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Home My WebLink AboutPR 20799: EMAIL ANNUAL MAINTENANCE RENEWAL ort rthu www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: April 26, 2019 To: The Honorable Mayor and City Council Through: Rebecca Underhill, Interim City Manager From: Fay Young, Information Technology Director RE: Proposed Resolution No. 20799—Email Annual Maintenance Introduction: The intent of this Agenda Item is to seek the City Council's authorization for the City Manager to approve the annual maintenance for Microsoft Office 365 e-mail services, through SHI Government Solutions, for the total amount of$33,541.20. Background: In 2014 the City of Port Arthur began using Microsoft Office 365 Exchange for e-mail services for non-public safety departments. In FY 2018 the Fire and Police departments were added to the service. The City pays annual maintenance for the use of the service. In order to access the service, the City is also required to have a Microsoft Windows Server Client Access Licenses (CALs) for each user. Maintenance for the CALs are paid annually. Budget Impact: Funds for the total amount of$33,541.20 are budgeted in Information Technology accounts 001-1034-515.54-00 and 001-1034-515.57-00 Recommendation: It is recommended that City Council authorize the City Manager to approve the annual maintenance renewal for Microsoft Office 365 e-mail services and required client access license, in the amount of $33,541.20. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. NO. 20799 FY 5/7/2019 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO RENEW ANNUAL MAINTENANCE FOR MICROSOFT OFFICE 365 EXCHANGE E-MAIL SERVICES AND REQUIRED CLIENT ACCESS LICENSES THROUGH SHI GOVERNMENT SOLUTIONS FOR THE TOTAL AMOUNT OF $33,541.20. INFORMATION TECHNOLOGY ACCOUNTS NO. 001-1034-515.54-00 AND 001-1034-515.57-00 WHEREAS, e-mail services are essential to the performance of daily operational functions; and WHEREAS, SHI Government Solutions is a Value-Added Reseller (VAR) and has established an information and communications technology cooperative contract with Department of Information Resources (DIR)through contract number DIR-TSO-4092; and WHEREAS, the City has a Microsoft Enterprise Agreement through SHI Government Solutions; and WHEREAS, the specifications of the system are attached as "Exhibit A". NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That, the City Council hereby authorizes the City Manager to approve the annual maintenance renewal for Microsoft Office 365 Exchange e-mail services and required client access license,in the amount of $33,541.20,quote confirmation attached hereto as"Exhibit A". Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED this the day of May,A.D. 2019 at a regular meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: P.R. NO. 20799 FY 5/7/2019 Councilmembers: Noes: Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: 41, he4qCof- al / eno, Attorney APPROVED FOR ADMINISTRATION: Rebecca Underhill Clifton Williams Interim City Manager Purchasing Manager Fay CYLjun9--(L Information Technology Director APPROVED AS TO AVAILABILITY OF FUNDS: c Kandy Daniel,Qhterim Director of Finance P.R. NO. 20799 FY 5/7/2019 Exhibit A Hi, I noticed that your Enterprise Agreement is coming up for renewal and an anniversary payment is due soon. I wanted to get this quote out in advance. Please review and let me know if you have any questions. Thanks. JPricing Proposal Quotation#: 16937117 Description: Microsoft EA-4630214-Year 6 Payment _ { Created On: Apr-04-2019 Valid Until: May-31-2019 Government Solutions CITY OF PORT ARTHUR Inside Account Manager Fay Young Jeff Rosen P.O.BOX 1089 1301 South Mo-Pac Expressway ATTN:ACCOUNTS PAYABLE Suite 375 PORT ARTHUR,TX 77641 Austin,TX 78746 United States Send PO to:Texas@shi.com Phone:4099838115 Phone:800-870-6079 ext 8686150 Fax: Fax: (512)732-0232 Email: fay.young@portarthurtx.gov Email: Jeff—Rosen@shi.com Click here to order this quote All Prices are in US Dollar(USD) Product Qty Your Price Total 1 WinSvrCAL ALNG SA MVL UsrCAL 225 $5.84 $1,314.00 Microsoft-Part#:R18-00052 Contract Name:Microsoft Software VAR Contract#:DIR-TSO-4092 Coverage Term:Jun-01-2019—May-31-2020 2 ExchgOnlnArchGov ShrdSvr ALNG SubsVL MVL PerUsr 240 $25.44 $6,105.60 Microsoft-Part#:4ES-00001 Contract Name:Microsoft Software VAR Contract#:DIR-TSO-4092 Coverage Term:Jun-01-2019—May-31-2020 3 ExchgOnlnPlan1Gov ShrdSvrALNG SubsVL MVL PerUsr 240 $35.04 $8,409.60 Microsoft-Part#:3MS-00001 Contract Name:Microsoft Software VAR Contract#:DIR-TSO-4092 Coverage Term:Jun-01-2019—May-31-2020 4 ExchgOnlnArchGov ShrdSvr ALNG SubsVL MVL PerUsr 300 $24.60 $7,380.00 Microsoft-Part#:4ES-00001 Contract Name:Microsoft Software VAR Contract#:DIR-TSO-4092 Coverage Term:Jun-01-2019—May-31-2020 5 ExchgOnlnPlanlGov ShrdSvrALNG SubsVL MVL PerUsr 300 $34.44 $10,332.00 Microsoft-Part#:3MS-00001 Contract Name:Microsoft Software VAR Contract#:DIR-TSO-4092 Coverage Term:Jun-01-2019—May-31-2020 Total $33,541.20 Additional Comments Service Level Agreements: 1.Quotes:Quote requests will be acknowledged within 4 business hours of each request.Under normal circumstances,quotes will be provided within 24-48 hours of the initial request.If quotes will take longer than this timeframe,status updates will be provided at reasonable intervals. 2.Orders:All valid orders will be processed within 24 hours. 3.Contract Documents:All submissions will be reviewed and responded to within 24 business hours.Actual processing time will vary based on quality and complexity of the submission. The Products offered under this proposal are resold in accordance with the SHI Online Customer Resale Terms and Conditions unless a separate resale agreement exists between SHI and the Customer.