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Item D41 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 12/20/06 Division: Technical Services Bulk Item: Yes X No Department: Staff Contact PersonlPhone #: Mickey Baker 295-5130 AGENDA ITEM WORDING: This item requests approval for the County to purchase and enter into a Microsoft Enterprise Agreement for license compliance and support for Microsoft Client Access Licenses. ITEM BACKGROUND: There servers in use by Technical Services to serve the Board of County Commissioners organization are all using one version or the other of a Microsoft operating system. The growth of Information Technology has resulted in additional Clients computers being added. The use of Microsoft software technology requires both a server license and a Client Access License (CAL) for each version of a product a workstation attaches to and uses that runs on a server. This Agenda Item requests the approval and purchase of a minimal Microsoft Enterprise Agreement in order to ensure compliance with Microsoft licensing for server software and Client Access Licenses. PREVIOUS RELEVANT BOCC ACTION: Approval of 2007 Technical Services Budget that includes this purchase. CONTRACT/AGREEMENT CHANGES: Purchasing via the Florida State Contract with SHI, Contract #: 255-001-01-1 SHI is the DMS (Department of Management Services) chosen, sole source supplier for Microsoft Software. STAFF RECOMMENDATIONS: Approval, purchase and execution of this Enterprise Agreement. TOTAL COST: $112,320.00 BUDGETED: Yes X No COST TO COUNTY: $112,320.00 SOURCE OF FUNDS: 001-05003 REVENUE PRODUCING: Yes No X AMOUNTPERMONTH Year APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management _ DOCUMENTA TION: Included X Not Required_ DISPOSITION: AGENDA ITEM # Revised 11/06 OK~~,rY ~o~~~E (305) 294-4641 BOARD OF COUNTY COMMISSIONERS Mayor Mario Di Gennaro, District 4 Mayor Pro Tem Dixie M. Spehar, District 1 George Neugent, District 2 Charles "Sonny" McCoy, District 3 Sylvia J. Murphy, District 5 .,,--( -'" €=;~ ,... . ""'...........~,., ~., <::~e::~,[~~t/ Technical Services Division 1200 Truman Avenue, Suite 211 Key West, FL 33040 (305) 295-5110 Date: December 5,2006 Subject: Agenda Item - Microsoft Enterprise Agreement This item requests approval for the County to purchase and enter into a Microsoft Enterprise Agreement for license compliance and support for Microsoft Client Access Licenses. History and Reasoning There are currently 36 servers in use by Technical Services to serve the Board of County Commissioners organization, all using one version or the other of a Microsoft operating system. It cannot be affirmatively established that each of these servers was properly licensed by purchasing the appropriate product from Microsoft. Additionally, the growth ofInformation Technology within this organization has resulted in additional Clients computers being added. The use of Microsoft software technology requires both a server license and a Client Access License (CAL) for each version of a product a workstation attaches to and uses that runs on a server. For example, if a user uses Microsoft Exchange, a Microsoft file server, and an application that attaches to a Microsoft SQL server, it is required to have a CAL for Exchange, a CAL for Windows Server and a CAL for SQL Server. To make this even more complex, each version of each Microsoft product requires a different purchase of a CAL for each version of the product. If a user attaches to and uses Windows 2000 Server, Windows NT Server and Windows 2003 server, a separate CAL is required for each. This can get difficult to manage and expensive as all this usage is tallied and multiplied. In a complicated enterprise situation such as ours, Microsoft offers a packaged "Enterprise Agreement", which packages server licensing for a "per workstation" fee. The term of this agreement is three years. The simplest and least expensive of these is the $96.00 (FL State Contract price) per workstation "CAL EA", which licenses the user to use any and all of the included products for a flat fee for one year. More complicated and more expensive agreements that would include Office 2007 are available, but were not considered due to budgetary constraints. Pricing and Procurement For a minimum of a 3 year agreement, $96.00 per workstation is based on a 100,000 seat enterprise, bid negotiated by the State of Florida and awarded to SHI exclusively. There is no better pricing available. Technical Services used the active directory count of workstations that appeared on our network within the last 90 days. We eliminated workstations which we knew were temporary and that belonged to the Library organization, who qualifies for better pricing under Microsoft's Library and Education program. We have determined that there are 390 active Microsoft workstations on the network. Each year, we must count workstations on the anniversary of this agreement. The total cost of the agreement will then go up or down by the number of workstations we count. Assuming the number of workstations remains static, the cost of this agreement over three years is as follows: FY 2007 $ 37,440.00 FY 2008 37,440.00 FY 2009 37,440.00 TOTAL $112,320.00 Micke V. Baker Divisi n Director, Technical Services Enterprise Enrollment (indirect) MiclOSOlt I Volume Licensing State and Local Framework ID Enterprise Agreement number Reseller or Microsoft affiliate to complete Enrollment number Microsoft affiliate to complete Reseller purchase order number Reseller to complete Microsoft Business Agreement number (if applicable) Reseller or Microsoft affiliate to complete Previous Qualifying Enrollment number Reseller to complete Previous Qualifying Enrollment end date Reseller to complete This Microsoft Enterprise Enrollment is entered into between the following entities signing, as of the effective date identified below. Definitions. When used in this enrollment, "you" refers to the entity that signs this enrollment with us, and "we" or "us" refers to the Microsoft entity that signs this enrollment. "Qualifying Enrollment," means (i) an enterprise enrollment under a separate Microsoft Select Master Agreement or Microsoft Enterprise Agreement; (ii) any enterprise subscription enrollment entered into under a separate Microsoft Enterprise Subscription Agreement; or (iii) any other enrollment submitted under the Microsoft Enterprise Agreement identified on the cover page. All other definitions in the Microsoft Enterprise Agreement identified above apply here. Effective date. If you are renewing Software Assurance from one or more previous "Qualifying Enrollments" then the effective date will be the day after the first Enrollment expires. Otherwise the effective date will be the date this enrollment is signed by us. Where a previous Qualifying Enrollment is being used, your reseller will require that enrollment number and end date to complete the applicable boxes above. Term. This enrollment will expire 36 full calendar months from the effective date. It could be terminated earlier or renewed as provided in the Microsoft Enterprise Agreement. We will advise you of your renewal options before it expires. Representations and warranties. By signing this enrollment, the parties agree to be bound by the terms of this enrollment, and you represent and warrant that: (i) you have read and understand the Microsoft Business Agreement identified above (if any) and the Microsoft Enterprise Agreement, including all documents it incorporates by reference and any amendments to those documents, and agree to be bound by those terms; and (ii) you are either the entity that signed the Microsoft Enterprise Agreement or its affiliate. Non-exclusivity. This enrollment is non-exclusive. Nothing contained in it requires you to license, use or promote Microsoft software or services exclusively. You may, if you choose, enter into agreements with other parties to license, use or promote non-Microsoft software or services. SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Cover page N36 Page 1 of 11 This enrollment consists of (1) this cover page, (2) the Contact Information Page(s), (3) the Enterprise order information, (4) the Reseller Information Form, (5) the product order as provided to us by the reseller (6) the Media Order Form, and (7) the Core User CAL Terms and Conditions (if applicable). Contracting Microsoft Affiliate Name of entity * Monroe County sacc Microsoft Licensing, GP Signature * Signature Printed name * Printed name Pri nted title * Pri nted title Signature date * Signature date (date Microsoft affiliate countersigns) Effective date * indicates required fields (may be different than our signature date) , Microsoft Volume Licensing web sites (Note: We will advise you of any changes to these URLs.) Product use rights http://microsoft.com/licensinq Product List http://microsoft.com/licensinq Microsoft Volume Licensing Services (MVLS) https:lllicensinq.microsoft.com/ (password protected site to view orders under this enrollment) Customer guide http://microsoft.com/licensinq/proqrams/ Notices to Microsoft should be sent to: Copies should be sent to: MSLI,GP 6100 Neil Road, Suite 210 Reno, Nevada USA 89511-1137 Dept. 551, Volume Licensing Microsoft Law and Corporate Affairs One Microsoft Way Redmond, WA 98052 USA Volume Licensing Group (425) 936-7329 fax Attachments: L8J. Media Order Form (required) 0 Core User CAL Terms and Conditions. if applicable 0 MS Capital Form. if applicable Customer. Please remit to your reseller. Reseller. Please remit to Microsoft. SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Cover page N36 Page 2 of 11 1. Contact information. Each party will notify the other in writing if any of the information in the following contact information page(s) change. The * indicates required fields. By providing contact information, you consent to its use for purposes of administering this enrollment by us, our affiliates, and other parties that help us administer this enrollment. Primary contact information: The customer signing on the cover page must identify an individual from inside its organization to serve as the primary contact. This contact is the default online administrator for this enrollment and receives all notices unless you provide us written notice of a change. The online administrator may appoint others as administrators and grant others access to online information. Customer Name of entity * Contact name * Monroe County BOCC Last Baker First Mickey Street address * Contact email address (required for online access) * 1200 Truman Ave, Suite 211 Baker-mickey@monroecounty-f1.gov