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Home My WebLink AboutItem 13 Authorization for Microsoft Enterprise License Agreement PaymentMeeting Date: November 7, 2023 Item #: 13 Contact Name: Justin Mieras, John Haas Department Director: Doug Gaines Contact Number: Ext. 1505, Ext. 1553 City Manager: Robert Frank Background Summary: On November 2, 2021, the City Commission approved a three-year Enterprise Agreement with Microsoft through Software House International (SHI) at the cost of $57,475.43 per year, for the level of equipment/services at that time. Per the terms of that agreement, the City's equipment level is reviewed annually prior to invoicing and this year's renewal cost is $60,139.85. The Microsoft Enterprise Agreement provides software updates and technical support for the City's Microsoft server licenses, including Microsoft Exchange, which hosts the City's email accounts, and SQL server, which is the database management system for many of the City's enterprise applications and various software used by the entire City for communication, printing, electronic storage, remote access, systems management, and virtualization. The majority of the price difference is due to the City adding OneDrive licenses (similar to DropBox). IT staff is currently testing the application for Citywide adoption. This is year three of the contract, and a new contract will come before the City Commission in about a year. The next agreement is expected to be significantly more expensive. Issue: Should the Honorable Mayor and City Commissioners authorize City Staff to process this year's $60,139.85 Microsoft Enterprise Agreement commitment? Recommendations: Staff recommends that the Honorable Mayor and City Commissioners authorize City Staff to process this year's $60,139.85 Microsoft Enterprise Agreement commitment. Attachments: 1. Quote-24100356 2. Signed Contract Financial Impacts: This year's agreement quote is $60,139.85, through our contract with SHI, a state contract provider for Microsoft software. The cost will be covered by the Equipment and Maintenance Contract account (001-516- City of Ocoee ® 1 N. Bluford Avenue ® Ocoee, Florida 34761 Phone: (407) 905-3100 ® www.ocoee.org Page 150 of 241 00-4606) where we budgeted a 5% increase in this renewal cost. This is the final year of this contract and the next agreement is expected to be significantly more expensive. Type of Item: Consent City • Ocoee - 1 N. Bluford Avenue - Ocoee, •. 34761 Phone: (407) 905-3100 - www.ocoee.org Page 151 of 241 0 FL -City of Ocoee Justin Mieras 150 N. Lakeshore Drive Ocoee, FL 150 N. Lakeshore Dri United States Phone: 407-905-3100 Ext. 1505 Fax: Email: jmieras@ocoee.org All Prices are in US Dollar (USD) Product 1 Exchange Server Ent ALng SA Microsoft - Part#: 395-02504 Contract Name: Open Market Contract #: Open Market Coverage Term: 11/1/2023 — 10/31/2024 Note: EA# 81800760 2 OneDrive business P1 Sub Per User Microsoft - Part#: 3NM-00004 Contract Name: Open Market Contract #: Open Market Coverage Term: 11/1/2023 — 10/31/2024 Note: EA# 81800760 3 Enterprise CAL Services ALng Sub Per User Microsoft - Part#: 6PV-00007 Contract Name: Open Market Contract #: Open Market Coverage Term: 11/1/2023 — 10/31/2024 Note: EA# 81800760 4 Win Remote Desktop Services CAL ALng SA UCAL Microsoft - Part#: 6VC-01254 Contract Name: Open Market Contract #: Open Market Coverage Term: 11/1/2023 — 10/31/2024 Note: EA# 81800760 5 ECAL ALng SA User CAL with Services Microsoft - Part#: 76A-00034 Contract Name: Open Market Contract #: Open Market Coverage Term: 11/1/2023 — 10/31/2024 Note: EA# 