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...
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