R2017-125 Expenditure of City Funds to Renew Annual Microsoft Office 365 for 3rd Year Licensing Fulfillment CDW-G

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MANAGEMENT SERVICES DEPARTMENT MIS DIVISION Memorandum March 31,2015 MEMO TO: Honorable Mayor McElroy and City Council FROM: Timothy Gleason, City Manager Gerard J. Bauer,Management Services Director PKay Nuemberger, Systems Administrator SUBJECT: Microsoft Office 365(2013)Upgrade SUMMARY RECOMMENDATION: Staff recommends that City Council approve the attached resolution, authorizing the City Manager to execute an agreement with CDW-G, for Microsoft Office 365. BACKGROUND: The City has standardized on the Microsoft Office productivity software suite and has been utilizing Office 2007 for the past 6 years. Due to the recent expiration of mainstream support for the 2007 version, staff recommends the purchase of an upgrade to Office 2013 (also referred to as Office 365)utilizing a"subscription service" in place of a one-time license fee. Cost of the first year of the annual subscription for the City is$36,295.21. It should be noted that the City is evolving toward providing laptops and Apple iPads for staff in the field as a more efficient way of recording and doing business. There are now approximately 90 such City-owned devices in use. Additionally,staff increasingly utilizes in-home and hand-held personal devices to carry out City business. The subscription purchase of Office 365 would allow employees to use the product on as many as 5 different devices with a single license, which would thereby keep the City from having to purchase additional licenses for any user with more than one device. The quote received for this agreement is attached. The proposed vendor,CDW-G,has the Illinois Microsoft LAR agreement with Microsoft and therefore provides the lowest purchase price for this product. Staff recommends acceptance of the proposal from CDW- G for$36,295.21. POTENTIAL OBJECTIONS: None anticipated. INPUT FROM OTHER SOURCES: None. I