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Item Coversheet Page 1 of 2 <br /> in <br /> Information Technology <br /> DATE: 6/18/2018 <br /> MEMO: 2018-05 <br /> TO: Honorable Mayor Julie Moore Wolfe and City Council <br /> FROM: Tim Gleason,City Manager <br /> James Edwards,Director Information Technology Department <br /> SUBJECT: Microsoft Office 365 License Renewal <br /> SUMMARY RECOMMENDATION: Staff recommends that City Council approve the attached resolution,authorizing the City Manager <br /> to execute a three-year agreement with CDW-G for Microsoft Office 365 License Fulfillment. <br /> BACKGROUND: <br /> The City has standardized on the Microsoft Office 365 Productivity Software Suite and for the past nine years has utilized the <br /> Office 365 "subscription service"to license the products. Microsoft Office software plays a critical role with providing common <br /> everyday office based software used in carrying out City business. Many City Staff employees utilize more than one computer <br /> device where Microsoft Office product is required in their roles. This Office 365 subscription purchase allows individual <br /> employees to use the Office 365 product on as many as five different devices with a single license. The current agreement expires <br /> on June 30,2018. <br /> The quote received for this agreement is attached. The proposed vendor,CDW-G,has the Illinois Large Account Reseller(LAR) <br /> agreement with Microsoft for government entities and therefore provides the lowest purchase price for this product. Entering into <br /> a multi-year agreement through CDW-G under their LAR agreement represents a 17.58% discount over purchasing annually. <br /> Staff recommends acceptance of the three-year Office 365 licensing proposal from CDW-G totaling$119,034.48. <br /> PRIOR COUNCIL ACTION: <br /> POTENTIAL OBJECTIONS: None Anticipated <br /> INPUT FROM OTHER SOURCES: <br /> STAFF REFERENCE: James Edwards,IT Director,450-2236 <br /> BUDGET/TIME IMPLICATIONS: <br /> The agreed upon cost of$119,034.48 will be paid in three annual installments as follows: <br /> June 2018—Year one fulfillment—$39,678.16 <br /> June 2019—Year two fulfillment—$39,678.16 <br /> June 2020—Year three fulfillment—$39,678.16 <br /> Year one fulfillment totaling$39,678.16 will be paid from the approved FY2018 IT Department operating budget. <br /> ATTACHMENTS: <br /> Description Type <br /> Office 365 Resolution Letter lZeso]L16011 I.ettei• <br /> https:Hdecatur.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=1541 6/18/2018 <br />