The Mayor and City Council request that all cell phones be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to respond or to conduct a phone conversation.

Those who wish to speak may fill out a form or email the City Secretary prior to the meeting.

BACKGROUND

The City of Sachse’s Microsoft Enterprise Agreement (EA) covers usage of all Microsoft software, which includes the email server (Exchange Online), cloud file storage (One Drive), collaboration software (SharePoint and Teams), and desktop office productivity software (Word, Excel, PowerPoint, etc.) The EA also covers the Microsoft SQL Database Server licenses, which is required for applications such as Incode, Southern, and several others that are utilized across several departments. Microsoft Azure Active Directory is also the core of the identity management system used to control access to applications City-wide. The City is dependent upon these applications to conduct daily business.

The current agreement ends February 28, 2024. The renewal will allow the City to continue using the various Microsoft products for the new term and prevent disruptions in service for existing users.

The attached quote covers the first year of a three-year period.

Year 1 (FY24) = $104,050.86

Year 2 (FY25) = $104,050.86

Year 3 (FY26) = $104,050.86

3-year agreement total purchase value = $312,152.58

OVERVIEW

The proposed agreement is for a three-year term of the existing Microsoft Enterprise Agreement for the City’s continued use of various Microsoft software and storage applications. The cost of the service is $104,050.86 per year, for a total cost of $312,152.58. The budget for this item was approved as a part of the FY 23-24 budget process. 

POLICY CONSIDERATIONS

City purchasing policy requires that recommendations on purchases and contracts over $50,000 be submitted to Council by the City Manager for Council approval.

Department of Information Resources (DIR) is included in Resolution 4094, authorizing participation in various cooperative purchasing programs in accordance with City’s procurement policies and procedures.  City policy authorizes purchase from a purchasing authority or cooperative in accordance with State Law. Cooperative purchasing, pursuant to Chapter 791 of the Texas Government code and Section 271 Subchapter F of the Local Government Code, so satisfies any State Law requiring local government to see completive bids for items.

RECOMMENDATION

Authorize the City Manager or designee to execute a renewal and purchase of the Microsoft Enterprise Agreement for three years in the amount of $104,050.86 per year, through SHI Government Solutions, Inc., using the Texas Department of Information Resources (DIR) purchasing cooperative.

BACKGROUND

Community Waste Disposal (CWD) has served as the City's solid waste and recycling provider since 2019. CWD collects residential trash and recycling for Sachse residents once a week and collects up to six cubic yards of unbundled, and unlimited bundled/tied, bulk and brush once a month. In addition, CWD also offers two "X-treme Green" events every year where Sachse residents can dispose of household hazardous waste, e-waste, yard waste, and receive document shredding all in one location. Residents are also able to use CWD's search tool where they can enter their address and determine the collection dates for their homes. 

At the September 5, 2023, regular City Council meeting, staff presented CWD's renewal offer to the City Council. The proposal included:

• Changing the extension terms from two additional three-year terms to either one five-year term or one seven-year term extension in addition to the two additional three-year terms.
• Keeping the original cost adjustment to a once-a-year event instead of rate adjustments throughout the year.
• Updating the cost adjustment model to reflect the use of compressed natural gas (CNG) trucks that are utilized in Sachse versus the diesel model contained in the original contract
• Converting the Sachse truck fleet to include "3rd Eye" video and safety technology. This camera system provides a real-time multi-angle point of view that documents CWD services and allows their customer service team to respond more quickly to concerns using camera footage of the event.
• Consider granting exclusive commercial franchise to CWD.

After discussion among the Council, there were several inquiries related to the addition of a second bulk collection each month. While there was interest, there was no Council consensus established at that time to move forward on that item. As a result, staff is returning to review the current offer on the table with the feedback received from the September meeting and receive final direction before moving forward with the contract renewal. 

POLICY CONSIDERATIONS

The existing contract with CWD expires March 31, 2024. The purpose of this item is to discuss the details surrounding the extension of that contract.

RECOMMENDATION

Discuss and provide final direction on the contract renewal with Community Waste Disposal, the City's solid waste and recycling provider.

BACKGROUND

Chief Sylvester will present an overview of 2023 crime statistics, department activity, accomplishments, and departmental goals for 2024.

POLICY CONSIDERATIONS

There are no policy considerations affiliated with this item.

RECOMMENDATION

Receive the Sachse Police Department's 2023 year-end review presentation.