Agenda Report
Fullerton City Council
MEETING DATE: March 21, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: Robert Dunn, Chief of police
PREPARED BY: Robert Dunn, chief of police
ELLIS CHANG, DIRECTOR OF ADMINISTRATIVE SERVICES
SUBJECT: Microsoft License and Subscription Renewals
SUMMARY
City Council consideration to approve license and subscription renewals for Microsoft products and authorizing City Manager, or designee, to change Microsoft resellers.
RECOMMENDATION
Approve Microsoft licenses and subscriptions renewal for a three-year term with reseller Dell and authorize City Manager, or designee, to execute and administer related renewal documents, in a form approved by City Attorney.
Authorize City Manager, or designee, to approve, execute and administer future renewals, including change of authorized resellers through cooperative purchasing, within budget and within the City Manager approval authority, in a form approved by City Attorney.
CITY MANAGER REMARKS
The City Manager concurs with the recommendation.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Fiscal and Organizational Stability
Public Safety
Infrastructure and City Assets.
FISCAL IMPACT
The annual budget includes the cost of Microsoft license and subscription renewals critical for day-to-day operations in the Information Technology Fund (Fund 68). This item generates no additional fiscal impact.
DISCUSSION
The City purchased its current Microsoft licenses and subscriptions with CDW-G an authorized reseller through the Riverside County Master Agreement: PSA-0001524 (8084445). The Riverside County Master Cooperative Agreement enables agencies to select from a number of authorized resellers, including Dell, and piggyback off the cooperative agreement pricing. The City currently has a PC-Refresh agreement with Dell and recommends renewing Microsoft licenses and subscriptions through Dell at this time.
The Fiscal Year 2022-23 Adopted Budget and subsequent budgets will include Microsoft license and subscription renewals as part of the Information Technology Internal Service Fund operating budget. Thus, the agenda report action items generate no additional fiscal impact.
Microsoft licenses and subscriptions provide functionality critical to the City’s daily operations. This includes licensing to use the Windows operating system on all desktop and laptop computers, as well as subscriptions for the Office 365 suite (Word, Excel, PowerPoint and Outlook). The agreement also covers security tools required by the City’s cyber insurance policy. The proposed agreement would provide use of a source code repository tool, which will meet one of the PCI compliance requirements. The proposal also addresses licensing for the city-wide camera system database component and project management software used by City staff. The City needs additional licenses to cover the growing number of devices used by the City.
Staff anticipates renewing Microsoft licenses and subscriptions at the end of the three-year term through a competitive, cost-effective cooperative purchasing agreement.
Attachments:
Attachment 1 – Dell Quotation
Attachment 2 – Riverside County Master Agreement: PSA-0001524 (8084445) cc: City Manager Eric J. Levitt
Microsoft License and Subscription Renewals
March 21, 2023 - Page 2