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RESOLUTION AUTHORIZING A NON-COMPETITIVE DESIGNATED PURCHASE PURSUANT TO SECTION 2-8.1(B)(3) OF THE COUNTY CODE BY A TWO-THIRDS VOTE OF THE BOARD MEMBERS PRESENT; AUTHORIZING THE EXERCISE OF ONE, THREE-YEAR OPTION TO RENEW WITH EXPENDITURE AUTHORITY IN THE AMOUNT OF $57,603,500.00 FOR A TOTAL MODIFIED CONTRACT AMOUNT OF $105,603,500.00 FOR CONTRACT NO. EVN0000270, MICROSOFT SOFTWARE LICENSING SOLUTION PARTNER, FOR COMMUNICATIONS, INFORMATION AND TECHNOLOGY DEPARTMENT ON BEHALF OF COUNTY DEPARTMENTS AND CONSTITUTIONAL OFFICES; AND AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR�S DESIGNEE TO EXERCISE ALL PROVISIONS OF THE CONTRACT, INCLUDING ANY CANCELLATION, RENEWAL OR EXTENSIONS, PURSUANT TO SECTION 2-8.1 OF THE CODE OF MIAMI-DADE COUNTY, FLORIDA AND IMPLEMENTING ORDER 3-38

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WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying County Mayor�s memorandum, a copy of which is incorporated herein by reference,
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that:
Section 1. This Board finds it is in the best interest of Miami-Dade County to authorize a non-competitive designated purchase for the exercise of one, three-year option to renew with expenditure authority in the amount of $57,603,500.00 for a total modified contract amount of $105,603,500.00 for Contract No. EVN0000270, Microsoft Software Licensing Solution Partner,
for Communications, Information and Technology Department on behalf of County departments and Constitutional Offices pursuant to section 2-8.1(b)(3) of the Code of Miami-Dade County, by a two-thirds vote of the Board members present.
Section 2. This Board authorizes the County Mayor or County Mayor�s designee to exercise all provisions of the contract, including any cancellation, renewal, or extensions, pursuant to section 2-8.1 of the County Code and Implementing Order 3-38. A copy of the contract documents is on file with and available upon request from the Strategic Procurement Department.

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Date:

To: Honorable Chairman Anthony Rodriguez
and Members, Board of County Commissioners

From: Daniella Levine Cava
Mayor

Subject: Request for a Non-Competitive Designated Purchase to Exercise the One, Three-year Option to Renew Term with Expenditure Authority for Microsoft Software Licensing Solution Partner

STAFF RECOMMENDATION
Executive Summary
This item seeks approval to exercise the one, three-year option to renew with expenditure authority under an existing competitively established County contract. The renewal will allow the Communications, Information and Technology Department (CITD), on behalf of County departments and Constitutional offices, to continue acquiring a broad range of Microsoft licensing, maintenance support, and related technology solutions. County departments and Constitutional offices use this contract to purchase Microsoft software licenses, infrastructure licensing and support, software assurance, and subscription services, including cloud-based storage and services through Microsoft Azure used to develop, support, and host various County applications.

Miami-Dade County has significantly increased its investment in Microsoft services to support a countywide shift toward cloud infrastructure and enhanced cybersecurity serving as the backbone of operational systems throughout departments and Constitutional offices. These software products and services allow for a variety of critical functions, from providing cloud-based applications, data storage, email and productivity tools, and security monitoring to providing for the seamless collaboration of County personnel and data across departments and Constitutional offices.

The requested expenditure authority reflects the required funding to support the County�s Microsoft needs for the next three years. Due to changes in Microsoft�s pricing structure, government and commercial subscriptions are set to increase as of July 1, 2026. These increases are driven primarily by the integration of Artificial Intelligence (AI) capabilities (Copilot) into base licensing, enhanced security and IT management features, and a shift away from discounted, volume-based enterprise agreements. The increased utilization of Microsoft cloud-based tools supporting AI initiatives across the County reflects a more complex threat landscape with advanced security tools necessary to protect County systems against evolving cybersecurity threats.

Pursuant to my WISE305 initiative, County staff proactively engaged in negotiations to secure more favorable pricing under the County�s existing enterprise user license agreement. These negotiations were conducted in anticipation of Microsoft�s announced price increases scheduled to take effect in July 2026. By locking in negotiated pricing early, the County was able to secure lower rates and achieve cost savings. This approach ensures that investments in technology and ongoing efforts to leverage automation and modernize systems to enhance efficiency and collaboration can continue across the County at the most competitive rates.

