To: Board of Supervisors
From: Alison McKee, County Librarian
Report Title: Procurement Card Purchase of 700 Microsoft Office Standard 2024 Licenses through TechSoup Global
Recommendation: Recommendation of the County Administrator
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RECOMMENDATIONS:
APPROVE and AUTHORIZE the County Librarian, or designee, to use the procurement card with TechSoup Global, subject to the terms of their Rules, Eligibility and Restrictions for Microsoft Donated Licenses; Terms of Use: Nonprofit Offers Acquired Through TechSoup; and TechSoup Global Terms of Use, in the amount of $28,000 for 700 Microsoft Office licenses for public branch computers.
FISCAL IMPACT:
100% Library Fund.
BACKGROUND:
The Library will purchase Microsoft Office 2024 licenses for all public computers as part of the public PC software refresh and Windows 11 upgrade. We require approximately 700 licenses systemwide. TechSoup offers these as donated licenses, and the Library pays the administrative fee associated with each license. TechSoup’s administrative fee is $40 per license. The total for 700 licenses is approximately $28,000. The purchase does not include software assurance to upgrade to the next version of the software within an agreement term. There are no vulnerabilities associated with not purchasing the software assurance as the software is supported with security updates for at least 5 years and would not have to be replaced until that support ends.
TechSoup only accepts payment via check or credit card and does not support an invoicing model. Historically, the Library has purchased these licenses using the procurement card due to TechSoup’s restrictions. Because each library location is limited to 50 donated licenses per twoyear cycle, multiple transactions have been utilized in the past. Current understanding is that TechSoup can support a consolidated single purchase. To proceed efficiently—and avoid significantly higher pricing from other vendors, the Department is requesting approval to inc...
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