DATE: February 23, 2016
TO: Mayor and City Council
FROM: Director of Information Technology
SUBJECT: Approval of Microsoft Enterprise License Agreement (ELA) for Microsoft Enterprise Software Licenses including Office 365
RECOMMENDATION
That Council adopts the attached resolution authorizing the City Manager to negotiate and execute a purchase order and a three-year contract between the City of Hayward and PCM Gov, Inc., payable annually for a total amount not to exceed $679,055; and approve a contingency of 10% ($67,905).
BACKGROUND
The City of Hayward invests in technology to efficiently and economically support Hayward's mission and vision. The Microsoft Enterprise Agreement has proven to be a very cost-effective way to purchase Microsoft software to address key organizational objectives, such as building a secure and well-managed data center, maintaining line-of-business applications using the Microsoft Windows Operating System, SQL Database Software, and standardizing on Microsoft's popular productivity software, known as the Office Suite. With the addition of Microsoft Office 365, the City of Hayward will be able to implement hosted Exchange, individual or team sharepoint collaboration sites, hosted one terabyte user drives, instant messaging, and Skype for Business.
DISCUSSION
As part of the City of Hayward's Fiscal Year 2016 Budget, a renewal of its existing Microsoft Enterprise Agreement is planned. Bids were received from four Microsoft Large Account Resellers (LARs) that are approved to sell the Microsoft Enterprise Agreement via the County of Riverside's Master Agreement. Therefore, staff is seeking approveal to piggy-back on the County of Riverside's Master Agreement.
Staff determined that the piggy-back procurement method would be the most advantageous to the City of Hayward. The County of Riverside competitively bids the renewal of the Microsoft Enterprise Agreement every five years. In its latest procurement, t...
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