Legislative Public Meetings

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File #: 22-0951   
Type: Report to Council Status: Passed
Meeting Body: City Council
On agenda: 9/27/2022
Title: Authorize the City Manager to Execute an Agreement with the California Department of Technology for the Purchase of Microsoft Online Subscription Services (F23-025)
Attachments: 1. CDT Agreement, 2. Crayon Agreement with CDT, 3. Crayon Pricing Qoute for Term of Agreement
REPORT TO COUNCIL

SUBJECT
Title
Authorize the City Manager to Execute an Agreement with the California Department of Technology for the Purchase of Microsoft Online Subscription Services (F23-025)

Report
REPORT IN BRIEF
Approval is requested to authorize the City Manager to execute a three year and four-month Agreement with the California Department of Technology for Microsoft online subscription services in an amount not-to-exceed $2,034,910 and approve a 9.8% contingency in the amount of $200,000.

EXISTING POLICY
Pursuant to Section 2.08.040 (d) of the Sunnyvale Municipal Code (SMC), Council approval is required for the procurement of goods and/or services greater than $250,000 in any one transaction.

Further, SMC section 2.08.220 (b) authorizes the Purchasing Officer to participate in a cooperative agreement for the procurement of goods and/or services publicly solicited by another governmental, public or quasi-public entity.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

BACKGROUND AND DISCUSSION
On September 20, 2016, Council approved the implementation of Microsoft Office 365 (O365), which provided the City with traditional technology tools such as email, calendaring, collaboration, instant messaging, and video conferencing (RTC No. 16-0903). Licensing was authorized through the issuance of a purchase order for a three-year subscription for Microsoft Office O365 (RTC No. 16-0933). Subsequently, licenses were authorized through a contract for Microsoft Enterprise Agreement Licenses with SHI International Corp. (RTC No. 19-0939). The current enterprise agreement is expiring on October 31, 2022.

Staff is recommending procuring subscriptions via an Enterprise A...

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