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Home My WebLink AboutPR 22508: MICROSOFT 365 ANNUAL MAINTENANCE 0 -011 tpitiVi — www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: April 22, 2021 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Fay Young, Information Technology Director ,3 RE: Proposed Resolution No. 22508—Microsoft 365 Annual Maintenance Introduction: The intent of this Agenda Item is to seek the City Council's authorization for the City Manager to renew Microsoft 365 services for Exchange, Office, and software assurance on Windows Server licenses,through SHI Government Solutions for$48,845.52. SHI is a DIR vendor and Microsoft selected vendor for the provisioning of the Microsoft Enterprise Agreement. The current licenses expire May 31, 2022. 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 The City pays annual maintenance for the use of the service. The City uses Microsoft Windows Servers for the provision of server-based applications, storage and identity management. Budget Impact: Funds for the total amount of$48,845.52 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 renewal for Microsoft 365 Exchange and Office services and Windows Server license, in the amount of $48,845.52. "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. 22508 4/22/2022 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO RENEW ANNUAL MICROSOFT 365 SERVICES THROUGH SHI GOVERNMENT SOLUTIONS FOR THE TOTAL AMOUNT OF $48,845.52. INFORMATION TECHNOLOGY ACCOUNT NO. 001-09-023-5420-00-10-000-. WHEREAS, Microsoft 365 provides e-mail services, office applications and Windows Server licenses; and WHEREAS, e-mail services, office applications, and server 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 31, 2022; 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 $48,845.52,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. 2022 at a regular meeting of the City of Port Arthur, Texas by the following vote: Ayes: P.R. NO. 22508 4/22/2022 Mayor: Councilmembers: Noes: Mayor ATTEST: Sherri Bellard, City Secretary APP OVED AS TO FORM: (Z(ZZ-e ifelt-141(c? /Val Tizeno, CityAttorney Y APPROVED FOR ADMINISTRATION: l iI/ Ronald Burton Clifton Williams City Manager Purchasing Manager ,1 LAWil, Fay *Int Information Technology Director APPROVED AS TO AVAILABILITY OF FUNDS: --YCA--/N___ / CX.A__/\,_-_k Kandy Daniel, Interim Director of Finance P.R. NO. 22508 4/22/2022 Exhibit A Fay Young From: Jeff_Rosen@shi.com Sent: Monday, February 28, 2022 9:40 AM To: Fay Young Subject: [NON-CoPA] SHI Quote: 21668603 - Microsoft EA - 54007296 - Year 3 Payment Attachments: SHI Quote-21668603.pdf Follow Up Flag: Follow up Due By: Monday, March 21, 2022 11:00 AM Flag Status: Flagged 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. Pricing Proposal Quotation#: 21668603 Description: Microsoft EA-54007296-Year 3 Payment Reference#: EA 54007296 Created On: Feb-28-2022 Valid Until: May-31-2022 CITY OF PORT ARTHUR Senior Inside Account Manager Fay Young Jeff Rosen PO Box 1089 3828 Pecana Trail Port Arthur,TX 77641 Austin,TX 78749 United States Phone:800-870-6079 ext 8686150 Phone: (409)983-8164 Fax: (512)732-0232 Fax: Email: Jeff—Rosen@shi.com Email: fay.young@portarthurtx.gov Click here to order this quote All Prices are in US Dollar(USD) Product Qty Your Price Total 1 ExchgOnlnP1GCC ShrdSvrALNG SubsVL MVL PerUsr 515 $37.32 $19,219.80 Microsoft-Part#: 3MS-00001 Contract Name:Microsoft Software VAR Contract#: DIR-TSO-4092 Coverage Term:Jun-01-2022—May-31-2023 Note:Year 3 2 ExchOnlnArchGCC ShrdSvr ALNG SubsVL MVL PerUsr 515 $26.52 $13,657.80 Microsoft-Part#:4ES-00001 Contract Name:Microsoft Software VAR Contract#: DIR-TSO-4092 Coverage Term:Jun-01-2022—May-31-2023 Note:Year 3 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:Jun-01-2022—May-31-2023 • • Note:Year 3 4 O365GCCE3 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:Jun-01-2022—May-31-2023 Note:Year 3 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:Jun-01-2022—May-31-2023 Note:Year 3 6 O365GCCE3 ShrdSvr ALNG 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:Jun-01-2022—May-31-2023 Note:Year 3 Total $48,845.52 Additional Comments Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations. The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under that applicable line item.