CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 23-300, Microsoft Enterprise Agreement, to Dell Marketing, LP for an amount not to exceed $50,000 and a total award of $2,234,984.59
body
DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Council awarded Cooperative Procurement 23-300, Microsoft Enterprise Agreement (EA), to Dell Marketing, LP on December 19, 2023, for a three-year term. The EA provides a wide range of software licenses, software support, and various cloud services.
At the time of procurement, IT Department staff estimated the three-year contact period based on historic cost data and anticipated growth in the use of various Microsoft software.
DISCUSSION:
Due to various factors such as unanticipated growth in the use of Visual Studio for software development, Power BI for data analytics and interactive dashboards, and PowerApps for low-code automation the final invoice of the three-year contract exceeds the current amount available in the contract.
This Change Order is requested to provide additional funds to complete the contract through December 31, 2026.
FISCAL IMPACT:
CIP #: N/A
Microsoft Enterprise Agreement is expensed to the account below. The requested award totals $50,000, bringing the total award for 2026 to $810,000, which is higher than the 2026 budget of $760,000 for this expense. Staff will monitor expenses to ensure they remain within the total approved budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101100-531312 |
General Fund |
$3,970,254 |