The Microsoft Enterprise Agreement initially signed in March 2012, renewed in 2018 is subject to renewal again in March 2021.

The Village uses Microsoft desktop, server and office productivity applications extensively throughout the organization. This includes Office 365 which comprises Microsoft Teams, OneDrive Word, Excel, PowerPoint and Access. These applications increase the efficiency of staff and provide standardization of computer deployments. The Enterprise Agreement preserves the right to deploy new versions of licensed products as they are released by Microsoft. In addition, the Agreement enables the Village to host email services in the Microsoft Government Cloud environment that provides premier disaster recovery capabilities.

Under this year’s renewal agreement, the Village will be entitled to continue with software upgrades, maintenance and support for all Microsoft software and during the three-year term of the agreement.

Dell holds the Illinois State Master Contract as the Microsoft large account reseller (Contract# CMT1176800) and thereby offers the lowest cost for Microsoft products. 

Funds are available and have been budgeted in I.T. account #401-0601-572-5015  EQ0103. 

Payment Schedule:

1st Year                            2nd Year                           3rd Year

$84,411.82                     $84,411.82                     $84,411.82 

RECOMMENDATION

It is recommended that the Village Board waive competitive bidding requirements and authorize the Village staff to enter into a three-year agreement with Dell Marketing, Round Rock, TX. for $253,235.45, to be paid annually in the amount of $84,411.82.  Funds for this project are budgeted annually.