PRESENTER: Presenter
Tony Gonzalez, Director of Information Technology
Body
SUBJECT: Title
Approval of a Microsoft Enterprise Agreement with Software One for citywide software licenses.
Header
DEPARTMENT: Information Technology
Body
COUNCIL DISTRICTS IMPACTED:
BACKGROUND INFORMATION:
In August of 2017, the City entered into a Microsoft Enterprise Agreement. This agreement was renewed for a second three-year term in 2020. This agreement is now 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 will include multiple 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.
• 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 Bridge Client Access License - This will provide an access license for staff in order to access the services housed on city servers. 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 and Microsoft Training Vouchers for the Information Technology staff are also included as a part of this agreement. The agreement locks in the pricing for the City for three years, so we can more effectively budget and plan our expenditures.
As the number of city staff fluctuates, we have the ability to add 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 for increased licenses and additional products and functionality.
The three-year agreement is for $684,162, with an annual cost of $228,054 for three years. The City is utilizing a cooperative contract with Software One through the State of Texas/Department of Information Resources (DIR), which supports the competitive requirements.
ISSUE:
Our current agreement is expiring and needs to be renewed.
Maintains Fiscal stability of City operations.
FISCAL IMPACT:
The funding for this contract and its products are included in the FY 2024 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.