Presenter/Contact
Presenter
Tony Gonzales, Director of Information Technology
Contact Info
(830) 221-4339 - tgonzalez@nbtexas.org
Subject Header
SUBJECT:
Title
Approval of a Microsoft Enterprise Agreement for citywide software licenses.
Body
BACKGROUND / RATIONALE:
In August of 2017, the City entered into a Microsoft Enterprise Agreement. This agreement 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 will include multiple licenses:
• Microsoft Office 365 License - Qty 736 - this license will provide staff with access to Office 365 which includes our email system as well as the Office Suite of products.
• Microsoft Desktop Operating System License - Qty 600 - This will license our desktops and laptops for the most current Microsoft desktop operating system through the life of the agreement (Currently Windows 10). The city must include a license for all computers.
• Microsoft Bridge Client Access License - Qty 600 - 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 - Qty 112 - This will license our server operating systems and will provide access to the latest server operating systems as they become available.
• Microsoft Visio - Qty 16 - Professional diagramming, flow charting and vector graphics application.
• Skype/Team Audio Conferencing - Qty 25 - While all Office 365 users can do internet based audio/video conferencing via Skype/TEAMS, the audio conferencing licenses allows a user to provide a traditional phone number for a attendee to call in to the conference.
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.
The previous agreement was for $170,063 per fiscal year. In FY 2021, the cost is an amount not to exceed $181,856. The cost increase is due to an increased # of licenses and products in the new agreement. If the number of required licenses had stayed the same as the previous agreement, the city would have actually seen a reduction in the annual cost of this agreement.
ADDRESSES A NEED/ISSUE IN A CITY PLAN OR COUNCIL PRIORITY:
|
X |
Yes |
City Council Priority |
Strategic Priorities: Maintain an ongoing program to provide exemplary customer service. |
FISCAL IMPACT:
The cost for these services are allocated and available in the Information Technology Department’s operating budget.
Recommendation
COMMITTEE RECOMMENDATION:
N/A
STAFF RECOMMENDATION:
Staff recommends City Council authorize the City Manager to execute an enterprise agreement with Microsoft in an amount not to exceed $181,856 for FY 2021.