HomeMy WebLinkAboutPR 21925: OFFICE 365 ANNUAL MAINTENANCE City of
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: April 29, 2021
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Fay Young, Information Technology Director
RE: Proposed Resolution No. 21925—Office 365 Annual Maintenance
Introduction:
The intent of this Agenda Item is to seek the City Council's authorization for the City Manager
to renew Office 365 services for the provision of email services and maintenance on required
client access licenses,through SHI Government Solutions for the amount of$47,887. SHI is a
DIR vendor and Microsoft selected vendor for the provisioning of Microsoft Enterprise
Agreement. The current licenses expire May 30, 2021. Funding is available in Information
Technology Account No. 001-09-023-5420-00-10-000-.
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.
Budget Impact:
Funds for the total amount of$47,887.92 are budgeted in Information Technology Account
No. 001-09-023-5420-00-10-000-.
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 $47,887.92
"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. 21925
4/29/2021
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO RENEW ANNUAL
MICROSOFT OFFICE 365 SERVICES THROUGH SHI GOVERNMENT SOLUTIONS
FOR THE TOTAL AMOUNT OF $47,887.92. INFORMATION TECHNOLOGY
ACCOUNT NO. 001-09-023-5420-00-10-000-.
WHEREAS, Microsoft Office 365 provides e-mail services and office applications and
user licenses; and
WHEREAS, e-mail services, office applications, and user licenses are essential to the
performance of daily operational functions; and
WHEREAS, the City has a Microsoft Enterprise Agreement through SHI Government
Solutions; and
WHEREAS, SHI Government Solutions is a Value-Added Reseller (VAR) for
Department of Information Resources (DIR)through contract number DIR-TSO-4092; and
WHEREAS, current licenses expire May 30, 2021; and
WHEREAS, quote for services is attached hereto 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 purchase
Microsoft Office 365 licenses in the amount of $47,887.92,quote 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. 2021 at a regular
meeting of the City of Port Arthur, Texas by the following vote:
Ayes:
P.R. NO. 21925
4/29/2021
Mayor:
Councilmembers:
Noes:
Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
(7e/L—e,' & — b-a-argi
Val Tize , ity Attorney
APPROVED FOR ADMINISTRATION:
LL
Ronald Burton Cli o illiams
City Manager Purchasing Manager
Fay Y n
Information Technology Director
APPROVED AS TO AVAILABILITY OF FUNDS:
Kandy Daniel, I terim Director of Finance
P.R. NO. 21925
4/29/2021
Exhibit A
Pricing Proposal
Quotation#: 19409096
Created On: 9/14/2020
Valid Until: 9/30/2020
Government Solutions
CITY OF PORT ARTHUR Inside Account Manager
Fay Young Richard Lettiere
PO Box 1089 Questions, quote requests, and
Port Arthur,TX 77641 PO's please send to
United States Texas@shi.com
Phone:(409)983-8164
Fax: 3828 Pecana Trail
Email: fay.young@portarthurtx.gov Austin,TX 78749
Phone: 800-870-6079
Fax: 512-732-0232
Email: Richard_Lettiere@SHl.com
All Prices are in US Dollar(USD)
Product Qty Your Price Total
1 ExchgOnlnP1GCC ShrdSvrALNG SubsVL MVL PerUsr 500 $37.32 $18,660.00
Microsoft-Part#:3MS-00001
Contract Name: Microsoft Software VAR
Contract#: DIR-TSO-4092
Coverage Term:6/1/2021 —5/31/2022
Note:Year 2 of 3 Payment
2 ExchOnlnArchGCC ShrdSvr ALNG SubsVL MVL PerUsr 500 $26.52 $13,260.00
Microsoft-Part#:4ES-00001
Contract Name: Microsoft Software VAR
Contract#: DIR-TSO-4092
Coverage Term:6/1/2021 —5/31/2022
Note:Year 2 of 3 Payment
3 WinSvrDCCore ALNG SA MVL 2Lic CoreLic 24 $124.43 $2,986.32
Microsoft-Part#:9EA-00278
Contract Name: Microsoft Software VAR
Contract#: DIR-TSO-4092
Coverage Term:6/1/2021 —5/31/2022
Note:Year 2 of 3 Payment
4 0365GCCE3 ShrdSvrALNG SubsVL MVL PerUsr 45 $216.12 $9,725.40
Microsoft-Part#:AAA-11894
Contract Name: Microsoft Software VAR
Contract#:DIR-TSO-4092
Coverage Term:6/1/2021 —5/31/2022
Note:Year 2 of 3 Payment
5 O365GCCE1 ShrdSvrALNG SubsVL MVL PerUsr 15 $78.60 $1,179.00
Microsoft-Part#: U4S-00002
Contract Name: Microsoft Software VAR
Contract#: DIR-TSO-4092
Coverage Term:6/1/2021 —5/31/2022
Note:Year 2 of 3 Payment
6 O365GCCE3 ShrdSvrALNG SU MVL O365GCCE1 PerUsr 15 $138.48 $2,077.20
Microsoft-Part#:AAA-11919
Contract Name: Microsoft Software VAR
Contract#: DIR-TSO-4092
Coverage Term:6/1/2021 —5/31/2022
Note:Year 2 of 3 Payment
Total $47,887.92
Additional Comments
Hardware items on this quote may be updated to reflect changes due to industry wide constraints and
fluctuations.
Thank you for choosing SHI-GS! The pricing offered on this quote proposal is valid through the expiration date set
above. To ensure the best level of service, please provide End User Name, Phone Number, Email Address, Quote
Number,and applicable Contract Number when submitting a Purchase Order.SHI Government Solutions, Inc. is
100% Minority Owned,Woman Owned Business.TAX ID#22-3695478; DUNS#14-724-3096
The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under
that applicable line item.