City * State/Province * Phone Key West FL 305-295-5130 Country * Postal code * Fax USA 33040 305-295-5105 Notices and online access contact information: Complete this only if you want to designate a notices and online access contact different than the primary contact. This contact will become the default online administrator for this enrollment and receive all notices. This contact may appoint other administrators and grant others access to online information. Notices and online access contact ~ Same as primary contact Name of entity Contact name Last First Street address Contact email address (required for online access) City State/Province Phone Country Postal code Fax SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Contact information N36 Page 3 of 11 Language preference: This section designates the language in which you prefer to receive notices. I English Additional electronic contractual notices contact information: This contact will receive electronic contractual notices in addition to the notices contact. This contact is not required if you do not want an additional set of notices issued. Electronic contractual notices contact Name of entity Contact name Last First Street address Contact email address (required for electronic notices) City State/Province Phone Country Postal code Fax Software Assurance benefits contact: This contact will receive communications concerning Software Assurance benefits, and any additional TechNet subscriptions that have been ordered separately from Software Assurance under this enrollment. This contact is optional. If this contact is not completed, any notices for Software Assurance benefits will default to the notices and online contact. Software Assurance benefits contact Name of entity Contact name Last First Street address Contact email address (required for electronic notices) City State/Province Phone Country Postal code Fax SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Contact information N36 Page 4 of 11 MSDN contact: This contact will receive communications concerning registration for MSDN products ordered under this enrollment. This contact is optional. If this contact is not completed, any notices for MSDN will default to the notices and online contact. MSDN contact Name of entity Contact name Last First Street address Contact email address (required for electronic notices) City State/Province Phone Country Postal code Fax Microsoft account manager: This section designates your Microsoft account manager contact. Microsoft account manager name Microsoft account manager email address ku rtl ie@microsoft.com Kurt Lieberman SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Contact information N36 Page 5 of 11 2. Defining your enterprise. Use this section to identify which affiliates will be included in your enterprise. Your enterprise must consist of entire government agencies, departments or legal jurisdictions, not partial government agencies, departments, or legal jurisdictions. Each affiliate must be entirely "in" or entirely "out." All affiliates acquired after the effective date of this enrollment that are not party to a Qualifying Enrollment of their own will automatically be included unless you fill in part b below. a. Use this part (a) to determine which current affiliates will be included in your enterprise. Check only one of the boxes in part (a). ~ D Only you (and no other affiliates) will be participating You and the following affiliates will be participating (attach a list of names on a separate piece of paper if more than 10 affiliates are being included): 2 3 4 5 6 7 8 9 10 b. Use this part (b) to indicate whether affiliates with which you consolidate after the enrollment effective date will be included. Unless you check the box below, all affiliates you consolidate with after the enrollment effective date that are not party to a Qualifying Enrollment of their own will automatically be included. . Exclude all affiliates consolidated with after the enrollment effective date that are not party to a Qualifying Enrollment of their own. SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Enterprise order information N36 Page 6 of 11 3. Selecting your language option. Select the option for the languages in which you will run the products licensed under this enrollment. The options and their corresponding languages are identified here. All Languages Arabic Bulgarian Chinese Simplified Chinese Traditional Croatian English 1 Hebrew lndic Japanese Korean Portuguese (Brazil) Romanian Russian Serbian Spanish2 Thai Turkish Ukrainian 1 English is a Listed Language if this enrollment is signed outside of the following countries and a Restricted Language if this enrollment is signed inside these countries: Austria, Belgium, Cyprus, Czech Republic, Denmark, Estonia, France, Finland, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, United Kingdom, Switzerland, Sweden, or Spain. English is a "Listed Language", except when restricted as described in the "Restricted Languages" list (see footnote 3) Danish Dutch English 1 Finnish French3 German Greek Italian Norwegian Portuguese (PortugaO Spanish2 Swedish Czech Estonian Hungarian Latvian Lithuanian Polish Slovenian Slovak 2 Spanish is a Listed Language only if this enrollment is signed in Latin America and is otherwise Restricted Language. 