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Home My WebLink About061126-AD3 - General - Contract - MicrosoftMM Microsoft CSC No. 61126-AD3 Volume Licensing Enterprise Update Statement Enterprise Agreement Number 4942672 Enrollment Number 76578263 Company Name City of Fort Worth In accordance with the terms of entity's Enterprise Agreement and Enrollment, a true -up order must be submitted for each Enrollment's anniversary (including at Enrollment expiration and prior to any renewal) to account for License quantity increases for: a. Qualified Desktops/Devices or Qualified Users b. Online Services (where permitted) c. Previously ordered Additional Products d. Products included in the Server and Cloud Enrollment or Enrollment for Core Infrastructure e. Products included in the Enrollment for Application Platform. Products selected with the three year true -up option must place the true -up order only upon enrollment expiration and prior to renewal. If entity has ordered any additional quantities since its last Enrollment anniversary, this annual true -up order is still required. Entity must submit an Enterprise Update Statement for each anniversary when there has been no increase in required License quantities as described above. ❑x In checking this box, entity confirms that under the above referenced Enrollment, there has been no increase in the number of required Licenses not already ordered in a prior placed True Up Orders. Entity understands that it is the responsibility of the entity to ensure that all licenses installed are used according to the Enterprise Agreement and Enrollment referenced above. Select applicable year for this Update statement: 2 Name of Entity* Citv of Fort Worth Signature* AMA- 64— DlanF,a Giordano (Apr 24, 202614:23:59 CDT) Printed Name* Dianna Giordano Printed Title* Assistant City Manager Signature Date* 04/24/2026 * indicates required fields OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX EAU niversaIUpdateStatement(M)(ENG)(Ju12015) Page 1 of 1 [Executed effective as of the date signed by the Assistant City Manager above.] / [ACCEPTED AND AGREED:] CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: Name: Title: Kevin Gunn Director, IT Solutions Approved as to Form and Legality: By. Candace Pagliara (Apr 23, 202613' S4 CDT) Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization: M&C: 24-0138 Approval Date: 02/27/2024 Form 1295: 2023-1107135 Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: �&P.'- Name: Jeff Park Title: Sr. IT Solutions Manager ao p>ZnIl City Secretary: di M.;ko' Fg Quo o=°a A .�i1�1 ��aCn nEaa5a4a By: Name: Jannette Goodall Title: City Secretary OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX ACITY COUNCIL AGEND Create New From This M&C FORT VORT11 REFERENCE **M&C 24- 04MICROSOFT EA DATE: 2/27/2024 NO.: 0138 LOG NAME: COOPERATIVE PURCHASE AGREEMENT SHI CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL) Authorize the Execution of a Cooperative Purchase Agreement with SHI Government Solutions, Inc. for Microsoft Software, Licenses, Maintenance, and Related Services in an Annual Amount Up to $2,915,000.00 for Year One, $3,206,500.00 for Year Two, and $3,527,150.00 for Year Three and Authorize an Amendment to City Secretary Contract (CSC) 57566 with Microsoft Corporation for Unified Enterprise Support Services in the Annual Amount of $225,000.00 with Up to a 10% Annual Increase and Renewal Options for the Information Technology Solutions Department RECOMMENDATION: It is recommended that the City Council authorize the execution of a cooperative purchase agreement with SHI Government Solutions, Inc. for Microsoft software, licenses, maintenance, and related services in an annual amount up to $2,915,000.00 for year one, $3,206,500.00 for year two, and $3,527,150.00 for year three and authorize Authorize an amendment to City Secretary Contract (CSC) 57566 with Microsoft Corporation for Unified Enterprise Support Services in the amount of $225,000.00 with up to a 10\% annual increase and renewal options for the Information Technology Solutions Department. DISCUSSION: This Mayor and Council Communication (M&C) is to request authorization to execute a cooperative purchase agreement with SHI Government Solutions, Inc. (SHI) using Texas Department of Information Resources (DIR) DIR-CPO-5237 in an annual amount up to $2,915,000.00 for year one, $3,206,500.00 for year two, and $3,527,150.00 for year three. This M&C also requests authorization to amend City Secretary Contract (CSC) 57566 with Microsoft Corporation (Microsoft) using DIR-CPO- 4911 for an annual amount of $225,000.00, with up to a 10\% annual increase and renewal options. The Information Technology Solutions Department (ITS) will use the agreement with SHI to purchase Microsoft software licenses, maintenance, and related services for