PRESENTER: Presenter
Tony Gonzalez. Director of Information Technology (IT)
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SUBJECT: Title
Approval of a Microsoft Enterprise Agreement with Software One for citywide software licenses.
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DEPARTMENT: Information Technology
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COUNCIL DISTRICTS IMPACTED: NA
BACKGROUND INFORMATION:
The previous 3-year agreement for Microsoft produces and licenses is expiring, and the Information Technology Department is requesting the approval of a new Enterprise Agreement with Microsoft. The use of an enterprise agreement is recommended as the most effective and fiscally responsible method of managing licenses and new purchases of Microsoft products.
The agreement includes multiple types of Microsoft licenses:
• Microsoft Office 365 License - This license will provide staff with access to Office 365 which includes our email system as well as the Office Suite of products, including Audio/Video Conferencing for all users via Teams. There are multiple license levels of Office included in this agreement, ranging from full desktop versions to Exchange Online plans. Licenses are assigned based on job function and needs.
• Microsoft Desktop Operating System License - This will license our desktops and laptops for the most current Microsoft desktop operating system through the life of the agreement. The city must include a license for all computers.
• Microsoft Server Operating System License - This will license our server operating systems and will provide access to the latest server operating systems as they become available.
• Microsoft Visio - Professional diagramming, flow charting and vector graphics application.
The agreement has a term of 3 years. The enterprise agreement allows the City to utilize the most current versions of the various Microsoft software programs covered under this agreement. Technical Support for the Information Technology staff is also included as a part of this agreement.
The agreement locks in the pricing for three years. In addition, as the number of city staff fluctuates, the organization has the ability to increase or decrease licenses at any time. However, we will not be allowed to drop below the specified quantities for the duration of our agreement.
Through this agreement, the city will continue to utilize the subscription to Office.com, which offers us many advantages, including off-site storage, ubiquitous access for remote and mobile staff, online storage and backups and many other resources that allow us to be more efficient. Additionally, this agreement allows the City to stay current on the latest desktop and server operating systems over the life of the agreement. This contract provides additional products and services when compared to the previous Enterprise Agreement.
The three-year agreement is for $925,178.79, with an annual cost of $308,392.93 for three years. The City is utilizing a cooperative contract with Software One through the State of Texas/Department of Information Resources (DIR), which has been vetted thereby satisfying the City’s competitive bidding requirements.
ISSUE:
Our current agreement is expiring and needs to be renewed.
Maintains Fiscal stability of City operations.
STRATEGIC PLAN REFERENCE:
☐Economic Mobility ☐Enhanced Connectivity ☐Community Identity
☒Organizational Excellence ☐Community Well-Being ☐N/A
FISCAL IMPACT:
The funding for this contract and its products is included in the FY 2027 Information Technology Department budget, therefore sufficient funds are available.
Recommendation
RECOMMENDATION:
Staff recommends approval of a Microsoft Enterprise Agreement with Software One for citywide software licenses.