HomeMy WebLinkAbout2025-05-13 - AGENDA REPORTS - MICROSOFT ENTERPRISE LICENSE AGMTCITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
Agenda Item: 10
CITY MANAGER APPROVAL: L `
DATE: May 13, 2025
SUBJECT: MICROSOFT ENTERPRISE LICENSE AGREEMENT
DEPARTMENT: Administrative Services
PRESENTER: Ryan James
RECOMMENDED ACTION
City Council:
Approve the use of a "piggyback" agreement using Riverside County Master Agreement
#ITARC-00934 with Dell Inc. to enter into a three-year contract for the continued use of
Microsoft products in the amount of $179,923, and authorize a ten percent contingency in the
amount of $17,992 for potential new licenses, for a total contract amount not to exceed
$197,915.
2. Appropriate funds from the General Fund (Fund 100) to Expenditure Account 1002200-
516101 in the annual ongoing amount of $18,000 beginning in Fiscal Year 2025-26,
contingent upon the appropriation of funds in the annual budget for such fiscal years.
3. 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 (EA), 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 EA 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, 2025, and was last approved by the City Council on June 28, 2022.
For over 16 years, the City has utilized an MS EA to ensure proper licensing of MS software as
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well as the flexibility for growth as the organization expands. Through the EA, 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.
In January 2024, the City Council approved an amendment to the EA to add licenses for the
City's part-time/temporary/seasonal staff (PTS), and account for the growth in full-time
employees (FTE). In doing so, the number of EA licenses increased from 575 to 885. In doing
so, FTE and PTS staff were properly licensed to be compliant with Microsoft's licensing terms.
This item seeks City Council's authorization to enter into a new MS Enterprise Agreement for
three years for a contract total not to exceed $197,915, inclusive of a ten percent contingency for
growth in potential new software licenses. 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.
The use of "piggyback" purchasing allows the City to place orders against a competitively
awarded public agency contract. The City is using Riverside County Master Agreement
#ITARC-00934, which was competitively solicited and awarded to Dell on September 10, 2024,
allowing the City to license MS software. City staff finds this contract provides the most
competitive pricing for licensing of MS products.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon the approval of the recommended action, additional annual ongoing budget in expenditure
account 1002200-516101 (General Fund 100) in the amount of $18,000 will be appropriated
beginning in Fiscal Year 2025-26, contingent upon the appropriation of funds in the annual
budget for such fiscal years.
ATTACHMENTS
Santa Clarita EA Renewal
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10.a
01
Customer: City of Santa Clarita
Contract: Riverside County Master Agreement - ITARC-00934 (8084445)
Renewal estimate for EA# xxxxx (expires 6/30/2025)
ell CLs-c-ier Con' dertia
Quotation
Date of Issue: 4/9/2025
Quote Expires: 5/31/2025
PLEASE SEE IMPORTANT TERMS AND CONDITIONS AT THE BOTTOM OF THIS QUOTATION
Sam Andrews
sam.andrews@dell.com
512.720.4469
Section 1- Licenses and Software Assurance
Product Description Mfg# Quantity Unit Price Ext. Price
Core CAL ALng SA UCAL
W06-00446
885
$50.41
$44,612.85
Exchange Server Standard ALng SA
312-02257
4
$130.79
$523.16
SQL Server Standard Core ALng SA 2L
7NQ-00292
4
$662.43
$2,649.72
Visual Studio Ent with GitHub ALng SA
QEJ-00003
1
$1,101.36
$1,101.36
Visio Standard ALng SA
D86-01253
1
$58.03
$58.03
Win Remote Desktop Services CAL ALng SA UCAL
6VC-01254
40
$26.70
$1,068.00
Win Server DC Core ALng SA 2L
9EA-00278
60
$142.27
$8,536.20
Win Server External Connector ALng SA
R39-00396
3
$373.02.
$1,119.06
Win Server Standard Core ALng SA 2L
9EM-00270
14
$21.84
$305.76
$0.00
Annual Payment Section 1: $59,974.14
Section 2- Monthly Subscriptions
Product Description Mfg# Quantity Months Unit Price Ext. Price
$0.00
$0.00
$0.00
$0.00
0.00
Annual Payment Section 2: $0
Notes: Total Annual Payment Yr 1 $59,974.14
Microsoft Enterprise Agreement (EA) Master#: 8084445 Total Annual Payment Yr 2 $59,974.14
Microsoft Enterprise Agreement (EA) Enrollment#: Future/TBD 7/1/2025 Total Annual Payment Yr 3 $59,974.14
Riverside County Master Agreement - ITARC-00934 Total of 3 years of Payments $179,922.42
I
Notes:
11 customer* pure n see is aunject to Del I's 7erme a na Conditions o7 Sala lou nil
at www.dell.00m. u n leas Customer has a separate purchase agreement with
D &II.
2) Sales) —tax Is based on the `shlp to" address on you r I n vo ice. P lease
mdlcat& your taxadlllty status on you r purchaae order.ITex&mint. Customer
must have an Exemption Certln .ale on In Is.
31 If you have a question re: your tax status, please contact your Cell I ASAP
Software Inslde salm representatlm listed above.Shlpmarda to Callfornla: for
certain products. a State Environmental Fee or up to �10 per Item may be
applied to your I n vale e. Prices do not reflect this ree unless noted. Fa mare
Information, refer to www.dell.comlenwlron menu Fee.
40 ell product desc ripbo na and prices are based on latest Inform atlon anal is ble
and are subject to change without nod— or obligation.
Sj Al l prices are tined on Het 3-1) Toms. IF not Shawn. shlpp Ing. handling,
taxes, and other Tech WII I be added at the 11 me or order, where appl lcable.
so Customer underatande and acknowledges that all warrandee.
r&pre*entatlons and return* are *unject to the manufacturer, pull Ishar or
dletridutor guidelines.
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