CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 17-242, Microsoft Enterprise Agreement, to CDW-G for an amount not to exceed $475,608 and a total award of $1,914,572.76
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DEPARTMENT: Information Technology
SUBMITTED BY: Jackie Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City has used an Enterprise Agreement (EA) to license and manage Microsoft software since 2005. The EA is offered through Microsoft and administered by approved partners to sell and support Microsoft products because Microsoft does not sell directly to the public. An EA streamlines license management within the City, simplifies purchasing and provides for predictable payments throughout the agreement. Under an EA, the costs for both maintenance and new purchases are spread out over the three years of the contract term. Prices are also locked for the term of the contract and updates to software are included in the EA at no additional cost through the Microsoft Software Assurance program, which provides for technical support, training and planning services.
The State of Illinois holds a Microsoft Large Account Reseller Statewide Master Contract which provides government pricing levels on all Microsoft products that is awarded to CDW-Government (CDW-G), a Microsoft Licensing Solutions Partner. Through the State contract, the City is provided a level of pricing and service which is comparable to the pricing provided to commercial customers who license 15,000 or more users. The City's current EA was renewed with CDW-G by City Council on December 19, 2017 for an amount not to exceed $1,438,964.76 and for a three-year term from January 1, 2018 to December 31, 2020 Annual cost $479,654.92). Microsoft and CDWG require that payments be made by December 31, of the year prior.
DISCUSSION:
Since the current EA was awarded, the City has added additional licenses and services to the Agreement including PowerBI, Advanced Threa...
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