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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☐ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☒ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE:
title
Cooperative Purchase Agreement: Renew Microsoft Subscription Licensing
end
SUMMARY RECOMMENDATION:
Summary Recommendation
Authorize the renewal of the Microsoft Subscription Licensing through an Arizona State Cooperative Purchase Agreement (three-year Enterprise Agreement (EA)) for an estimated annual expenditure of $650,000 with SHI International Corp., Somerset, New Jersey. (IT-CPA-25-172) (Isaiah Kirk/Robin R. Wilson)
end
STRATEGIC OUTCOME:
The renewal of the Microsoft Enterprise Agreement supports the City Council’s strategic outcome of Connected and Engaged by maintaining the secure, modern technology environment essential to daily City operations. This agreement ensures continued access to Microsoft 365, Windows, Defender, and related services that enable effective communication, collaboration, and cybersecurity across all departments.
REPORT:
The City’s Microsoft Enterprise Agreement provides centralized subscription licensing for the Microsoft 365 productivity suite, Windows operating systems, Microsoft Defender, and Azure-based security and device management tools.
This agreement enables the City to maintain compliance, receive ongoing updates, and access enterprise-grade support from Microsoft. The City’s current agreement will expire on November 30, 2025, and renewal is required to avoid disruption of core services.
The renewal continues coverage for approximately 1,200 users and aligns with the City’s technology modernization strategy. It also positions the City for the upcoming Copilot for Microsoft 365 rollout within the GCC (Government Community Cloud) environment. The agreement ensures readiness for device growth, AI integration, and continued compliance with Cybersecurity and Infrastructure Security Agency (CISA) and National Institute of Standards and Technology (NIST) cybersecurity frameworks.
Licensing will continue to be procured through SHI International Corp., utilizing a cooperative purchasing agreement.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 650,000.00 |
BUDGETED: |
$ 650,000.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING ACCOUNT/FUND #/CIP: |
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TOTAL |
$ 650,000.00 |
General |
FISCAL IMPACT STATEMENT:
Budget authority to continue this multi-year renewal is programmed in the City Council approved FY 2026 budget and financial forecast.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
NONE
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☐ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
11/10/2025 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
11/06/2025 |