To: Brian K. Flewelling, Public Works Committee Chairperson
From: Michael Dawisha, CIO
title
RE: Approval of a 3-year agreement for the purchase of Microsoft licenses through Crayon Software Experts LLC
recommendation
BOARD ACTION REQUESTED:
Approval of a 3-year agreement for the purchase of Microsoft Licenses through Crayon Software Experts LLC
BACKGROUND:
Microsoft licensing is required to support both end users and server systems used across the County. End-user licenses provide access to core productivity and collaboration tools such as email, Teams, and Office applications. Server-related licenses support the Microsoft infrastructure that hosts and delivers these services. Licensing levels must be maintained as staffing, system usage, and operational needs change to ensure continued access, compliance and reliable service.
DISCUSSION:
The is a 3-year agreement through Crayon Software Experts LLC to provide our annual Microsoft licenses. The agreement will be billed annually, spanning over multiple fiscal years. Entering into a multi-year agreement provides pricing stability and supports better budget planning. It also helps ensure uninterrupted access to essential services for end users and server systems. This also supports consistent licenses management as needs change and helps maintain licensing compliance. Crayon Software Experts LLC were the lowest bidder under RFP 25-463 beginning March 1, 2026. Crayon Software Experts LLC was selected for award because the lowest bidders were unable to meet the requirements of the bid. After reviewing all responses, Crayon Software Experts LLC was identified as the lowest qualified bidder for the RFP and met the required specifications.
IMPACT ON HUMAN RESOURCES:
There is no impact on Human Resources.
IMPACT ON BUDGET:
This is a budgeted yearly expense that will be billed annually over the next three years. Year one of the multi-year agreement not to exceed $857,820.57 and paid from the following accounts 1010-228.01-933.001 - $532,097.40; pre-paid account 1010-000.00-123.000 - $325,723.17. The 2nd & 3rd year of the agreement will be billed at the same rate of $857,820.57, with each additional year being paid out of the same accounts.
IMPACT ON FACILITIES:
There is no impact on Human Resources.
IMPACT ON TECHNOLOGY:
Reviewed by IT.
CONFORMITY TO COUNTY PRIORITIES:
The request conforms to the County priority of Long-Term Financial Stability by entering into a multi-year agreement that provides pricing stability and predictable annual costs. The three-year term supports stronger budget planning and helps avoid unplanned expenses tied to licensing gaps or last-minute renewals.
resolution
TO THE HONORABLE CHAIRPERSON AND MEMBERS OF THE GENESEE COUNTY BOARD OF COMMISSIONERS, GENESEE COUNTY, MICHIGAN
LADIES AND GENTLEMEN:
BE IT RESOLVED, by this Board of County Commissioners of Genesee County, Michigan, that the request by the Chief Information Officer to authorize entering into an three-year agreement between Genesee County and Crayon Software Experts LLC, and a corresponding purchase order to purchase Microsoft Licenses for end users and server systems, for a 3-year term commencing March 1, 2026, said cost for the first year of the agreement not to exceed $857,820.57 to be paid from accounts 1010-228.01-933.001 ($532,097.40); pre-paid account 1010-000.00-123.000 ($325,723.17); with the cost of the second and third year of the agreement to be at the same rate of $857,820.57, with each additional year being paid out of the same accounts, is approved (a copy of the memorandum request and supporting documentation being on file with the official records of the February 11, 2026 meeting of the Public Works Committee of the Board), and the Chairperson of this Board is authorize to execute any contract documents on behalf of Genesee County.