Recommendation
It is recommended that the Board of County Commissioners (Board) approve a non-competitive designated purchase pursuant to Section 2-8.1(b)(3) of the Miami-Dade County Code (Code), by a two-thirds vote of the Board members present, to exercise the one, three-year option to renew (OTR) with expenditure authority in the amount of $57,603,500 under Contract No. EVN0000270, Microsoft Software Licensing Solution Partner, for CITD on behalf of County departments and Constitutional offices with the exception of the Miami-Dade Sheriff�s Office. The original competitive solicitation included one, three-year option-to-renew (OTR) term; however, the contract approved by the Board provided funding only for the initial three-year term because Microsoft portfolio licensing products are procured under a Microsoft Enterprise Agreement (EA), where pricing commitments, in accordance with Microsoft corporate policy, cannot extend beyond a three-year period. Thus, while the OTR was contemplated at the time the solicitation was issued and incorporated as an option in the Board-approved contract, the pricing for the renewal term had to be updated through the authorized reseller closer to the expiration of the initial three-year term.

Background
This competitively established contract was approved by the Board via Resolution No. R-425-23 in the amount of $38,000,000 for an initial three-year term on May 2, 2023. Subsequently, the contract was modified by the Board via Resolution No. R-436-25 for an additional $10,000,000 to support growth, required cybersecurity features, and cloud-based services in support of new and existing applications. The contract is currently in the initial term. County departments and Constitutional offices use this contract to purchase Microsoft software licenses, software assurance, and subscription services, including cloud-based storage and services through Microsoft Azure. Some of the licenses being utilized include but are not limited to: Microsoft Office 365 Enterprise License, Core Client Access License, Windows Enterprise License, Audio Conferencing License, and Power BI. These applications are essential to daily operations and any disruption in access would be detrimental in the ability to provide services, both internally and externally.

In an effort to explore cost savings for the County to purchase Microsoft software products, Invitation to Bid No. EVN0031348 (�the ITB�) was advertised under full and open competition in August 2025. Notifications were sent to over 400 registered vendors under the applicable commodity codes. On September 12, 2025, seven bids were received. Following a thorough analysis, it was determined to recommend rejection of all bids due to changes in the County�s operational needs and shift towards cloud infrastructure. In addition, two of the lowest bidders were deemed non-responsive. A separate Board item is being prepared to request rejection of the bids received in response to the ITB. It is important to note that a line-item price comparison between the proposed, negotiated OTR and the lowest responsive bidder of the ITB shows the same pricing for both options.

Competition for these services is not practicable at this time because, although multiple resellers exist and the County conducted a competitive solicitation, evolving operational needs and a strategic shift toward cloud-based infrastructure have rendered the original solicitation scope no longer aligned with current requirements. The County will be issuing a new competitive solicitation to eliminate the need for a future designated purchase, but exercise of the OTR is needed to ensure continuity of services. Accordingly, it is in the County�s best interest to approve this designated purchase pursuant to Section 2-8.1(b)(3) of the Code to purchase the required services.

Scope
The impact of this item is countywide in nature.

Delegated Authority
The County Mayor or County Mayor�s designee will have the authority to exercise all provisions of the contract, including any cancellation, renewal, or extensions, pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38.

Fiscal Impact/Funding Source
The contract expires on May 31, 2026, and has a current cumulative allocation of $48,000,000. If this request is approved, the contract will have a modified cumulative allocation of $105,603,500 and expire on May 31, 2029. The expenditure authority will enable County departments and Constitutional offices to continue use of critical Microsoft software and services, supporting uninterrupted countywide operations and infrastructure. The annualized allocation of the OTR is higher than the current contract due to increased pricing by Microsoft and anticipated usage across departments and Constitutional offices. The allocation also incorporates contingency planning by CITD for the anticipated addition of products and services during the contract term to advance County initiatives in data analytics, productivity platforms, and enterprise office solutions.

Department Existing Cumulative Allocation Additional Allocation Requested Modified Cumulative Allocation Funding Source Budgeted Contract Manager
CITD $48,000,000 $57,603,500 $105,603,500 Internal Service Funds FY 2025-26 Adopted Budget, Volume 3, Communications, Information and Technology, Page 282, Other Operating Julian Manduley
Total $48,000,000 $57,603,500 $105,603,500

Track Record/Monitor
Natalya Vasilyeva of the Strategic Procurement Department (SPD) is the Division Director.

Awarded Vendor
Vendor Principal Address Local Address Principal
Crayon Software Experts LLC 12221 Merit Drive, Suite 1400 Dallas, TX None Melissa Mulholland

Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with SPD�s Procurement Guidelines to determine vendor responsibility, including verifying corporate status and that there are no performance and compliance issues through various vendor responsibility lists and a keyword internet search. The lists that were referenced included convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to vendor responsibility.

Applicability of Ordinances and Contract Measures
� The two percent User Access Program applies.
� The Small Business Enterprise Bid Preference and Local Preference applied.
� The Living Wage Ordinance does not apply.



______________________
Carladenise Edwards
Chief Administrative Officer