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Home My WebLink AboutResolution 156-R-26 Approval of Single-Source One-Year Renewal of Microsoft 365 and Office 365 SaaS Subscriptions from Heartland Business Systems (3) (1) 07/13/2026 156-R-26 A RESOLUTION Authorizing the City Manager to Execute an Agreement with Heartland Business Systems for the Purchase of Microsoft 365 Apps for Government Licenses WHEREAS, the object of the purchase is to acquire Microsoft 365 Apps for Government licenses as a productivity software suite and WHEREAS, the Evanston City Council believes entering into an Agreement with Heartland Business Systems is in the best interests of the citizens of Evanston, NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1: That the City Manager is hereby authorized and directed to sign, and the City Clerk is hereby authorized and directed to attest on behalf of the City of Evanston, an Agreement between the City and Heartland Business Systems. SECTION 2: That the City Manager is hereby authorized and directed to negotiate any terms of an Agreement as may be determined to be in the best interests of the City. SECTION 3: That this Resolution shall be in full force and effect from and after its passage, approval, and publication in the manner provided by law. Page 1 of 4 Attest: ______________________________ Stephanie Mendoza, City Clerk Adopted: __________________, 20__ + __ Approved as to form: ______________________________ Alexandra B. Ruggie, Corporation Counsel Page 2 of 4 156-R-26 ______________________________ Daniel Biss, Mayor July 13 26 Microsoft Licensing Renewal 2026 Quote #414102 v1 Chicago Illinois Office Prepared by:Prepared For: Evanston, City of P: (847) 448-8002 E: cleal@cityofevanston.org P: 608-444-7994 E: mcarroll@hbs.net Mike Carroll 5400 Patton Drive Suite 4B Lisle, IL 60532 Carlos Leal 909 Davis Street 2nd Floor / IT Dept Evanston, IL 60201 Date Issued: 06.16.2026 Expires: 07.10.2026 * Optional Microsoft CSP Seat-Based Monthly Bill, Annual Term (Recurring)Recurring Qty Ext. Recurring For the subscription(s) included in this quote, monthly pricing is effective for the duration of your Microsoft CSP term. Quantities cannot be reduced or cancelled after the first 7 calendar days after the order is placed. Your initial invoice may include a prorated amount for the first billing month. Subsequent invoices will reflect the monthly recurring amount shown here. Subscriptions will auto-renew at the end of their term unless otherwise modified by HBS upon your request. CSP-D- CFQ7TTC0MM8R:0 00R Microsoft 365 Copilot GCC $31.50 1 $31.50 CSP-D- CFQ7TTC0LGZT:0 01M Microsoft 365 Apps (GCC)*$12.35 270 $3,334.50 CSP-D- CFQ7TTC0J1Z4:00 03 Office 365 G3 (Governmental Community Cloud)*$23.67 3 $71.01 CSP-D- CFQ7TTC0J1ZT:00 08 Office 365 G5 (Governmental Community Cloud)*$39.10 2 $78.20 Renewal Date: 7/7/2026 Domain: Cityofevanstonil.onmicrosoft.com * Optional Monthly Subtotal:$3,515.21 * Optional Microsoft CSP Seat-Based Upfront Bill, Annual Term (Recurring)Recurring Qty Ext. Recurring For the subscription(s) included in this quote, annual pricing is effective for the duration of the term. Quantities cannot be reduced or cancelled after the first 7 calendar days after the order is placed. Your initial purchase will be a 12-month term; any additional subscriptions purchased will be co-termed. Subscriptions will auto-renew at the end of their term unless otherwise modified by HBS upon your request. CSP-D- CFQ7TTC0MM8R:0 00R-12MO Microsoft 365 Copilot GCC*$360.00 1 $360.00 CSP-D- CFQ7TTC0LGZT:0 01M-12MO Microsoft 365 Apps (GCC)$141.12 270 $38,102.40 CSP-D- CFQ7TTC0J1Z4:00 03-12MO Office 365 G3 (Governmental Community Cloud)$270.48 3 $811.44 CSP-D- CFQ7TTC0J1ZT:00 08-12MO Office 365 G5 (Governmental Community Cloud)$446.88 2 $893.76 Page: 1 of 2Quote #414102 v1 Page 3 of 4 * Optional Microsoft CSP Seat-Based Upfront Bill, Annual Term (Recurring)Recurring Qty Ext. Recurring Renewal Date: 7/7/2026 Domain: Cityofevanstonil.onmicrosoft.com * Optional Annual Subtotal:$40,167.60 *Optional Expenses Recurring Microsoft CSP Seat-Based Monthly Bill, Annual Term (Recurring)$3,515.21 Microsoft CSP Seat-Based Upfront Bill, Annual Term (Recurring)$40,167.60 Optional Subtotal:$43,682.81 This Quote does not include any federal or state prevailing wage rates, unless specifically noted. If this project requires compliance with any federal or state prevailing wage laws, the customer must immediately notify Heartland in writing prior to acceptance so that Heartland can provide an updated Quote. Any modifications made after the project commencement will result in additional charges and delays. This quote may not include applicable sales tax, telecommunications taxes, shipping, handling, and delivery charges. Final applicable sales tax, telecommunications taxes, shipping, handling, and delivery charges are calculated and applied at invoice. The above prices are for hardware/software only, and do not include delivery, setup or installation by Heartland (“HBS”) unless otherwise noted. Installation by HBS is available at our regular hourly rates, or pursuant to a prepaid HBSFlex Agreement. This configuration is presented for convenience only. HBS is not responsible for typographical or other errors/omissions regarding prices or other information. Prices and configurations are subject to change without notice, and may be changed by HBS at any time up until shipment. HBS may modify or cancel this quote if the pricing is impacted by a tariff. A 20% restocking fee will be charged on any returned part. Customer is responsible for all costs associated with return of product and a $25.00 processing fee. No returns, cancellations or order changes are accepted by HBS without prior written approval. This quote and any attached agreement are not subject to termination without cause or for convenience. This quote expressly limits acceptance to the terms of this quote, and HBS disclaims any additional terms. Customer may issue a purchase order for administrative purposes only. By providing your “E- Signature,” you acknowledge that your electronic signature is the legal equivalent of your manual signature, and you warrant that you have express authority to execute this agreement and legally bind your organization to this proposal and all attached documents. Any purchase that the customer makes from HBS is governed by HBS’ Standard Terms and Conditions (“ST&Cs”) located at http://www.hbs.net/standard-terms-and-conditions, which are incorporated herein by reference. The ST&Cs are subject to change. When a new order is placed, the ST&Cs on the above-stated website at that time shall apply. If customer has signed HBS’ ST&Cs version 2022.v1.0 or later, or the parties have executed a current master services agreement, the signed agreement shall control over any conflicting terms in the version on the website. If a current master services agreement does not cover the purchase of products, the ST&Cs located on the website shall govern the purchase of products. Certain purchases also require customer to be bound by end user terms and conditions. A list of end user terms and conditions related to various manufacturers and vendors is set forth at https://www.hbs.net/End-User-Agreements. Any purchase that customer makes is also governed by the applicable end user terms and conditions, which are incorporated herein by reference. If customer has questions about whether end user terms and conditions apply to a purchase, customer shall contact HBS. Any order(s) that exceeds the credit limit assigned by HBS shall require upfront payment from customer in an amount determined by HBS. HBS shall make this determination at the time of the order, unless customer has previously submitted the required onboarding paperwork. In such event, HBS shall make this determination at the time of quoting. Customer shall ensure that all invoices are timely paid as stated in Section 2 of the ST&Cs, regardless of whether Customer has a financing or leasing company or other third-party issue the purchase order. In the event that a third-party issues the purchase order, Customer shall be required to sign this Quote for purposes of approving the order. QT.2026.v1.0 Acceptance Chicago Illinois Office Evanston, City of Mike Carroll Carlos Leal Signature / Name Signature / Name Initials 06/16/2026 Date Date Page: 2 of 2Quote #414102 v1 Page 4 of 4