Title
Microsoft Enterprise Agreement Software Licensing Renewal
History
The Village's existing Microsoft Enterprise Agreement purchased through Dell Enterprise expires at the end of September 2025. The Board of Trustees approved the existing three-year Microsoft Enterprise Agreement in September of 2022, which was subsequently signed in October 2022. Staff reviewed the current licensing agreement and are keeping a majority of the licenses as they were in the previous agreement, minus a couple of alterations. It is recommended that we add additional Project licenses so the Village can terminate Smartsheet licensing. In addition, staff is recommending purchasing a quantity of ten (10) CoPilot licenses for proof of concept and to test the utilization of AI. If the CoPilot evaluation is successful, additional licenses will be requested at a later date. Staff solicited quotes from three (3) vendors CDW-G (ATTACHMENT A), Dell Technologies - Omnia Partners (ATTACHMENT B), and Insight Public Sector - OMNIA Partners (ATTACHMENT C), who offered cooperative purchase contract pricing.
Insight had the lowest pricing of the three quotes, at $272,989.07 annually and $818,961.21 total over the three-year term. Dell had the second lowest cost at $273,129.24 annually and $819,387.72 total over the three-year term. The difference between lowest bid and the second lowest bid is $142.17 per year or $425.51 over the three-year term. Please refer to ATTACHMENT D for a detailed vendor pricing comparison. As staff has been happy with Dell’s service on the contract over the past three years and the cost difference is minimal, staff is recommending that the second lowest proposer be awarded the Microsoft renewal contract. Staff recommends the Village renew the three-year Microsoft Enterprise Agreement through Dell Enterprise utilizing the Omnia Partners Co-Op.
This item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial ...
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