HomeMy WebLinkAbout5.F.6. Microsoft License Renewal
City of Shakopee 5 P: 0.
Memorandum
TO: Mayor & City Council CONSEr~T
Mark McNeill, City Administrator
FROM: Carrie Duckett, Information Technology Coordinator
SUBJECT: Microsoft License Renewal
DATE: May 31,2007
Introduction
The Council is asked to authorize renewing the City's service agreement for its Microsoft
Software at a cost not to exceed $35,000.
Background
The City currently utilizes Microsoft Software on II servers, 166 desktop computers, 170 e-mail
accounts, 166 Office Suites, and other database intensive software applications. Although these
are the current numbers it is not uncommon to add systems throughout the year with new
projects, new hires, etc. Microsoft Software Assurance (SA) is required in order to stay
compliant with our Microsoft licenses.
Microsoft SA is a maintenance program that provides us with a variety of benefits, including
deployment planning, stafftraining, product support, and software upgrades. It allows the City
to stay current with the continually changing Microsoft products and helps IT staff minimize
downtime by providing phone support 24 hours a day and web support during regular business
hours.
Without SA, software upgrades and maintenance would not be available. When future upgrades
are required, Microsoft licenses would have to be purchased at a much greater cost. This would
limit the City's ability to keep up-to-date with the most current software, which is utilized by
City employees on a day-to-day basis.
Budget Impact
We currently have an invoice for $13,780.52, which represents the first installment on this
renewal. The total cost for the renewal is expected to be between $34,000 and $35,000. This is
somewhat more than was budgeted for in the 2007 IT budget, but can be accommodated through
careful management of other IT expenditures.
This is an annual cost that is set by Microsoft and based on the number oflicenses we have.
Requested Action
The Council is asked to authorize appropriate city staffto renew our Microsoft License Service
Agreement for 2007 at a cost not to exceed $35,000 from the IT budget.