HomeMy WebLinkAbout2013-06-25 - AGENDA REPORTS - SOFTWARE LICENSING CONTR (2)Agenda Item: 14
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval: �14 I /_
Item to be presented by: Kevin Tonoian
DATE: June 25, 2013
SUBJECT: AWARD OF SOFTWARE LICENSING CONTRACT
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council:
Award a three-year contract to CompuCom for software licensing obligations, utilizing
California Multiple Award Schedule (CMAS) Contract 3-12-70-0040AR awarded on
November 16, 2012, in an amount not to exceed $140,136 over three years.
2. Authorize the City Manager or designee to execute all necessary documents subject to the
approval of the City Attorney.
3. Authorize the City Manager or designee to modify all documents to contract with the next
lowest and/or qualified bidder/proposer in the event the awardee is unable to fulfill its
obligations or perform, subject to City Attorney final document approval, contingent upon
the appropriation of funds by the City Council in the annual budget for such fiscal year.
BACKGROUND
The City of Santa Clarita maintains software licensing to support file, print, and database
services throughout the organization. The City's network consists of 13 locations, each of which
access various software solutions responsible for supporting applications such as email, antivirus
protection, the financial system, permitting, recreation registration, and general data storage.
The City is required to renew this licensing on an annual basis to support these software
solutions through an agreement with a qualified third -party vendor and enter into either a three -
or five-year support agreement. The City's three-year agreement with CompuCom for software
licensing is scheduled to expire on June 30, 2013.
APPROVED
The City can purchase its licensing from five authorized vendors in California. Each of the
vendors maintain consistent pricing through a competitively awarded CMAS contract (Contract
3-12-70-0040AR) which was awarded on November 16, 2012. Based on provisions within the
Santa Clarita Municipal Code which allows the City to utilize this competitively awarded CMAS
contract, staff is recommending award of a three-year contract to CompuCom in an amount not
to exceed $140,136 over three years.
An overview of the City's software licensing purchased through CompuCom in the amount of
$46,712 per year is provided below:
• $30,290 For annual re -occurring costs for Enterprise Agreement (EA) Licensing;
this covers the Microsoft licensing for the organization.
• $9,422 For annual re -occurring costs for Virtual Machine software Server
Licensing; this provides necessary virtual servers for the organization.
• $7,000 For annual True -up Licensing and other productivity software licensing;
this includes the costs the City pays each year to add new desktop
computers and servers to our network.
ALTERNATIVE ACTIONS
Other direction as provided by the City Council.
FISCAL IMPACT
Monies associated with the licensing costs are a component of the Technology Services base
budget and have been identified for appropriation as part of the Fiscal Year 2013-14 Annual
Budget process. Future expenses associated with this contract are contingent upon the
appropriation of funds by the City Council in the annual budget for such fiscal year.