3 French is a "Listed Language," if signed in Canada . Select All Languages to run your products in any of the Listed, Extended or Restricted Languages. This option also allows you to run Multi-Language packs for your products. . Select Listed Languages to run your products in those languages. . Select Extended Languages to run your products in those languages. . If you select the Listed or Extended Languages option you may run up to 10% of the copies of each of your products in All Languages. Check one box IZI Listed Languages D All Languages D Extended Languages SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Enterprise order information N36 Page 7 of 11 4. Language allocation. Provide us with your good faith estimate of the specific languages in which you will run all copies of all products and the approximate percentage of those copies you will run in each language. Information that you provide here does not limit your future use of products under this enrollment in any permitted language within the language group you select above. Attach a separate sheet if more space is needed. Language Percentages English 100%% % % % 5. Applicable currency. Payments made in connection with this enrollment must be in U.S. Dollars 6. Establishing your price level. The price level for enterprise products is determined by the terms and conditions of the enterprise agreement. Your price level for additional products will be level "0". Qualified desktops: You represent that the total number of qualified desktops in your enterprise is, or will be increased to, this number during the initial term of 390 this enrollment (This number must be equal to at least 250 desktops). Qualified users: You represent that the total number of qualified users in your enterprise is, or will be increased to, this number during the initial term of this enrollment (This number must be equal to at least 250 users). SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Enterprise order information N36 Page 8 of 11 7. Enterprise product orders. Your reseller will provide you with your product pricing and order. Your prices and payment terms for all products ordered will be determined by agreement between you and your reseller. Your reseller will provide us with your order separately from this enrollment. We will invoice your reseller in three equal annual installments for the enterprise products covered by your initial order. The first installment will be invoiced to your reseller upon our acceptance of this enrollment; the remaining installments will be invoiced at the next two anniversaries of the enrollment effective date. We will invoice your reseller for the enterprise products covered by any true up orders in total upon our acceptance of each true up order. Select the enterprise products to be covered by your initial order. If you select the Core CAL, you must select either desktop or user licenses. Enterprise Products Desktop User Licenses Licenses Windows Desktop Operating D System Upgrade Office Professional 1 D Office Standard 1 D Core Client Access License 1,2 D D Exchange Server Client Access [g] D License 2 SharePoint Portal Server Client D D Access License 2 Windows Server Client Access [g] D License 2 Systems Management Server Configuration Management [g] License Windows Terminal Services D D Client Access License 2 Office Live Communication D D Server Client Access License 2 SQL Server Client Access [g] D License 2 1 The components of the current versions of Office Professional, Office Standard and the current versions of the components that make up the Core CAL, are identified in the Product List. 2 If you select a User CAL and the agreement identified on the cover page is version 6.1 or earlier, the User CAL Terms and Conditions apply. SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Enterprise order information N36 Page 9 of 11 8. Additional Products We will invoice your reseller for each additional product covered by your initial order in three equal annual installments. The first installment will be invoiced to your reseller upon our acceptance of this enrollment; the remaining installments will be invoiced at the next two anniversaries of the enrollment effective date. We will invoice your reseller for any new additional product not initially included in your enrollment in total upon our acceptance of your order. We will invoice your reseller for additional products initially included in your enrollment and covered by any true up order submitted during the initial term in total upon our acceptance of your true up order. 9. Qualifying systems licenses. All desktop operating system licenses provided under this program are upgrade Licenses. No full operating system licenses are available under this program. Therefore, if you select the Windows Desktop Operating System Upgrade & Software Assurance, all qualified desktops on which you will run the Windows Desktop Operating System Upgrade must be licensed to run one of the qualifying operating systems identified in the Product List at http://www.microsoft.com/licensinQ. Note that the list of operating systems that qualify for the Windows Desktop Operating System Upgrade varies with the circumstances of your order. That list is more extensive at the time of your initial order than it is for some subsequent true ups and system refreshes during the term of your enrollment. 