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Approve a first amendment to the Microsoft Enterprise Agreement and Dell Licensing and Subscription pricing for software licenses on premises and cloud based applications to extend the current agreement through May 31, 2028 in the amount of $6,306,676; Authorize the County Administrator to execute the amendment; Authorize the County Administrator, with County Counsel concurrence, to execute change orders up to 10% of the contract amount within annual appropriations; and Authorize the Chief Information Officer to approve annual software true ups within annual appropriations
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of Information Technology (DoIT) recommends the Board of Supervisors:
1. Approve a first amendment to the Microsoft Enterprise Agreement and Dell Licensing and Subscription pricing for software licenses on premises and cloud based applications to extend the current agreement through May 31, 2028 in the amount of $6,306,676;
2. Authorize the County Administrator to execute the amendment;
3. Authorize the County Administrator, with County Counsel concurrence, to execute change orders up to 10% of the contract amount within annual appropriations; and
4. Authorize the Chief Information Officer to approve annual software true ups within annual appropriations.
SUMMARY:
Microsoft Enterprise Agreement (EA) includes the majority of Microsoft Software that Solano County has purchased and is amortized annually over a three-year period. The Department of Information Technology (DoIT) has engaged with Microsoft to align the EA renewal to align closely with what is currently owned today and strategic growth during the next three-year business cycle. The EA agreement emphasizes consolidation of software platforms for increased economies of scale and allows the department to focus employee training more effectively than separate systems. It includes more infrastructure and software that are cloud based and consequently improves business continuity and resiliency while at the same time enabling a mobile workforce.
FINANCIAL IMPACT:
The cost of the EA is expected to be $6,306,676 over the following three-year period. The costs per 12-month period below are estimates as they will fluctuate depending on the needs of departments for the various Microsoft products. License counts under this agreement will be trued up annually. The expected costs are:
$2,064,266 for June 2025 to May 2026
$2,072,035 for June 2026 to May 2027
$2,170,375 for June 2027 to May 2028
The costs for the amendment are in the FY2024/45 Working Budget and FY2025/26 Requested Budget. Future years costs will be included in the respective budget requests.
DISCUSSION:
In 2023, Solano County entered into a Microsoft Enterprise Agreement in the amount of $5,076,033 amortized over three years. Over the three-year agreement, the departments have added additional capabilities along with a 10% increase in the previous quoted prices for existing software and maintenance. This agreement amends year 3 of the original contract and extends two additional years.
The Microsoft Enterprise Agreement provides the Office 365 Suite and other Microsoft Software to Solano County for the new time frame of June 1, 2023, to May 31, 2028. These programs provided through this agreement are:
• Microsoft Server Software: The building block of that essential all county software resides on and is a base requirement for functionality.
• CIS Suite Datacenter: Includes the latest versions of Windows Server Datacenter and System Center Datacenter made available during Customer’s SA coverage.
• SQL Server Standard: Stores and retrieves data as requested by other software applications on the same computer or a remote computer using the client-server model.
• Visual Studio Pro: Allows to develop, write, and edit code. Visual Studio does more than most by allowing user to use almost any coding language.
• Visual Studio Enterprise: Same is Visual Studio Pro, but has more Test Tools, more architectural options and lab management.
• M365 G5: Gives access to the following Microsoft M365 applications and services:
o Word: Word processing program that allows for the creation of both simple and complex documents.
o Excel: Format, organize and calculate data in a spreadsheet.
o PowerPoint: Create presentations from scratch or a template. Add text, images, art, and videos.
o Outlook: Allows you to send and receive email messages, manage calendar, store names and numbers of contacts, and track tasks.
o Advanced security: Advanced protection for malware, governance for AI toolsets, and digital leakage protection.
• M365 G5 Security: Continually scans for malware (malicious software), viruses, and security threats.
• CDS Database Capacity: Cloud-scale database used to securely store and manage data for business applications.
• CDS File Capacity: Computer database used to securely store and manage data for business applications.
• D365 Case Management: Allows case managers to effectively manage customer relationships, documents, and processes on a single platform.
• D365 Customer Service: Personalizes customer experiences, provides valuable customer insights, and increases your business’s productivity.
• PowerApps: Build custom business apps that connect to data stored either in the underlying data platform (Microsoft Dataverse) or in various online and on-premises data sources.
• Power BI: Hosted cloud service that lets users view dashboards, reports, and Power BI apps - a type of content that combines related dashboards and reports.
• Project: Assists users set goals for project teams and customers by creating schedules, distributing resources, and managing budgets.
• Visio: Create flowcharts, basic network diagrams, Venn diagrams, block diagrams, and business matrices.
• Teams AC with Dial Out: Audio Conferencing - enables you to provide a dial-in phone number for Teams meeting attendees, and to dial-out during a meeting to invite other callers into that meeting.
• Teams Domestic Called & Phone Standard: Used in combination to call out from MS Teams to numbers located in the country/region where they're assigned in Microsoft 365.
• Teams Rooms Pro: monitors devices, collects device data, and allows Microsoft to remotely access and manage room devices.
• Azure Commercial: More than 200 products and cloud services designed to help you bring new solutions to life-to solve today's challenges and create the future. Build, run, and manage applications across multiple clouds, on-premises, and at the edge, with the tools and frameworks of user choice.
ALTERNATIVES:
The Board could choose not to approve the contract with Microsoft Corporation. This is not recommended as Microsoft Software comprises much of the software being used at the County today.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION