HomeMy WebLinkAbout24 - CC-15 - Purchase of Microsoft Office Pro. 2013 - 1/7/2014CITY COUNCIL AGENDA REPORT
MEETING DATE: JANUARY 7, 2014
ITEM NUMBER:
SUBJECT: PURCHASE OF MICROSOFT OFFICE PROFESSIONAL 2013 LICENSES THROUGH
THE MICROSOFT ENTERPRISE AGREEMENT
DATE: DECEMBER 18, 2013
FROM: INFORMATION TECHNOLOGY DEPARTMENT
PRESENTATION STEVE ELY, INTERIM I.T. DIRECTOR
BY:
FOR FURTHER INFORMATION CONTACT: STEVE ELY, INTERIM I.T. DIRECTOR, 714-754-4891
RECOMMENDATION:
Staff recommends the purchase of Microsoft Office Professional Plus licenses through the
Microsoft Enterprise Agreement (EA) Program for 448 desktop computers from
CompuCom Systems in the amount of $181,690.88. This amount will be payable in two
equal payments of $90,845.44, with the first payment due in January 2014 (FY 13-14)
and the second payment due in July 2014 (FY 14-15).
BACKGROUND:
The purchase of Microsoft Office 2013 Professional Plus licenses will allow City staff to
upgrade from the current version of Microsoft Office Professional 2003 to the most
current version. This upgrade is necessary for compatibility with other software
vendors, and the impending loss of support for the 2003 version of Microsoft Office.
The department currently has an EA agreement with CompuCom for Client Server,
Exchange, and Window Server licenses. This recommendation would be added on to
the existing agreement.
CompuCom is currently offering a promotion on the purchase of Microsoft Office
Professional Plus through the Microsoft Enterprise Agreement. Microsoft EA is
Microsoft's least expensive licensing program, and would also offer the City additional
benefits that it would not receive by purchasing the licenses independently.
These additional benefits to the City include:
• One -hundred percent of the City's computers are now going to be licensed for
the current Office Professional Plus 2013 version.
• Maintenance (upgrade rights) is automatically included on the EA. In the event
that Microsoft releases a newer version of Office before the EA expires in August
2015, all of the City's Office licenses would upgrade to that new version for free.
• The City will receive some free end-user training for the Microsoft Office products
that has not been offered before.
1
The total number of licenses, 448, includes all computers citywide.
ANALYSIS:
The City Council has approved participation in other public agencies' purchasing bids
and contracts with the adoption of Resolution 94-11 on March 7, 1994. The Software
Licensing Program (SLP) was established in January 1994 and is being administered by
the Department of General Services (DGS). This program enables California State
agencies and local governments to purchase software licenses (such as Microsoft
Office Professional Plus 2013) at a discount through authorized participating resellers.
SLP was also established to streamline purchases by removing repetitive, costly, and
time-consuming bid processes on proprietary software licenses.
Software pricing is obtained through Riverside County EA (CCISDA/MISAC) agreement.
ALTERNATIVES CONSIDERED:
The department considered a one-time purchase for the current Office Professional
Plus 2013 on the Select Agreement. This would be a one-time upgrade. There are no
future upgrades (maintenance was not included) and no other benefits. In the future, if
the City wanted to upgrade to the next version of Office, the City would need to buy new
licenses for Office Pro at that time in order to upgrade. This was deemed not to be cost
effective.
FISCAL REVIEW:
Funding for this agreement is included within the $1.7 million approved on February 19,
2013 for IT upgrades. Appropriations for these funds will be included in the mid -year
budget report.
LEGAL REVIEW:
The City Attorney has approved the documents as to form and content.
CONCLUSION:
Approving the EA agreement with CompuCom will provide the licensing needed to
support 100% of the City's computers.
STEVEN A. ELY
Interim I.T. Director
STEPHEN DUNIVENT
Interim Finance Director
E
TOM DUARTE
City Attorney
ATTACHMENTS: 1. Vendor's Quote
2. Purchase Requisition (for reference)