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Agenda 11/13/2012 Item #16E 311/13/2012 Item 16.E.3. EXECUTIVE SUMMARY Recommendation to authorize the purchase of a Microsoft Enterprise Agreement from SHI for Microsoft software and licenses in the amount of $343,028 and authorize additional software and license purchases during the year utilizing the State of Florida contract 252 - 001 -09 -1. OBJECTIVE: To procure a Microsoft Enterprise Agreement for Microsoft software and licenses using an efficient and streamlined process for the County. CONSIDERATIONS: The County has standardized on Microsoft for backoffice products including email, database, and systems management software. The Information Technology Department (IT) procures a Microsoft Enterprise Agreement to maintain its software and licenses for these products on an annual basis. Additionally, the IT Department and other departments may need to purchase additional Microsoft software and licenses under this agreement to accommodate growth or changes in software configuration. Florida Statute Section 163.01, known as the Florida Interlocal Cooperation Act of 1969, permits local governmental units to make efficient use of their powers by enabling them to cooperate with other localities on a basis of mutual advantage and thereby to provide services and facilities in a manner and pursuant to forms of governmental organization that will accord best with geographic, economic, population, and other factors influencing the needs and development of local communities. The statute further provides that a public agency of this state may exercise jointly with any other public agency of the state, of any other state, or of the United States Government any power, privilege, or authority which such agencies share in common and which each might exercise separately. The State of Florida has a number of technology state term contracts already established that are authorized for use by County governments. The State of Florida contracts offer public agencies products and services for firm fixed pricing and terms and conditions negotiated by the State of Florida's Purchasing Department. The IT Department requested a quote for a Microsoft Enterprise Agreement from SHI, the only reselier on Florida State Contract 252 - 001 -09 -1, and was provided a quote for $343,027.83. The IT Department is requesting authorization to utilize the State of Florida contract 252 - 001 -09 -1 for this purchase. This agreement leverages the purchasing power of the State of Florida to provide best value pricing and terms. The IT Department has requested the quotes consistent with the Board's Purchasing Policy. The quotes have been provided to the Purchasing Department for final review and approval and attached in the County's Financial System (SAP) for pre -audit review by the Clerk's Finance Department. Staff recommends the use of this contract for the procurement of the aforementioned information technology hardware /software maintenance support at a competitive price, using an efficient and streamlined process for the County. The IT Department will issue a County purchase order, along with its standard terms and conditions to execute this order. The Purchasing Director has determined, per the Board's Purchasing Policy (XIV B), that this quote process conducted by the IT Department, is competitive in the market, and that the resultant contract has favorable terms to the County with respect to pricing, shipping, service and warranties, etc. In addition, the use of the established State contract allows for the County to consolidate its purchases with other public agencies in Florida and streamline its own purchasing processes. FISCAL IMPACT: The Information Technology Department has funds budgeted in its fiscal year 2013 budget for the Microsoft Enterprise Agreement. Funds for additional purchases are available in the IT Packet Page -2444- 11/13/2012 Item 16.E.3. Department and other department budgets and capital projects. Based on the additional software and licenses purchased in FY 2012 it is anticipated that 2013 expenditures on additional software and licenses will be approximately $90,000. GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive Summary. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office, requires majority vote, and is legally sufficient for Board action. — CMG RECOMMENDATION: That the Board authorizes the purchase of a Microsoft Enterprise Agreement for Microsoft software and licenses from SHI in the amount of $343,027.83 and additional software and licenses as needed during the year utilizing the State of Florida contract 252 - 001 -09 -1 and authorizes the Chairman to sign the associated Enterprise Update Statements. PREPARED BY: E. Michael Berrios, Director, Information Technology Department Attachments: Microsoft / SHI Agreement Summary documentation for State of Florida contract 252 - 001 -09 -1 SHI Quote Packet Page =2445- 11/13/2012 Item 16.E.3. COLLIER COUNTY Board of County Commissioners Item Number: 16.E.3. Item Summary: Recommendation to authorize the purchase of a Microsoft Enterprise Agreement from SHI for Microsoft software and licenses in the amount of $343,028 and authorize additional software and license purchases during the year utilizing the State of Florida contract 252 - 001 -09 -1. Meeting Date: 11/13/2012 Prepared By Name: BerriosMike Title: Manager - Network Operations,information Technology 10/19/2012 10:08:05 AM Approved By Name: pochopinpat Title: Administrative Assistant,Facilities Management Date: 10/19/2012 11:25:14 AM Name: JohnsonScott Title: Purchasing Agent,Purchasing & General Services Date: 10'22/2012 10:40:49 AM Name: MarkiewiczJoanne Title: Manager - Purchasing Acquisition,Purchasing & Gene Date: 10/22/2012 4:22:14 PM Name: WardKelsey Title: Manager - Contracts Administration,Purchasing & Ge Date: 10/24/2012 5:25:12 PM Name: Pricel-en Title: Adnvnistrator, Administrative Services Date: 10/30/2012 2:23:53 PM Name: GreeneColleen Title: Assistant County Attorney,County Attorney Packet Page -2446- Date: 11/1/2012 3:43:04 PM Name: KlatzkowJeff Title: County Attorney Date: 11/1/2012 4:15:54 PM Name: FinnEd Title: Senior Budget Analyst, OMB Date: 11/1/2012 4:46:54 PM Name: OchsLeo Title: County Manager Date: 11/4/2012 1 1:54:48 AM Packet Page -2447- 11/13/2012 Item 16.E.3. Microsoft License, Maintenance, & Services / State Term Contracts / State Cor. 11/13/2012 Item 16.E.3. MyFloridaHome Contact DMS Site Map Notification Settings Notify Me Department of Management Services > Business Operations > State Purchasing > Vendor Information > State Contracts. Agreements and Price Lists > State Term Contracts > Microsoft License, Maintenance, & Services Rate this Contract View Survey Results < < Return Microsoft License, Maintenance, & Services 252- 001 -09 -1 Effective Period Contract Type Contract Information 04/01/2009 through 03/31/2013 State Term Contract • ' Pricing • Contractors How to Use this Contract Frequently Asked Questions Microsoft Word - (msword 499.50 kB) Contract Documents PDF - (pdf 1.32 MB) Amendments and Memorandums Forms and Other Information • Trey Collins Contract Administration • 850- 488 -9996 • trey. col Iins @d ms. myflorida.com Commodity Codes 252 -030 Description This state term contract includes the purchase of Microsoft software licenses, maintenance and services. The large account reseller (SHI) offers products under the Microsoft Select, Enterprise, Academic Select and SPLA agreements. Microsoft provides consulting services. Additional services available include software product and documentation updates and installation. Benefits • Discounts of 27.9 percent (Select), 24.6 percent (EA), 23.40 percent (Academic), and 33.33 percent (Misc.) off of special state level D pricing searcIANkional discounts for large quantity orders • Statewide coverage Packet Page - 2448 -„ http:// www. dms. myflorida .com/business_cr__ _____,_, ,hasing /vendor_information/s... 4/5/20 Microsoft License, Maintenance, & Services / State Term Contracts / State Con 11/13/2012 Item 1 i 16.E.3. Mt`��Imf�liYif;" Services • year main enance coverage • Rnt actor (SHI) will be happy to work with any state or local entity on • n ra ewals of software that need to be invoiced prior to fiscal year end. re wls ccurring in the latter part of 2009 but need to be • i r c tact the Florida sales team at 800 - 543 -0432. • re uent e ues ions • Complete Contract - Microsoft Word • Complete Contract - PDF • Amendments and Memorandums • Forms and Other Information Return to State Contracts, Agreements and Price Lists i i I I I j I 7 i i i Terms and Conditions j Privacy