The initial Microsoft Enterprise Agreement was approved in July 2003. This agreement allowed the city to standardize on the Microsoft Office Suite of products including Word, Excel, PowerPoint, Outlook and also Microsoft Server and Applications such as Windows Server, Exchange Email Server, SharePoint Intranet Server, and SQL Database Server. Virtualization has changed the way servers and desktops are licensed and the city has changed our license counts to reflect those changes.

The advantages of a Microsoft Enterprise Agreement are:

1. Standardization – all city computer users have a common set of software products that are widely used by both government and business in the region and across the globe.

2. License Management – Information Technology does not have to track individual copies of the Microsoft Office software. All city computers legally have a copy of the Microsoft Office Professional Suite. There is a provision for an annual “true-up” to add additional computers and servers.

3. Budget – The city has budgeted this operational expense for 3 years at the same amount and can anticipate a small 1 to 2 percent increase after fiscal 2015.

4. Upgrades – Microsoft releases new versions of the major Office and server suites every couple of years. By having the Enterprise Agreement, the city can take advantage of the new versions without additional expense. NRS Chapter 33.2 115(h) exempts computer software items from competitive bid. However, this purchase utilizes the joinder provision allowed under NRS 332.195 wherein the source contract quoted by En Pointe is one awarded by the State of Nevada and the Western States Contracting Alliance (WSCA). EnPointe Technologies has provided excellent services over the past 10 years. Staff recommends that the city exercise the agreement extension through the end of the State Contract in 2016.

The City Council could not approve the Microsoft Enterprise Agreement renewal and direct staff to pursue other alternatives.

I move that the City Council approve the Microsoft Enterprise agreement and authorize staff to finalize the purchase through EnPointe Technologies as outlined in the agenda item.