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Agenda Item 15.

City Council Meeting

Meeting Date:	04/03/2018
FROM:	Bill Gallardo

Subject:

Purchase of Microsoft Exchange Licenses

RECOMMENDATION

Authorize the Purchasing Agent to issue a purchase order to CDW Government LLC (CDGW) in the amount of $34,434.96 for the purchase of Microsoft Exchange Licenses.

BACKGROUND/DISCUSSION

The City of Brea utilizes Microsoft Exchange as the organization’s email management software. Our Exchange Software was last upgraded in 2011, and will soon be three versions behind the latest version: Exchange 2016. Upgrading to the most current version will provide the organization with additional functionality and integration to the City’s Intranet. It will also streamline email management processes to improve efficiency for City IT staff; deliver additional layers of message protection for improved security against viruses and spam; and enable an upgrade to the Exchange email system.

Purchasing solicited bids for these Microsoft Exchange licenses and received three. After reviewing the bids for conformity to the bid submittal requirements, it was determined that all bids were non-responsive due to failure to provide either the required documents or rejection of the City's terms and conditions. Staff reviewed other publicly bid agreements and found that these licenses are available through a State of California contract. CDWG was awarded the State's Software Licensing Program for Microsoft Government Select Plus, which included the Microsoft Exchange licenses and they offered a price lower than the bids that were received.

Virtual Graffiti	$41,934.15	Bid Price
Coast to Coast Computer	$36,483.00	Bid Price
Dell Marketing	$34,617.38	Bid Price
CDWG	$34,434.96	State Contract Price

COMMISSION/COMMITTEE RECOMMENDATION

The Finance Committee reviewed staff's recommendation at their March 27, 2018 meeting and it was recommended for City Council approval.

FISCAL IMPACT/SUMMARY

Since CDWG was awarded a State contract for Microsoft licenses and offered a very competitive price, staff recommends issuing a purchase order to CDWG accordingly.

The City Council adopted Fiscal Year 2017-18 Budget has sufficient funding available for the requested amount for the first year purchase in the Administrative Services Department, Operations Expenditure Account 475-14-1471-4291.

RESPECTFULLY SUBMITTED:

William Gallardo, City Manager
Prepared by: Neil Groom, Procurement and Contracts Administrator
Concurrence: Cindy Russell, Administrative Services Director; Randy Hornsby, IT Manager

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