Agenda Item: 19
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: MICROSOFT ENTERPRISE LICENSE AGREEMENT
DEPARTMENT: Administrative Services
PRESENTER: Benny Ives
RECOMMENDED ACTION
City Council:
1. Award a three-year contract to SoftwareONE, Inc., in the amount of $128,075 plus a 10 percent contingency in the amount of $12,808, for a total amount not to exceed $140,883 for the continued use of the City’s Microsoft Enterprise License Agreement; inclusive of Microsoft Client Access Licenses, Windows Server operating system licenses, SQL Server database licenses, Exchange email server licenses, Remote Desktop licenses, and support for three years.
2. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) utilizes Microsoft (MS) software to operate desktop computers, servers, databases, applications, and email. The contractual agreement between the City and MS, known as an Enterprise Agreement, grants licensed use of MS products and authorizes the City to use, connect, and receive support for Windows computers, Windows servers, SQL Server, Exchange email, Systems Center and Configuration Manager, Remote Desktop, and the Microsoft Developer Network. A typical Enterprise Agreement lasts for three years, at which time the agreement is re-entered to allow the continued use and support of MS software. The existing agreement is set to expire on June 30, 2022, and was last approved by the City Council on June 11, 2019.
For over thirteen years, the City has utilized a MS Enterprise Agreement to ensure proper licensing of MS software as well as the flexibility for growth as the organization expands.
Through the Enterprise Agreement, City computers are licensed to connect to Windows servers
from desktop computers to share network resources, including storage, email, printers, as well as a centralized repository for managing user access and computer configurations. City computers are licensed to utilize Exchange email for critical business communications with residents and other stakeholders. Technology Services is licensed to deploy SQL Server databases that serve various applications and store the critical data used by staff on a daily basis.
There are several benefits of an MS Enterprise Agreement such as Software Assurance that allows the City to upgrade to the latest version of any of the products managed under the agreement’s term. This allows the City to be on the latest versions of the covered MS software and benefit from the feature and security enhancements at no additional cost. Software Assurance also provides City staff with support, tools, training, and the ability to demo and test software prior to deployment. Additionally, as the organization’s needs change, the City can adjust the number of licenses required in a process known as “true-up” which greatly simplifies license management for staff.
On July 11, 1995, the City Council approved the use of competitive and co-operative purchasing agreements. This process permits the City to place orders against a competitively awarded, existing public agency contract. The County of Riverside Licensing Solution Provider Agreement Number PSA-0001530 was competitively solicited and awarded on October 22, 2019, allowing the City to take advantage of an existing competitive procurement process to purchase the new MS Enterprise Agreement.
Staff finds that the County of Riverside Licensing Solution Provider Agreement Number PSA- 0001530 contract through SoftwareONE, Inc., provides the most competitive pricing. The cost of $128,075 is inclusive of Microsoft Client Access Licenses, Windows Server operating system licenses, SQL Server database licenses, Exchange email server licenses, Remote Desktop licenses, and support for three years.
ALTERNATIVE ACTION
1. Do not approve contract with SoftwareONE, Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in Technology Services expenditure account 1002200-516101.
ATTACHMENTS
Santa Clarita - MS EA 2022