Title
Vote to approve a contract with Dell Technologies for the three year Microsoft enterprise governmental licensing for $275,081.52 per year
Abstract
Introduction & Background: Chatham County originally entered into an agreement with Microsoft for "enterprise licensing" in August of 2006. The goal was to standardize operating systems, server versions, MS Office applications, etc. As computer and network use remain essential across all County departments, so does the need to maintain standard, comprehensive and resilient licensing. We are requesting an upgrade of the agreement to governmental licensing for an additional 36 months from August 2025 through August of 2028.
Discussion & Analysis: MIS recommends upgrading the Microsoft Enterprise Agreement for the next 3 years through the NCPA Contract to Government licensing with Dell Technologies. Renewal allows for the continued use of all current software versions and all new versions that will be released during our agreement. This covers licensing for our desktop operating systems, standard MS Office applications, server operating systems, SQL database installations, Sharepoint, and Exchange for email. This agreement also allows us to make adjustments throughout the year to accommodate staffing changes without incurring additional fees each time. At the end of each year, if we have exceeded our license count, this agreement allows for a single annual ‘True Up’ which is a payment of a significantly reduced cost for additional licenses needed. Governmental licensing also guarantees all Chatham County data is stored within the contiguous United States.
How does this relate to the Comprehensive Plan: Providing for a standard computing environment is a cost effective approach to licensing. The easier management provides more effective resource utilization that enables changes to be applied as various County efforts across all departments are pursued. Overall, this provides a high degree of resilience in providing the response needed as the County grows and changes.
Budgetary Impact: This contract will be paid over three years. The pricing is $275.081.52/per year plus any additional licensing needed for True Up.
Recommendation/Motion: Motion to approve a contract with Dell Technologies for the three year Microsoft enterprise governmental licensing for $275,081.52 per year.