To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Jenn Jaeger, CTO
Title
Resolution Waiving Formal Written Bidding Requirement On the Basis of Sole Source for Services Performed by Microsoft Corporation for Software Upgrades and Approving a Service Agreement
Body
________________________________________________________________________________
Executive Summary
Staff requests approval to renew our 3-year Enterprise Licensing Agreement (Attachment A) with Microsoft through the State of Colorado Government reseller, CDW-G, and an Enterprise Agreement and Enrollment with Microsoft (Exhibit 1 & 2). The previous Enrollment Agreement has been provided (Exhibit 5) to confirm our renewal.
The Town exclusively uses Microsoft products as an operating system and application standard for all computers and servers. The ELA provides software upgrades to improve productivity, integration with other applications, current security measures and more stability and effective interoperability. Our current ELA agreement with Microsoft expired on May 31, 2022. The Town has been provided a grace period until cost allocations were created by the Finance department. Each year the Town is responsible for the costs associated with adding licenses (annual true-up) (Exhibit 4), and those costs will be expensed to the ordering department.
Budget Impact
The total cost of this ELA over the 3-year term is $507,721.92 ($169,240.64 annually), and is cost allocated to each department, as shown in Exhibit 6.
Staff Recommendation
Staff recommends approval of the 3-year Microsoft Enterprise Licensing Agreement with the State of Colorado Government reseller, CDW-G for a budgeted total of $507,721.92.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternative Motions
“I move to approve the resolution as introduced by title, with the following conditions: (list conditions).
“I move to continue this item to the Town Council meeting on _____ date to allow additional time to (list information needed).”
Attachments
Attachment A - CDW-G 3-year Enterprise Quote
(Town of Castle Rock EA June 2022 Final Version July 6, 2022.pdf)
Exhibit 1 - Enterprise Agreement
(Enterprise Agreement.docx)
Exhibit 2 - Enterprise Enrollment
(Enterprise Enrollment (Indirect).docx)
Exhibit 3 - Signature Form
(Signature Form.docx)
Exhibit 4 - Enterprise Update Statement - Annual True Up
(Town of Castle Rock_ztu.docx)
Exhibit 5 - Previous Enrollment Agreement
(Previous EnrollmentAgreement Form.docx)
Exhibit 6 - Cost Allocation schedule
(Copy of ms ela costs july 2022 KS EDITS FINAL.xlsx)
Exhibit 7 - Sole Source