81800760 6 SQL Server Standard Core ALng SA 2L Microsoft - Part#: 7NQ-00292 Contract Name: Open Market Pricing Proposal Quotation #: 24100356 Reference #: EA#81800760 Created On: 10/25/2023 Valid Until: 11/24/2023 Inside Account Manager Joe Orlando SHI International Corp 290 DAVIDSON AVE STE 101 SOMERSET, NJ 08873-4179 Phone: 888-744-4084 Fax: 732-654-8380 Email: Joe—Orlando@shi.com Qty Your Price Total 1 $741.76 $741.76 100 $46.51 $4,651.00 312 $0.00 $0.00 20 $24.25 $485.00 312 $117.26 $36,585.12 10 $600.00 $6,000.00 Page 152 of 241 Contract #: Open Market Coverage Term: 11/1/2023 — 10/31/2024 Note: EA# 81800760 7 Win Server DC Core ALng SA 2L 32 $128.83 $4,122.56 Microsoft - Part#: 9EA-00278 Contract Name: Open Market Contract #: Open Market Coverage Term: 11/1/2023 — 10/31/2024 Note: EA# 81800760 8 Win Server Standard Core ALng SA 2L 368 $19.77 $7,275.36 Microsoft - Part#: 9EM-00270 Contract Name: Open Market Contract #: Open Market Coverage Term: 11/1/2023—10/31/2024 Note: EA# 81800760 9 Project P3 Sub Per User 1 $279.05 $279.05 Microsoft - Part#: 7LS-00002 Contract Name: Open Market Contract #: Open Market Coverage Term: 11/1/2023 — 10/31/2024 Note: EA# 81800760 Total $60,139.85 Additional Comments Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations. Thank you for choosing SHI International Corp! The pricing offered on this quote proposal is valid through the expiration date listed above. To ensure the best level of service, please provide End User Name, Phone Number, Email Address and applicable Contract Number when submitting a Purchase Order. For any additional information including Hardware, Software and Services Contracts, please contact an SHI Inside Sales Representative at (888) 744-4084. SHI International Corp. is 100% Minority Owned, Woman Owned Business. TAX ID# 22-3009648; DUNS# 61-1429481; CCR# 61-243957G; CAGE 1HTF0 The products offered under this proposal are Open Market and resold in accordance with the terms and conditions at SHI Online Customer Resale Terms and Conditions. Page 153 of 241 City -of Ocoee John Haas FL United States Fax: Email: JHoas@000ee.org Pricing Proposal Quotation #: 21066986 Created On: 9/29/2021 Valid Until: 10/29/2021 Inside Account Executive Ken Stelmack 29ODavidson Ave Somerset, NJ08873 Pnone:732'aO7'1a42 Fax: 782-564-8224 Email: Nan—Ste|mad«@SH|.00m All Prices are inUGDollar (UOD)` Product Qty Your Price Total 1 Microsoft Enterprise CAL Suite - Software assurance -1user CAL 'Enterprise, 312 $11247 $35,090.64 Select, Select Plus - All Languages Microsoft 'Part#:76A-0O034 Contract Name: Licensing Solutions Providers (L8P)oyMicrosoft Software and Services . Cnnbant#:4323OOns1s-02 Coverage Term: 11/1/2021-1O01/2n22 2 Microsoft Enterprise CAL - Subscription license (I month) -1 user 'EASubscription 312 $0.00 $0.00 ' with services ' Win ' All Languages Microsoft 'Pod#:0PV-OOQ07 Contract Name: Licensing Solutions Providers (LGP)uf Microsoft Software and Services Cnnbaut#:43230O0V'15-02 Coverage Term: 11/1/2021-10/31/2V22 3 Microsoft Exchange Server Enterprise Edition - Software assurance -1server ' 1 $709.05 $709.05 Enterprise, Select, Select Plus -All Languages Microsoft 'Purt#:385-025V4 Contract Name: Licensing Solutions Providers (LSP) mfMicrosoft Software and Services Contract* 4323000045'02 Coverage Term: 11/1/2Oo1-1O01/2Vm2 4 Microsoft SQL Server Standard Core Edition ' Software assurance '2cores - 10 $573.76 *5.737�60 academic - Select, Select Plus - Win - All Languages Microsoft - Part* 7NQ- 0292 Contract Name: Licensing Solutions Providers (L8P)ufMicrosoft Software and Services Conuact*4323OOOD'10-02 