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File #: 20-1333    Version: 1 Name: 9/21/20 Resolution to Approve PO for Multi-Year Enterprise Agreement with Microsoft Corp and CDW ($445,419.00)
Type: Resolution Status: Passed
File created: 9/21/2020 In control: City Council
On agenda: 9/21/2020 Final action: 9/21/2020
Enactment date: 9/21/2020 Enactment #: R-20-345
Title: Resolution to Approve a Purchase Order for Multi-Year Enterprise Agreement with Microsoft Corporation and CDW Government, LLC ($445,419) (8 Votes Required)
Attachments: 1. Microsoft EA Y3 LPBP157.pdf

Title

Resolution to Approve a Purchase Order for Multi-Year Enterprise Agreement with Microsoft Corporation and CDW Government, LLC ($445,419) (8 Votes Required)

Memorandum

The attached resolution seeks approval of a purchase order to CDW Government, LLC to cover the 3rd year payment of $445,418.80 for the Enterprise Agreement with Microsoft Corporation. 

 

Budget/Fiscal Impact: $312,000.00 for this purchase has been budgeted and approved in the FY2021 Information Technology Fund.  An additional $133,419 is being requested from the FY2021 Information Technology Fund fund balance. 

 

The increase in costs compared to what was originally budgeted includes additional licensing for the Energov project, licensing to facilitate remote work during the COVID-19 pandemic, and additional security products that have been added in response to increasing security threats to our organization’s technology infrastructure.

Staff

Prepared by:                     Jennifer Grimes, Infrastructure and Cybersecurity Manager, ITSU

Reviewed by:                      Tom Shewchuk, IT Director, ITSU, and

                     Matthew Horning, Interim CFO & Financial Services Area Administrator

Approved by:  Tom Crawford, Interim City Administrator

Body

Whereas, The City of Ann Arbor requires that Microsoft Client Access Licenses for Office365, Windows Server, Exchange Mail, SQL Server and SharePoint Server be maintained to efficiently and effectively operate and sustain the City’s network computing environment and continue to enhance the level of city service delivery;

 

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, Partial funding ($312,000.00) for this expenditure is planned and budgeted for in the FY2021 Information Technology budget;

 

Whereas, Additional funding ($133,419.00) is requested from FY2021 IT Technology Fund fund balance to cover the additional products and services that have been added to the agreement; and

 

Whereas, CDW Government, LLC (“CDW”) is an approved reseller under the Microsoft Enterprise Agreement;

 

RESOLVED, That City Council approve a purchase order with CDW Government, LLC for the year 3 renewal of the Microsoft Enterprise Agreement in the amount $445,418.80 to be expended from the FY2021 Information Technology Budget, subject to the May 8, 2018 Product Sales and Service Projects Agreement between the City and CDW;

 

RESOLVED, That City Council approve a budget appropriation from the FY2021 Information Technology Fund fund balance to the FY2021 Information Technology Fund expenditure budget in the amount of $133,419 to cover the additional products and services that have been added to our agreement;

 

RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution including the execution of any documents or amendments that do not exceed the amounts authorized to be paid herein.