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191680

Emergency Ordinance

*Authorize contract with Dell Marketing L.P. to purchase Microsoft Office 365 licenses and Microsoft software as a service for three years not to exceed $12 million

Passed

The City of Portland ordains:

Section 1. The Council finds:

  1. The Office of Management and Finance, Bureau of Technology Services (BTS) is responsible for the deployment and operation of the City's email system and workstation productivity software. To this end, BTS has established Microsoft's Office 365 productivity suite (including tools like Teams, Outlook, Word, Excel, and PowerPoint) as the standard for City Employees, and manages the periodic updates of these softwares.
     
  2. The City has been using the current Microsoft Office 365 productivity suite since 2012. The current agreement expires on April 30, 2024 and anew contract is necessary.
     
  3. This contract will renew the City's ability to use Microsoft's Online Services, including but not limited to, the Office 365 productivity suite for City of Portland staff including purchasing additional licenses as needed.
     
  4. The not to exceed amount includes $12,000,000 over a three year term for Microsoft Office 365 licenses and Microsoft software as a service.
     
  5. In accordance with City Code 5.33.160, the City may participate in Permissive Cooperative Procurements to establish contracts or price agreements for the acquisition of goods or services.
     
  6. As the Microsoft Corporation does not allow direct purchase, Dell Marketing LP. has been chosen as the Value Added Reseller (VAR). Dell Marketing LP has a current City of Portland business license tax account, and has certified its compliance with the Equal Benefits Program, including EEO Certification. Dell Marketing LP is not a State certified firm.
     

NOW, THEREFORE, the Council directs:

  1. The Chief Procurement Officer is authorized to execute and amend a price agreement with Dell Marketing LP for Microsoft Office 365 Licenses and Microsoft software as a service for an annual not to exceed of $4,000,000.00, and a contractual total not to exceed amount of $12,000,000.00 over a three year term, provided the agreement has been approved as to form by the City’s Attorney’s Office.
  2. The Chief Procurement Officer is authorized to amend and extend the price agreement with Dell Marketing LP for Microsoft Office 365 licenses and Microsoft software as a service for an additional period of 3 years, and continuing the annual not to exceed of $4,000,000.00, and increasing to a new total not to exceed amount of $24,000,00.00, provided the agreement has been approved as to form by the City Attorney’s Office.

Section 2. The Council declares that an emergency exists as a delay in executing this agreement may result in additional expenses and suspend the use of mission critical email and productivity software to the City of Portland; therefore, this Ordinance shall be in full force and effect from and after its passage by the Council.

An ordinance when passed by the Council shall be signed by the Auditor. It shall be carefully filed and preserved in the custody of the Auditor (City Charter Chapter 2 Article 1 Section 2-122)

Passed by Council

Auditor of the City of Portland
Simone Rede

Impact Statement

Purpose of Proposed Legislation and Background Information

The purpose of this ordinance is to authorize entering into a three-year agreement with Dell Marketing for the purchase of Microsoft Office 365 licenses and Microsoft software as a service.

Financial and Budgetary Impacts

Expenses associated with this agreement are estimated not to exceed an amount of $12,000,000 for a three-year period.  Funding will be provided by bureaus that have Microsoft Office 365 licenses or subscribe to Microsoft software as a service.

Community Impacts and Community Involvement

This action will not have a material community impact and there was no community involvement in its development.

100% Renewable Goal

This action will not have a material impact on the City’s total energy use or on the use of renewable energy.

Budget Office Financial Impact Analysis

Expenses associated with this agreement are estimated not to exceed an amount of $12.0 million for a three-year period.  Funding will be provided by bureaus that have Microsoft Office 365 licenses or subscribe to Microsoft software as a service.

Document History

Item 291 Regular Agenda in April 10-11, 2024 Council Agenda

City Council

Passed

  • Commissioner Dan Ryan Yea
  • Commissioner Rene Gonzalez Yea
  • Commissioner Mingus Mapps Yea
  • Commissioner Carmen Rubio Yea
  • Mayor Ted Wheeler Yea

Introduced by

Contact

Requested Agenda Type

Regular

Date and Time Information

Requested Council Date
Time Requested
15 minutes