Title
Consider approving Resolution No. 2013-080 authorizing the City Manager to enter into a Microsoft Enterprise Software License Agreement and take appropriate action.
Body
BACKGROUND:
The City utilizes Microsoft Windows operating system and Microsoft Office suite in its daily operations. In addition, Microsoft SQL databases and servers are being used to run many of the systems and tools utilized by City Administration and the public. Some of these systems include: Vision Public Safety CAD/RMS, SunGard Financial System and LaserFiche Document Management System.
In the past, the City has made one time purchases of Microsoft software, typically as a single use license. Since this procurement model does not allow for upgrades, new software purchases have to be made each time the City needs to upgrade to a newer version. The requirement to make a large software purchase every few years delays necessary upgrades. This creates challenges for Information Services having to handle inherent support and compatibility issues associated with supporting multiple versions of software, some of which are obsolete. Having multiple versions, purchased at various times makes license compliance challenging.
DISCUSSION:
City Administration evaluated various purchasing options and concluded that the most effective and economical model for the City is to enter into a multi-year agreement with Microsoft to provide software licenses at an enterprise level, rather than managing individual software licenses. This type of agreement, known as an Enterprise Agreement, allows the City to purchase perpetual rights to the licenses and in essence pay annual maintenance fees (Software Assurance), which is very similar to how the City handles other software packages, such as the Vision CAD/RMS system utilized by the Police and Fire Departments or the SunGard/HTE Financial package utilized city wide.
Participating in the Enterprise Agreement allows the City to rece...
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