01-28-2019 BPU RPT 07 - Laserfiche WebLink

Home

W A T E R E N E R G Y T I F F RIVERSIDE PUBLIC UTILITIES id& Board Memorandum P U B L I C U T I L I T I E S BOARD OF PUBLIC UTILITIES DATE: JANUARY 28, 2019 ITEM NO: 7 SUBJECT: MICROSOFT ENTERPRISE AGREEMENT WITH PCM -G, INC. FOR MICROSOFT SOFTWARE PRODUCTS FOR A THREE-YEAR TERM NOT TO EXCEED $2,614,896.36 ISSUE: Approve a Microsoft Enterprise Agreement with PCM -G, Inc. in response to the County of Riverside's Request for Quote No. PUARC-1518 for Microsoft software products with a three-year term in an amount not to exceed $2,614,896.36. RECOMMENDATIONS: That the Board of Public Utilities recommend that the City Council: 1. Approve the Microsoft Enterprise Agreement with PCM -G, Inc. of EI Segundo, California, in response to Request for Quote No. PUARC-1518 for Microsoft software products with a three-year term in an amount not to exceed $2,614,896.36; 2. Authorize staff to issue change orders in an amount not to exceed 15% of the amount of the Microsoft Enterprise Agreement; and 3. Authorize the City Manager, or his designee, to execute all documents pursuant to the Microsoft Enterprise Agreement, and to make minor non -substantive changes. BACKGROUND: For the past 12 years, the City of Riverside has utilized a Microsoft Enterprise Agreement (EA) for Microsoft software products. An EA allows for volume pricing and simplifies mandatory licensing by only requiring a single transaction to acquire licenses across the City for City -owned computers. The agreement also includes updates so that the City has access to the current, most updated, version of Microsoft products, such as the Microsoft Windows, Office Suite, and Microsoft Outlook. Under a Microsoft EA, the Innovation and Technology (IT) Department has been able to upgrade covered PC's and other hardware to the most current Windows, Office and server software versions. In addition, this agreement process has simplified IT's budget process by providing predictable software costs for the term of the agreement. The current enterprise agreement expires January 31, 2019. Microsoft approved a two-week contract extension. The City Council will consider this item at the February 5, 2019, regularly scheduled City Council meeting.