25G - AGMT MICROSOFT SOFTWARE - Laserfiche WebLink

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 21, 2020 TITLE APPROVE A THREE-YEAR AGREEMENT FOR VOLUME LICENSING AND MAINTENANCE FOR MICROSOFT SOFTWARE AND PRODUCTS THROUGH SOFTWARE ONE, INC. FOR AN AMOUNT NOT TO EXCEED $1,200,000 TO BE FUNDED BY THE INFORMATION TECHNOLOGY FUND {STRATEGIC PLAN NO. 7, 2D} CLERK OF COUNCIL USE ONLY: _••e• ❑ As Recommended ❑ As Amended ❑ Ordinance on 1sl Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO /s/Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Approve and authorize the City Manager to execute an agreement to renew licensing solution provider agreement with Software One, Inc. for the purchase of Microsoft software licenses, for a three-year period, beginning February 1, 2020, through January 31, 2023, in the amount not -to - exceed $1,200,000, subject to non -substantive changes and approved by the City Manager and City Attorney. Authorize the City Manager to execute the Microsoft Enterprise Enrollment Agreement from February 1, 2020 to January 31, 2023 for volume licensing and maintenance. DISCUSSION The City of Santa Ana licenses many products from Microsoft Corporation. The City's core software infrastructure is based on Microsoft's desktop, server, collaboration, and development products. The Microsoft Enterprise Agreement positions the City to continue to acquire product licenses at a volume discount and to also benefit from the next generation of Microsoft platform products seamlessly through ownership of Software Assurance. The risk from the liability of using unlicensed Microsoft products could be monetarily very large. Purchasing a Microsoft enterprise volume license for the entire organization is a cost-effective means for managing Microsoft software as a resource and greatly simplifies licensing by requiring a single transaction to acquire licenses for the City. In addition, the enterprise volume license allows the City to obtain software assurance, which provides the City with the legal right to continue to receive the current version of some Microsoft products used by the City, including our Exchange Server, Share Point Server, Windows Servers, and SQL Server databases. The City is opting to not maintain software assurance on the Microsoft Office Suite products in anticipation of moving to Office 365 within the next three to five years. 25G-1