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Information Technology <br />www.santa-ana.org/IT <br />Item # 23 <br />o`7, City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br />Staff Report <br />January 17, 2023 <br />TOPIC: Amend an Agreement for Volume Licensing and Maintenance for Microsoft <br />Software and Products <br />AGENDA TITLE: <br />Approve and Amend a Three-year Agreement for Volume Licensing and Maintenance <br />for Microsoft Software and Products through Software One, Inc. for an Amount not to <br />Exceed $1,500,000 (Non -General Fund) <br />RECOMMENDED ACTION <br />Approve and amend an agreement to renew licensing solution provider agreement with <br />Software One, Inc. for the purchase of Microsoft software licenses, for a three-year <br />period, beginning February 1, 2023, through January 31, 2026, in the amount not to <br />exceed $1,500,000, subject to non -substantive changes approved by the City Manager <br />and City Attorney. <br />DISCUSSION <br />The City of Santa Ana licenses many products from Microsoft Corporation. The City's <br />core software infrastructure is based on Microsoft's desktop, server, collaboration and <br />development products. The Microsoft Enterprise Agreement positions the City to <br />continue to acquire product licenses at a volume discount. <br />The risk from the liability of using unlicensed Microsoft products could be monetarily <br />very large. Purchasing a Microsoft enterprise volume license for the entire organization <br />is a cost effective means for managing Microsoft software as a resource and greatly <br />simplifies licensing by requiring a single transaction to acquire licenses for the City. In <br />addition, the enterprise volume license allows the City to obtain software assurance, <br />which will provide the City with the legal right to continue to receive the current version <br />of some Microsoft products used by the City, including our Exchange Server, <br />SharePoint Server, Windows Servers, and SQL Server databases. The City is opting to <br />not maintain software assurance on the MS Office Suite of products in anticipation of <br />moving to Office 365 within the next three to five years. <br />The City of Santa Ana purchases Microsoft software licenses through a joint, volume <br />