SR-101-003-04-02 (2)
CSMS2/ADMIN/SHARE/COMPUTER EQUIPMENT/MS OFFICE STAFF
REPORT.DOC
Council Meeting: May 2, 2000 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute
a Contract with ASAP Software for the Purchase of Microsoft Office
Software Licenses, Software License Upgrades, and License Tracking
Services over a Period of Three-Years in an Amount not to Exceed
$187,000.
INTRODUCTION
This report recommends that the City Council authorize the City Manager to negotiate
and execute a contract with ASAP Software for the purchase of Microsoft Office
software licenses, software license upgrades, and license tracking services for a period
of three years in an amount not to exceed $187,000.
BACKGROUND
Consistent with practice for governments and businesses with large computing
environments, the City developed a desktop computer equipment replacement program.
The program, now entering its fourth year, provides for the scheduled replacement of
computers, printers, and software on a three-year cycle. A study conducted by City
staff determined that a three-year purchase, installation, and maintenance contract
provides quality equipment, software, and maintenance services at the most competitive
prices.
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DISCUSSION
City staff requested proposals from four companies authorized to license upgrades to
Microsoft Office software. A selection committee of staff from the Information Systems
Division evaluated the four proposals submitted. Of the four proposals submitted,
ASAP Software was found to be the most responsive and competitive bidder. ASAP
Software offered the lowest price and best purchase, and license tracking service
through a web-based system. ASAP Software provides services to other governmental
agencies such as the City of Long Beach and the Orange County Probation
Department.
BUDGET/FINANCIAL
The cost of the software license will not exceed $187,000 over the next three years.
Funding for fiscal year 1999/2000 in the amount of $70,000 is available in account
number C55000300.589000. Sufficient budget authority will be included in FY
2000/2001 and FY 2001/2002 to finance years two and three of this contract. Funding
allocations are outlined as follows:
Project Cost
Vendor Name Account # Total
Contingency
(includes sales tax)
ASAP Software C55000300.589000 $170,000 $17,000 $187,000
RECOMMENDATION
It is recommended Council authorize the City Manager to negotiate and execute a
contract with ASAP Software for an amount not to exceed $187,000 for the purchase
and license tracking of Microsoft Office software license for a period of three years.
Prepared by: Jory Wolf, Chief Information Officer
Ligia Perez, Senior Administrative Analyst
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