HomeMy WebLinkAbout2016-01-12; City Council; 22183; Approval of Annual Microsoft Enterprise Agreement True-up PaymentsOF CARt,
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CITY OF D - AGENDA BILL
AB# 22183 DEPT. DIRECTOR
DATE 01/12/2016 APPROVAL OF ANNUAL MICROSOFT CITY ATTY.
ENTERPRISE AGREEMENT TRUE -UP PAYMENTS
DEPT. IT CITY MGR.
RECOMMENDED ACTION:
Adopt Resolution No. 2016-006 approving the annual payment of Microsoft true -up licensing
costs, purchased through Enpointe Technologies Sales, Inc. for years 2 and 3 of the Microsoft
Enterprise Agreement.
ITEM EXPLANATION:
Microsoft software products are used by over 800 city staff and are installed on over 1,000
computers and servers. The products in use here at the city include: desktop and server
operating systems, office productivity tools, database systems, and email and collaboration tools.
The city purchases Microsoft products, maintenance and hosting services under an agreement
titled the Microsoft Enterprise Agreement.
The Microsoft Enterprise Agreement is a volume purchasing agreement with a three-year term
covering software licensing, maintenance and support of the city's Microsoft product inventory.
The current Enterprise Agreement, approved by City Council on November 19, 2013, expires on
November 19, 2016. The city is in the second year of this agreement, which outlines a base
number of licenses and their costs for each year of the agreement.
During the year, as staff numbers increase/decrease, the number of software licenses needed
fluctuates. Microsoft allows the city to download the needed licenses to keep staff operational
and annually pays the difference between the base number and what was actually used. This
annual payment is called the Microsoft Enterprise Agreement True -Up Payment. Information
Technology network services staff has determined that for year 2 of this agreement the true up
payment is $111,000, payable to Enpointe Technologies Sales, Inc.
Enpointe Technologies Sales, Inc., was selected as the vendor of choice after a best value
analysis of Microsoft resellers, qualified for bidding under this agreement. Enpointe provides
products and technology services under the California Multiple Award Schedule (CMAS)
umbrella.
DEPARTMENT CONTACT: Lisa Vante, Senior NetworK Lngineer 1bU-eU2-21U2 iisa.vanteLcarispaaca.gov
FOR CLERK USE.
COUNCIL ACTION: APPROVED
CONTINUED TO DATE SPECIFIC
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DENIED
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CONTINUED TO DATE UNKNOWN
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CONTINUED
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RETURNED TO STAFF
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WITHDRAWN
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OTHER — SEE MINUTES
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AMENDED
0
REPORT RECEIVED
0
FISCAL IMPACT:
The total true -up payment estimate for the remaining two years on the Microsoft Enterprise
Agreement is $176,000. The payment for year 2 on this agreement is $111,000 and year 3 is
estimated to be $65,000.
Funding for the year 2 true up will be paid for out of the Information Technology contingency
budget, and the budget for year 3 will be requested during the FY 2016-17 budget process.
ENVIRONMENTAL IMPACT:
Pursuant to Public Resources Code Section 21065, this action does not constitute a "project"
within the meaning of CEQA in that it has no potential to cause either a direct physical change in
the environment, or a reasonably foreseeable indirect physical change in the environment, and
therefore, does not require environmental review.
EXHIBITS:
1. Resolution No. 2016-006 approving the annual true -up payments on the Microsoft Enterprise
Agreement.
2. Price quote from Enpointe Technology Sales Inc. for year 2 of the software licensing true -up
costs.
EXHIBIT 1
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RESOLUTION NO. 2016-006
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING THE ANNUAL TRUE -UP PAYMENTS ON
THE MICROSOFT ENTERPRISE AGREEMENT.
WHEREAS, the City of Carlsbad uses a number of Microsoft software products and
hosted services and has determined the most cost effective way to purchase those products
and services is under Microsoft's Enterprise Agreement program; and
WHEREAS, there is a need to add and remove licenses during the year based on staffing
levels; and
WHEREAS, the City of Carlsbad currently purchases Microsoft products, maintenance
and hosted services under a Microsoft Enterprise Agreement from Enpointe Technologies Sales,
Inc; and
WHEREAS, Enpointe Technologies Sales Inc., is an authorized Microsoft reseller that
provides products and technology services under the California Multiple Award Schedule.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California
as follows:
1. That the above recitations are true and correct.
2. That the annual Microsoft Enterprise Agreement true up costs are hereby
approved for the final 2 years of the agreement.
3. That the true up costs for years 2 shall be $111,000 and for year 3 is estimated to
not exceed $65,000, as further described in Exhibit 2 a price quote for the City of
Carlsbad from Enpointe Technologies Sales, Inc.
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4. That funding for year 2 will be funded from Information Technology contingency
and year 3 will be appropriated when the FY 16-17 budget is approved and
adopted.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 12th day of January, 2016, by the following vote to wit:
AYES: Council Members Hall, Blackburn, Schumacher, Wood, Packard.
NOES: None.
ABSENT: None.
MATT HALL, Mayor
ATTEST:
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