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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 02, 2013 TITLE: AGREEMENT FOR VOLUME LICENSING AND MAINTENANCE FOR MICROSOFT SOFTWARE AND PRODUCTS THROUGH COMPUCOM SYSTEMS, INC. CI Y MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Approve and authorize the City Manager and Clerk of the Council to execute the attached agreement with CompuCom Systems, Inc. in an annual amount of $410,000 for a three year term with the option to renew the agreement for one additional three -year term for Microsoft licensing and services plus up to $50,000 per year for additional Microsoft licensing and services as required in support of changes in City business operations subject to non - substantive changes approved by the City Manager and City Attorney. Authorize the City Manager and Clerk of the Council to execute the attached Microsoft Enterprise and Select Enrollment Agreements for volume licensing and maintenance. DISCUSSION The City licenses a great many products from Microsoft Corporation which is by far the largest manufacturer of software used by the City. As the City utilization of computer technology evolves and Microsoft's business model for licensing its products changes, the challenge of ensuring the City complies with current software licensing requirements on all computing devices [PC, laptops, tables, smartphones, etc.] is complex. 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 insuring the City's compliance with software usage obligations and agreements. The City of Santa Ana has used the County of Riverside's Microsoft Enterprise Agreement (MEA) since 2008. This request is for a renewal of the City's MEA. The County of Riverside's master agreement with Microsoft is based on participation of any county, city, and special district in the State. The very large volume of Microsoft products used by these statewide agencies has allowed the County of Riverside to obtain deep discounts for these products which in turn are passed on to agencies participating under this master agreement with Microsoft. Specifically this is a request for the City to participate in volume licensing and support services agreements for Microsoft Product Licensing and Maintenance as described in the Riverside County Microsoft Enterprise Agreement (MEA), dated November 28, 2011 with a term period through December 31, 2016. The City's participation under this agreement will ensure the City the lowest pricing for Microsoft licensing and sugL�eryices