Coverage Term: 11/1/2O21-1031/uOuu 5 Microsoft Windows Remote Desktop Services - Software assurance '1 userCAL- 20 $25.64 $472.80 academic - Enterprise, Select, Select Plus - Win ' All Languages Microsoft 'Pom#:0vC' 1254 Contract Name: Licensing Solutions Providers (LGP)ofMicrosoft Software and Ganjoou ConUaoi#:43u30Vo0'15-02 Page 154 of 241 Coverage Term: 11/1 /2021 — 10/31/2022 Microsoft Windows Server Datacenter Edition - Software assurance - 2 cores - 32 $123.88 $3,964.16 Enterprise -All Languages Microsoft -Part#: 9EA-00278 Contract Name: Licensing Solutions Providers (LSP) of Microsoft Software and Services Contract* 43230000-15-02 Coverage Term: 11 /1 /2021 — 10/31/2022 Microsoft Windows Server Standard Edition - Software assurance - 2 cores - 368 $19.56 $7,198.08 volume - All Languages Microsoft - Part#: 9EM-00270 Contract Name: Licensing Solutions Providers (LSP) of Microsoft Software and Services Contract #: 43230000-15-02 Coverage Term: 11/1/2021 — 10/31/2022 OneDrive for Business - Subscription license (I month) - I user - EA Subscription - 100 $43.0310 $4,303.10 Win, Mac, Android, iOS, Windows Phone - All Languages - with Office Online Microsoft - Part#: 3NM-00004 Contract Name: Licensing Solutions Providers (LSP) of Microsoft Software and Services Contract #: 43230000-15-02 Coverage Term: 11 /1/2021 — 10/31/2022 Total $57,475.43 Additional Comments Please note, if Emergency Connectivity Funds (ECF) will be used to pay for all or part of this quote, please let us know as we will need to ensure compliance with the funding program. Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations. Thank you for choosing SHI International Corpl The pricing offered on this quote proposal is valid through the expiration date listed above. To ensure the best level of service, please provide End User Name, Phone Number, Email Address and applicable Contract Number when submitting a Purchase Order. For any additional information including Hardware, Software and Services Contracts, please contact an SHI Inside Sales Representative at (888) 744-4084. SHI International Corp. is 100% Minority Owned, Woman Owned Business. TAX ID# 22-3009648; DLINS# 61-1429481; CCR# 61-243957G; CAGE I HTFO The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under that applicable line item. Page 155 of 241 Enterprise Enrollment Product Selection Form Proposal ID 1125858.003 Language: English (United States) Microsoft ( Volume Licensing Enrollment Number Enrolled Affiliate's. Enterprise Products and -Enterprise Online Services summary for the initial order:- Qualified Device I User CAL Licensing Profile Qualified Users Enterprise Product Platform Devices Ratio Model Enterprise 312 312 1.0 No User Licenses Products Enterprise Quantity Client Access License (CAL) Enterprise CAL Enterprise CAL 312 Enrolled Affiliate's Product Quantities: Price Group 1 2 3 4 Enterprise Products Office Professional Plus + Client Access License + Client Access Win E3 + Win E5 + Office 365 ProPlus + Office Office 365 (Plans El, E3 License + Windows Win VDA + 365 (Plans E3 and E5) + and E5) + Microsoft 365 Intune + EMS USL + Microsoft 365 Microsoft 365 Enterprise Enterprise Microsoft 365 Enterprise Enterprise Quantity 0 312 312 0 Enrolled Affiliate's Price Level: Product Offering t Pool Price Level Enterprise Products and Enterprise Online Services USLs: Unless otherwise indicated in associated contract documents, Price level set using the highest quantity from Groups 1 through 4. D Additional Product Application Pool: Unless otherwise indicated in associated contract documents, Price