HomeMy WebLinkAbout19 - CC-9 - Renewal of the Microsoft Enterprise Agr - 7/20/20211
CITY COUNCIL AGENDA REPORT
MEETING DATE: JULY 20, 2021 ITEM NUMBER:CC-9
SUBJECT: RENEWAL OF THE MICROSOFT ENTERPRISE AGREEMENT
DATE: JULY 14, 2021
FROM: INFORMATION TECHNOLOGY DEPARTMENT
PRESENTATION
BY:
STEVE ELY, I.T. DIRECTOR
FOR FURTHER INFORMATION
CONTACT:
STEVE ELY, I.T. DIRECTOR, 714-754-4891
RECOMMENDATION:
Staff recommends that the City Council:
1. Approve a three-year renewal of the Enterprise Agreement (“EA”) with Microsoft
through SoftwareOne in the amount not-to-exceed $289,729.80 (payable in three
equal annual payments of $96,576.60).
2. Authorize the City Manager to sign the agreement and any documents necessary to
continue the City’s participation in the program during the three-year term.
BACKGROUND:
As part of its information technology practices, the City typically upgrades and deploys
core City software in a timeframe that keeps City software versions at, or near, current
commercial release versions. This practice helps to ensure that critical City software
programs are current with security-related improvements and product enhancements.
In August 2012, the City entered into a three-year Enterprise Agreement (“EA”) with
Microsoft through CompuCom. SoftwareOne acquired the software business of
CompuCom in 2015.
In August 2015, the City renewed the EA for another three years that expired on August
1, 2018. The City then renewed the EA for another three years, which will expire on
August 31, 2021.
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During the life of the City’s Microsoft EA, the City has saved money through volume
purchasing and greatly simplified licensing that required only a few annual transactions
(instead of many) to acquire licenses for the City.
Software pricing is obtained through the County of Riverside’s Master Microsoft
Enterprise Agreement #8084445, Select Plus Agreement No. 7756479, Microsoft
Premier, Unified, and MCS Support Services (Licensing Solution Provider Agreement No.
PSA-0001530) to achieve the most recent competitive pricing.
ANALYSIS:
Microsoft’s Enterprise Agreement is a volume perpetual licensing program that enables
organizations with 250 or more users the flexibility to purchase cloud services, and
software licenses and updates under one agreement at a lower price than when
purchased individually or separately. This program includes Software Assurance,
Microsoft’s enhanced software maintenance package. The City currently has an EA
agreement through SoftwareOne for the following products:
Core CAL (Client Access Licenses – allows users to access servers)
Exchange Server Enterprise (Email)
Office Professional Plus (Word, Excel, PowerPoint etc.)
Microsoft Project (Project Management software)
SQL Server Standard Core (Data Base Licenses)
Visio Professional (software for drawing a variety of diagrams)
Visual Studio Professional with MSDN (provides access to both current and
previous versions of core Microsoft development platforms)
Windows Server Datacenter 2-Processor (creates servers)
By renewing this EA, the City will continue to pay for maintenance-only pricing on that
licensing investment for another three-year term in equal annual installments of
$96,576.60 per year. This maintenance coverage will give the City many benefits,
including, but not limited to, the following:
Upgrade rights to future versions of our licensed software for free
Enhanced licensing rights (SQL active-passive failover rights)
SQL virtual machine mobility rights
Twenty (20) SA Training Vouchers that the City can use to send our I.T. staff to
on-site classroom training at various learning centers, like QuickStart and New
Horizons, to train on various Microsoft technologies
A paid deployment planning workshop (on particular Microsoft server products,
such as Exchange or SQL server deployments)
Three-year price protection against price increases
Free web-based/e-mail technical support on the Microsoft server products covered
on the Enterprise Agreement
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ALTERNATIVES CONSIDERED:
If the City does not renew the EA, the City will lose all of the above benefits.
FISCAL REVIEW
Funding for this agreement is included in the Information Technology Department’s
Fiscal Year 2021-22 Adopted Budget, under Computer Operations (590800-101-14600-
50710).
LEGAL REVIEW:
The City Attorney’s Office has reviewed the documents and approved them as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports this City Council’s goal for 2021: Maintain and enhance the City’s
infrastructure, facilities, and equipment.
CONCLUSION:
Staff recommends a three-year renewal of the Microsoft Enterprise Agreement with
SoftwareOne to allow the City to continue to pay for maintenance-only pricing on the
licensing investment with SoftwareOne and enjoy all of the associated benefits.
Staff, further, recommends that the City Council approve the three-year renewal
agreement through SoftwareOne in the amount of $289,729.80 (payable in three equal
annual payments of $96,576.60).
_________________________________ _________________________________
ADAM SILVA STEVE ELY
IT Operations Supervisor I.T. Director
________________________________ _________________________________
CAROL MOLINA KIMBERLY HALL BARLOW
Director of Finance City Attorney
ATTACHMENT: 1. SoftwareOne’s Quote No. 44313