Consideration and Approval of Contract: Cooperative Purchase Contract with CDW Government LLC (CDW-G) for Information Technology Products, Services, Software, and Licensing 
 

1. Approve the Cooperative Purchase Contract utilizing City of Mesa Contract No. 2024056-01 with CDW Government LLC for Information Technology Solutions, Products, and Services in an amount not to exceed $1,500,000 annually; and
2. Ratify Microsoft licensing purchases made with CDW Government LLC under the previously expired cooperative purchase contract in the amount of $390,042.14; and
3. Authorize the City Manager to execute all necessary documents.

The City relies on software licensing, hardware, cloud-based tools, cybersecurity products, and related technology services to support daily operations across City divisions. CDW Government LLC is a commonly used public sector technology reseller for these needs, including Microsoft licensing and other software and hardware purchases. Approval of the new Cooperative Purchase Contract utilizing the City of Mesa Contract No. 2024056-01 with CDW Government LLC will establish a current procurement vehicle for future technology purchases, allow the City to access cooperative contract discounts, and support continued procurement of necessary software licensing, hardware, and related technology products and services.

Staff is also requesting Council ratification of $390,042.14 in Microsoft licensing purchases that cited the prior Cooperative Purchase Contract No. 2024-79 after that contract had expired. The prior contract was executed in November 2023 for Microsoft Enterprise License Renewal through CDW-G and expired in February 2025 without staff knowledge. Although the contract expired, the purchases still received the discount provided under the contract.

Cost: Annual spending authority not to exceed $1,500,000 per year.
Funding for purchases under this agreement will be a located from various budgeted account numbers across City divisions and departments, as applicable, based on operational technology needs and approved departmental budgets at the time of purchase.
Ratification Amount: $390,042.14
FY Budgeted Amount: Up to $1,500,000
Grant Funded: No
Funding Source: General Fund, Library and other funds as budgeted.

The previous cooperative purchase contract with CDW Government LLC was executed in November 2023 for Microsoft licensing and related technology purchases.

1. Approve the recommended action. This will ratify the $390,042.14 in Microsoft licensing purchases that cited the prior expired contract and establish a current cooperative purchasing authority with CDW Government LLC for future software, hardware, licensing, and related technology purchases.
2. Do not approve the recommended action. This would leave the prior purchases unratified and would require staff to identify alternative procurement options for future technology purchases, which could delay needed licensing, hardware, and software acquisitions.

The City previously entered into Cooperative Purchase Contract No. 2024-79 with CDW Government LLC for Microsoft Enterprise License Renewal through CDW-G. The contract was executed in November 2023, identified Microsoft Enterprise License Renewal through CDW-G for three years, incorporated the City of Mesa agency contract as the underlying cooperative procurement, and ended in 2025.
The City uses Microsoft licensing, software, hardware, and related technology products to support daily City operations, communication, cybersecurity, productivity, and service delivery across departments. CDW Government LLC is a commonly used public sector technology reseller for these products and services.
After the prior contract ended, Microsoft licensing purchases totaling $390,042.14 cited the expired contract. Staff is requesting Council ratification of those purchases.
To establish a current procurement vehicle moving forward, staff recommends approval to utilize City of Mesa Cooperative Contract No. 2024056-01 with CDW Government LLC for Information Technology Solutions, Products, and Services. Approval will allow the City to continue purchasing software licensing, hardware, and related technology products and services through CDW-G using cooperative contract pricing.

• High Performing Governance: Serve the public by providing high quality customer service. 

• High Performing Governance: Maintain the organization’s fiscal stability through strong financial policies and best practices. 

• High Performing Governance: Implement and communicate innovative and efficient local government programs, new ideas, and best practices. 

• Sustainable and Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well-maintained infrastructure system. 

Goal PF.1: Work across all government operations and services to prepare for the impacts of natural and human-caused hazards.
Policy PF.1.2: Allocate available public resources necessary for the City and County to prepare and adapt for natural and human-caused hazards so that all government operations support community resiliency.

HS-4: Improve the resilience of public infrastructure and City facilities.
This agreement supports the maintenance, modernization, and resiliency of critical information technology infrastructure and systems necessary for reliable City operations and service delivery.

None.

Supports Information Technology Division operational continuity, cybersecurity initiatives, infrastructure lifecycle management, and enterprise technology modernization efforts.