To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Andy Novak, Technology Operations Manager
Title
Resolution Approving the Renewal to the Microsoft Enterprise Agreement Between the Town of Castle Rock and Microsoft Corporation
Body
________________________________________________________________________________
EXECUTIVE SUMMARY
Staff requests approval of a resolution (Attachment A) approving the three-year renewal of the Microsoft Enterprise Licensing Agreement (ELA Agreement) with Microsoft Corporation through its reseller CDW Government, LLC (“reseller”), attached as Exhibit 1, and a three-year renewal to the Enterprise Agreement and Enterprise Enrollment with Microsoft, attached as Exhibits 2 and 3. A competitive bid process was completed, receiving quotes from four resellers, with CDW-G being the lowest bid received.
The Town exclusively uses Microsoft products as an operating system and application standard for all computers and servers. By renewing the current ELA Agreement, Enterprise Agreement and Enterprise Enrollment with Microsoft for an additional three years, the Town will be able to continue its operations and make software upgrades to integrate with other applications and improve productivity, security measures, stability and interoperability.
The Town’s current ELA Agreement with Microsoft expires on May 31, 2025. With the execution of this three-year renewal, the term will renew every year on May 31 until it expires on May 31, 2028, with a true up of licensing as necessary.
BUDGET IMPACT
The total cost of this ELA over the three-year term is $1,115,002.62 ($371,667.54 annually), and the costs will be allocated to each department as indicated in Exhibit 6.
STAFF RECOMMENDATION
Staff recommends approval of the three-year Microsoft Enterprise Licensing Agreement with CDW-G for a budgeted total of $1,115,002.62.
Proposed Motion:
“I move to approve the Resolution as introduced by title”
ATTACHMENTS:
Attachment A: Resolution 2025-XX
Exhibit 1: CDW-G Town of Castle Rock 2025 M365 Enterprise Licensing Agreement
Exhibit 2: Microsoft Enterprise Agreement
Exhibit 3: Microsoft Enterprise Enrollment
Exhibit 4: Signature Form
Exhibit 5: Microsoft Previous Enrollment/Agreement Form
Exhibit 6: Microsoft costs 2025