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6.5
ADMINISTRATIVE STAFF REPORT
TO: Mayor and Town Council June 21, 2022
SUBJECT:Resolution No. 49-2022, authorizing the Town Manager to execute a
three-year Microsoft Enterprise Agreement renewal
BACKGROUND
In2011 the Townentered intoacompetitivelybidstatewide Microsoft Enterprise
Agreement (“Agreement”) through the County of Riversidefor Microsoft software
product licenses.The Agreementis an annual program that covers the licensingof
standard desktop software, including Microsoft Office 365 and Enterprise Platform
products.
The County of Riverside has been the leaderin thenegotiationsand procurement of
Microsoft Enterprise software and services on behalf of over 388 government agencies in
the State of California, resulting in significant cost savings to taxpayers. Microsoft
Enterprise Agreements with the County of Riverside are purchased through
authorized large account resellers such as Software One, which would be the Town’s
official software vendor.
The Town of Danville maintains Microsoft licenses forall ofits computersystems,both
at the desktop andserver level. Renewing thisAgreementwill allow theTown to
continue using Microsoft software licenses and its support at the best possible price.
DISCUSSION
Renewal oftheAgreement forthreeyears offers the Townthe flexibilityto continue using
Microsoft products including operating systems, word processing, presentation,
spreadsheet and database software. All related product upgrades are also included as
part of the proposed three-year Agreement. It willallow theTown to take better
advantage of new technology, improve overall system administration, and provide
additionalbenefits for remote useof softwareand technicaltraining
.
Additionally, the Microsoft Enterprise Agreementprovides the following benefits:
New Version Rights - Every customer with Software Assurance receives the
new versions of licensed software released during the term of the agreement.
Home UseProgram - Employees can get alicensed copy of MicrosoftOffice
365 desktop applications at no extra cost.
Training Vouchers - Provides IT staff with training on select courses
designedby Microsoft and delivered by Microsoft Certified Partners in the
area.
Final pricing forthe renewalof thethree-year Agreement is $74,248.55per year, for a total
of$222,745.65dividedoverthethree-yearrenewalperiod.
PUBLIC CONTACT
Posting of the meeting agenda serves as notice to the general public.
FISCAL IMPACT
Sufficient funds are available in the Town’s FY2022/2023 OperatingBudget, Information
Technology Program to cover yearone of the Agreement. Funds will continueto be
budgeted in fiscal years 2023/24 through 2024/25in the annual Information Technology
Program to cover the remaining two years of the Agreement.
RECOMMENDATION
Adopt Resolution No. 49-2022, authorizing the Town Manager to execute a three-year
Microsoft Enterprise Agreement renewal.
Prepared by:
Clancy Priest
Chief TechnologyOfficer
Reviewed by:
Jill Bergman
Business & Economic Development Director
Attachment: Resolution No. 49-2022
Renewal of Microsoft EA Agreement 2June 21, 2022
RESOLUTION NO. 49-2022
THREE-YEAR
AUTHORIZING THE TOWN MANAGER TO EXECUTE A
MICROSOFT ENTERPRISE AGREEMENT RENEWAL
WHEREAS theTownof Danville uses Microsoft productsandlicenses; and
,
it is necessary to renew the Microsoft EnterpriseAgreement (“Agreement”)
WHEREAS,
to avoid adisruption inservice; and
there are sufficient funds available inthe Town’s 2022/23 Operating Budget,
WHEREAS,
Information Technology Program, to cover year one of the Agreement; and
funds will continue to be budgeted in fiscal years 2023/24 through 2024/25
WHEREAS,
in the annual Information Technology Program to cover the remaining two years of the
Agreement; now therefore, be it
that the Danville Town Council hereby authorizes the Town Manager to
RESOLVED,
execute on behalf of the Town, a Microsoft Enterprise Agreement with Microsoft
Corporation, Inc., through one of its large account resellers, for a three-year contract price
of $222,745.65.
by the Danville Town Council at a regular meeting on June 21, 2022 by the
APPROVED
following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
______________________________
MAYOR
APPROVED ASTOFORM: ATTEST:
______________________________________________________________
CITY ATTORNEY CITY CLERK