The Village uses Microsoft desktop, server and office productivity applications extensively throughout the organization. This includes Office365 which comprises of Microsoft Exchange Online Email, Teams, OneDrive, Sharepoint, Word, Excel, PowerPoint, Access and other applications.  These applications increase the efficiency of staff and provide standardization of computer deployments.  The Village pays for these products and services through a Microsoft Enterprise Agreement.  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. 

The Microsoft Enterprise Agreement was initially signed in March 2012, renewed in 2018 and was renewed again in March 2021.  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 401-0601-550150 project string EQ0103-EQUIP-OPSIT.

RECOMMENDATION:

It is recommended that the Village Board authorize Village staff to execute the renewal agreement with Dell Marketing, Round Rock, TX. in the amount of $103,760.45.