That the City Council authorize the City Manager to enter into a three-year Microsoft Enterprise Agreement (EA) via Dell Computers in the amount of $91,404.42.

In December 2022, the City entered into a three-year Microsoft Enterprise Agreement (EA) for the purchase of Microsoft software utilized by the City. This agreement is now expired and due for renewal.

Staff recommends entering into a new three-year Enterprise Agreement (EA) via Dell Computers. Dell Computers was selected as the reseller following a competitive bidding process conducted by the County of Riverside. The County's significant purchasing volume has enabled them to negotiate favorable pricing and terms for software. By utilizing Riverside County's Master Agreement, the City was able to receive the same low pricing and benefits available for Microsoft products.

Furthermore, Dell Computers possess extensive knowledge of Microsoft software licensing regulations and a strong understanding of the City’s software licensing requirements. Renewing this agreement will enable the City to continue accessing future software releases at no extra cost and staff will be able to evaluate any new Microsoft software applications with no obligation to purchase them.

If approved by Council, the total cost for the three-year agreement is $91,404.42, which will be paid annually in the amount of $30,468.14. Funding for the first year payment has already been included in the adopted FY24/25 I.T. budget (account #615271-52300); therefore, no additional appropriation will be needed.