January 10, 2022, Council approved the purchase of a one-year (1) contract with Microsoft Corporation for Microsoft Unified Advanced Support in the amount of $140,925.

January 23, 2023, Council approved the purchase of a one-year (1) contract with Microsoft Corporation for Microsoft Unified Advanced Support in the amount of $142,328.

January 8, 2024, Council approved the purchase of a one-year (1) contract with Microsoft Corporation for Microsoft Unified Advanced Support in the amount of $142,796.

Technology Solutions recommends approving a three-year (3) agreement, with annual payments, for the Microsoft Unified Enterprise Support program. This service is exclusively available through Microsoft and is essential for maintaining the Microsoft products and services used by all City of Plano employees.

The agreement provides critical and expedited support directly from Microsoft employees, including access to their development staff. It offers unlimited real-time problem resolution support, on-demand assessments for major Microsoft systems, on-demand technical training, access to a cybersecurity helpdesk, and advanced advisory escalation and crisis support. These services are crucial for addressing time-sensitive and emergency issues related to Microsoft products, ensuring continuity of critical network and application functions, reducing downtime during outages, and supporting the guided implementation of new Microsoft products.

The Technology Solutions department recommends awarding this agreement to Microsoft Corporation with estimated annual payments of $142,997 for Year 1, $144,222 for Year 2, and $146,493 for Year 3 for a total estimated amount of $433,712. This cost is based on a percentage of the City’s Microsoft Enterprise Agreement license expenditure. The support outlined in this agreement will be effective through January 24, 2028. Failure to approve this agreement will significantly hinder the City’s ability to efficiently resolve issues, reduce training opportunities necessary to stay current with emerging technologies and security enhancements, and limit access to expedited problem resolution.

The City is authorized to purchase from the State Contract list pursuant to Chapter 271 Subchapter D of the Texas Local Government Code and by doing so satisfies any State Law requiring local government to seek competitive bids for items. (Texas Department of Information Resources Contract No. TX DIR-CPO-4911 / City of Plano Internal Contract No. 2025-0161-OR)

This request is to approve a three (3) year agreement with an estimated total of $433,712.  Funding for the first year, in the estimated amount of $142,997, will leave a remaining balance of $2,749,652 for additional maintenance and support expenditures in the 2024-25 Infrastructure Budget. Future year expenditures are dependent on contract renewals in the annual estimated amount of $144,222 for FY 2025-26 and $146,493 for FY 2026-27.  All future year expenditures will occur within council approved appropriations.

Approval of this item supports the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.