Agenda

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Item # 6.

Council Meeting

Meeting Date:	02/08/2022
Department:	Information Technology
Pillars:	Excellence in Asset Management
Milestones:	Improve communications and the use of technology

AGENDA CAPTION:

Consider Action on a Resolution Approving the Purchase of (120) Microsoft Windows 2019 Server Licenses, (4) Microsoft SQL 2019 Server Licenses, and (120) Microsoft Windows 2019 Server Client Access Licenses and Authorizing the City Manager to Execute the Purchase Order in an Amount Not to Exceed $76,152.08.

BACKGROUND:

Since 1998, each Town department has been annually contributing to the Information Technology Equipment Replacement Fund based on their total number of users. This fund allows the Town to evaluate and replace systems, including hardware and software, on a regular basis in order to be responsive to the increasing demands on the network.

Currently, we are using Microsoft Windows 2012 Server and 2012 SQL Server Licenses, which based on Microsoft's Licensing Policy includes:

Support for 2012 SQL Server which will end on July 12, 2022
Support for Windows 2012 Server and 2012 R2 will end on October 10, 2023

'End of support' means regular security updates will no longer be provided. With cyber attacks becoming more sophisticated and frequent, running apps and data on unsupported versions can create significant security and compliance risks. Upgrading to the most current versions will provide better performance, efficiency, and regular security updates.

Staff identified the proposed vendor, SHI, through the Texas Department of Information Resources (DIR) cooperative contracts program. The DIR simplifies the procurement process for public sector entities by releasing Request for Proposals (RFPs) and choosing vendors at the State level. State agencies and local governments are then able to purchase from these approved vendors at the bid prices. This saves the Town the time and expense of conducting the RFP process and allows the Town to benefit from the bulk purchase pricing available through the program.

This item is budgeted in the Information Technology Repalcement Fund and it is below the budgeted amount of $100,000. This upgrade will take 4 months to complete.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - Approving the Purchase of Microsoft Server Licenses