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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, Director IT Operations
DATE: March 6, 2018
SUBJECT:
Request authorization to enter into a three year agreement for the purchase of Microsoft Enterprise License annual renewals for the Information Technology Division under the State of Illinois Central Management Services contract with CDW-Government, Inc not to exceed $294,264 annually.
PURPOSE:
The Information Technology Division requests authority to purchase a three year renewal of Microsoft Enterprise and Select licenses from CDW-G, Inc. This Microsoft Enterprise Agreement purchase will include licenses and software assurance for previously covered applications and Office 365.
This purchase will renew Microsoft desktop operating system licenses for PCs currently utilized by City and APD staff, providing upgrade protection going forward for both desktop and laptop operating systems. Also included in this purchase is Microsoft enterprise licensing for Client Network Access licenses (CAL's), SQL Database licenses (both for CAD/RMS and Non-CAD), SharePoint Server, Data Center and System Configuration Manager licensing.
BACKGROUND:
The Information Technology Division has utilized Microsoft's Software Assurance Enterprise Agreement for the past twelve years. This agreement is required for upgrades to city-owned Microsoft software and systems with no additional cost. Without this agreement, licenses cannot be upgraded to new versions. Upgrading the City's software at $294264 would require all licenses to be repurchased at full market value at the cost of $344,289, which is 17.58% higher than the price quoted.
Each year the City is required to perform a software audit and "true up" process to identify any additional Microsoft licenses that are in use, and pay for them to be brought under the agreement. This is also the first year that both APD and City software has been combined and bought together. The City of Aurora has also been on two diff...
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