8.C.
City Council Meeting - FINAL
- Meeting Date:
- 10/20/2020
- Co-Submitter:
- CJ Perry
- From:
- Matt Kakert, IT Operations Manager
Information
TITLE:
Consideration and Approval of Cooperative Purchase Contract: Microsoft Enterprise Agreement Cooperative Purchase Contract in the amount not to exceed $235,229.30 (plus applicable taxes).
STAFF RECOMMENDED ACTION:
- Approve a Cooperative Purchase Contract with CDW LLC. in an amount not to exceed $235,229.30 (plus applicable taxes) annually, for a period of three (3) years under the State of Arizona Cooperative Purchase Contract 1GPA ADSPO17-149774; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
The recommended award of the Cooperative Purchase Contract will allow for continued use of the Windows Operating Systems, Office 365 applications, and infrastructure. The above mentioned include Microsoft Office, Microsoft Windows Server, Microsoft Windows 10, Microsoft System Center, Microsoft Azure, and Microsoft SQL Server. This Cooperative Purchase Contract will incur an annual cost of $235,229.30 (plus applicable taxes) for a 3-year period.
Financial Impact:
This Cooperative Purchase Contract has a total cost not to exceed $235,229.30 (plus applicable taxes) annually, effective on November 1st, 2020. The charges from this Cooperative Purchase Contract is funded the General Fund, Information Technology Division account number in 001-01-014-0047-1-4343.
Policy Impact:
No impact.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Provide Exceptional Service: Provide employees tools, training, and support.
Has There Been Previous Council Decision on This:
None.
Options and Alternatives:
- Approve the cost and terms of the proposed Cooperative Purchase Contract; or
- Do not approve the cost and terms of the Cooperative Purchase Contract. The City will lose access to all Microsoft Licensing, including Office 365, Microsoft Windows 10, Microsoft Windows Server, Office 365 email, and many other applications.
Background and History:
The City of Flagstaff regularly utilizes State of Arizona cooperative purchase contracts to ensure the best pricing possible to keep services fiscally responsible. This Cooperative Purchase Contract will achieve the best possible pricing over a 3-year period, allowing for easier budget planning and cost savings each year.
Also, we have had a version of this Microsoft Enterprise Agreement for many years now, and there must be a newly adopted version.
Also, we have had a version of this Microsoft Enterprise Agreement for many years now, and there must be a newly adopted version.
Key Considerations:
This Cooperative Purchasing Contract will achieve the best possible pricing over a 3-year period. This will allow for easier budget planning and cost savings each year. Please note, that if we are unable to approve this new contract, we will lose all Microsoft provided services, which would prevent us from using Email, Office, Teams, Windows, or any of our Server products.