For City Council Meeting [December 10, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Mark P. Kling, Chief of Police
Title
Request City Council to Approve the Purchase of Fifty (50) Microsoft Office Pro Plus Volume Licenses from Crayon Software Experts LLC in the Amount of $19,649.83.
Body
BACKGROUND
The Police Department utilizes Microsoft Office to write police reports, send email, create presentations, and create Excel spreadsheets and graphs. One license is required to operate one machine and volume licenses are required to operate numerous. Currently, the Police Department has approximately seventy-five (75) volume licenses for the correct version of Microsoft Office and is in need of fifty (50) additional to satisfy several upgrades to our email system and work stations.
ANALYSIS/DISCUSSION
Microsoft Office is the standard used for the continuity in operation and communication amongst all government and business facilities. Microsoft is no longer supporting the old 2007 version. Current volume licenses are required to operate the Microsoft Office suite. The Rialto Police Department is in the process of updating all our machines to Windows 10. This will require a newer version of Microsoft Office than what the department currently has so the requested fifty (50) volume licenses will replace all current licenses.
On October 8, 2019 the bid process was closed. A total of four hundred sixty-three (463) requests for proposals (RFP's) were sent out for this project with six (6) being received by the due date.
Pursuant to Section 2.48.110, subsections B, C, D and E of the Rialto Municipal Code, Staff recommends approval of the bid through Crayon Software. Crayon Software Experts LLC is able to provide the required fifty (50) Microsoft Office Pro Plus Volume Licenses at the lowest price.
Prices are shown in the table below and the bid abstract is attached.
VENDOR
LOCATION
NO. OF LICENSES
BID AMO...
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