Agenda - View Meetings (All)

Back to Calendar Return

Agenda No. 5.

CITY COUNCIL MEMORANDUM

City Council Meeting:

April 7, 2026

Department:

Information Technology

Subject:

Resolution 26-R-034 - Authorizing the purchase of software licenses with SHI (B.James/D.Hardin/J.Bluebird)

BACKGROUND

The City is requesting approval of Resolution 26-R-034 authorizing the purchase of Microsoft Office 365 licenses from SHI and for the City Manager to execute the necessary agreements related to the licensing and use of Microsoft Office 365.
The total annual cost will vary depending on the number and types of licenses required. Based on the anticipated licensing needs for the upcoming year, the estimated cost is $95,044.08.
Funding for this expenditure is included in the FY 2025–2026 Information Technology budget. Staff is seeking Council approval, since the maximum not to exceed amount for three years is set at $330,000.

SHI Government Solutions is an authorized vendor under the Texas Department of Information Resources (DIR) Cooperative Purchasing Program.

GOAL

To obtain authorization from Council to approve the purchase of Microsoft Office 365 Licenses from SHI.

COMMUNITY BENEFIT

The ability to continue to communicate effectively between our employees, vendors, and our constituents via email and the continued use of Microsoft Office 365 products.

SUMMARY OF RECOMMENDED ACTION

Approval of Resolution 26-R-034 authorizing the purchase of Microsoft Office 365 licenses through SHI.

FISCAL IMPACT

The first year cost of this three-year contract is $95,044.08 but may vary in future years based on the number and types of licenses for staff. The current cost reflects the license count and type for 2025-26. Funds are available in the Information Technology budget for FY 2025-26. The maximum not to exceed amount for three years is set at $330,000.

RECOMMENDATION

Approval of Resolution 26-R-034.

Attachments

Resolution 26-R-034 w attachment