DATE:
July 18, 2023
TO:
Mayor and Council Members
FROM:
Rachel Molina, City Manager
BY:
Casey Brooksher, Assistant City Manager
Michael Assumma, Information Systems Manager
SUBJECT:
Three-Year Enterprise Agreement with SoftwareOne Inc.
RECOMMENDED ACTION
It is recommended that the City Council authorize the City Manager to approve a new three-year Enterprise Agreement with SoftwareOne Inc., for a not-to-exceed contract amount of $339,113, for Microsoft software products licensing.
BACKGROUND
The City relies heavily on Microsoft products for basic office productivity software, as well as numerous foundational information technology (IT) functions, such as email, application hosting, user identity management, file sharing/distribution, and critical networking components. Licensing for these products is secured as part of an Enterprise Agreement (EA) with a third-party reseller, which in the City’s case is SoftwareOne, Inc.
ISSUES/ANALYSIS
In addition to renewing existing licenses, new licensing requirements have arisen since the signing of the original EA, three years ago. Current licensing quantities are insufficient to keep apace with staff growth. Also, higher tier licenses provide features which will serve to enhance the City’s capabilities in the areas of cybersecurity, asset/inventory management, and employee collaboration, all of which are major IT initiatives.
As the incumbent reseller for the City’s Enterprise Agreement, SoftwareOne Inc. will receive the best pricing available from Microsoft, which in turn is passed to the City. Upgrading the quantity and types of Microsoft licensing as part of a new EA with SoftwareOne Inc. will serve to address many of the City’s most pressing IT needs. However, after three years, the EA with SoftwareOne has expired and a new agreement must be established in order to retain this software licensing.
FISCAL IMPACT
This agreement would be for a total of $339,113 or $113,038 each year. Funding for the first year of the agreement has been included in the Fiscal Year (FY) 2023-24 Operating Budget and will be included in the FY 2024-25 and 2025-26 Budgets.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
None.
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the Mayor and Council Members
Three-Year Enterprise Agreement with SoftwareOne Inc.
July 18, 2023