03.06 Microsoft Enterprise Agreement1. SUBJECT
Approval of Microsoft Enterprise Agreement for software licenses for all City computers and
servers
2. SUMMARY
The three -year Microsoft Enterprise Agreement expires at the end of March. The City's
Information Technology network utilizes Microsoft products such as Windows, Exchange for e-
mail, Office, and software for various Windows servers. This agreement will renew the City's
Enterprise Agreement with Microsoft for three years.
3. RECOMMENDED ACTION
1) Approve the Microsoft Enterprise Agreement in the amount of $863,816.76; and
2) Authorize the Mayor to execute and the City Clerk to attest to the Enterprise Agreement with
Microsoft.
4. FISCAL IMPACT
The Enterprise Agreement covers three years, payable in annual installments. The first
installment is budgeted and currently available in the following account:
780.1601.51670.00000 Professional Services $287,938.92
Future installments will be budgeted in conjunction with future annual operating budgets.
5. STRATEGIC PLAN GOAL(S)
4c. Provide outstanding public services- Enhance technology to improve public accessibility to
information and services.
6. GENERAL PLAN IMPLEMENTATION
Not applicable.
7. DISCUSSION and BACKGROUND
In January 2015, the City entered into an Enterprise Agreement with Microsoft (MS).
Previously, the City utilizes site licenses for all of its MS products. This arrangement became
burdensome, as the City had to purchase a new license any time a new PC or server was placed
into the Information Technology (IT) environment. For clients the size of the City, the preferred
method of procuring MS licensing is through enterprise agreement, which covers all City
installations and allows for more efficient distribution of MS products and services. In addition,
upgrades are included as newer versions of MS products are released. Finally, the City receives
credits for professional services, which allows us to enhance our usage of MS products. A recent
example was the development of the City's new employee portal through SharePoint, which
replaced our legacy intranet. Staff utilized the credits to engage a firm that specializes in
SharePoint deployments.
Software license agreements must be procured through a MS reseller, and there is a limited
number of MS resellers that can sell an enterprise agreement. For the original Enterprise
Agreement, staff solicited bids from three MS resellers, and CompuCom was lowest bidder.
Subsequently, CompuCom was purchased by SoftwareONE.
The proposed Enterprise Agreement includes an updated number of licenses, as well as the
addition of mobile device management. Mobile device management provides enhanced security
to the network, given the number of mobile devices, both personal and City - owned, that connect
to the City's network.
Given the relatively small price increase in relation to the bids received for the original
Enterprise Agreement, staff is recommending that the City obtain the renewed Enterprise
Agreement from SoftwareONE in the amount of $863,816.76. The Agreement is payable in
three annual installments of $287,932.92. Funding is currently available in the IT operating
budget for the first installment. Future installments will be budgeted in subsequent fiscal years.
8. ATTACHMENTS
Quote from SoftwareONE
Microsoft Enterprise Agreement
ITEM 2 3/13/18
CITY COUNCIL MINUTES MARCH 13, 2018
3. CONSENT CALENDAR (Continued)
3.5 First Amendment to agreement with Converse Professional Group for Geotechnical
Observation and Testing Services for the Shaffer Park Renovation Project. (A2100.0;
AGR- 6527.1)
ACTION: Approved first amendment to agreement with Converse Professional Group for
an amount not -to- exceed $30,830 and authorized the Mayor and City Clerk to execute on
behalf of the City.
3.6 Approval of Microsoft Enterprise Agreement for software licenses for all City
computers and servers. (A2100.0; AGR- 6192.A)
NOTE: Mayor pro tem Murphy recorded an abstention due to a potential conflict with
employment.
ACTION: 1) Approved the Microsoft Enterprise Agreement to purchase software licenses
in the amount of $863,816.76; and 2) Authorized the Mayor and City Clerk to execute the
Enterprise Agreement with Microsoft.
3.7 First Amendment to Attorney Services Agreement with the law firm of Liebert
Cassidy and Whitmore to provide legal services relating to personnel matters.
(A2100.0; AGR- 1042.U.1)
ACTION: Approved and authorized the Mayor and City Clerk to execute the First
Amendment to the Attorney Services Agreement with Liebert Cassidy and Whitmore.
3.8 Award of Consultant Services Agreement for the preparation of plans, specifications,
and estimates for the Katella Avenue and Struck Avenue Intersection Improvements.
(A2100.0; AGR -6580)
ACTION: 1) Authorized the appropriation of $55,000 from 284 TSIP unreserved fund
balances to expenditure account number 284.5032.56100.20377; and
2) Awarded the contract to Stantec Consulting Services, Inc., in the amount of $29,859.00,
and authorize the Mayor and City Clerk to execute on behalf of the City.
3.9 Appropriation of $27,307.30 in revenue for Community Garden plot leases, sports
field maintenance and renovation, and sponsorship donations. (C2500.N)
ACTION: 1) Authorized the appropriation of $3,519 from revenue account
100.7001.44210.20227 (Garden Plots) to expenditure account number
100.7001.51700.20227 (Garden Plots); 2) Authorized the appropriation of $17,788.30
from revenue account 100.7022.42480.00000 (User Group Maintenance Fees) to
100.7022.51700.00000 (Contractual Services); and 3) Authorized the appropriation of
$6,000 from revenue account 100.7015.48390.20368 (Special Event Donations) to
expenditure account number 100.7015.53380.20368 (Special Event — Supplies).
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