SUBJECT: Authorization to Utilize the Public Entity Agreement and a Five-Year Master License Agreement From the State of California Department of Technology for Microsoft Subscription Services With the Total Cost of the Agreement to be $895,455 and Authorization to Spend $223,864 Over the Duration of the Five-Year Agreement for Licenses, Additional Software, and Subscriptions REPORT IN BRIEF Approval to utilize the Public Entity Agreement and a Five-Year Master License Agreement from the State of California Department of Technology for Microsoft subscription services. The total cost of the agreement is $895,455 including associated administrative fees. Staff is requesting additional authorization to spend $223,864 over the agreement amount of $895,455 over the duration of the five-year agreement for additional licenses, software, and subscriptions. RECOMMENDATION City Council - Adopt a motion: A. Waiving the City’s competitive bid requirements as stated in Section 3.04.210 of the Merced Municipal Code; and, B. Authorizing the use of a five-year master license agreement with California Department of Technology, for Microsoft software subscription licensing; and, C. Authorizing the use of a Public Entity agreement with California Department of Technology; and, D. Authorizing the City Manager or Deputy City Manager to execute all necessary documents; and, E. Authorizing the Finance Officer to make necessary budget adjustments; and, F. Authorizing the City Manager or the Deputy City Manager to execute future contract amendments that do not exceed 125% of the total agreement value for the five-year duration of the agreement; and, G. Authorizing the Finance Officer to make necessity budget adjustments for future contract amendments; and H. Authorizing the Finance Officer to transfer any required funds to the PC Replacement Fund and appropriate to be used explicitly for encumbrances and expenditures of new software licenses or subscriptions during the agreement.

What this record is

Amount

$895K

Runs until

August 4, 2026 already ended calculated from the contract term stated in the record

Type

amendment

Field

Technology

Read automatically from the title of the official record. The source document below is authoritative.

Committee

City Council/Public Finance and Economic Development Authority/Parking Authority

Requested by

Information Technology Department

Introduced

August 4, 2021

On agenda

September 7, 2021

Passed

September 7, 2021