R2026-142 Resolution Authorizing Payment to CDW-G for Licensing and Use of Microsoft Products

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Council Memo Information Technology Department No. 2026-269 DATE: 7/6/2026 TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Melissa Hon, City Manager Travis Schanaman, Director of Information Technology SUBJECT: Resolution Authorizing Payment to CDW-G for Licensing and Use of Microsoft Products SUMMARY RECOMMENDATION: Staff recommends that the City Council approve the attached resolution, authorizing the City Manager or their designated alternate to pay for the continued use of Microsoft products. BACKGROUND: The City of Decatur is entering year three of a three-year contract with reseller CDW-G for the licensing of Microsoft products. This includes our use of Exchange (email services), Microsoft 365 (applications such as Word, PowerPoint, etc.),Audio conferencing(limited to MS Teams license), Power Automate, Power BI, and Visio. These products are in full use, and all licensing is 100%assigned to personnel within the city. LEGAL REVIEW: PRIOR COUNCIL ACTION: In FY2024 and FY2025, the City of Decatur executed years 1 and 2 of the license agreement with CDW with approval from the council. This item is also identified in the budget passed by the council for FY2026. POTENTIAL OBJECTIONS: None anticipated INPUT FROM OTHER SOURCES: None STAFF REFERENCE: Travis J. Schanaman, IT Director, (217)450-2236 BUDGET/TIME IMPLICATIONS: The total for this license renewal is$81,183 for 12 months to continue using licensed products,paid out of the IT Department's computer software budget. This item is 0.35%more than projected. As this is our final year under this agreement,the IT department will go to market via an RFP before June 2027 to identify pricing, current license offerings, and potential resellers. ATTACHMENTS: 1. Resolution Authorizing payment to CDW-G for licensing and use of Microsoft Products 2. Renewal Quote PXBN355