City of Rialto - File #: 23-977

• File #: 23-977
• Version: 1
• Type: Agenda Item
• Status: Approved
• File created: 11/28/2023
• In control: City Council
• On agenda: 12/12/2023
• Final action: 12/12/2023
• Title: Request City Council to: (1) Approve entering into a new 3-year agreement with Microsoft for the Enterprise License Agreement via the "Riverside EA." (2) Award a Purchase Order to Dell Marketing L.P., of Round Rock, TX in an amount not to exceed $ $125,190.76 annually for a total of $375,572.28 for the Microsoft Enterprise Agreement, and authorize staff to issue annual purchase orders to renew the enterprise agreement each fiscal year with any applicable "true-up" adjustments thereafter. (3) Authorize the City Manager or designee to Execute All Documents. (ACTION)

Date	Ver.	Action By	Action	Result
12/12/2023	1	City Council

For City Council Meeting [December 12, 2023]
TO: Honorable Mayor and City Council
APPROVAL: Henry Garcia, Interim City Manager
FROM: Jonathan Ballard, Information Technology Manager

Title
Request City Council to: (1) Approve entering into a new 3-year agreement with Microsoft for the Enterprise License Agreement via the "Riverside EA." (2) Award a Purchase Order to Dell Marketing L.P., of Round Rock, TX in an amount not to exceed $ $125,190.76 annually for a total of $375,572.28 for the Microsoft Enterprise Agreement, and authorize staff to issue annual purchase orders to renew the enterprise agreement each fiscal year with any applicable "true-up" adjustments thereafter. (3) Authorize the City Manager or designee to Execute All Documents. (ACTION)
Body
BACKGROUND

The City of Rialto has used Microsoft systems and programs for more than twenty years. In December of 2020 the City was able to enter into a three-year EA (Enterprise Agreement) with Microsoft which is now approaching its expiration date. Staff is requesting to renew our Microsoft EA by utilizing the cooperative purchasing program established by the County of Riverside and known as the Riverside EA. Continuing to acquire our software through the Enterprise Agreement will allow the City to have access to the latest software releases as soon as they are available. The City is also able to standardize on a single platform to best insure security, interoperability, and licensing integrity.

ANALYSIS/DISCUSSION

The Microsoft Enterprise Licensing Agreement negotiated by the County of Riverside, as the result of their solicitation process has been used by more than 900 organizations in the State of California. This program allows cities like Rialto to purchase at the same price point as the County of Riverside. The enterprise agreement allows the City to pay a flat annual fee and subscribe to the needed software and licensing platforms without paying additional money for releases and updates.

Pursua...