HomeMy WebLinkAbout2019-09-24 - AGENDA REPORTS - MIRCOSOFT OFFICE ENTERPRISE LICENCE AGREEMENT (2)Agenda Item: 6
DATE: September 24, 2019
SUBJECT: MICROSOFT OFFICE ENTERPRISE LICENSE AGREEMENT
DEPARTMENT: Administrative Services
PRESENTER: Benny Ives
RECOMMENDED ACTION
City Council:
1. Award a three-year contract to SoftwareONE, Inc., for a total amount not to exceed $292,958
for the purchase of 550 Microsoft Office Professional Plus 2019 licenses.
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 the Microsoft Office productivity suite for email,
calendar, word processing, presentations, and spreadsheets. The City's current edition of
Microsoft Office 2013 is now a six -year old suite and lacks mainstream support by Microsoft,
which ended on April 10, 2018, meaning updates for reliability or feature enhancements are no
longer received. The City has extended support, which is scheduled to end on April 11, 2023;
however, this support phase only provides critical security updates. By purchasing Microsoft
Office Professional Plus 2019, the City ensures that it can utilize the latest version of the fully
supported Microsoft Office suite for at least the next three years as part of the City's Microsoft
Enterprise Agreement.
Microsoft Office Professional Plus 2019 includes Word, Excel, PowerPoint, Outlook, Publisher,
Access, and Skype for Business. It contains new features that will enhance staff productivity as
well as ease of management and deployment. Microsoft Office 2019 is now delivered on a Click -
to -Run installation platform; a new method of software deployment that makes it easier to keep
the software up-to-date and ensures important program files are never missing or corrupt. The
new Click -to -Run installation is also more isolated from other applications and editions of
Microsoft Office leading to better performance and fewer issues. Utilizing the most current
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version of Microsoft Office also ensures greater compatibility when sharing files with outside
organizations.
Staff recommends purchasing Microsoft Office Professional Plus 2019 under the perpetual
licensing model. With this model, the City will own the licenses it purchases and can use them
indefinitely. During the three-year commitment, the City will be automatically eligible to deploy
any new Microsoft Office releases.
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 Microsoft Office
Professional Plus 2019 licenses.
Staff finds the MS Enterprise Agreement 401E73970 through SoftwareONE, Inc., provides the
most competitive pricing. The cost of $292,958 is inclusive of 550 Microsoft Office perpetual
licenses and three -years of software assurance guaranteeing the City's ability to upgrade to the
latest version of Microsoft Office during the three-year commitment.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in Technology Services expenditure account 12203-5161.001 to
facilitate the recommended action.
ATTACHMENTS
MS Office EA Quote
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ONE
Quoted by Jason Carmer, SoftwareONE. Inc.
Phone 480-845-7155 iason.carmer softwareone.com
Please fax your POs to our Client Assistance Center at 800-366-9994 or email to:
statestore@softwareone.com - Call 800-400-985Z option 2, to check order status.
Quoted to:
City of Santa Clarita
Ed Langness
Date:
8/30/2019
elangness(c)santa-clarita.com
Quote#:
43707
Expires:
9/30/2019
EA# 88893679 - Expires 6/30/2022
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
3 equal payments. The first due now, The 2nd'and 3rd
would be dire July 1, 2020 and July 1, 2021
550
79P-04348
Office Pro Plus ALNG LicSAPk MVL Mdtrm
$ 177.55
$ 97,652.50
Product -total
$ 97,652.50
Sub -Total
$ 97,652.50
Tax
ESD - nontaxable. Please type "Electronic Software
Delivery" on your PO.
$ -
Shipping
No Charge
Total
Total
$ 97,652.50
Prices good for 30 days
Total of 3 payments
$ 292,957.50
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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