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Home My WebLink AboutAgenda Bill 3.E 09/20/2004C !J 4 CITY OF,PETALUMA, CALIFORNIA AGENDA BILL SePtember. 2 , 2 Agenda Title Meeting Date: Sept. 20 2604 Resolution Authorizing City Manager to Sign Enrollment; A" reement in Enterprise Assurance nce Prog �g rP 6r o M eeting Time 3:00 PM of $49,900 Licensing with Dell Computer in per y ear for 7:00 PM each of the current and following ,two ears. Category (check one) Consent Calendar ❑ Public Hearing ❑ New Business ❑ Unfinished Business ❑ Presentation Department Director: Contact Person Phone Number Admin Services / Joe Netter Tim Williamsen . 778 -4573 Information Systems ; Cost of Proposal Aecount Number $49,900 per year for three,years 3330 -54250 Amount Budgeted Name of Fund: $166,250 this fiscal year. Information Systems Attachments to Agenda Packet ltem 1. Dell quote. 2. Memo from Robert Volz'to Tim Wil'lamsen, dated 7/6/04 3. Resolution Authorizing. Purchase of Sbftware License. Summary Statement As in 2001 Microsoft makes available to .Cities in California the Enterprise Agreement program, negotiated by the State of California, which allows us substantial savings in software licensing costs. The City is required to secure and maintain software.licensinz for all computers. Dell offers such an agreement. Petaluma is el i vibl ei for °enrollment. The agreement also .allows the City to maintain software applications through regularupdates. The City must have completed the application prior to October, 2004. Later enrollment will increase the price. The City ' successful'ly enrolled in `2001, and realized a savings of over $200,000 over the course of the agreement. Recommended City °Council.Act on/-Sug'gestedMotion Adopt the Resolution authorizing the City Manger to' sign agreement and issue purchase order. r„ r . vies e b Finance, Di "rector.:. .. Re e � A ne ate ..-/ . A ro 1<l- Cit ,1Vlana er: t Date: a D.ate:' Revision -# and Date,Revised:. File Code: r .. CITY OF PE'TALUMA,, CALI FO RN IA SEPT. 20, 2004 AGENDA DEPORT FOR Resolution Authorizing City Manager to Sign Enrollment Agreement inm Enterprise Assurance Program 1. EXECUTIVE SUMMARY The City of Petalumalis required to purchase software licensing agreements for all applications used by the City. The proposed action wil provide compliance with licens'ingrequirements and do so at a substantial discount over the alternative: 2. BACKGROUND The .City has expanded significantly its computer applications throughout the City over the last few years. These additional applications;require software licensing. The pooposed action will provide the City with required' software licenses. 3. ALTERNATIVES Revert to individual purchase of software Via;retail channels: FINANCIAL IMPACTS temative would result in substantial cost increases, estimated to excee.41200,000 over the course of the next three years. 5. CONCLUSION Software licensing is required. This,proposal takes advantage;;.ofa limited time discount opportunity that will provide the City significant savings over the alternative. 6. OUTCOMES OR PERFORMANCE MEASUREVIENT&THAT WILL IDENTIFY SUCCESS -OR Securing this ,agreement prior'to the deadline will ,provide 'financial savings as outlined above. 7. RECOIV MENDA�TION Authorize the CityMariager'to enter into the agreement with Dell .Computer. g: /forms /2003 agenda bill • e Jf CITY OF PETALUMA, CALIFORNIA MEMORANDUM Information: Systems Division T1 English- :Street;,Petalnma, CA 949522610 (707).778-4417 Fax(707)776-3623 -E= mail; sinfo(a>ci:petalun : a.ca.its DATE: July 6, 2004: TO: Tim Williamsen, Information Systems; Manager FROM: Robert Volz,, Information Systems Analyst SUBJECT: Microsoft Software :Enterprise Agreement Renewal Tim, Our Microsoft software Enterprise Agreement (EA) will expire at the end of October and I have been reviewing our options. I spoke with Jim Hill of Microsoft. and have been informed that our current volume license reseller (ASAP Software) did, not bid on the: contract to continue as a Microsoft EA reseller and that.Microsoft has awarded the - contract to Dell Computer Corporation. I spoke with our Dell representative and. found that pricing has come down significantly and that Microsoft has 'expanded ,the program to include server software upgrade assurance (SA) which will reduce the cost of our server software maintenance as well. The cost savings are listed below: Enterprise Agreement (EA) Costs (per year including tax) Existing . Proposed Annual Savings 52,728.75. 