Title
Renewal of 3-year contract Microsoft Enterprise Agreement in the amount of $683,346.54.
Summary
Staff recommends renewal of the City’s three-year Microsoft Enterprise Agreement, which provides essential licensing for productivity software, security tools, cloud services, and operating systems used across all City departments. Using the Texas Department of Information Resources (DIR) cooperative purchasing contract provides standardized statewide pricing and ensures compliance and cost efficiency. The new three-year quote totals $683,346.54 with $227,782.18 annually, and this amount is 5% less than the $240,000 allocated in the FY26 budget. The renewal is necessary to maintain security, compliance, productivity tools, email services, and collaboration platforms used citywide. Renewing this agreement ensures continued support, compliance, and uninterrupted access to Microsoft’s suite of government-licensed products.
Prior City Council Action
The City Council previously approved $240,000 for Microsoft on the Approved Purchasing List.
Deadline for City Council Action
Action is requested on April 14, 2026
Funding Expected: Revenue __ Expenditure _X_ N/A __
Budgeted Item: Yes _X_ No __ N/A __
Budget Source: _General Fund____
Budgeted Amount: __$240,000_____
Amount: _$683,346.54 total, $227,782.18 annually_
1295 Form Required? Yes _X_ No __
Legal Review Required: N/A __ Required _X_ Date Completed: April 2, 2026
Supporting documents attached:
Microsoft Quote
Microsoft EA
Recommended Action
Approve the renewal of 3-year of co-operative contract Microsoft Enterprise Agreement in the amount of $683,346.54.