HomeMy WebLinkAbout061725-06.4
ADMINISTRATIVE STAFF REPORT 6.4
TO: Mayor and Town Council June 17, 2025
SUBJECT: Resolution No. 46-2025, authorizing the Town Manager to execute a
three-year Microsoft Enterprise Agreement renewal
BACKGROUND
In 2011 the Town entered into a competitively bid statewide Microsoft Enterprise
Agreement (“Agreement”) through the County of Riverside for Microsoft software
product licenses. The Agreement is an annual program that covers the licensing of
standard desktop software, including Microsoft Office 365 and Enterprise Platform
products.
The County of Riverside has been the leader in the negotiations and 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 Insight, which would be the Town’s
official software vendor.
The Town of Danville maintains Microsoft licenses for all of its computer systems, both
at the desktop and server level. Renewing this Agreement will allow the Town to
continue using Microsoft software licenses and its support at the best possible price.
DISCUSSION
Renewal of the Agreement for three years offers the Town the flexibility to 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 will allow the Town to take better
advantage of new technology, improve overall system administration, and provide
additional benefits for remote use of software and technical training.
Additionally, the Microsoft Enterprise Agreement provides 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.
Renewal of Microsoft EA Agreement 2 June 17, 2025
• Employees can install Microsoft Office 365 desktop applications on up to 5
devices.
• Training Vouchers - Provides IT staff with training on select courses
designed by Microsoft and delivered by Microsoft Certified Partners in the
area.
Final pricing for the renewal of the three-year Agreement is $78,771.23 per year, for a total
of $236,313.69 divided over the three-year renewal period.
PUBLIC CONTACT
Posting of the meeting agenda serves as notice to the general public.
FISCAL IMPACT
Sufficient funds are available in the Town’s FY 2025/2026 Operating Budget, Information
Technology Program to cover year one of the Agreement. Funds will continue to be
budgeted in fiscal years 2026/27 through 2027/28 in the annual Information Technology
Program to cover the remaining two years of the Agreement.
RECOMMENDATION
Adopt Resolution No. 46-2025, authorizing the Town Manager to execute a three-year
Microsoft Enterprise Agreement renewal.
Prepared by:
Matt Hull
Chief Technology Officer
Reviewed by:
Lani Ha
Finance Director/Treasurer
Attachment: Resolution No. 46-2025
RESOLUTION NO. 46-2025
AUTHORIZING THE TOWN MANAGER TO EXECUTE A THREE-YEAR
MICROSOFT ENTERPRISE AGREEMENT RENEWAL
WHEREAS, the Town of Danville uses Microsoft products and licenses; and
WHEREAS, it is necessary to renew the Microsoft Enterprise Agreement (“Agreement”)
to avoid a disruption in service; and
WHEREAS, there are sufficient funds available in the Town’s 2025/26 Operating Budget,
Information Technology Program, to cover year one of the Agreement; and
WHEREAS, funds will continue to be budgeted in fiscal years 2026/27 through 2027/28
in the annual Information Technology Program to cover the remaining two years of the
Agreement; now therefore, be it
RESOLVED, that the Danville Town Council hereby authorizes the Town Manager to
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 $236,313.69.
APPROVED by the Danville Town Council at a regular meeting on June 17, 2025 by the
following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
______________________________
MAYOR
APPROVED AS TO FORM: ATTEST:
________________________________ ______________________________
CITY ATTORNEY CITY CLERK
Docusign Envelope ID: F55BF84E-143A-4B25-B52B-53416F10C3A3