Item 7 Staff Report Software and License Purchase - Authorize Town Manager to Purchase Microsoft Office Licenses from Dell Computer Corporation in the Amount of $50,262.45�31
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DATE: JULY 3, 2002
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGE
COUNCIL/AGENCY AGENDA REPORT
1. ETING DATE: 7/15/02
ITEM NO.
SUBJECT: SOFTWARE AND LICENSE PURCHASE
AUTHORIZE TOWN MANAGER TO PURCHASE MICROSOFT OFFICE
LICENSES FROM DELL COMPUTER CORPORATION IN THE AMOUNT
OF $50,262.45
RECOMMENDATION:
Authorize Town Manager to purchase Microsoft Office licenses and software from Dell Computer
Corporation in the amount of $50,262.45.
BACKGROUND:
WordPerfect is the standard word processing software used by Town staff since 1989. Although that
software has served us well over the years, Microsoft Word dominates the market share for word
processing software and is used as a defacto standard for a majority of government and business
entities. Staff has weighed the advantages and disadvantages of both software platforms and has
determined that a transition to Microsoft Word is desirable.
DISCUSSION:
As part of the Town's transition to Microsoft Office, we would purchase the Office XP Suite, which
includes Word, Excel, and Powerpoint. With regard to Word, this software is used by a majority of
outside organizations with which the Town communicates. The transition to Word as the Town's
standard platform would provide a greater ability to share files with outside organizations. Staff is
also increasingly using Word for Town communications, as well. Microsoft Excel is the standard
spreadsheet software used by Town staff since 1989, and staff uses Powerpoint extensively for
presentations.
WordPerfect does have some advantages over Microsoft Word, and a portion of Town staff continue
to prefer WordPerfect. The primary advantage to WordPerfect is the fact that 13 years of
pcmAA.as4 UC--cA/2-0
PREPARED BY: Pamela S. Jacobs
Assistant Town Manager
Reviewed by: _Attorney Clerk ( St Finance Community Development
Revised: 7/3/02 3:50 pm
Reformatted: 5/30/01 N:UNFOSYS\Council-reports\MS-Office2.wpd
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MAYOR AND TOWN COUNCIL
SUBJECT: SOFTWARE AND LICENSE PURCHASE
JULY 3, 2002
WordPerfect documents exist in the Town. It is possible, however, to convert the documents to
Word as needed. Staff is completing a transition plan for moving to Microsoft Office XP, which will
include a schedule for software installation and for creating new documents in Word and guidelines
for determining if files should be converted. Conversion assistance and training for employees
unfamiliar with Microsoft Word will be provided as needed.
In order to install this software on all personal computers at Town Hall, the Neighborhood Center,
and the Corporation Yard, more licenses are necessary. Staff proposes purchasing the following:
• 110 Microsoft Office licenses through Microsoft's Upgrade Advantage program
• 25 additional new Microsoft Office licenses
• 50 Software Assurance licenses
The "Upgrade Advantage" program provides a discount based on the Town's existing 110 Corel
Suite competing licenses. The "Software Assurance" program allows the town to freely upgrade to
any new version of Microsoft Office during the 2 year assurance term. Software Assurance
protection is built into the Upgrade Advantage licenses. Software Assurance is much less expensive
than purchasing new licenses upon the release of new Office software.
Dell offers these products and many others at the "Western States Contract" price. This is a contract
available for many of the State governments in the western U.S. The Town can "piggyback" on the
low price available through this contract. To confirm the competitiveness of this contract price, staff
obtained a quote from another high volume Microsoft partner, but the Dell price remained the
lowest.
CONCLUSION
Staff has determined that transitioning to Microsoft Word would be advantageous for the Town. A
transition plan and training will help to make the transition successful.
ENVIRONMENTAL ASSESSMENTS:
Is not a project defined under CEQA and no further action is required.
FISCAL IMPACT:
The total cost is $50,262.45. Account No. 6685-61535 will be used. The Town has already signed
Microsoft "Select" program agreements for previous smaller purchases. A Purchase Order in the
amount of $50,262.45 is the only additional agreement required to purchase these licenses.
Town Council Minutes July 15, 2002
Redevelopment Agency Los Gatos, California
MINUTES OF JULY 1, 2002 (06A.V)
Motion by Mr. Blanton, seconded by Mr. Glickman, that the Agency/Council approve the Minutes
of July 1, 2002 Council/Redevelopment Agency Civic Center/Library Master Plan Study Session
Meeting as submitted. Carried by a vote of 4 ayes. Mrs. Decker absent.
MINUTES OF JULY 1, 2002 (06B.V)
Motion by Mr. Blanton, seconded by Mr. Glickman, that Council approve the Minutes o`'July 1,
2002, Joint Council/Redevelopment Agency Meeting as submitted. Carried by a vote of 4 ayes. Mrs.
Decker absent.
MICROSOFT WORD/OFFICE LICENCES/DELL COMPUTER CORP (07.42)
Motion by Mr. Blanton, seconded by Mr. Glickman, that Council authorize Town Manager to
purchase Microsoft Office licenses and software from Dell Computer Corporation in the amount of
$50,262.45. Carried by a vote of 4 ayes. Mrs. Decker absent.
TOWN PLAZA PARK/OPENING CELEBRATION (08.31)
Motion by Mr. Blanton, seconded by Mr. Glickman, that Council accept plans for the Plaza Park
Opening Celebration on September 22, 2002, including street closures, and allow banners to be hung
across a downtown street announcing the Celebration in accordance to town Code Section 29.10.120.
Carried by a vote of 4 ayes. Mrs. Decker absent.
SCREEN ON THE GREEN/LOS GATOS FILM FESTIVAL (09.32)
Motion by Mr. Blanton, seconded by Mr. Glickman, that Council accept report on "Screen on the
Green in Los Gatos" and the 2002 Los Gatos Film Festival. Carried by a vote of 4 ayes. Mrs.
Decker absent.
STREET OVERLAY/PROJECT 0106/FISCAL YEAR 2001-02 (10.25)
Motion by Mr. Blanton, seconded by Mr. Glickman, that Council accept and file report on overlay
warranty for Los Gatos Boulevard and approve change order for $100,000. Carried by a vote of 4
ayes. Mrs. Decker absent.
COUNCIL CHAMBERS/AUDIO UPGRADE/VIDEO PRODUCTION SYSTEM
WATERFORD GROUP/RESOLUTION 2002-125 (11.42)
Motion by Mr. Blanton, seconded by Mr. Glickman, that Council adopt Resolution 2002-125
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO EXECUTE AN AGREEMENT WITH THE WATERFORD GROUP TO
PROVIDE AUDIO AND VIDEO DESIGN AND INSTALLATION SERVICES TO
BROADCAST TOWN COUNCIL MEETINGS. Carried by a vote of 4 ayes. Mrs. Decker absent.
COMPUTER AIDED DISPATCH/RECORDS MANAGEMENT SYSTEM
SERVICE MAINTENANCE/TIBURON, INC/RESOLUTION 2002-126 (12.42)
Motion by Mr. Blanton, seconded by Mr. Glickman, that Council adopt Resolution 2002-126
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO EXECUTE AN AGREEMENT WITH TIBURON, INC. FOR AN
EXTENDED SERVICE MAINTENANCE AGREEMENT. Carried by a vote of 4 ayes. Mrs.
Decker absent.
TC: D 13: M M071502 2