HomeMy WebLinkAboutItem 11 - Officeproplus CC ITEM#11
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
CITY MANAGER
MEETING DATE: MAY 21, 2013
APPROVAL TO RENEW AN ANNUAL CONTRACT WITH
PRICE INCREASE AND FOR THE ADDITION LICENSES
FOR MICROSOFT ENTERPRISE ENROLLMENT
OFFICEPROPLUS FOR THE INFORMATION TECHNOLOGY
DEPARTMENT
RECOMMENDATION:
City ouncil to consider approval of a renewal for an annual contract and fort the addition
of 50 licenses for Microsoft Enterprise Enrollment ice ro lus for Information
Technology from ell through a contract established by the State of Texas Department
of Information Resources (DI R) Information and o panic tions Technologies (I T)
Cooperative Contracts Program.
FUNDING E:
Funding fortis purchase is currently available in account 325-44540-101-13-0011
(Capital Equipment Machine Purchase Fund/Professional Services/City
Manager/FY2013 Capital Acquisitions) not to exceed $102,131.00.
This contract renewal urcas will be made in accordance with a contract established
through the tat of Texas Department of Information Resources I ) Information n
Communications c nolo i s (I T) Cooperative Contracts Program. The City is
allowed to participate in this program through our cooperative ma rs ip. Purchases
through this program are authorized under Texas Local Government Code, Chapter 271,
Subchapter n Texas Government Code Chapter ection 2054.0565 ( ).
Council approved a resolution and consent agenda item for the initial contract with
renewals for Microsoft Enterprise Enrollment OfficeProPlus on May 1, 2012. This
approval request is for the first renewal of o available ih the contract modifications
as noted below.
5/16/2013 (11:17:1 )
CC ITEM#11
The 2012 City budget began a three-year process to upgrade all City computers to
Microsoft Office 2010. Information Technology has budgeted funds this year to pay for
year two e f t he three-year Microsoft Enterprise Enrollment for Microsoft Office 2010 Pro,
and for additional year two "Tru-Up" licenses to accommodate additional desktop/laptop
computers put in service as well as additional licensing for remote access. Microsoft
offers a Component Enterprise Agreement that must cover all of our line of business
(desktop) computers and remote access sessions. Microsoft also offers a discounted
price and other advantages over individual licenses. During the life of the three-year
contract, any new version of Microsoft Office will be provided to us at no additional cost
for all of the licensed areas.
In the first year of the contract, Dell undercharged us by $12,177.00 by applying the
incorrect discount. As it was their mistake, Dell (the DIR assigned contract administrator
for Microsoft licensing) honored the pricing with the incorrect discount in year one under
the condition that the pricing be corrected in years 2 and 3. The Information Technology
Department reviewed the contract for specification compliance and pricing and
determined that the contract would provide the best product and pricing for meeting the
needs of the City
Staff recommends approval.
JJ/BS
5/16/2013 (9:37:56 AM)