SUBJECT:
title
Approval of a resolution authorizing the President & CEO, or her designee, to finalize and execute a contract with SHI Government Solutions to renew CapMetro licensing of the Microsoft licensed software suite of products, for a period of three (3) years in an amount not to exceed $2,024,767 which includes a 20% contingency to account for future growth.
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FISCAL IMPACT:
Funding for this action is in the proposed FY2025 Operating Budget.
STRATEGIC PLAN:
Strategic Goal Alignment:
☒ 1. Customer ☐ 2. Community
☒ 3. Workforce ☒ 4. Organizational Effectiveness
STRATEGIC OBJECTIVES:
☐ 1.1 Safe & Reliable Service ☐1.2 High Quality Customer Experience ☐ 1.3 Accessible System
☒ 2.1 Support Sustainable Regional Growth ☐ 2.2 Become a Carbon Neutral Agency
☒ 2.3 Responsive to Community and Customer Needs ☐ 2.4 Regional Leader in Transit Planning
☐ 3.1 Diversity of Staff ☐ 3.2 Employer of Choice ☐ 3.3 Expand Highly Skilled Workforce
☒4.1 Fiscally Responsible and Transparent ☐ 4.2 Culture of Safety ☒ 4.3 State of Good Repair
EXPLANATION OF STRATEGIC ALIGNMENT: The office productivity software suite provides opportunities for communication and collaboration via integration with various systems and access to CapMetro’s resources via any web-enabled device. The systems will also provide a platform for incorporating new, improved and innovative business practices, as well as providing a great customer experience. Maintaining CapMetro’s systems in a state of good repair ensures stable and reliable systems.
BUSINESS CASE: The current three-year agreement is expiring for our Microsoft suite of products which are used agency wide. A new agreement must be put in place to maintain the continuity of operations critical to running each business unit. Maintaining the most current versions of software helps maintain secure systems and provide feature rich tools to increase effectiveness and efficiency. In addition, the Microsoft hosted solution limits the hardware investment and greatly reduces the need for local support of the system, simplifying future upgrades. It is necessary to maintain the advantages of the current Microsoft productivity software solutions to prevent the business units from experiencing decreased efficiency due to document version incompatibility issues with document exchange between partners, vendors, and other entities. Failure to act will see a resurgence of these issues resulting in decreased performance, loss of collaboration opportunity, and limited mobile access to CapMetro’s resources.
COMMITTEE RECOMMENDATION: This item was presented and recommended for approval by the Operations, Planning and Safety Committee on November 13, 2024.
EXECUTIVE SUMMARY: The Microsoft suite of products has provided office productivity software that has increased the agency’s ability to collaborate, augment productivity and access resources remotely, including leveraging usage via mobile devices. This agreement provides licensing and support for Microsoft Windows operating system for workstations and servers, Microsoft Office 365, Microsoft Exchange Online, Microsoft SharePoint Online, Teams, other ancillary services (e.g. training) and software products (e.g. MS Visio, MS Project). In addition to maintaining the most current versions of the software, the Microsoft hosted solution limits the hardware investment and greatly reduces the need for local support of the system, simplifying future upgrades. The solutions provide the foundation for integration with the communications systems (e.g. telecom, instant messaging, etc.), increase user productivity, and enabling better collaboration and mobility opportunities.
DBE/SBE PARTICIPATION: A 0% SBE goal is assigned for this project due to limited subcontracting opportunity, which is for licensing of software.
PROCUREMENT: The contract will utilize the Department of Information Resources (DIR) contract, DIR-CPO-5237 held by SHI Government Solutions, Inc. to re-sell Microsoft Licensing and Software products.
DIR awarded contracts are made available for use by Capital Metro via Title 7, Intergovernmental Relations Chapter 791, Interlocal Cooperation Contracts and The Texas Interlocal Cooperation Act. Purchases made using DIR contracts satisfy otherwise applicable competitive bidding requirements. Pricing for the Microsoft licensed software suite of products was determined to be fair & reasonable by DIR’s organization during its solicitation and award process.
The following is SHI Government Solutions pricing for three (3) years of Microsoft Enterprise Agreement Licensing, per year with a 20% contingency to account for future growth:
|
Year 1 - Microsoft Enterprise Agreement Licensing |
$562,435.14 |
|
Year 2 - Microsoft Enterprise Agreement Licensing |
$562,435.14 |
|
Year 3 - Microsoft Enterprise Agreement Licensing |
$562,435.14 |
|
Grand Total for Year 1 Through 3: |
$1,687,305.42 |
|
20% Contingency: |
$337,461.08 |
|
Total Including Contingency: |
$2,024,766.50 |
RESPONSIBLE DEPARTMENT: Information Technology
body
RESOLUTION
OF THE
CAPITAL METROPOLITAN TRANSPORTATION AUTHORITY
BOARD OF DIRECTORS
STATE OF TEXAS
COUNTY OF TRAVIS
AI-2024-1289
WHEREAS, the Capital Metropolitan Transportation Authority Board of Directors and CapMetro management endeavor to maintain its Microsoft productivity software in good working order to support current operations; and
WHEREAS, the Capital Metropolitan Transportation Authority Board of Directors and Capital Metro management recognize the need to provide the necessary office productivity and communications software required by new business initiatives.
NOW, THEREFORE, BE IT RESOLVED by the Capital Metropolitan Transportation Authority Board of Directors that the President & CEO, or her designee, is authorized to finalize and execute a contract with SHI Government Solutions to renew CapMetro licensing of the Microsoft licensed software suite of products, for a period of three (3) years in an amount not to exceed $2,024,767 which includes a 20% contingency to account for future growth.
____________________ Date: ____________________
Secretary of the Board
Becki Ross