Statement j Accessibility I Copyright ©2012 Department; of Management Services - State of Florida i Packet Page - 2449- http://www.dms.myflorida.com/business_ 4/5/202 Contractors / Microsoft License, Maintenance, & Services / State Term Contrac 11/13/2012 Item 16.E.3. MyFloridaHome Contact DMS Site Man Notification Settings Notify Me Department of Management Services > Business Operations > State Purchasing > Vendor Information > State Contracts, Agreements and Price Lists > State Term Contracts > Microsoft License, Maintenance. & Services > Contractors Rate this Contract View Survey Results << Return Microsoft License, Maintenance, & Services 252- 001 -09 -1 Contractors Florida Climate Recycled Utilizes Coverage Name CBE Code Friendly Products Authorized Area Preferred Resellers Products SHI I P - Asian- International American, Non No No No (Statewide j Corn Certified I j Microsoft A - Non- I No I No I No Statewide I' Corporation I Minority Search DMS Microsoft License, Maintenance, & Services • Pricing • Contractors o Contractors - SHI International Cor Contractors - Microsoft Corporation • How to Use this Contract • Frequently Asked Questions • Complete Contract - Microsoft Word • Complete Contract - PDF • Amendments and Memorandums • Forms and Other Information Packet Page - 2450 -, http: / /www.dms.myflorida.comPousmess_, r_.__.. _W, .... - -� _ chasing /vendor_ information/s... 4/5/2012 SHI.COM - Your Home: Article Detail 11/13/2012 Item 16.E.3. i The SHI Daily HeadLine: Microsoft Government Contract Pricing SHI is the Sole Contracted Provider for Microsoft Products on State contract number 252 - 001 -09 -1. The expiration date of the Government contract is 05- 31 -12. Documentation and Media are not included in the license prices but are available on the Tab titled "Media &Docs ". Keyless CDs: all products in the MS Office family are now being shipped by MS without keys. To obtain the key that will work for every product in the keyless Office family call 1- 888 - 352 -7140. Inform MS that you are part of the Select (not Open) agreement with the state and provide your enrollment #. If you do not know your Enrollment # please contact the FL Team at 800 - 543 -0432. Microsoft Enterprise Agreement (EA) pricing is available to the State of Florida customers under contract number 252- 001 -09 -1 and previously under 255 - 001 -01 -1. Please note that pricing listed is general EA pricing. Enterprise Agreements are highly customized contracts that are prepared for the specific needs of each customer. Your EA might differ as EA pricing is based on the individual customer situation and negotiated contract with Microsoft. For the most up -to -date information on the EA possibilities for your Agency /City /County please contact your local SHI representative. Contact info can be found on the main page, www.florida.shi.com under Your Account Team. Licenses: Microsoft does not ship license certificates. Proof of purchase is the license to use Microsoft products. © SHI Intemational Corp. • All Rights Reserved This site is owned and maintained by Software House International for the use of its State of Florida customers. IS0 9M 1 Contact: 1- 888 - 764 -8888 1 SHI Privacy Statement http:/ /www.florida.shi.com/Global/ECom Packet Page - 2451- Aew.asp ?SHIArticleID =7636 4/5/202 COLLIER COUNTY Mike Berrios Phone: (239) 252-8334 Fax: (239) 774 -8811 Email: mikeberrios @colliergov.net All Prices are in US Dollar (USD) Product 1 MS Enterprise Desktop - Win Pro /Enterprise CAUMDOP SA - Contract Annual Payment MICROSOFT - Part#: 269 -05924 2 MS Enterprise Desktop - Win Pro /Enterprise CAUMDOP USA - Contract Annual Payment MICROSOFT - Part#: 269 -05924 3 Windows Svr Ent Listed Languages SA Pack MVL Contract Annual Payment MICROSOFT - Part#: P72 -00187 4 Win Sry Datacenter 1 Proc SA EA Addon Annual Payment MICROSOFT - Part#: P71 -00886 11/13/2012 Item 16.E.3 Pricing Proposal Quotation #: 5920731 Created On: Oct -08 -2012 Valid Until: Dec -01 -2012 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 1735 $134.00 $232,490.00 85 $196.00 $16,660.00 50 $409.29 $20,464.50 20 $417.55 $8,351.00 5 Exchange Svr Ent Listed Languages SA Pack MVL Contract Annual Payment 7 $703.35 $4,923.45 MICROSOFT - Part#: 395 -02612 6 Forefront TMG Ent Edtn Listed Langs SA Pk MVL 1 Proc Lic Contract Annual