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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, Director IT Operations
Jeff Anderson, Deputy CIO
DATE: November 2, 2020
SUBJECT:
Request authorization to amend the contract with Microsoft, Inc. through the State of Illinois Central Management Services' bid awarded to CDW, Inc in 2015, to allow for the purchase of Microsoft Enterprise M365 security and mobility licenses through Dell, Inc. 1 Dell Way, Round Rock, TX 78664, in the amount of $20,511.84 (also through the State of Illinois Central Management Services bid awarded in 2020).
PURPOSE:
These licenses will provide additional mobility functionality and security for Microsoft cloud-based services. As the City IT department consolidates services from two distinct physical networks into one environment for the entire City, these licenses from will replace on-premises Microsoft licenses as well as additional 3rd-party licenses to provide a scalable, secure Microsoft-centric environment. These licenses for Microsoft Enterprise, Mobility and Security as well as will allow City employees to have secured access to City services regardless of the device (smart phone, computer, tablet) the employee utilizes. This includes Azure Active Directory which will provide self-service password reset capability for City employees as well as, advance multi-factor authentication and single sign-on abilities. The Advanced Threat Projection licenses consolidate four disparate spam-filtering and anti-virus products into one enterprise solution. The Microsoft Intune licenses will allow IT staff to deploy applications to city mobile phones which will greatly reduce the need for City employees to bring their devices to IT for service.
BACKGROUND:
In March 2018 The City approved a three year agreement for Microsoft licenses through a bid issued by the State of Illinois Central Management Services and awarded to CDW, Inc. in 2015 (the City piggybacked on an in force bid). The State of Illinois extended this original bid through the summer of 2020 at which point the State reissued this bid and Dell, Inc. won the bid. While the City still had one year left on our license agreement with Microsoft, it was now no longer through the state bid which then meant the City would have needed to move to a different contract with CDW for licensing until our three Microsoft Agreement expires in March 2021. Staff recommends staying with the State of Illinois Bid and switching to Dell, Inc, rather than remaining with CDW as such a move would require a separate contract with CDW and the Dell, Inc. bid is the most cost effective.
The $20,511.84 in security and mobility licenses are new purchases and will be added to the attached Microsoft Enterprise Agreement (EA) when the City renews the Enterprise Agreement in February, 2021.
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 Governance and Security citywide. Included in this Plan was the need to consolidate City networks, harden security and provide a more robust mobile environment for City staff. The licenses being purchased will replace licenses previously purchased to support similar functions while operating under two distinct physical networks.
The Microsoft Advanced Threat Analytics, Advanced Threat Protection and Threat Intelligence will help the City defend against the rise of advanced threats and enable the organization to adjust its focus from known vulnerabilities to threats. Adding this additional layer of security helps safeguard the City against malicious threats posed by email messages, links (URLs) and collaboration tools.
DISCUSSION:
In July 2020The State of Illinois Central Management Services rebid a volume licensing agreement with Microsoft which allows Illinois municipalities to purchase licenses at highly discounted rates. The State’s Microsoft Enterprise license agreement is now managed thru Microsoft’s Large Account Reseller, Dell, Inc.. The agreement number is CMT1176800.
This request authorizes the amendment of the contract with Microsoft, Inc. through the State of Illinois Central Management Services' bid awarded to CDW, Inc in 2018, to allow for the purchase of Microsoft Enterprise M365 security and mobility licenses through Dell, Inc. 1 Dell Way, Round Rock, TX 78664, in the amount of $20,511.84 (also through the State of Illinois Central Management Services bid awarded in 2020). Funds are available in the Repairs & Maintenance Services/Computer-Software account 101-1380-419.38-11 that has a budgeted amount of $1,339,080.
As noted in the background section above the City will most likely renew the three year Microsoft Enterprise License Agreement in early 2021 to continue to receive the best discounts through the state bid. Assuming the State of Illinois extends their three year bid for an additional year, the City will be able to maintain our relationship with Dell, Inc., CMS and Microsoft for the full three years starting in March 2021.
IMPACT STATEMENT:
Approval of this request is critical to providing a secure environment for our eMail, Office Applications, and City infrastructure.
RECOMMENDATIONS:
Approve the resolution to sign an agreement through the State of Illinois Central Management Services with Dell Inc. and to purchase additional Microsoft Enterprise security and mobility licenses through Dell, Inc. in the amount of $20,511.84
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the amendment of the contract with Microsoft, Inc. awarded in 2018 through the State of Illinois Central Management Services' bid awarded to CDW, Inc in 2015, to allow for the purchase of Microsoft Enterprise M365 security and mobility licenses through Dell, Inc. 1 Dell Way, Round Rock, TX 78664, in the amount of $20,511.84 (also through the State of Illinois Central Management Services bid awarded in 2020).
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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 Central Management Services has rebid Microsoft Enterprise Licensing and the result of this bid is a change in provider/distributor from CDW, Inc. to Dell, Inc. and
WHEREAS, the City wishes to continue purchasing Microsoft Enterprise Licensing in a cost efficient manager through the State of Illinois Central Management Services Bid and
WHEREAS, the IT Division desires to purchase licensing for additional mobility functionality and security; and
WHEREAS, the 2020 IT budget provides sufficient funds in account 101-1380-419.38-11 that has a budgeted amount of $1,339,080;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: That the Purchasing Director is authorized to complete the amendment of the contract with Microsoft, Inc. awarded in 2018 through the State of Illinois Central Management Services' bid awarded to CDW, Inc in 2015, to allow for the purchase of Microsoft Enterprise M365 security and mobility licenses through Dell, Inc. 1 Dell Way, Round Rock, TX 78664, in the amount of $20,511.84 (also through the State of Illinois Central Management Services bid awarded in 2020).