35,829,75 16,899:00 Server Software Assurance (SA) Costs (per year including tax) Existing Proposed Annual 'Savings 15,673.50 10,386.28 5,287:22 Savings over the life of the' agreement (3 yrs)` including both °EA And SA costs= 66,558.66 Based upoii the legal requirement. to maintain our software licenses and the significant cost savings available with the new agreement, I strongly recommend we renew our Microsoft Enterprise Agreement using; Dell Computer as our reseller. RVJ Software , Peri'phera This Quote Prepared for: CA City.of Petaluma. Anniversary Date: 10 /31/04 06/01/04 Total 5 Mierosoft True Up Fees Product Description / rise Products o'Listed Languages LicSA'Pack MVL Pro Listed'. Languages Lic-SA Pack MVL ce CAL:Lisled Lang'LicSA MVL Part # Microsoft Enterprise V6.0 Unit Price ft is assunied,ittint all deskto P' I'nfl O/S licenses. wil . be. provided byyour r 'inal- Equipment`MSntdactureF (like DELL): n a _. Unit Price True All hems pre subjecrto sales'taz unless stated otherwise. Tax rates are subjecrtn,change: - Up Year 1 The Platform License;allow_s_the use of ttie'latest version of,ttu, following, Microsof6products,on. one computer duringahe term $35h78 of the'Agreement: "Early Renewal Includes: a) Olfice Pro b) Windows Upgrade's and c) BackOffice CAL $110:40 Initial Billing Due Date , dehenfls on':_act_ual contract signing and 37701687 $193.80 execution date.. $134.15 11 1 $4,065.27 ' M icrosoft, Prod ucts $3 2 Product. Description Price Part :# Office Pro Listed LanguageslSA- Pack =MVL $69.76 269- 05925. 250 Windows PrO Listed LanguageslSA Pack MVL $28.53 E85- 01014 I P BackOffice CAL SA MVL $35':03 377 - 01686 2 Win Svr Ent Listed Lang SA,MVL $369 57 1`72 0187 Win Ent Listed':Lang Lic(SA MVL $86233 P72- 001'64 SQL Svr'Std Listed'Lang SA MVL '1' Proc $756;91 228 = 01723• Exchange Svr E nt.Lis[ed`Lang SA MVL $`33.25 395 =02612 AnnualP.ayrnent'i Office Pro,Listed Languages SA' Pack MyjV $69.76 269 - •05925 Windows Pro +Listed LanguageslSA- Pack'MVL $28.53 E95- 01014 BackOffice CAL;SA;MVL $35:03; 377 -01 -686 Wm Svr Ent`Listed Lan.-;S'A.MVL $369.57 P72- 00187 Win, S_ yr Ent`Listed Lang N SA,MVL $862.33 P72 =00164 SQL Svr Std Listed Lang SA'MVL I, Proc $756.9.1 228- 01723 Exchange =Svr Ent Listed Lang SA`MVL $633.25 395 -02612 Annual Payment 2 Office:Pro Listed Languages SATack.MVL $69.76 269 -65925 Windows Pro Listed Languages SA Pack'MvL', $28.53 E85- 01014' BackOf' ce CAL SA MVL $35.03' 377-01686 Win Svr Ent Listed'Lang S'A MVL $369.57 P72 -00187 Win Swint L'iv,e&Ung,Lic/SA MV $862:33 P72 -00164 SQL "SvrgStAistedlang'SAAVL 1 Proc $756.91 228= 01123 Exchange�Svr Ent Listed LangiSA MVL, $633.25 395- 02612 :Annual;Payment3 Total 5 Mierosoft True Up Fees Product Description / rise Products o'Listed Languages LicSA'Pack MVL Pro Listed'. Languages Lic-SA Pack MVL ce CAL:Lisled Lang'LicSA MVL $128,974.98 Dell Sku# uantity Part # 250 Unit Price 250 Unit Price:•True_ Unit Price True Unit'Price'True . Microsoft Part # Up Year 1 Up Year 2 Up Year , 3 269 -05924 $35h78 $292.60 $233.53 E85 -91013 $110:40 $86.35 $62.1'1, 37701687 $193.80 $163.87 $134.15 $128,974.98 Dell Sku# uantity Totals 250 $1;7,440:00 250 S7132;50 250 $8;75.7:50 {'1' $4;065:27 4 $3;44932 2 $1,513.82 l $633.25 $41;991.66 " 250' 5$17,440.00 250 $7132 250 $8,757:50 11 1 $4,065.27 4 $3 2 $1,513.82. 1 $633:25 $42;991:66 250. $17,440.00 250 $7,133:50 250 $8,757:50 I P $4106527' 4. $3,449:32 2 $1,513 1 "$633.25; $41;991:66 0 0 • AUTHORIZING GITY MANAGER TO SIGN ENROLLMENT AGREEMENT WITH DELL COMPUTER AND TO SIGN PURCHASE AGREEMENT WHEREAS, the. City of Petaluma 'operates a significant number of computer workstations throughout the organization; and WHEREAS, the City of Petaluma, is required to secure software,, licensing required by law for the operation of said computer workstations; and WHEREAS, the City`desires to realize significant cost savings by the agreement negotiated between Microsoft and the State of California. NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Council hereby approve the enrollment in the agreement and authorize the City Manager or his designee to sign the agreement and purchase order.