TO: Mayor and Commissioners
FROM: Gwendolyn Spencer, Chief Information Officer
THROUGH: Donald B. Cooper, City Manager
DATE: August 16, 2016
Title
AWARD OF AN AGREEMENT FOR A MICROSOFT VOLUME LICENSING WITH SHI INTERNATIONAL, INC.
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Recommended Action:
Recommendation
Motion to Approve the award of a three-year agreement for Microsoft volume licensing utilizing State of Florida Term Contract #43230000-15-02 and approval of spend in the annual not-to-exceed amount of $930,000.00 with SHI International, Inc.
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Background:
Microsoft has provided a new Enterprise Enrollment Agreement for Volume Licensing which when executed will have an effective date of September 1, 2016 and be valid for a three-year period through August 31, 2019. The Agreement stipulates that the City must purchase the Volume License Agreement through SHI International which is the sole authorized reseller for the Microsoft Volume Licensing Program in the State of Florida.
The City uses Microsoft products such as Microsoft Server and PC Operating Systems, Microsoft Outlook® and Microsoft Office® software. The Volume License Agreement allows for continued licensing and use of all Microsoft software utilized in City daily operations. This Agreement will also allow the City to continually upgrade all Microsoft server and client software that the City uses.
Each year the Agreement allows for additional licenses as needed and a true-up is done at year's end. In 2016 an additional $12,140.31 was added for the true-up of server licenses which included licenses for the Police P2C system. Per SHI Quote # 11960246, the City's cost for FY2017 Volume Licensing is $303,503.74. The IT Department is requesting award of a three year Agreement for Microsoft Volume Licensing in a not-to-exceed amount of $930,000 utilizing the State of Florida Term Contract # 43230000-15-02 which expires on January 31, 2019.
This request is in accordance with the City Code of Ordinances, Chapter 36, Section 36.02 (C)(7)(a), "Utilization of Other Governmental Entities' Contracts".
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available from Account 001-1811-513-46.90 (IT - Other Repair/Maintenance Cost).