Win Server Standard Core ALng SA 2L
$9 $D
3 $$D
S1sD
83 S
40 $
$O
sD
18,722.03$Annual Total:
56,166.09$Three Year Total:
Subscription Start Date:6/1/2024
Subscription End Date:5/31/2027
Quotation:
Date:
Enrollment:
Contract:
0
January 0,1900
0
#N/A
12 Months
Item Name
Year One:
Part Number
Enterprise Products
AAD-32907
AAA-11894
Extended PriceTermPriceQuantityPurchasePeriodPoolProductTypeLevel
47,048.80
112,562.00
159,610.80
$102.28
$244.70
Monthly Subscriptions
Monthly Subscriptions
460 $Non-Specific
Non-Specific
Servers
Servers
DEMSG3GCCALnqSubPerUser
0365 G3 GCC Sub Per User 460 $D
12 Month Total;$
12 MonthsYearTwo;
Enterprise Products
AAD-32907
AAA-11894
47,048.80
112,562.00
159,610.80
$102.28
$244.70
Monthly Subscriptions
Monthly Subscriptions
460 $Non-Specific
Non-Specific
Servers
Serveis
DEMSG3GCCALngSubPerUser
0365 G3 GCC Sub Per User 460 $D
12 Month Total;$
Year Three:
Enterprise Products
AAD-32907
AAA-11894
12 Months
$102.28 $
$244.70 $
47,048.80
112,562.00
159,610.80
460MonthlySubscriptions
Monthly Subscriptions
Non-Specific
Non-Specific
Servers
Servers
EMS G3 GCC ALnq Sub Per User
0365 G3 GCC Sub Per User
D
460D
$12 Month Total:
478,832.4036MonthTotal:$
$534,998.49
$178,332.83
$178,332.83
$178,332.83
Grand Total:
Year l:
Year 2:
Year 3;
Thank you for the opportunity to quote.EA At SigningConfidential.