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Item 4I - SHI Government Solutions, Microsoft LicensesM E M O R A N D U M January 19, 2021 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Subject: Item 4I: Approve the purchase of software and support services from SHI Government Solutions for Microsoft Licenses in an amount not to exceed $123,000. Action Requested: Approve the purchase of software and support services from SHI Government Solutions for Microsoft Licenses in an amount not to exceed $123,000. Background Information: The City implemented Microsoft Office 365 during the 2020 fiscal year. It is currently used to provide email, calendar, storage, virtual meeting platform, and other Microsoft applications to the City. 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 2021 fiscal year budget approved $123,000 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. Alternatives: The alternative to approving Microsoft Licenses would be to seek alternative electronic communication services. This will impact operations and customer service. Honorable Mayor and City Council Page 2 of 2 Supporting Documents: Quote Staff Recommendation: Staff recommends approving item as proposed. Hi, Below is the quote for the products you have requested. Please send all new requests to texas@shi.com. If you have any questions regarding this quote, feel free to contact me at Jeff_Rosen@SHI.com. Regards, Jeff Pricing Proposal Quotation #: 19881175 Description: Microsoft EA - 59891626 - Year 2 Payment Created On: Jan-05-2021 Valid Until: Feb-28-2021 CITY OF SOUTHLAKE Senior Inside Account Manager Kodi Wilder Phone: 8177488286 Fax: Email:kwilder@ci.southlake.tx.us Jeff Rosen 3828 Pecana Trail Austin, TX 78749 Phone: 800-870-6079 ext 8686150 Fax:(512)732-0232 Email:Jeff_Rosen@shi.com Click here to order this quote All Prices are in US Dollar(USD) Product Qty Your Price Total 1 O365E1 ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part#: T6A-00024 Contract Name: Microsoft Software VAR Contract #: DIR-TSO-4092 Coverage Term: Mar-01-2021 – Feb-28-2022 210 $78.60 $16,506.00 2 O365E3 ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part#: AAA-10842 Contract Name: Microsoft Software VAR Contract #: DIR-TSO-4092 Coverage Term: Mar-01-2021 – Feb-28-2022 290 $216.12 $62,674.80 3 O365E5 ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part#: SY9-00004 Contract Name: Microsoft Software VAR Contract #: DIR-TSO-4092 Coverage Term: Mar-01-2021 – Feb-28-2022 100 $374.28 $37,428.00 4 VisioOnlnP2 ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part#: N9U-00002 Contract Name: Microsoft Software VAR Contract #: DIR-TSO-4092 Coverage Term: Mar-01-2021 – Feb-28-2022 18 $138.48 $2,492.64 5 PwrBIPro ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part#: NK4-00002 Contract Name: Microsoft Software VAR Contract #: DIR-TSO-4092 Coverage Term: Mar-01-2021 – Feb-28-2022 25 $92.28 $2,307.00 Total $121,408.44 Additional Comments 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, Quote Number, 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 Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations. The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under that applicable line item.