Broken Arrow City Council
Meeting of: 11-17-2015
To: Mayor and City Council
From: Office of the City Manager
Title:
title
Approval of and authorization to execute an Enterprise Enrollment Agreement and relevant Amendment with Microsoft Corporation for Microsoft software, products, and licenses
End
Background:
The City continues to use Microsoft Server and Office products and has been enrolled in the Microsoft Software Assurance program since it was established in 2002. The City is seeking to change from the Software Assurance program to the Microsoft Enterprise program. The Enterprise Agreement will allow Staff to simplify the Microsoft licensing process while providing city employees with the latest software products that Microsoft has to offer. In addition to moving email services to the Microsoft government cloud, this will provide for new services to all employees such as SharePoint Online, Skype for Business, OneDrive for Business and also Endpoint Protection.
The proposal is essentially for three (3) years. It covers the period from September 1, 2015 through August 31, 2018. The first year cost of the Enterprise Agreement is $164,600.20 due to some credits associated with converting the existing software to EA. The annual cost for the next two years is $172,665.40. Importantly, the Enterprise Agreement Registration Form, provides for the termination by either party with 60 days written notice. The Contract will not renew (or continue in effect) in any subsequent year that the City Council fails to appropriate and encumber funds for this specific purpose. Also, it is anticipated there are sufficient unencumbered funds available to pay the entirety of this agreement if necessary.
Section 2-27 of the Broken Arrow Code of Ordinances provides for exceptions to formal competitive bidding. It provides for the purchase of supplies, materials, equipment or contractual services when purchased at a price not exceeding a price set by the state purchasing agency or any other state agency authorized to regulate prices for things purchased by the state or from purchasing consortiums. This purchase meets that criteria. Staff recommends that the Council approve the Enterprise Enrollment Agreement and the relevant Amendment and authorize its execution.
Cost: $164,600.20 for the first year
Prepared By: Jannette McCormick, Acting Human Resources Director
Reviewed By: Finance Department
Legal Department
Approved By: Michael L. Spurgeon, City Manager
Attachments: Broken Arrow EA Proposal
Office 365 Features
Office 365 Information
Quote EA Year 1
Quote EA Year 2
Quote EA Year 3
Recommendation:
Approve the Enterprise Enrollment Agreement and the relevant Amendment.