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Item 4G - SHI Government Solutions, Microsoft LicensesCITY OF SOUTHLAKE MEMORANDUM February 18, 2020 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Subject: Item 4G: Approve the purchase of software and support services from SHI Government Solutions for Microsoft Licenses in an amount not to exceed $90,000. Action Requested: Approve the purchase of software and support services from SHI Government Solutions for Microsoft Licenses in an amount not to exceed $90,000. Background Information: The City currently utilizes G Suite Business Licenses to provide email, calendar, and other Google applications to the City. In an effort to consolidate processes and maintenance, reduce cost, as well as increase security, the Information Technology department is recommending migrating from Google Applications to Microsoft Office 365 for email, cloud - based applications, and storage. Approving this expense allows the City to ensure critical communication services are reliable and easily accessible, as well as the advantage of utilizing the latest technology that Microsoft provides for performance enhancing features. Financial Considerations: The 2020 fiscal year budget approved $119,000 for this software. Strategic Link: This agenda item is linked to the Southlake Strategy Map through the following objectives: • B6 Optimize the use of technology • B4 Provide high quality services through sustainable business practices Citizen Input/ Board Review: No requirement exists to review the purchase with citizens or boards. Legal Review: No requirement exists to review the purchase with the City Attorney. Honorable Mayor and City Council Page 2 of 2 Alternatives: The alternative to approving Microsoft Licenses would be to seek alternative electronic communication services. This will impact operations and customer service. Supporting Documents: Quote Staff Recommendation: Staff recommends approving item as proposed. Government gat ution CITY OF SOUTHLAKE Kodi Wilder Phone:8177488286 Fax: Email: kwilder@ci.southlake.tx.us Click here to order this quote All Prices are in US Dollar(USD) Product 1 0365E1 ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part#: T6A-00024 Contract Name: Microsoft Software VAR Contract #: DIR-TSO-4092 Note: Year 1 of 3 2 0365E3 ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part#: AAA -10842 Contract Name: Microsoft Software VAR Contract #: DIR-TSO-4092 Note: Year 1 of 3 3 0365E5 ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part#: SY9-00004 Contract Name: Microsoft Software VAR Contract #: DIR-TSO-4092 Note: Year 1 of 3 Additional Comments Service Level Agreements: Pricing Proposal Quotation #: 18403011 Description: MS NEW EA (Commerical Skus) Created On: Feb -03-2020 Valid Until: Feb -28-2020 Inside Account Manager Jonathan Gaudet 1301 S. MoPac Expressway, Suite 375 Austin, TX 78746 Phone: (800) 870-6079 Option 2 Fax: 512-732-0232 Email: Jonathan_Gaudet@shi.com Qty Your Price Total 170 $78.60 $13,362.00 250 $216.12 $54,030.00 60 $374.28 $22,456.80 Total $89,848.80 1. Quotes: Quote requests will be acknowledged within 4 business hours of each request. Under normal circumstances, quotes will be provided within 24-48 hours of the initial request. If quotes will take longer than this timeframe, status updates will be provided at reasonable intervals. 2. Orders: All valid orders will be processed within 24 hours. 3. Contract Documents: All submissions will be reviewed and responded to within 24 business hours. Actual processing time will vary based on quality and complexity of the submission. Thank you for choosing SHI-GS! The pricing offered on this quote proposal is valid through the expiration date set above. To ensure the best level of service, please provide End User Name, Phone Number, Email Address and applicable Contract Number when submitting a Purchase Order. SHI Government Solutions, Inc. is 100% Minority Owned, Woman Owned Business. TAX ID# 22- 3695478; DUNS# 14-724-3096 The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under that applicable line item.