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Home My WebLink About4.F.4. Annual Microsoft License Renewal Consent Business 4. F. 4. Sl 1AKOPEE TO: Mayor and City Council Mark McNeill, City Administrator FROM: Raoul Boudreau, IT Coordinator DATE: 04/02/2013 SUBJECT: Annual Microsoft License Renewal (F) Action Sought The Council is asked to authorize renewing the City's service agreement for its Microsoft Software at a cost of $32,026.16. Background The City currently utilizes Microsoft Software on 15 servers, 166 desktops, 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. Attachments: Renewal Quote Please remit payment to: Invoice No. B00966�8� SHI International Corp P.O. Box 952121 Invoice date 2/28/2013 Dallas, or 75395 - 2121 Customer number 1006441 (Si* Wire information: Sales order S00236857 software.hardware.integration Wells Fargo Bank Federal tax ID: 22- 3009648 Wire Rt# 121000248 290 Davidson Ave. ACH Rt# 021200025 Finance charge of 1.5% per month will be charged on Somerset, NJ 08873 Account#2000037641964 past due accounts - 18 % /yr. Phone: 888 - 235 -3871 SWIFT Code: WFBIUS6S All returns require an RMA# supplied by your SHI Fax: 732- 805 -9669 Sales team. For W -9 Form, please visit www.shi.com/W9 Bill To MN CITY OF SHAKOPEE Ship To MN City of Shakopee 129 HOLMES STREET SOUTH 129 HOLMES STREET SOUTH ATTN: A/P 20962 SHAKOPEE, MN 55379 SHAKOPEE, MN 55379 United States United States 20962 /CARRIE DUCKETT Ship Date Salesperson Purchase Order Ship P P I I P Via I FOB I Terms 2/28/2013 Greg Rohleder /MS Orders 20962 UPS GROUND FOB DEST NET 30 Item No. Qty Qty Unit Extended Mfg Part No. Description Ordered Shipped Price Price 21024746 SysCtrCnfgMgrSvrALNG LicSAPk MVL 1 1 153.00 153.00 J3A -00167 Windows - Multiple Windows Platform All Languages Software Enrollment No.: 6873600 Agreement No.: 01E61724 Maintenance From date: 03/01/2013 Maintenance To date: 02/28/2014 20977620 SQLSvrStd ALNG LicSAPk MVL 1Proc 2 2 1,514.00 3,028.00 228 -03159 Windows - Multiple Windows Platform All Languages Software Enrollment No.: 6873600 Agreement No.: 01E61724 Maintenance From date: 03/01/2013 Maintenance To date: 02/28/2014 20977649 Microsoft Exchange Server - license & software 1 1 187.00 187.00 312 -02177 assurance Windows - Multiple Windows Platform All Languages Software Enrollment No.: 6873600 Agreement No.: 01E61724 Maintenance From date: 03/01/2013 Maintenance To date: 02/28/2014 20529742 Microsoft Office Professional Plus - license & SA 27 27 87.00 2,349.00 269 -05924 Windows - Multiple Windows Platform OtherLanguages Software Enrollment No.: 6873600 Agreement No.: 01E61724 Please remit payment to: SHI International Corp Invoice No. B00966181 P.O. Box 952121 Invoice date 2/28/2013 Dallas, TX 75395 - 2121 Customer number 1006441 4,1* Wire information: Sales order S00236857 software.hardware.integration Wells Fargo Bank Federal tax ID: 22- 3009648 Wire Rt# 121000248 290 Davidson Ave. ACH Rt# 021200025 Finance charge of 1.5% per month will be charged on Somerset, NJ 08873 Account#2000037641964 past due accounts - 18 % /yr. Phone: 888 - 235 -3871 SWIFT Code: WFBIUS6S All returns require an RMA# supplied by your SHI Fax: 732 - 805 -9669 Sales team. For W -9 Form, please visit www.shi.com/W9 Bill To MN CITY OF SHAKOPEE Ship To MN City of Shakopee 129 HOLMES STREET SOUTH 129 HOLMES STREET SOUTH ATTN: A/P 20962 SHAKOPEE, MN 55379 SHAKOPEE, MN 55379 United States United States 20962 /CARRIE DUCKETT 21021465 SharePoint Portal Server- L& SA 1 1 1,218.00 1,218.00 H04 -00232 Windows - Multiple Windows Platform All Languages Software Enrollment No.: 6873600 Agreement No.: 01E61724 Maintenance From date: 03/01/2013 Maintenance To date: 02/28/2014 21030797 Windows Server Standard- USA 15 15 198.00 2,970.00 P73 -00203 Windows - Multiple Windows Platform All Languages Software Enrollment No.: 6873600 Agreement No.: 01E61724 Maintenance From date: 03/01/2013 Maintenance To date: 02/28/2014 20529712 Microsoft Core CAL - license & software 166 166 48.00 7,968.00 W06 -00339 assurance Windows - Multiple Windows Platform OtherLanguages Software Enrollment No.: 6873600 Agreement No.: 01E61724 Maintenance From date: 03/01/2013 Maintenance To date: 02/28/2014 16689258 Microsoft Office Professional Plus - software 139 139 87.00 12,093.00 269 -05925 assurance OtherLanguages Software Enrollment No.: 6873600 Agreement No.: 01E61724 Maintenance From date: 03/01/2013 Maintenance To date: 02/28/2014 Sales Balance 29,966.00 Freight 0.00 Recycling Fee 0.00 Sales Tax 2,060.16 Total 32,026.16 Currency USD Page 2 of 2