HomeMy WebLinkAbout5.F.4. Microsoft License RenewalCity of Shakopee
Memorandum
TO: Mayor & City Council
Mark McNeill, City Administrator
FROM: Carrie Duckett, Information Technology Coordinator
SUBJECT: Microsoft License Renewal
DATE: March 28, 2011
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Introduction
The Council is asked to authorize renewing the City's service agreement for its Microsoft
Software at a cost of $32,026.16.
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Background
The City currently utilizes Microsoft Software on 15 servers, 166 desktops, 166 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 Enterprise Agreement (EA) is required in order to stay compliant with our
Microsoft licenses.
Microsoft EA is a maintenance contract 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 allows our IT infrastructure
to adapt and grow with the City's evolving needs.
Without EA, 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 of the renewal is $32,026.16. This is a set annual cost for each year of our 6 year
Microsoft EA agreement. This is a routine and budgeted item. It is being brought before the
Council only because of the dollar amount of the purchase.
Requested Action
The Council is asked to authorize appropriate city staff to renew our Microsoft License Service
Agreement through SHI for an amount not to exceed $32,030 from the IT fund.