Payment 2 $1,000.52 $2,001.04 MICROSOFT - Part#: 4VD -00262 7 Office Communications Svr Std Listed Languages SA MVL Contract Annual Payment 1 $122.84 $122.84 MICROSOFT - Part#: KNA -00235 8 Office Communictions Server External Connector Listed Languages SA MVL 1 $350.97 $350.97 Contract Annual Payment MICROSOFT - Part#: KTA -00014 9 SharePoint Svr Listed Languages SA Pack MVL Contract Annual Payment 1 $855.35 $855.35 MICROSOFT - Part#: H04 -00322 10 SC Config Mgr Server SA MVL w /SQL Contract Annual Payment 1 $229.42 $229.42 MICROSOFT - Part#: J4A -00156 Note: Formerly SMS 11 SC Service Mgr Sry w /SQL USA EA Addon Annual Payment 2 $536.56 $1,073.12 MICROSOFT - Part#: Q9F -00049 12 SC Ops Mgr Ent ML EA Addon Annual Payment 44 $74.97 $3,298.68 MICROSOFT - Part#: UAS -00346 13 SC Ops Mgr Ent ML EA USA Addon Annual Payment 57 $173.97 $9,916.29 Packet Page -2452- Total $343,027.83 Additional Comments Florida State Contract 252 - 001 -09 -1 Florida State Enterprise Agreement 01 E61767 Florida State Master Business Agreement U2075474 Collier County Enterprise Enrollment 6512146 The Products offered under this proposal are subject to the SHI Retum Policy posted at www.shi.com/returnpolicy, unless there is an existing agreement between SHI and the Customer. Packet Page -2453- MICROSOFT- Part#: UAS -00346 11/13/2012 Item 16.E.3. 14 SC Ops Mgr Std ML SA EA Addon Annual Payment 60 $27.35 $1,641.00 MICROSOFT - Part#: UAT -00315 15 SC Config Mgr Ent ML SA EA Addon Annual Payment 1 $74.71 $74.71 '^ MICROSOFT - Part#: J7A -00141 16 VStudio Ultimate w /MSDN Ultimate SA MVL Contract Annual Payment 10 $1,773.94 $17,739.40 MICROSOFT - Part#: 124 -00002 17 Project Pro Win32 Listed Languages SA Pack MVL w/1 ProjectSvr CAL Contract 77 $180.13 $13,870.01 Annual Payment MICROSOFT - Part#: H30 -00236 18 Project Std SA EA Addon Annual Payment 7 $108.00 $756.00 MICROSOFT- Part#: 076 -01912 19 Visio Pro Win32 Listed Languages SA MVL Contract Annual Payment 70 $92.39 $6,467.30 MICROSOFT - Part#: D87 -01252 20 Visio Std SA EA Addon Annual Payment 1 $41.81 $41.81 MICROSOFT - Part#: D86 -01253 21 Windows RIDS Dev CAL SA EA Addon Annual Payment 100 $14.71 $1,471.00 MICROSOFT - Part#: 6VC -01253 22 SC Ops Mgr Sry w /SQL EA Addon Annual Payment 1 $229.94 $229.94 MICROSOFT - Part#: EFC -00333 Total $343,027.83 Additional Comments Florida State Contract 252 - 001 -09 -1 Florida State Enterprise Agreement 01 E61767 Florida State Master Business Agreement U2075474 Collier County Enterprise Enrollment 6512146 The Products offered under this proposal are subject to the SHI Retum Policy posted at www.shi.com/returnpolicy, unless there is an existing agreement between SHI and the Customer. Packet Page -2453- 11/13/2012 Item 16.E.3. MicnQ.s *I Volume Licensing Enterprise Update Statement Enterprise Agreement Number 01 E61767 Enrollment Number 6512146 Company Name Collier County Government In accordance with the terms of entity's Enterprise Agreement and Enrollment, a true -up order must be submitted for each Enrollment's anniversary (including at Enrollment expiration and prior to any renewal) to account for License quantity increases for: a. Qualified Desktops /Devices or Qualified Users b. Online Services (where permitted)titf c. Previously ordered dditionai Products t }. �f — „M1 ATM.1 d. e. Mme year true -up option vusf place t and prior to renewal. the �.,: If entity has ordered any additional quantities sin ci3 sEr�roNmnt,efxniversary; this annual true -up order is still required. Entity must submit an Enter 8” Ul'd` a Stdt6ment for each anniversary when there has been no increase in required License quankies as described above. ® In checking this box,:: entity confirms that under the above referenced Enrollment, there has been t rya triorease in the number of required Licenses. Entity understands-that it is the responsibility of the enf ! to ensure that all licenses installed are used according to the Enterprise Agreement and .- Enrollment referenced above. Select applicable year for this Update statement: Year 2 Customer Name of Entity* Collier County Government Signature* Printed Name* Printed Title* Signature Date* * indicates required fields pp ved as to form & legal suff icien,_ C Colleen Greene, Assistant Countv e11 EAUniversalUpdateStatement(W W)(ENG)(Ju12011) By: Packet Page -2454- Page 1 of 1