desktops, laptops, tablets, smartphones, servers, and databases under a Microsoft Enterprise Agreement (EA) for the foundation Microsoft products used by most City employees. Significant benefits under this Microsoft EA include consistent software availability regardless of the device type, fast deployment, and broad management controls. There are 4 separate agreements represented, CFW Enterprise, CFW Water, CFW Library (under a non-profit agreement), and the Unified Support agreement. ITS will use the Microsoft CSC 57566 amendment to purchase Unified Enterprise Support Services for all Microsoft products for a one-year period beginning April 1, 2024 through March 31, 2025. Annual amounts for each Microsoft agreement and Unified Enterprise Support Services are listed below. Microsoft EA Licensing Three -Year Term SHI Government Solutions DIR-CPO-5237 CFW Enterprise Water IT Library Total (Non -Profit) Year 1 $ 2,750,000.00 $ 100,000.00 $ 65,000.00 $ 2,915,000.00 Year 2 $ 3,025,000.00 $ 110,000.00 $ 71,500.00 $ 3,206,500.00 Year 3 $ 3,327,500.00 $ 121,000.00 $ 78,650.00 $ 3,527,150.00 Microsoft Unified Enterprise Support Services Microsoft DIR-CPO-4911 Unified Enterprise Support April 1, 2024 through March 31, 2025 $225,000.00 COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a cooperative purchase agreement satisfies State laws requiring that the local government seek competitive bids for purchase of the item. Cooperative contracts have been competitively bid to increase and simplify the purchasing power of local government entities across the State of Texas. SUCCESSOR CONTRACTS: The City will initially use the DIR contracts to make purchases authorized by this M&C. In the event a DIR cooperative contract is not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a valid cooperative contract. If the City Council were to not appropriate funds for a future year, staff would stop making purchases when the last appropriation expires, regardless of whether the then -current purchase agreement has expired. In the event a DIR cooperative agreement is not extended, but DIR executes a new cooperative agreement with substantially similar terms, this M&C authorizes the City to purchase the goods and services under the new DIR contract. If this occurs, in no event will the City continue to purchase goods and services under the new agreement for more than four (4) years without seeking Council approval. BUSINESS EQUITY: A goal is not assigned when purchasing from an approved purchasing cooperative or public entity. ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERM: Upon City Council's approval and execution of the cooperative purchase agreement with SHI and execution of the CSC 57566 contract amendment with Microsoft, the initial term of the agreements will become effective once executed by the Assistant City Manager and will expire in accordance with the respective DIR cooperative contracts with options to renew. RENEWAL OPTIONS: The agreements may be renewed for up to four (4) one-year renewal terms, in accordance with the underlying cooperative agreement, at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal period. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating & capital budgets, as previously appropriated, in the Info Technology Systems Fund and the ARPA ITS Initiatives project within the Grants Cap Projects Federal Fund, to support the approval of the above recommendation and execution of the agreements. Prior to an expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. TO [�t Department Account Project Program Activity Budget Reference # ID ID Year (Chartfield 2) Amount FROM Fund 1 Department Account Project Program Activity Budget Reference # Amount 1 ID ID Year (Chartfield 2) Submitted for City Manager's Office by_ Originating Department Head: Additional Information Contact: ATTACHMENTS Mark McDaniel (6316) Kevin Gunn (2015) Sallie Trotter (8442) 04MICROSOFT EA COOPERATIVE PURCHASE AGREEMENT SHI funds availability_pdf (CFW Internal) FID Table Microsoft EA-SHI 2024.XLSX (CFW Internal) Form 1295 2023-1107135.pdf (CFW Internal) FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: SHI Government Solutions, Inc. Subject of the Agreement: Third Addendum to CSC No. 61126 with SHI Government Solutions, Inc. M&C Approved by the Council? * Yes 8 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No ❑ CSC 61126-AD3 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 8 If unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 8 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If different from the approval date. Expiration Date: 03/31 /2027 If applicable. Is a 1295 Form required? * Yes 8 No ❑ *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 8 No ❑ Contracts need to be routed for CSO processing in the following order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.