Item C17'
CM
ounty of onroe
BOARD OF COUNTY COMMISSIONERS
Mayor Heather Carruthers, District 3
Mayor Pro Tem George Neugent, District 2
TheFloridaKeys
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
County Commission Meeting
August 17, 2016
Agenda Item Number: C.17
Agenda Item Summary #1952
BULK ITEM: DEPARTMENT:
Yes Information Technology
TIME APPROXIMATE:STAFF CONTACT:
Alan MacEachern (305) 295-5110
N/A
AGENDA ITEM WORDING:
Approval of invoice to purchase additional Microsoft licenses and
the first year of software assurance (maintenance).
ITEM BACKGROUND:
Monroe County licenses many software products from Microsoft under a
repeating three year agreement titled an Enterprise Agreement (EA). Each EA identifies the licensing
that at a minimum will be in place for the entire three year agreement. The current EA in place was
approved by the board in July and September of 2013 (pricing mistake updated in September) and
has been in effect from 9/1/2013 to 8/31/2016.
Under terms of the EA, Monroe County has a responsibility to self report the usage of additional
Microsoft products during year 2 and year 3 in what is called a true up process. This year Monroe
County has done extensive licensing research in preparation for our new EA and has identified that
Monroe County is using 49 more User Based Licenses ( access to file servers, exchange, and other
internal tools) than currently licensed for plus 117 more PC licenses (operating system and Office)
than originally licensed for. This invoice is the amount required to purchase those additional licenses
and pay for the first year of software assurance (a type of maintenance). Ongoing maintenance costs
on these items go down in the next EA.
Monroe County BOCC is currently enrolled in the Microsoft Volume
Licensing Program or Enterprise Agreement (EA) under the State of Florida Contract # 252-001-
09-1 and has a contract with SHI International Corp. for Microsoft Licenses relating to our Microsoft
Windows desktop environment (Operating System and Office), physical and virtual Microsoft servers, Microsoft SQL
Server and tools such as Microsoft Project, Visio and Visual Studio. This is an incremental licensing
cost to reflect increased usage of Microsoft products (primarily access to email for users and the cost
of Windows and Office on PCs).
PREVIOUS RELEVANT BOCC ACTION:
3 Year EA Approved on 07/17/13 - Item C40 - Pricing of $90,666.74 per year
3 Year EA Approved on 09/17/13 - Item C6 - Pricing updated because of pricing error to
$117,815.11 per year
CONTRACT/AGREEMENT CHANGES:
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N/A
STAFF RECOMMENDATION:
Approval
DOCUMENTATION:
SHI Quote- Year Three True Up - 11786928
Microsoft Enterprise Agreement - Multi Year Comparison
FINANCIAL IMPACT:
Effective Date: 09/01/2015
Expiration Date:
08/31/2016
Total Dollar Value of Contract:
$58,239.99
Total Cost to County:
$58,239.99
Current Year Portion:
$58,239.99
Budgeted:
Yes
Source of Funds:
Primarily Ad Valorem
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant:
No
County Match
: No
Insurance Required:
No
Additional Details:
REVIEWED BY:
Alan MacEachern Completed 08/03/2016 9:27 AM
Assistant County Administrator Christine Hurley Completed
08/03/2016 9:33 AM
Christine Limbert Completed 08/03/2016 10:24 AM
Budget and Finance Completed 08/03/2016 10:28 AM
Maria Slavik Completed 08/03/2016 10:32 AM
Kathy Peters Completed 08/03/2016 10:50 AM
Board of County Commissioners Pending 08/17/2016 9:00 AM
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