HomeMy WebLinkAbout7. Microsoft License Renewal
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City of Shakopee
Memorandum
ADD-ON
TO: Mayor & City Council
Mark McNeill, City Administrator
FROM: Carrie Duckett, Information Technology Coordinator
SUBJECT: Microsoft License Renewal
DATE: March 24, 2009
Introduction
The Council is asked to authorizerenewing the City's service agreement for its Microsoft
Software at a cost of $30,000.
Background
The City currently utilizes Microsoft Software on 15 servers, 166 desktops, 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, staff training, 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
The cost ofthe renewal is $30,000. These funds will be taken from budgeted IT funds. Note
that if the approval for renewal is not given before March 26, 2009, the service agreement
renewal price goes to $37,918. Therefore, it is in the City's best interests to renew at the
March 24th City Council meeting.
This is an annual cost that is set by Microsoft and based on the number of licenses we have.
Requested Action
The Council is asked to authorize appropriate city staff to renew our Microsoft License Service
Agreement through SRI for an amount not to exceed $30,000 from the IT budget.