Memorandum
City of Lawrence
Information Systems
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TO: |
David Corliss, City Manager
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FROM: |
James Wisdom, Director of Information Systems
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CC: |
Alan Landis, Purchasing Specialist
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DATE: |
July 18, 2012
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RE: |
Annual software maintenance for Microsoft software
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I. Microsoft Software Maintenance The City of Lawrence maintains a Microsoft Windows based network providing services to all departments of the City of Lawrence, and the City maintains a Microsoft Select ® Agreement directly with Microsoft, purchasing Microsoft software through the State of Kansas software contract with Software House International. The City’s current three year agreement covers July 1st, 2010 through June 30th, 2013. This maintenance agreement renewal covers the period from July 1st, 2012 through June 30th, 2013, and Microsoft allows government bodies to break down the costs annually on this agreement. The annual Microsoft maintenance fees allow the City to maintain our servers and applications with the latest versions of software, provide 24x7 technical support, a Microsoft TechNet subscription, provides for free software for the City’s training room, offering convenient access to software and self-managed software asset management through the volume licensing website, and many other benefits through their Software Assurance ® program
II. Microsoft Software The software under maintenance being renewed is used at all levels within the City. The software under maintenance includes Windows based servers, Microsoft Exchange server, Microsoft SQL servers, Microsoft Terminal servers, Microsoft Office Professional, and all of our client access licenses for Windows Server, Exchange Server, Terminal Server, Microsoft Project, and SQL Server.
III. Software Funding.
The software maintenance is funded by the user departments/divisions and is broken down as follows:
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Department / Division |
Account Number |
Amount |
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City Mgr / Public Information |
001-1-1025-40-04 |
96 |
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Planning |
001-1-1030-40-04 |
2,344 |
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Planning & Dev. / Code Enforcement |
001-1-1032-40-04 |
384 |
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Planning & Dev. / Bldg. Inspections |
001-1-1034-40-04 |
960 |
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City Mgr Office |
501-7-7100-40-28 |
1,480 |
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City Mgr / City Clerk |
001-1-1050-40-04 |
384 |
|
City Mgr / Personnel |
001-1-1053-40-04 |
2,016 |
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City Mgr / Risk Management |
001-1-1054-40-04 |
288 |
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Finance / Administration |
001-1-1060-40-04 |
694 |
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General Overhead |
001-1-1065-40-04 |
15,713 |
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Information Systems |
001-1-1070-40-04 |
3,612 |
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Legal |
001-1-1080-40-04 |
1,152 |
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Municipal Court |
001-1-1090-40-04 |
712 |
|
Fire |
001-2-2200-40-04 |
8,574 |
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Public Works / Health |
001-5-2500-40-04 |
96 |
|
Public Works / Streets |
001-3-3000-40-04 |
288 |
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Public Works / Engineering |
001-3-3010-40-04 |
1,357 |
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Public Works / Traffic |
001-3-3020-40-04 |
1,091 |
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Public Works / Building Maintenance |
001-3-3040-40-04 |
279 |
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Parks & Recreation |
211-4-4100-40-04 |
5,526 |
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Finance / Utility Billing |
501-1-1069-40-04 |
1,484 |
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Utilities / Administration |
501-7-7100-40-04 |
1,973 |
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Utilities / Engineering |
501-7-7110-40-04 |
2,128 |
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Utilities / Clinton Plant |
501-7-7210-40-04 |
2,374 |
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Utilities / Kaw Plant |
501-7-7220-40-04 |
3,317 |
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Utilities / Wastewater |
501-7-7310-40-04 |
4,214 |
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Utilities / Collections |
501-7-7410-40-04 |
1,239 |
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Utilities / Quality Control |
501-7-7510-40-04 |
480 |
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Utilities / Distribution Systems |
501-7-7610-40-04 |
768 |
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Public Works / Residential Sanitation |
502-3-3510-40-04 |
384 |
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Public Works / Commercial Sanit. |
502-3-3520-40-04 |
192 |
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Public Works / WR/R |
502-3-3530-40-04 |
502 |
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Public Works / Maintenance Garage |
504-3-3210-40-04 |
1,495 |
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Public Works / Stormwater |
505-3-3910-40-04 |
485 |
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Transit |
611-1-1014-40-04 |
584 |
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Planning & Dev. / Community Dev. |
631-6-6411-40-04 |
384 |
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TOTAL: |
$69,049 |
IV. Action Requests Information Systems request that the City Commission approve a purchase order to Software House International in the amount of $69,049 to continue the City’s Select Agreement for Microsoft software maintenance for the period from July 1, 2012 to June 30, 2013.