R-1658 - 08/08/2017 - ITEC - Resolutions Supporting Documents ITEM 6.C.2)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK BR k K. , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
August 8, 2017
SUBJECT: Office Productivity Software Purchase
FROM: Jim Fox, Information Technology Director BUDGET SOURCE/BUDGET IMPACT: $25,410.10 is budgeted in Information Technology
(151-91600) for this purchase.
RECOMMENDED MOTION: I move that the Village Board waive further bidding since the
State of Illinois has already conducted the bid process and issue a purchase order to CDWG,
Lincolnshire, Illinois for 110 Microsoft Office 2016 Licenses in the amount of$25,410.10 and
approve Resolution 2015-ITEC-LC-MSO-R-1658.
Background/History:
Beginning in 2002 the Village consolidated Office Productivity Software products with the
purchase of Microsoft MS-Office 2002 with Software Assurance. The Microsoft Software
Assurance option is a comprehensive Volume Licensing program that includes technologies,
services, and rights to help manage, and use Microsoft products more efficiently. However,the
cost of this option became too costly for the benefits received. In 2005, the Village discontinued
the Software Assurance option and continued to use the MS-Office 2002 product until late in
2009 when the Village approved the purchase "to own" the MS-Office 2007 licensing software
product suite which is currently installed on Village office desktop computers and laptops.
Microsoft provides 3 software licensing options; buy to own the license,buy to own the license
with software assurance, and purchase an on-line subscription license(software as a service)
MS-Office 365. A detailed cost summary of the Microsoft pricing plans is detailed below.
Staff also investigated other Office Productivity Proprietary Suites including; MobiSystems
OfficeSuite(Android, iOS and Windows), Microsoft Office Mobile (Android, iOS and Windows
Mobile/Phone), Documents To Go (Android and others), Google Docs, iWork(iOS), Kingsoft
Office(Android) WPS Office(Android and iOS), Picsel Smart Office, Polaris Office,
QuickOffice, QuickOffice HD Pro (Android, iOS and others), SoftMaker Office, ThinkFree
Office Mobile (Android). However, at this time the estimated expense to migrate software
platforms and complete staff training is not cost effective.
BOT AGENDA Page 1
Summary:
Information Technology staff has reviewed the Microsoft pricing plans and options available and
we have found the if the Village continues with the past practice of standardizing on the same
software product for a period of greater than 5 years the "buy to own' license option is the most
cost effective.
Recommendation:
I move that the Village Board waive further bidding since the State of Illinois has already
conducted the bid process and issue a purchase order to CDWG, Lincolnshire, Illinois for 110
Microsoft Office 2016 Licenses in the amount of$25,410.10 and approve Resolution 2015-ITEC-
LC-MSO-R-1658.
Annual Cost Annual Cost Estimated Estimated Estimated
Option Quantity Per License Extended 3-Year Cost 5-Year Cost 7-Year Cost
MS-Office Standard 2016 single
1 license(One time cost without 110 $230.91 $25,400.10 $25,400.10 $25,400.10 $25,400.10
upgrade option)
Illinois Microsft M+D products
(CMS6945110)
MS-Office Standard 2016 single
2 license with(3 Year)Software 110 $144.22 $15,864.20 $47,592.60 $79,321.00, $111,049.40
Assurance(Additional$67.25 per year)
Illinois Microsft(CMS6945110)
MS-Office 365 ProPlus subscription
3 150 $119.66 $17,949.00 $53,847.00 $89,745.00 $125,643.00
license(per year)
National IPA Technology Solutions
(130733)
BOT AGENDA Page 2
RESOLUTION 2017-ITEC-LC-MSO-R-1658
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE PURCHASE OF MICROSOFT OFFICE 2016 LICENSES FROM CDWG
WHEREAS, for several years the Village has utilized Office Productivity Software
("Software")products with the purchase of Microsoft Office ("MS-Office"); and
WHEREAS, Village staff has determined it is appropriate to upgrade the Village's computers to a
new version of MS-Office;
WHEREAS, the State of Illinois has already conducted the bid process on behalf of Illinois
municipalities in regard to this Software, and CDWG of Lincolnshire, Illinois ("CDWG") was the
successful bidder; and
WHEREAS the Village desires to purchase 110 MS-Office 2016 Licenses through CDWG for a
cost of$25,410.10; and
WHEREAS, because the State already conducted competitive bidding processes for the
Software, Village staff has recommended that the Village waive competitive bidding and approve the
purchase of the Software from CDWG; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to so waive competitive bidding
and to approve the purchase of the Software from CDWG;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of the Software is hereby waived in accordance with Section 1-7-4 of the
Village Code.
Section 3: Authorization of Purchase of the Software. The President and Board of Trustees
hereby approve the purchase of the Software from CDWG for a price not to exceed $25,410.10.
Section 4: Execution of Required Documentation. The Village Manager shall be, and is
hereby, authorized to execute on behalf of the Village all documents necessary to complete the purchase
pursuant to Section 3 of this Resolution.
Section 5: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-ITEC-LC-MSO-R-1658
Approving the Purchase of MS-Office 2016 Software
Page 2 of 2
APPROVED THIS 8th day of August, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 8th day of August, 2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk