Staff Report
PREPARED BY: CHRIS GJERDE
IT Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2019
ITEM NO: 5
DATE: JUNE 10, 2019
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE MICROSOFT LICENSING
FROM SOFTWAREONE IN AN AMOUNT NOT TO EXCEED $63,872.32.
RECOMMENDATION:
Authorize the Town Manager to purchase Microsoft licensing from SoftwareONE in an amount
not to exceed $63,872.32.
BACKGROUND:
The Fiscal Year (FY) 2019/20 Operating Budget anticipated the annual renewal of Microsoft
software licensing in the Town’s Information Technology (IT) budget “Operating Expenditures”
line (page D-71).
Generally, the Town Council does not review routine software licensing purchase requests;
however, as software usage has increased and since the combined purchase price for these
replacements exceeds the Town Manager’s purchasing authority of $50,000, this purchase
requires Council action under the Town’s Purchasing Policy.
DISCUSSION:
Microsoft software costs in this purchase include annual licensing for server operating systems,
server management, server applications, office productivity, and security software on staff
desktops and in the cloud.
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SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE MICROSOFT LICENSING
FROM SOFTWAREONE IN AN AMOUNT NOT TO EXCEED $63,872.32.
DATE: JUNE 18, 2019
S:\COUNCIL REPORTS\2019\06-18-19\SoftwareONE\Staff Report.docx
DISCUSSION (cont’d):
In accordance with the Town’s Purchasing Policy, Section 7c (Cooperative Purchasing), the
prices for Microsoft software renewals are negotiated by the County of Riverside and sold by
volume licensing partner SoftwareONE. Most California agencies, from large ones, such as the
Department of Motor Vehicles, to small towns and special districts, use this Enterprise
Agreement purchasing arrangement to get the best prices.
CONCLUSION:
Authorize the Town Manager to purchase Microsoft licensing from SoftwareONE in an amount
not to exceed $63,872.32.
COORDINATION:
The Finance Department, IT, and Town Manager’s Office coordinated this report.
FISCAL IMPACT:
There are sufficient funds available in the Management Information Systems Fund to purchase
these software licenses.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.