Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: January 23, 2024
SUBJECT: AMENDMENT TO MICROSOFT ENTERPRISE LICENSE
AGREEMENT
DEPARTMENT: Administrative Services
PRESENTER: Ryan James
RECOMMENDED ACTION
City Council:
1. Amend the existing three-year contract with SoftwareOne, Inc., to include additional Microsoft Client Access Licenses and authorize an expenditure authority increase in the amount of $72,754 for a total contract amount not to exceed $213,637.
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 (EA), grants licensed use of MS products and authorizes the City to use, connect, and receive support for all licensed MS products. A typical EA 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 was approved by the City Council on June 28, 2022.
For more than 13 years, the City has utilized an EA to ensure proper licensing of MS software for use by City staff, as well as the flexibility for growth as the organization expands. The EA licenses City staff 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. Due to the benefits and desire to extend these resources to the City’s Part-time/Temporary/Seasonal staff (PTS), as well as the annual accounting to “true-up” licenses with MS to account for any growth in Full-time Employees (FTE), it is recommended that the City increase the number of EA licenses allocated from 575 to 885. In
doing so, FTE and PTS will be properly licensed for the features available to them under the EA and in compliance with Microsoft’s licensing terms.
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 enter into a Microsoft 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 differential cost of $72,754 will properly license the aforementioned PTS and FTE accounts to utilize all licensed MS products and receive enterprise support from Microsoft through the current EA’s expiration date of June 30, 2025.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in Information Services expenditure account 1002200-516101 to support the recommended action.
ATTACHMENTS
Quote - US-QUO-1129413
County of Riverside Licensing Solution Provider Agreement Number PSA-0001530 (available in the City Clerk's Reading File)