10. Renewal orders. For any 36-month renewal, your renewal order will be invoiced to your reseller in three annual installments. The first installment will be invoiced upon our acceptance of the renewal order; the remaining installments will be invoiced at the next two anniversaries of the effective date of that renewal term. For any 12-month renewal and for any true up orders, we will invoice your reseller in total upon our acceptance of your order. SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Enterprise order information N36 Page 10 of 11 - - Your reseller should complete the following sections and sign this form where indicated. General information Reseller company name: SHI Street address: (PO boxes will not be accepted) 2 Riverview Drive City and State / Province and postal code: Somerset, NJ 08873 Country: USA Contact name: Phone number: 888-764-8888 Fax number: 732-537 -7325 Email address: msteam@shi.com The undersigned confirms that the reseller information is correct. Name of reseller SHI Signature Printed name Pri nted title Licensing Specialist Date SLG Microsoft Enterprise 6.4 Enrollment (Indirect)(North America) June 2006 Reseller information form N36 Page 11 of 11 SLG Enterprise and Enterprise Subscription Media Order Form Media shipping information form - starter CD kit Agreement number (Reseller or Microsoft affiliate to complete) Enrollment number (Microsoft affiliate to complete) Customer contact Name: Contact name: Contact email: Contact phone: THIS FORM MUST BE ATTACHED TO AN ENROLLMENT. At your option, starter CD kits and CD-ROM subscriptions relating to your enrollment that you choose to receive will be shipped to the address below. Terms used but not defined in this form have the meanings given to them in your enrollment identified in this form. The starter CD kit ship to information identifies the delivery location. If you do not elect physical media, and intend to download copies of software instead, please provide the download delivery location as the starter CD kit ship to information. Starter CD kit ship to information (* indicates required information) ~ Same as notices contact in the enrollment Customer name * Contact name * Street address * (no PO boxes accepted) Contact email address * City and State / Province * Contact phone number * Country and postal code * Contact fax number If you choose below to receive media, then upon our acceptance of your enrollment, we will send you your starter CD kit in the language(s) you select. This starter CD kit will be provided at no additional charge, in order to permit you to exercise the license rights granted under your enrollment and related Enterprise Agreement. You may also subscribe to updates in the form of CDs, or upon reasonable notice, electronic download or similar other means. If you need additional starter CD kits and updates, you may order these through your reseller for a fee. For a complete list of the contents of any kit, visit the web site at http://selectug.mslicense.coml. ~ Yes, I want to receive a starter CD kit (media) ~ Yes, I want to subscribe to receive CD kit updates D No, I do not want to receive a starter CD kit (media) D No, I do not want to subscribe to receive CD kit updates SLG Microsoft Media Order Form v6.4 (North America) (indirect) December 1, 2005 Page 1 of2 SLG Enterprise and Enterprise Subscription Media Order Form Media shipping information form - starter CD kit (continued) Chinese Traditional Chinese Traditional Hon Kon /Pan-Chinese Croatian Czech Danish Dutch Estonian Finnish French German Greek Hebrew Hun arian Italian Ja anese Korean Latvian Lithuanian Norwe ian Polish Portuguese Romanian Russian Serbian Slovak Slovenian S anish Swedish Thai Turkish Ukranian ~ D D D D D D D D D D D D D D D D D D D D D D D D D D D D D D D D D D D D * Mapping Kit is not available for use in or shipment to India, Hong Kong SAR, Macau SAR, China, Morocco Pakistan, and Turkey. ** Before installing any of the Multilanguage Packs, the English version of the product must first be installed. If you order English/Multilanguage, you must also order English. *** Chinese Simplified Windows XP Professional is not available in the Enterprise Chinese Simplified Kit and is only available in certain countries. Contact your reseller for availability in your region. = Not Available SLG Microsoft Media Order Form v6.4 (North America) (indirect) December 1, 2005 Page 2of2 Monroe County BOCC Cee Roth 1200 Truman Sl. Suite 211 Key West, FL 33040 Phone: Fax: Email: Roth-Cee@monroecounty-f1.gov All Prices are in US Dollar(USD) Product Pricing Proposal Quotation #: 1882459 Created On: Oct-27-2006 Valid Until: Nov-26-2006 Account Executive Thomas Naelon 18069 SW 152nd Ave. Miami, FL 33187 Phone: 305-971-5266 Fax: 305-971-5283 Email: thomas_naelon@shi.com Qty Your Price Total MS Enterprise Desktop - BackOffice CAL Annual Payment MICROSOFT - Part#: A01-00039-B Note: BackOffice CAL includes Windows Server CAL, Exchange CAL, SMS CAL, SQL CAL Additional Comments 390 $96.00 $37,440.00 Total $37,440.00 State of Florida Contract 255-001-01-1 This price is the annual payment for a three year contract under the Microsoft Enterprise Agreement for the State of Florida.