HomeMy WebLinkAboutSR - AGR-6192 - SOFTWARE LICENSES CITY COMPUTERS & SERVERS*� OF 0
c* AGENDA ITEM
o� a
z 'Q . January 13, 2015
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
FROM: Rick Otto,
Assistant City Man er /
1. SUBJECT
Approval of new Microsoft Enterprise Agreement for software licenses for all City computers
and servers.
2. SUMMARY
The City's Information Technology network includes site licenses for the Microsoft Windows
Operating System, Exchange E -mail System, Office Professional Desktop Applications, and
software for various Windows servers. Every three to four years, the site licenses need to be
updated to maintain the necessary Microsoft support as well as upgraded to reflect changes in the
City's technology environment and to stay current with technology resources.
3. RECOMMENDED ACTION
• Approve the Microsoft Enterprise Agreement to purchase software licenses in the amount
of $769,100.82; and
• Authorize the Mayor to execute and the City Clerk to attest to the Enterprise Agreement
with Microsoft.
4. FISCAL IMPACT
Funds were budgeted in the FY 2014 -15 budget and are currently available in the following
account:
790.1601.56033.19640 $769,100.82 MIS Fund
5. STRATEGIC PLAN GOAL(S)
ReviewedNerified By:
City Manager
Finance Direct r
To Be Present. Aaron Schulze
Cons Calendar _
City Mgr Rpts
Council Reports _Legal
Affairs
Boards /Cmtes _Public
Hrgs
X Admin Reports
Plan/Environ
4c. Enhance technology to improve public accessibility to information and services.
ITEM 7.1 1 1/13/15
6. GENERAL PLAN IMPLEMENTATION
Not applicable.
7. DISCUSSION and BACKGROUND
The City's Information Technology network includes site licenses for the Microsoft Windows
Operating System, Exchange E -mail System, Office Desktop Applications, and various Windows
servers (email, database, collaboration, and systems management). Every three to four years, the
site licenses need to be upgraded to reflect the changes in the City's technology environment and
to stay current with technology resources.
The City is currently operating under an eight -year old Microsoft ( "MS ") Windows environment.
Among the problems with operating under older technology is the lack of tech support available,
the lack of access to newer features (including enhanced security measures), and an inconsistent
technology environment as a result of newer desktops being delivered with updated MS products.
Software license agreements must be purchased through an MS reseller, and there is a limited
number of MS resellers that can sell an enterprise agreement. Staff solicited bids from three MS
resellers and received the following responses:
• CompuCom $769,100.82
• En Pointe $783,983.79
• Softchoice $788,760.57
It is recommended that the City upgrade its site licenses to current MS Windows, Office and
Exchange releases with a Microsoft Enterprise Agreement through CompuCom, an IT services
specialist and MS reseller. This new Agreement would allow the City to operate at the current
release of Windows 8.1 and Office 2013, and additionally entitles us to upgrades at no additional
charge over the next three years. This new agreement would also include Microsoft SharePoint
(collaboration software), and SQL Server (database management system).
The proposed MS license upgrade is a project that was included in the FY 2014 -15 budget and
sufficient funds are available in the FY 2014 -15 MIS budget. The Agreement amount is broken
up into three annual payments of $256,366.94. Existing funds will be carried over into
subsequent years so that they are available for the future annual payments. The City also intends
to continue its PC refresh program to cycle out its aging PC inventory and ensure that the
hardware continues to support current and future software updates.
8. ATTACHMENTS
• Microsoft Enterprise Agreement
• Bids
ITEM 2 1/13/15