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TO: Mayor John Laesch
FROM: Ram Tyagi, CIO
Jeff Anderson, Deputy CIO
DATE: December 11, 2025
SUBJECT:
Resolution authorizing approval of the Year 2 true-up invoice under the three-year Enterprise Agreement for Microsoft software, purchased through the State of Illinois Department of Innovation and Technology Joint Purchasing Contract (CMT #1176800) with Dell Marketing L.P., in the amount of $303,804.24.
PURPOSE:
Resolution R24-097 approved the the purchase a three-year renewal of Microsoft Enterprise and Select licenses from Dell Marketing L.P. (Dell). This Microsoft Enterprise Agreement (EA) purchase included licenses and software assurance for previously covered applications and Office 365.
This purchase will pay for additional licenses purchased since the passage of R24-097.
BACKGROUND:
The City has used an EA to license and manage Microsoft software since at least 2014. The EA is offered through Microsoft and administered by approved partners to sell and support Microsoft products as Microsoft does not sell directly to the public. An EA streamlines license management within the City, simplifies purchasing and provides for predictable payments throughout the agreement. Under an EA, the costs for both maintenance and new purchases are spread out over the three years of the contract term. Prices are also locked for the term of the contract and updates to software are included in the EA at no additional cost through the Microsoft Software Assurance program, which provides for technical support, training and planning services.
The State of Illinois holds a Microsoft Licensing Solutions Provider (LSP) Statewide Master Contract which provides government pricing levels on all Microsoft products that has been awarded to Dell, a Microsoft Licensing Solutions Partner. Through the State contract, the City is provided a level of pricing and service which is comparable to the pricing provided to commercial customers who license 15,000 or more users.
DISCUSSION:
Annual increases in license usage are reconciled at the end of each year of the EA in a "true-up" transaction. This second-year true-up for the previous EA include costs for increased Microsoft Office licenses as it was determined that all city staff should be licensed for improved communications for to staff members.
A budget transfer has been requested to provide ensure funds are available in account 101-1280-419.38.11 (Computer Software) for this purchase.
IMPACT STATEMENT:
As part of the City of Aurora Technology Strategic Plan or “IT Roadmap” for 2019, the Information Technology Division is seeking to evaluate and improve efficiency throughout the organization. This purchase is aligned with the Strategic Plan.
RECOMMENDATIONS:
That the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing approval of the Year 2 true-up invoice under the three-year Enterprise Agreement for Microsoft software, purchased through the State of Illinois Department of Innovation and Technology Joint Purchasing Contract (CMT #1176800) with Dell Marketing L.P., in the amount of $303,804.24.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, Microsoft software products are used by all city staff for services including email, word processing, spreadsheets, collaboration, anti-virus and additional office productivity software; and
WHEREAS, the State of Illinois holds a Microsoft Licensing Solutions Provider (LSP) Statewide Master Contract which provides government pricing levels on all Microsoft products that has been awarded to Dell, a Microsoft Licensing Solutions Partner; and
WHEREAS, a budget transfer has been requested to provide ensure funds are available in account 101-1280-419.38.11 (Computer Software) for this purchase.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to issue purchase orders for services described in this resolution and as more fully set forth in the contract attached hereto.