Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 20-190    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 9/8/2020 Final action: 9/8/2020
Title: A Resolution Approving a Purchase Price Agreement with ZONES, LLC for the Purchase of Microsoft Software Licenses in an Amount Not to Exceed $65,205.60, Authorizing Its Execution and Waiving the Village's Bid Process
Attachments: 1. ZONES Resolution, 2. Zones Purchase Price Agreement.pdf, 3. Zones_Quote_K1576143.pdf, 4. Vendor Comps MS Licenses.pdf
Submitted By
Alvin Nepomuceno, Director of Information Technology

Reviewed By
LKS

Agenda Item Title
Title
A Resolution Approving a Purchase Price Agreement with ZONES, LLC for the Purchase of Microsoft Software Licenses in an Amount Not to Exceed $65,205.60, Authorizing Its Execution and Waiving the Village's Bid Process

End
Overview
Overview
The Information Technology department is requesting the authorization to purchase Microsoft Office 2019 Standard licenses to complete the upgrade of the remaining Microsoft Office 2010 user environments.

End
Recommendation
Recommendation
Approve the Resolution

Fiscal Impact
The 2020 Budget allocated $187,000.00 for Software License Updates (account #1001.41040.101.550663). The requested amount $65,205.60 for upgrading the Microsoft Office software is covered under this account.

Background
Microsoft will be ending support for Microsoft Office 2010 in October 2020, meaning it will discontinue all support and all updates, including security updates. In 2019, the Village began upgrading our Microsoft Office 2010 software that was purchased in 2009-2010. This request for 240 additional licenses will complete the upgrade to Microsoft Office 2019.

Alternatives
The Village could elect to not fund this software upgrade which may result in system security vulnerability.

Previous Board Action
On November 4, 2019, the Board approved the purchase of Micsrosoft licenses to begin the upgrade of our Microsoft Exchange 2010 email server and Microsoft Office 2010 software (RES 19-324). The Board was made aware that the remaining Microsoft Office licenses would be purchased in 2020.

Citizen Advisory Commission Action
The Civic Information Systems Commission (CISC) members receive regular updates from staff and understand the need to upgrade outdated software to meet security standards as part of the Village's IT Strategic Plan.

Anticipated Future Actions/Commitments
The Board has regularly approved the purchase of Microsof...

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