REPORT TO COUNCIL
SUBJECT
Title
Action on Microsoft Enterprise Agreement and Enrollment with Dell Marketing, LP, for Microsoft Office 365 Software and Enterprise Licenses
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The County of Riverside ("Riverside") administers a cooperative Microsoft Enterprise License Agreement on behalf of State and Local public agencies throughout California. Pursuant to City of Santa Clara City Code Section 2.105.290(b)(3), the City leverages Riverside's Request for Quotes process and the resulting cooperative agreement to take advantage of volume discounts for which the City would not otherwise qualify. The City utilizes Microsoft software for productivity, collaboration, cyber security, and mission critical applications. The City's current enrollment expires on April 30, 2021.
The Enterprise Agreement allows for a simplified, annual true-up process to account for increases in user count at pre-negotiated discount prices. In addition to helping to minimize software costs, the Enterprise Agreement also simplifies the City's license tracking and compliance management as well as helps to ensure the City adheres to Microsoft's extensive "proof of license" requirements.
To prepare for our Enterprise Agreement renewal, staff has performed an extensive audit of our systems and collaborated with each department to determine the licensing needs of our systems and users. We also worked closely with Microsoft to understand the current licensing requirements which have and continue to evolve on an ongoing basis.
Riverside conducted a new Request for Quotes in 2019 and awarded Participating Agreements to a new pool of eight Microsoft Licensing Solution Providers pursuant to the terms and conditions of the Enterprise Agreement.
DISCUSSION
In February 2021, a competitive Request for Bids (RFB) was published on the City's bid notification system for Microsoft Office 365 and Enterprise ...
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