Title
Resolution to Approve a Renewal of a Three-year Enterprise Agreement with Microsoft, Inc. and Related Three-year Payment Plan with CDW-Government Inc. ($626,105.25)
Memorandum
The attached resolution seeks authorization to approve a three-year Enterprise Agreement with Microsoft Corporation payable in three installments of $208,701.75 each to CDW-Government, Inc., totaling $626,105.25, subject to annual budget approvals.
The current agreement, expiring on April 30, 2009, provides the City access to current software licenses, upgrades and maintenance for Microsoft Windows Desktop Professional, Office Professional, Windows Server Client Access Licenses, Exchange Mail Client Access Licenses, and SharePoint Server Client Access Licenses.This agreement provides the City of Ann Arbor the flexibility of spreading the payments for the purchase of this 36-month maintenance agreement over three fiscal years, and continues to provide City employees free home use software, access to enhanced technical support, including 30 days of technical training vouchers, up to $15,000.00 of annual strategic consulting services and the reduced pricing for all core desktop software.
Funds for this maintenance expense are budgeted and approved in the FY2009 Information Technology Service Fund Budget and planned for in the FY2010 and FY2011 IT Fund Budgets. Authorization of the payment plan will allow for the issuance of a Purchase Order in the amount of $208,701.75 for FY2009, as well as authorization of payment of the balance by purchase orders of $208,701.75 in both FY2010 and FY2011, subject to and subsequent to annual budget approvals in each fiscal year. Under the terms of the Agreement, it may be terminated for non-appropriation should funds for FY2010 and FY2011 not be approved.CDW-Government, Inc. received Human Rights approval on August 29, 2008 and Living Wage approvals on June 20, 2008.
Staff
Prepared by: Daniel Rainey, Director, Information Technology Services UnitReviewed by: Tom Crawford, Financial Services Administrator and CFO
Body
Whereas, The City of Ann Arbor requires that Microsoft Windows Desktop Professional Client Access Licenses be maintained for the effective management, operation and protection of the City’s desktop and laptop operating systems;
Whereas, The City of Ann Arbor requires that Microsoft Client Access Licenses for Office Professional, Windows Server, Exchange Mail and SharePoint be maintained and upgraded to keep up with the changes necessary to efficiently and effectively manage, operate and enhance the level of city service delivery;
Whereas, Renewal of the Microsoft Enterprise Agreement will continue to provide City of Ann Arbor employees free home use software;
Whereas, Renewal of the Microsoft Enterprise Agreement will continue to provide the City of Ann Arbor access to enhanced technical support, including 30 days of technical training vouchers, up to $15,000.00 of annual strategic consulting services and the reduced pricing for all core desktop software;
Whereas, Renewal of the Microsoft Enterprise Agreement provides the City of Ann Arbor the flexibility of spreading the payments for the purchase of this 36-month maintenance agreement over three fiscal years;
Whereas, The City has planned and budgeted for PC Desktop Operating System and Client Access License Upgrades in the FY2009 Information Technology Fund budget;
Whereas, The City has planned for PC Desktop Operating System and Client Access License Upgrades in the FY2010 and FY2011 Information Technology Fund; and
Whereas, CDW-Government, Inc. has received Human Rights approval on August 29, 2008 and Living Wage approvals on June 20, 2008;
RESOLVED, That City Council approve renewal of a Three-year Enterprise Agreement with Microsoft, Inc. and Related Three-year Payment Plan with CDW-Government Inc for a total of $626,105.25 subject to annual budget appropriations during the term of the Agreement;
RESOLVED, That City Council approve a purchase order in the amount of $208,701.75 for FY2009 to CDW-Government, Inc. for year one of the Agreement; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this Resolution regardless of fiscal year.