TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 19, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authorization to enter into an agreement with Microsoft, under the State of Illinois Master Microsoft Enterprise Agreement (CMS6926470) for Microsoft Software and Software Maintenance for a three-year period
Body
Dear Sir:
Authorization is requested to enter into an agreement with Microsoft, under the State of Illinois Master Microsoft Enterprise Agreement (CMS6926470). The District has the ability to participate in State of Illinois (State) Contracts 4010653 under the Government Joint Purchasing Act, 30 ILCS 525/0.01 et.seq.
Microsoft provides volume pricing levels on all product pricing to the State of Illinois under the established Illinois Master Microsoft Enterprise Agreement (CMS6926470). Under the terms of the agreement, other public sector agencies have the right to enroll in an agreement with Microsoft under the State of Illinois Enterprise Agreement and may start their own three-year agreement term upon entering into the Enterprise Agreement. Enrollees then have the ability to take advantage of procuring Microsoft products at the maximum Select Agreement discount level “D” for all three product pools: Applications, Systems, and Server. By enrolling under the State of Illinois Master Microsoft Agreement, the District will benefit from being able to take advantage of a larger volume purchase discount and the ability to spread license payments over the term of the agreement.
The District’s current enrollment under the Illinois Master Microsoft Enterprise Agreement expires November 30, 2015. Renewal of enrollment would extend the District’s participation in the Illinois Master Agreement through November 30, 2018.
Since Microsoft uses resellers rather than selling directly, the District will be using the reseller awarded the State of Illinois Master Contract for Purchase of Microsoft products (LAR) (Large Account Resellers) (CMS6945110). The request to issue a purchase order to the State’s selected Microsoft reseller has been submitted in a separate Board letter.
Microsoft software is used by the District for operating systems for servers/workstations and for many application programs. It is essential that these programs be covered under a continuous software maintenance program in order to take advantage of lower costs, version upgrades, patches, and security enhancements.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to enter into an agreement to participate in the State of Illinois Master Microsoft Enterprise Agreement (CMS6926470) for a three-year period.
No funds are required to enter into an agreement with Microsoft, under the State of Illinois Master Microsoft Enterprise Agreement (CMS6926470) for Microsoft Software and Software Maintenance for a three-year period.
Requested, John Sudduth, Director of Information Technology, JS:BVS:bvs
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for November 19, 2015