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TO: Mayor Thomas J. Weisner
FROM: Kenneth Nelson, Information Systems Coordinator
DATE: June 23, 2014
SUBJECT:
Resolution authorizing the renewal of annual maintenance for Novell products used by the Aurora Police Department thru Merrimac Solutions, Inc., Aurora Illinois in the amount of $37,874.42. For the Aurora Police Department.
PURPOSE:
Request a resolution authorizing payment to Merrimac Solutions, Inc. for annual software support and upgrade protection of Novell products. The Novell annual maintenance covers the Police Department's use of a variety of Novell products including, but not limited to, Groupwise, ZenWorks for Desktops, SUSE Linux and eDirectory purchased under the State of Illinois' MLA contract with Novell..
BACKGROUND:
The Aurora Police Department has been using Novell products for over ten years. These products have become core applications for the Police Department, meeting a variety of needs. The Novell products provide the Police Department with Linux server operating systems, e-mail services, desktop imaging and application delivery, user account administration and file and print services as well as other services and products. Some or all of these applications are employed by every Police Department employee and are fielded on nearly every computer utilized by the Police Department.
DISCUSSION:
The State of Illinois has negotiated a "Master Licensing Agreement" (MLA) with Novell, Inc. The MLA provides the State a 42% discount off of Novell's list prices. As a municipality the City of Aurora qualifies for the State's Novell MLA pricing. Attached you should find a document outlining the State of Illinois' contract for Novell pricing. This contract was recently extended by the State for an additional year.
Novell has indicated that they are able to extend their MLA pricing either directly or thru a MLA registered Value Added Reseller (VAR). Merrimac Solutions, Inc has registered with Novell as an "authorized administrative agent for the State of Illinois' Novell Master License Agreement". As such, they are entitled to offer the same discount level negotiated by the State to its customers that qualify for MLA pricing.
It is desirable to purchase this annual maintenance thru Merrimac Solutions, Inc as a local VAR which has been providing the Police Department with Novell related services for several years. Merrimac has an in depth understanding of the Police Department's IT operations and systems based on the various projects that they have assisted the City with over the past several years. Merrimac will act as Novell's agent to pass on the 42% discount negotiated by the State of Illinois as such, there is no additional cost to the City in purchasing thru Merrimac.
I recommend the City renew the resolution to cover these yearly recurring software maintenance charges based on the terms of the State contract. The current maintenance renewal for Novell products is $37,874.42. The 2014 City Budget provides sufficient monies for this annual expense in 101-1233-419.38-26 (General Fund).
IMPACT STATEMENT:
It is not anticipated there will be any impact on other departments from processing this renewal.
RECOMMENDATIONS:
I request approval to make the aforementioned purchase
cc: Alderman O'Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Peters, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Authorizing the renewal of annual maintenance for Novell products used by the Aurora Police Department through Merrimac Solutions, Inc., Aurora Illinois in the amount of $37,874.42.
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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, the State of Illinois has entered into contracts with various products and server vendors throughout Illinois based on a statewide bidding procedure; and under said contract, political subdivisions of the State many purchase items under the terms established by the State; and
WHEREAS, Police Technical Services desires to renew the licensed maintenance of Novell Products from Merrimac Solutions, Inc., Aurora, Illinois in the amount of $37,260.20 for the Aurora Police department under the State of Illinois Master License Agreement with Novell; and
WHEREAS, Merrimac Solutions, Inc. is an authorized administrative agent for the State of Illinois; Novell Master License Agreement and is authorized to sell to the City its Novel License Renewal under the MLA pricing program; and
WHEREAS, the 2014 City Budget provides $37,874.42 for this project in the account 101-1233-419.38-26 (General Fund); and
WHEREAS, under Section 2-335 (a) (5) of the Aurora code of Ordinances, competitive bidding procedures and requirements may be dispensed with when using any agreement involving acquisition of service, equipment or article entered into with another government entity )
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The City authorize the annual renewal of license maintenance for Novell Products from Merrimac Solutions, Inc., Aurora, Illinois in the amount of $37,874.42 under the Illinois Joint Purchasing Program for the Aurora Police Department, and does hereby further authorize its Purchasing Director to issue the necessary orders to implement purchase of same.
PASSED AND APPROVED on ______________.
AYES ____ NAYS ____ NOT VOTING ____ ABSENT ____
____________________________ __________________________
Alderman Bohman, Ward 1 Alderman Garza, Ward 2
____________________________ __________________________
Alderman Mesiacos, Ward 3 Alderman Donnell, Ward 4
____________________________ __________________________
Alderman Peters, Ward 5 Alderman Saville, Ward 6
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Alderman Hart-Burns, Ward 7 Alderman Mervine, Ward 8
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Alderman Bugg, Ward 9 Alderman Johnson, Ward 10
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Alderman Irvin, At Large Alderman O'Connor, At Large
ATTEST:
____________________________ __________________________
City Clerk Mayor
Quote [Quote_185187.pdf], State of Illinois Contract [CMS4774810.pdf], Affidavit [Source Affidavit Novell Maintenance 2014 - signed.pdf]]