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| Information |
| TITLE: |
| Ratification and Approval of Contract: Cooperative Purchase Contract with CDW Government, LLC for the Microsoft Enterprise Software Renewal Agreement in the amount of $1,053,107.46 (plus applicable taxes) for a 3 year contract. |
| STAFF RECOMMENDED ACTION: |
- Ratify and approve a Cooperative Purchase Contract with CDW Government, LLC for the Microsoft Enterprise Software Renewal Agreement in the amount of $1,053,107.46 (plus applicable taxes) for a 3 year contract; and
- Authorize the City Manager to execute the necessary documents.
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| Executive Summary: |
The agreement for use of the the Microsoft Enterprise Software was set to expire at the end of October 2023 and staff worked to execute a Cooperative Purchase Contract that allowed for the continued use of the software. The Microsoft Enterprise Software includes the Microsoft Windows Operating Systems, Office 365 applications, and infrastructure. Additionally, it includes Microsoft Office, Microsoft Windows Server, Microsoft Windows 10, Microsoft System Center, Microsoft Azure, and Microsoft SQL Server.
This is a request to ratify and approve that Cooperative Purchase Contract in the amount of $1,053,107.46 (plus applicable taxes) over 3 annual payments under the City of Mesa Cooperative Purchase Contract 2018011-01. |
| Financial Impact: |
| This Cooperative Purchase Contract has a total cost of $1,053,107.46 (plus applicable taxes) over 3 annual payments, effective on November 1, 2023. The charges from this Cooperative Purchase Contract are funded by the General Fund, Information Technology Division account number in 001-01-014-0047-1-4343. The FY2023-24 budget for this contract is $392,303. |
| Policy Impact: |
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| Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: |
| Provide Exceptional Service: Provide employees tools, training, and support. |
| Has There Been Previous Council Decision on This: |
| This is an application that the City utilizes daily. The City Council approved the last three year software agreement on October 20, 2020. |
| Options and Alternatives: |
- Ratify and approve the Cooperative Purchase Contract with CDW Government, LLC for the Microsoft Enterprise Software Renewal Agreement in the amount of $1,053,107.46 (plus applicable taxes) for a 3 year contract; or
- Do not ratify and 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.
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| Background/History: |
The City of Flagstaff regularly utilizes cooperative purchase contracts to ensure the best pricing possible to keep services fiscally responsible. This Cooperative Purchase Contract with CDW Government, LLC will achieve the best possible pricing over a 3-year period, allowing for easier budget planning and cost savings each year. Also, the City has used a version of this Microsoft Enterprise Agreement for many years now, and this updated version will provide continuity.
The City of Mesa conducted a competitive and open procurement process through a formal Request for Proposals Solicitation No. 2018011 that resulted in Contract No. 2018011 with CDW Government, LLC. The Procurement Section has chosen to utilize the City of Mesa contract to as a cost saving method of purchasing this quality product. |
| 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 the City's Server products. |
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