HomeMy WebLinkAbout2022-06-28 - AGENDA REPORTS - MICROSOFT ENTERPRISE LICENSE AGMTAgenda Item: 19
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: �1 A11�44_1)
DATE: June 28, 2022
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 $128,075 plus a 10
percent contingency in the amount of $12,808, for a total amount not to exceed $140,883 for
the continued use of the City's Microsoft Enterprise License Agreement; inclusive of
Microsoft Client Access Licenses, Windows Server operating system licenses, SQL Server
database licenses, Exchange email server licenses, Remote Desktop licenses, 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, grants licensed use of MS products and 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. The
existing agreement is set to expire on June 30, 2022, and was last approved by the City Council
on June 11, 2019.
For over thirteen 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
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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 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 an MS Enterprise Agreement such as Software Assurance that
allows the City to upgrade to the latest version of any of the products managed under 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. Additionally, as the organization's needs change, the City can
adjust the number of licenses required 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 Licensing Solution Provider
Agreement Number PSA-0001530 was competitively solicited and awarded on October 22,
2019, allowing the City to take advantage of an existing competitive procurement process to
purchase the new MS Enterprise Agreement.
Staff finds that the County of Riverside Licensing Solution Provider Agreement Number PSA-
0001530 contract through SoftwareONE, Inc., provides the most competitive pricing. The cost of
$128,075 is inclusive of Microsoft Client Access Licenses, Windows Server operating system
licenses, SQL Server database licenses, Exchange email server licenses, Remote Desktop
licenses, 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 1002200-516101.
ATTACHMENTS
Santa Clarita - MS EA 2022
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19.a
ENE
Quoted by SoftwareONE. Inc.
Quoted to:
City of Santa Clarita
Date:
6/10/2022
Quote#:
44722
Expires:
7/10/2022
EA# ***"**** - 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
550
W06-00446
Core CAL ALng SA UCAL
$48.48
$ 26,664.00
25
W06-00445
Core CAL ALng LSA UCAL
$100.36
$ 2,509.00
4
312-02257
ExchgSvrStd ALNG SA MVL
$125.76
$ 503.04
4
7NQ-00292
SQLSvrStdCore ALNG SA MVL 2Lic CoreLic
$579.00
$ 2,316.00
1
MX3-00117
VSEntSubMSDN ALNG SA MVL
$1,058.88
$ 1,058.88
40
6VC-01254
Win Remote Desktop Services CAL ALng SA UCAL
$23.40
$ 936.00
60
9EA-00278
Win Server DC Core ALng SA 2L
$124.32
$ 7,459.20
3
R39-00396
Win Server External Connector ALng SA
$326.04
$ 978.12
14
9EM-00270
Win Server Standard Core ALng SA 2L
$19.08
$ 267.12
Sub -Total
$ 42,691.36
Tax
ESD - nontaxable. Please type "Electronic Software
Delivery" on your PO.
$ -
Shipping
No Charge
Total
Your annual EA price (1 of 3)
$ 42,691.36
Prices good for 30 days
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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