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CITY OF SAN MATEO
RESOLUTION NO. ____ (2024)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE FOR AN AGREEMENT WITH CDW
GOVERNMENT LLC, FOR A THREE-YEAR RENEWAL OF THE MICROSOFT ENTERPRISE AGREEMENT ($765,737)
WHEREAS, the City entered into an Enterprise Agreement (EA) with Microsoft in March 2007, renewed the EA in 2020, and that agreement is due to expire; and WHEREAS, the City’s Department of Information Technology has determined that Microsoft products and services best meet the City’s needs since Microsoft products are proven to be of high quality, reliable, and there are no viable competitors; and WHEREAS, the products included under the EA are required to perform city functions and are sold by a limited number of vendors at standard governmental pricing; and WHEREAS, the County of Riverside negotiated a master agreement with CDW Government, LLC (CDW-G), which is available to the City of San Mateo on the same terms and conditions; and WHEREAS, the City, as a local government agency, may participate in the County of Riverside Master Agreement, through a cooperative purchasing program that leveraged the cooperative purchasing power of state and local government agencies and assuring the lowest available cost for Microsoft products; and
WHEREAS CDW-G, is a participant in the County of Riverside Master Agreement and authorized reseller of Microsoft licenses; and
WHEREAS, Municipal Code section 3.60.070(h)(3) provides that the City may use purchasing procedures approved by the City Council if the City Council makes a finding concurrent with the award that the procedures are in the best interest of the City; and WHEREAS, based on the above, the City’s Department of Information Technology recommends entering into an agreement with CDW-G for a three-year renewal of the Microsoft Enterprise Agreement.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, FINDS and RESOLVES that:
1. This Council action is not a project subject to CEQA because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5)).)
2. Pursuant to San Mateo Municipal Code Section 3.60.070(h)(3), the purchase of a Microsoft Enterprise Agreement with CDW-G utilizing the County of Riverside Master Agreement is in the best interest of the City because:
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•There are limited vendors for Microsoft licenses to government agencies; •The County of Riverside Master Agreement offers competitively priced contracts for the Microsoft products that was pre-negotiated with cooperative purchasing that leveraged cooperative purchasing power of the state and local agencies; and •Utilizing the County of Riverside Master Agreement avoids costs normally associated with the development of highly technical bid specifications, while assuring that competitive prices were received.
3. An Agreement with CDW Government, LLC, in the amount of $765,737 is approved, in accordance with the County of Riverside’s Microsoft Enterprise License Agreement (MELA)# PSA-0001522 RFQ# RIVCO-2020-RFQ-0000048.
4. The Director of the Department of Information Technology is authorized to execute the purchase order in substantially the same form presented on behalf of the City.