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. ($847,802.16)
Memorandum
The attached resolution seeks authorization to approve the second renewal of a three-year Enterprise Agreement with Microsoft Corporation, payable in three installments, FY2012 in the amount of $287,301.44 and FY2013 and FY2014 in the amount of $280,250.36 each to CDW-Government, Inc., totaling $847,802.16, subject to annual budget approvals.
This renewal agreement provides the City access to current software licenses, upgrades and maintenance for Microsoft Windows Desktop Professional, Office365, Windows Server Client Access Licenses, Exchange Mail Client Access Licenses, and SharePoint Server Client Access Licenses. This agreement also 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 one additional copy of Office Professional Plus, access to enhanced technical support, 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 FY2012 Information Technology Service Fund Budget and planned for in the FY2013 and FY2014 IT Fund Budgets. Authorization of the payment plan will allow for the issuance of a Purchase Order in the amount of $287,301.44 for FY2013, as well as the authorization of payment of the balance by purchase orders of $280,250.36 in both FY2013 and FY2014, 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 the funding for FY2013 and FY2014 not be approved.
CDW-Government, Inc. received Living Wage and Human Rights approval on May 18, 2012.
Staff
Prepared by: Daniel Rainey, Director, Information Technology Services Unit
Reviewed by: Tom Crawford, Financial Services Administrator and CFO
Approved by: Steve Powers, City Administrator
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 Office365, Windows Server, Exchange Mail and SharePoint be maintained and upgraded to keep up with the changes necessary to efficiently and effectively manage, and operate the City's personal computer fleet and continue to enhance the level of city service delivery;
Whereas, Renewal of the Microsoft Enterprise Agreement will continue to provide City of Ann Arbor employees one additional copy of Office Professional Plus;
Whereas, Renewal of the Microsoft Enterprise Agreement will continue to provide the City of Ann Arbor access to enhanced technical support, 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 FY2012 Information Technology Fund budget;
Whereas, The City has planned for PC Desktop Operating System and Client Access License Upgrades in the FY2013 and FY2014 Information Technology Fund; and
Whereas, CDW-Government, Inc. has received Living Wage and Human Rights approval on May 18, 2012;
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 $847,802.16, subject to annual budget appropriations during the term of the Agreement;
RESOLVED, That City Council approves a purchase order in the amount of $287,301.44 for FY20012 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, including the execution of any renewal documents required by Microsoft after approval as to form by the City Attorney.