CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
8/14/2023
1 SUBJECT:
Approve the Microsoft Enterprise Agreement renewal between the City of Pacifica and Dell Marketing L.P.
RECOMMENDED ACTION:
Adopt the Resolution Authorizing Renewal of the Microsoft Enterprise Agreement for a threeyear term through the reseller Dell Marketing L.P. in the amount of $261,097.56 ($87,032.52 annually); and authorize the City Manager to execute all necessary documents related to this project.
STAFF CONTACT:
Yulia Carter, Assistant City Manager
(650) 738-7402
[email protected]
Harun Kiziltug, Information Systems and Technology Manager (650) 738-7394
[email protected]
BACKGROUND/DISCUSSION:
The City utilizes Microsoft software as the platform for the majority of technological function throughout the organization. The most efficient and cost-effective method of maintaining software licenses is through an Enterprise Agreement (EA) in which all the licensing fees are combined into a single annual payment. The current 3-year EA agreement is expiring on August 31, 2023.
Microsoft offers a customized Enterprise Agreement to all government agencies within the State of California. Microsoft’s Enterprise Agreement is a volume perpetual licensing program that enables organizations the flexibility to purchase a complete suite of software licenses and updates under one agreement. Many government agencies throughout the State of California participate in a cooperative purchasing program known as the “Riverside EA” (Attachment A) which originated from a request-for-proposal initiated by the County of Riverside. Participation in the Riverside EA allows the City to combine the City’s purchase of volume licenses with other government agencies to achieve the lowest cost possible. Dell Marketing L.P. is an authorized reseller of this agreement (Attachment B).
The Enterprise Agreement covers software licenses used by all City staff including but limited to the Windows Desktop operating system, Windows Server operating system, Microsoft Office suite, Microsoft Exchange (E-mail), SQL Database Server, Microsoft SharePoint, and other Microsoft products.
ALTERNATIVE ACTION:
Council may choose not to approve the Microsoft Enterprise agreement and associated cost Pacifica City Council 2
August 14, 2023
appropriations. However, this will put the City out of software compliance with Microsoft, and staff will risk losing access to critical software applications, including City E-mail. In addition, other penalties and liabilities may result. Staff does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the agreement is consistent with the following Council adopted Goals:
• Improve and steward City Infrastructure: Approving the consultant agreement ensures the City is meeting its commitment to improve existing City infrastructure by keeping accurate computerized records.
FISCAL IMPACT:
The Microsoft Enterprise Agreement through Dell will cost $261,097.56 over three years ($87,032.52 annually). There is no additional fiscal impact associated with this action, as this cost is already included in the FY 2023-24 Adopted Budget.
ORIGINATED BY:
Information Technology
ATTACHMENT LIST:
Attachment A: Riverside County MSFT Enterprise Agreement fully signed (PDF) Attachment B: EA master 2024 extension amendment 1 (PDF) Attachment C: Pacifica - EA renewal as M365 mix - 8-2-23 (PDF) Pacifica City Council 3
August 14, 2023
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
AUTHORIZING THE CITY MANAGER TO EXECUTE THE MICROSOFT ENTERPRISE AGREEMENT RENEWAL BETWEEN THE CITY OF PACIFICA AND DELL MARKETING L.P.
FOR A THREE-YEAR TERM
WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into an agreement with Dell Marketing L.P. for the City of Pacifica’s suite of software licenses and updates through a Microsoft Enterprise Agreement in August 2017; and
WHEREAS, many government agencies throughout the State of California participate in a cooperative purchasing program known as the “Riverside EA”, which originated from a request-for-proposal initiated by the County of Riverside for the purchase of volume licenses with other government agencies to achieve the lowest cost possible; and WHEREAS, the City of Pacifica participates in the cooperative purchasing of software licenses as part of the Riverside EA utilizing the Agreement with Dell Marketing L.P. as an authorized reseller of this agreement; and
WHEREAS, the City Council authorized the renewal of a 3-year Microsoft Enterprise Agreement through Dell Marketing L.P. in August 2020; and WHEREAS, the City of Pacifica now desires to renew the Microsoft Enterprise Agreement through Dell Marketing L.P. for a term of 3 years through August 2026.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to execute the Microsoft Enterprise Agreement renewal for a threeyear term through the reseller Dell Marketing L.P. in the amount of $261,097.56 ($87,032.52 annually), and execute all necessary documents related to this agreement. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 14th day of 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
Pacifica City Council 4
August 14, 2023
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney