HomeMy WebLinkAbout2019-06-11 - AGENDA REPORTS - MICROSOFT ENTERPRISE LICENSE AGMT (2)Agenda Item: 7
DATE: June 11, 2019
SUBJECT: MICROSOFT ENTERPRISE LICENSE AGREEMENT
DEPARTMENT: Administrative Services
PRESENTER: Benny Ives
RECOMMENDED ACTION
City Council:
Award a three-year contract to SoftwareONE, Inc., in the amount of $119,984 plus a 10
percent contingency in the amount of $11,999, for a total amount not to exceed $131,983 for
the City's Microsoft Enterprise Agreement inclusive of Microsoft Client Access Licenses,
Windows Server operating system licenses, SQL Server database licenses, Exchange email
server licenses, Remote Desktop licenses, Enterprise Agreement benefits, and support for
three years.
2. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) utilizes Microsoft (MS) software to operate desktop computers,
servers, databases, applications, and email. The contractual agreement between the City and MS,
known as an Enterprise Agreement, authorizes the City to use, connect, and receive support for
Windows computers, Windows servers, SQL Server, Exchange email, Systems Center and
Configuration Manager, Remote Desktop, and the Microsoft Developer Network. A typical
Enterprise Agreement lasts for three years, at which time the agreement is re-entered to allow the
continued use and support of MS software.
For over ten years, the City has utilized a MS Enterprise Agreement to ensure proper licensing of
MS software as well as the flexibility for growth as the organization expands. Through the
Enterprise Agreement, City computers are licensed to connect to Windows servers from desktop
computers to share network resources, including storage, email, printers, as well as a centralized
repository for managing user access and computer configurations. City computers are licensed to
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utilize Exchange email for critical business communications with residents and other
stakeholders. Technology Services is licensed to deploy SQL Server databases that serve various
applications and store the critical data used by staff on a daily basis.
There are several benefits of a MS Enterprise Agreement. Software Assurance allows the City to
upgrade to the latest version of any of the products managed under the MS Enterprise Agreement
during the agreement's term. This allows the City to be on the latest versions of the covered MS
software and benefit from the feature and security enhancements at no additional cost. Software
Assurance also provides City staff with support, tools, training, and the ability to demo and test
software prior to deployment. The City also benefits from the flexibility the MS Enterprise
Agreement provides. As the organization's needs change, the City can adjust the number of
licenses in use without having to procure additional licenses. The new licenses are accounted for
annually in a process known as "true -up" which greatly simplifies license management for staff.
On July 11, 1995, the City Council approved the use of competitive and co-operative purchasing
agreements. This process permits the City to place orders against a competitively awarded,
existing public agency contract. The County of Riverside Master MS Enterprise Agreement
401E73970 was competitively solicited and awarded on November 8, 2016, allowing the City to
take advantage of an existing competitive procurement process to purchase the new MS
Enterprise Agreement.
Staff finds the County of Riverside Master MS Enterprise Agreement 401E73970 contract
through SoftwareONE, Inc., provides the most competitive pricing. The cost of $119,984 is
inclusive of Microsoft Client Access Licenses, Windows Server operating system licenses, SQL
Server database licenses, Exchange email server licenses, Remote Desktop licenses, Enterprise
Agreement benefits, and support for three years.
ALTERNATIVE ACTION
1. Do not approve contract with SoftwareONE, Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in Technology Services expenditure account 12200-5161.001.
ATTACHMENTS
Santa Clarita - MS EA 2019
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ONE
Quoted by Jason Carmer, SoftwareONE, Inc.
Phone 480-845-7155 mason. carmen5d�softwareone.com
Please fax your POs to our Client Assistance Center at 800-366-9994 or email to:
statestore@softwareone.com - Call 800-400-9852 option Z to check order status.
Quoted to: City of Santa Clarita
Ed Langness
Date: 5/20/2019 elangness(c)santa-clarita.com
Quote#: 143605
Expires: 6/19/2019 EA# 56434843 - Expires 6/30/2019
Important: Please provide the email address of the recipient designated to receive a
SoftwareONE order confirmation and/or receive electronic software deliveries.
Quantity Part # Description Unit Price
Ext. Price
enterprise products
550 W06-00446 CoreCAL ALNG SA MVL UsrCAL $ 43.83
$ 24,106.50
additional products
$ -
4 312-02257 ExchgSvrStd ALNG SA MVL $ 116.70
$ 466.80
12 7NQ-00292 SQLSvrStdCore ALNG SA MVL 2Lic CoreLic $ 540.93
$ 6,491.16
1 MX3-00117 VSEntSubMSDN ALNG SA MVL $ 989.25
$ 989.75-
40 6VC-01254 WinRmtDsktpSrvcsCAL ALNG SA MVL UsrCAL $ 19.95
$ 798.00
WinSvrDCCore ALNG SA MVL 2Lic CoreLic. Had 6 2-proc
licenses for 12 procs total. Need a min of 8 cores per proc
48 9EA-00278 for 96 total cores or 48 2 -core licenses $ 116.14
$ 5,574.72
3 R39-00396 WinSvrExtConn ALNG SA MVL $ 304.60
$ 913.80
WinSvrSTDCore ALNG SA MVL 2Lic CoreLic. Had 5 2-
proc licenses for 10 total procs. Need a min of 8 cores per
40 9EM-00270 proc for 80 total cores or 40 2 -core licenses $ 16.36
$ 654.40
Product -total
$ 39,994.63
Sub -Total
$ 39,994.63
ESD - nontaxable. Please type "Electronic Software
Tax Delivery" on your PO.
$ -
Shipping
No Charge
Total Your annual EA price
$ 39,994.63
Prices good for 30 days total of 3 years of payments = $ 199,983,89
Pass -Through Warranty and Other Rights. As a reseller, end-user warranties and liabilities (with respect to any third
party software products provided by SoftwareONE) shall be provided as a pass-through from the manufacturer of such
products. All software products are subject to the license agreement of the applicable software supplier, as provided
with the software packaging or in the software at time of shipment.
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