TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Susan Galvan, Assistant City Manager
1. SUBJECT
title
Three-year agreement with Insight Enterprises, Inc. for Microsoft Enterprise software licenses for all City computers and servers.
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2. SUMMARY
The three-year Microsoft Enterprise Agreement expired on February 29, 2024. The City's Information Technology network utilizes Microsoft products such as Windows 10/11, Exchange for e-mail, MS SQL Server for databases, Office for productivity, and software for various Windows servers. This agreement will renew the City's Enterprise Agreement with Microsoft for three additional years for a total amount of $1,328,378 ($442,793 annually).
3. RECOMMENDED ACTION
recommendation
Approve the three-year agreement with Insight Enterprises, Inc. for a total amount of $1,328,378 ($442,793 annually) for Microsoft software licensing; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. FISCAL IMPACT
The expense for this agreement is $1,328,378 over the three-year term and will be funded through:
780.1601.53915.00000 IT Maintenance Annual Software License & Maintenance
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
At the City Council meeting on March 12, 2024, the Council gave direction to pursue a one-year agreement with Microsoft in order to allow time for the IT department to perform a deep analysis of its Microsoft licensing quantities. Subsequent to that meeting we have learned that Microsoft does not offer an enterprise agreement for less than three years, nor would we be able to take advantage of the cooperative agreement pricing with the County of Riverside. The enterprise agreement does however, allow us to "true up" or "true down" our license numbers on the anniversary of our agreement date, ...
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