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Home My WebLink AboutPR 23170: MICROSOFT 365 ANNUAL MAINTENANCE imp rtku�^ titic? www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: May 15, 2022 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Fay Young, Information Technology Director RE: Proposed Resolution No. 23170— 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$54,065.28. SHI is a DIR vendor and Microsoft selected vendor for the provisioning of the Microsoft Enterprise Agreement. The current licenses expire May 31, 2023. 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$54,065.28 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 $54,065.28. "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. 23170 5/15/2023 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO RENEW A THREE- YEAR MICROSOFT ENTERPRISE AGREEMENT THROUGH SHI GOVERNMENT SOLUTIONS FOR THE TOTAL AMOUNT OF $162,195.84 TO BE PAID IN THREE ANNUAL PAYMENTS OF $54,065.28. INFORMATION TECHNOLOGY ACCOUNT NO. 001-09-023-5420-00-10-000-. WHEREAS, Microsoft 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, 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 renew a three- year Microsoft Enterprise Agreement for the total amount of$162,195.84 to be paid in three annual payments of$54,065.28, 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. 2023 at a regular meeting of the City of Port Arthur, Texas by the following vote: Ayes: P.R. NO. 23170 5/15/2023 Mayor: Councilmembers: Noes: Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: 7_ Val Tizeno, ity Atto APPROVED FOR ADMINISTRATION: kkatf,IDAAAIOrt(41)444 Ronald Burton Cli on Williams City Manager Purchasing Manager Fay Young Information Technology Director APPROVED AS TO AVAILABILITY OF FUNDS: Kandy Daniel Director of Finance P.R. NO. 23170 5/15/2023 Exhibit A Pricing Proposal CS, Quotation#: 23367352 C S Reference#: EA 54007296 Created On: 4/19/2023 Valid Until: 4/28/2023 TX-City of Port Arthur Microsoft Inside Account Manager t Fay Young Shaina Walker ' PO Box 1089 290 Davidson Avenue Port Arthur,TX 77641 Somerset,NJ 08873 United States Phone:732-868-6191 Phone:(409)983-8164 Fax: Fax: Email: Shaina_Walker@shi.com Email: fay.young@portarthurtx.gov All Prices are in US Dollar(USD) Product Qty Your Price Total 1 EOA Exchange Online GCC Sub Per User 550 $28.44 $15,642.00 Microsoft-Part#:4ES-00001 Contract Name: Microsoft Software VAR Contract#:DIR-TSO-4092 Coverage Term:6/1/2023—5/31/2024 Note: Year 1 of 3 2 Exchange Online P1 GCC Sub Per User 550 $37.32 $20,526.00 Microsoft-Part#:3MS-00001 Contract Name: Microsoft Software VAR Contract#:DIR-TSO-4092 Coverage Term:6/1/2023—5/31/2024 Note:Year 1 of 3 3 0365 G3 GCC Sub Per User 60 $248.52 $14,911.20 Microsoft-Part#:AAA-11894 Contract Name: Microsoft Software VAR Contract#:DIR-TSO-4092 Coverage Term:6/1/2023—5/31/2024 Note:Year 1 of 3 4 Win Server DC Core ALng SA 2L 24 $124.42 $2,986.08 Microsoft-Part#:9EA-00278 Contract Name: Microsoft Software VAR Contract#:DIR-TSO-4092 Coverage Term:6/1/2023—5/31/2024 Note:Year 1 of 3 5 Teams AC with Dial Out US/CA GCC Sub Add-on 64 $0.00 $0.00 Microsoft-Part#:NYH-00001 Contract Name: Microsoft Software VAR Contract#:DIR-TSO-4092 Coverage Term:6/1/2023—5/31/2024 Note:Year 1 of 3 Total $54,065.28 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 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.