Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Execute A Renewal Of The Microsoft Enterprise Agreement Through CDW Government, LLC For The Provision Of Microsoft Licenses And Services Over A Three-year Period, In An Estimated Annual Amount Up To $1,189,728.43, In Accordance With Section 38.41(C)(11)(A) Of The Procurement Code; Amending the Fiscal Year 2026 Operating Budget.
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The City’s Microsoft Enterprise Agreement (“EA”) expires on June 30th, 2026, and will require another three-year renewal. Prior resolutions have authorized these renewals, starting with R-2017-194, then with R-2020-154 and R-2023-184. At each renewal, additional licenses, usage, and enhancements are introduced.
The Microsoft EA provides our Windows Operating System licenses, Enterprise security compliance services, Microsoft Office Suite subscriptions, email hosting, cloud-based phone system, meeting platform, and now Microsoft Office for Police patrols. This EA will also expand our current subscription to include future versions of the MS Office Suite and advanced endpoint protection. The major enhancements and cost increases for this renewal include additional cloud-based services on Microsoft’s Azure platform, Citywide phone licenses that enable more highly available phone services, and more resilient options for communications when disruptions occur. The phone licenses would allow City employees to continue to receive and make calls with residents who only have internet access. Ordinarily, when phone circuits are down, City offices are unreachable. The licenses, with some additional modifications, would allow us to address that issue prospectively. The new EA also expands on the City’s use of Microsoft’s AI program Copilot.
The estimated annual amount includes a buffer of $237,945.69 to cover expenses that may arise or a required increase in licenses for additional employees in the future.
Fiscal Impact:
A portion of the funding for the agreement is available in the FY 2026 Operating Budget in account numbers 557.130101.51900.531170.000000.000.000, 557.130101.51900.546341.000000.000.000, and 557.130101.51900.552150.000000.000.000, and will be budgeted in subsequent fiscal years’ operating budgets subject to approval and adoption by the City Commission.
Additional funding will be made available in the Fiscal Year 2026 Operating Budget as detailed in Exhibit 1, subject to approval of this resolution.
Recommended for inclusion on the agenda by:
Raheem Seecharan, Director, Information Technology
Jovan Douglas, Assistant City Manager