Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
Secondary Department: County Library
Secondary Department Head/Elected Official: Edward Melton
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Award
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): SHI Government Solutions, Inc.
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: Exempt - Interlocal/Cooperative Agreement
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Request Summary (Agenda Caption):
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Request for approval of an OMNIA Partners, Public Sector Cooperative Purchasing Program award on the basis of best quote meeting specifications and that the County Judge execute an addendum to an agreement with SHI Government Solutions, Inc. in the amount of $465,991 for Microsoft Nonprofit licensing and software entitlements for the Public Library through September 5, 2027 with four (4) one-year renewal options, Justification for 0% MWBE Participation Goal: Exempt - Interlocal/Cooperative Agreement.
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Background and Discussion:
Harris County Public Library (HCPL) requires Microsoft software licenses and cloud subscriptions to support approximately 450 staff users and approximately 1,500 staff and public computing devices. These licenses provide core productivity software, endpoint management, cybersecurity, server licensing, business intelligence, and collaboration services that are essential to daily library operations.
HCPL previously procured Microsoft licensing under Microsoft's educational licensing program. Microsoft has discontinued that pricing model for public libraries, requiring HCPL to transition to a new licensing structure. HCPL qualifies for Microsoft's nonprofit licensing program, which provides substantially lower pricing than the standard government licensing available through the Harris County Microsoft Enterprise Agreement.
Universal Services has confirmed that maintaining a separate nonprofit agreement is the most cost-effective approach for HCPL. This procurement establishes HCPL's nonprofit Microsoft licensing through SHI International Corp. utilizing the OMNIA Partners cooperative purchasing contract, ensuring continuity of critical Microsoft services while minimizing costs to Harris County.
Expected Impact:
Approval of this agreement will ensure uninterrupted Microsoft licensing for HCPL staff and public computing environments while maintaining cybersecurity, endpoint management, productivity, and server licensing. Procuring nonprofit licensing allows HCPL to continue operating under the most cost-effective licensing model available and avoids significantly higher costs associated with standard government licensing.
Alternative Options:
HCPL evaluated the standard government Microsoft licensing model available through the Harris County Enterprise Agreement; however, that option was significantly more expensive than the nonprofit licensing model for which HCPL qualifies. Failure to approve this agreement would jeopardize continuity of essential Microsoft services supporting library operations.
County Strategic Plan Goal: 2. Connect our community with safe, reliable, equitably distributed, and well-maintained infrastructure.
County Strategic Plan Objective: Choose an item.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): Choose an item.
Housing Initiative (Goal 6): Choose an item.
Additional notes related to the Strategic Plan: This procurement supports the technology infrastructure required to provide secure, reliable, and equitable access to library services for Harris County residents through HCPL's staff computing environment, public access computers, and Microsoft cloud services.
Prior Court Action (if any): N/A
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Microsoft Enterprise Licensing (M365, Windows, Server, Security) for Harris County Public Library |
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County Attorney’s Office Legal Review (for Harris County Code Items only) |
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Anticipated Court Date: 9/17/2026
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Contact(s) name, title, department: Ty Beauchamp, Director, HC Public Library; William House, Buyer, Purchasing
Attachments (if applicable): Letter, Bid Table, Addendum