level set using quantity from Group 1. D Additional Product Server Pool: Unless otherwise indicated in associated contract documents, Price level set using the highest quantity from Group 2 or 3. D Additional Product Systems Pool: Unless otherwise indicated in associated contract documents, Price level set using quantity from Group 4. D NOTES Unless otherwise indicated in the associated contract documents, the price level for each Product offering / pool is set as described above, based upon the quantity to price level mapping below: EA-EASProdSelForm(WW)(ENG) Page 1 of 2 MS Quote Auto Page 156 of 241 Enterprise Enrollment Product Selection Form Microsoft I Volume Licensing Quantity of Licenses and Software Assurance Price Level 2,399 and below A 2,400 to 5,999 B 6,000 to 14,999 C 15,000 and above D Note 1: Enterprise Online Services may not be available in all locations. Please see the Product List for a list of locations where these may be purchased. Note 2: Unless otherwise indicated in associated Agreement documents, the CAL selection must be the same across the Enterprise for each Profile. Note 3: If Enrolled Affiliate does not order an Enterprise Product or Enterprise Online Service associated with an applicable Product pool, the price level for Additional Products in the same pool will be price level 'A" throughout the term of the Enrollment. Refer to the Qualifying Government Entity Addendum pricing provision for more details on price leveling. EA-EASProdSe1Form(WW)(ENG) Page 2 of 2 MS Quote Auto Page 157 of 241 ®M Microsoft Amendment to Contract Documents Enrollment Number Volume Licensing 5-0000007704334 This amendment ("Amendment') is entered into between the parties identified on the attached program signature form. It amends the Enrollment or Agreement identified above. All terms used but not defined in this Amendment will have the same meanings provided in that Enrollment or Agreement. Enterprise Enrollment (Indirect) Invoice for Quoted Price Amendment ID M97 The price quoted to Enrolled Affiliate's Reseller is a fixed price based on an estimated order submission date. Microsoft will invoice Enrolled Affiliate's Reseller based on this fixed price quote. If this order is submitted later than the estimated order submission date, Enrbiled'Affiliate's,Reseller will be charged for net new Monthly Subscriptions (including Online Services) -for the period during which these services were not provided. Pricing to Enrolled Affiliate is, agreed, between Enrolled Affiliate and Enrolled Affiliate's Reseller. SKU Number SKU Description Existing Quantity Incremental quantities 6PV-00007 zEntCALSrvcsforEnt,'ALNG SubsVL MVL PerUsr i" , 392''4. 3NM-00004 OneDriveforbusinessPlah1' ShrdSvr ALNG SubsVL MVL PerUsr 100 Except for changes made by this Amendment, the Enrollment or Agreement identified above remains unchanged and in full force and effect. If there is any conflict between any provision in this Amendment and any provision in the Enrollment or Agreement identified above, this Amendment shall control. This Amendment must be attached to a signature form to be valid. Microsoft Internal Use Only: AmendmentApp v4.0 M97 s Page 1 of 2 Page 158 of 241 (M97)EnrAmend(ind)(InvoiceforQuotedPrice)( M97 B WW)(ENG)(Oct2O2O)(IU).docx I I I AmendmentApp v4.0 M97 B Page 2 of 2 Page 159 of 241 CITY OF OCOEE SIGNATURE PAGE ATTEST: Af Melanie Si bitt., City Clerk (SEAL) FOR USE AND RELIANCE ONLY BY THE CITY OF OCOEE, APPROVED AS TO FORM AND LEGAL TY THIS2�p DAY OF IME. 2021 0 I'll 1 1111111111 ir;lllil�!�ljl CITY OF OCOEE, FLORIDA Rusty John Mayor DATE: // IZ2421