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Home My WebLink AboutReg 2013-12-02 Item 5G - Agreement - Microsoft Enterprise Software Renewal for $86,750.28COUNCIL AGENDA SYNOPSIS Meeting Date Prepared by Mayors review Council review 12/02/13 MM A5NiKL, ti.,;, E Ordinance Mtg Date Bid Award Altg Date Public Hearing Mtg Date Other Mtg Date Mtg SPONSOR Council Mayor HR DCD Finance Fire 0 IT E P&R Police PW SPONSOR'S It is time to renew the City's existing Microsoft Enterprise Agreement, originally signed in SUMMARY 2010 as a three-year agreement. The original licensing phase is now complete and this renewal will allow the agreement to continue for the next three-years at a reduced rate for software assurance. It is of benefit to the City to have the latest versions of Microsoft software and operating systems installed and standardized as they become available, in alignment with the City's Strategic Plan goal of a high performing organization. REVIE M BY COW Mtg. CA&P Cmte Utilities Cmte Arts Comm. DATE: 11/19/13 0 F&S Cmte Comm. CHAIR: • Transportation Cmte ITEM INFORMATION ITEM NO. 5.G. 87 STAFF SPONSOR: MARY MIOTKE ORIGINAL AGENDA DATE: 12/02/13 AGENDA ITEM TITLE Microsoft Enterprise Agreement Renewal CATEGORY Discussion Mtg Date 1 Motion Date 12/2/13 Resolution Mtg Date E Ordinance Mtg Date Bid Award Altg Date Public Hearing Mtg Date Other Mtg Date Mtg SPONSOR Council Mayor HR DCD Finance Fire 0 IT E P&R Police PW SPONSOR'S It is time to renew the City's existing Microsoft Enterprise Agreement, originally signed in SUMMARY 2010 as a three-year agreement. The original licensing phase is now complete and this renewal will allow the agreement to continue for the next three-years at a reduced rate for software assurance. It is of benefit to the City to have the latest versions of Microsoft software and operating systems installed and standardized as they become available, in alignment with the City's Strategic Plan goal of a high performing organization. REVIE M BY COW Mtg. CA&P Cmte Utilities Cmte Arts Comm. DATE: 11/19/13 0 F&S Cmte Comm. CHAIR: • Transportation Cmte E Planning Comm. ROBERTSON • Parks COMMITTEE RECOMMENDATIONS: SPoNsoR/ADmm. CommrrniE IT Department Unanimous Approval; Forward to Consent Agenda of 12/2/13 COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $86,750.28 $85,000 $0 Fund Source: IT DEPARTMENT BUDGET Comments... Tax included in stated amount, nominal overage will be absorbed by IT Department budget. MTG. DATE RECORD OF COUNCIL ACTION 12/02/13 MTG. DATE ATTACHMENTS 12/2/13 Informational Memorandum dated 11/19/13 with attachments (updated 11/20/13) Minutes from the Finance & Safety Committee meeting of 11/19/13 87 88 TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Finance & Safety Committee FROM: Mary Miotke, IT Director DATE: November 20, 2013 SUBJECT: Microsoft Enterprise Agreement Renewal (Based on discussion at FS, language modifications are shown below in strike -thru underlined format; revised attachments included based on updated pricing from Microsoft) ISSUE It is time to renew the City's existing Microsoft Enterprise Agreement, originally signed in 2010 as a three -year agreement. BACKGROUND The Council authorized the Mayor to sign our first Enterprise Agreement (EA) with Microsoft in 2010, which allowed the licensing and version standardization of Microsoft products on all City computers. The original purchase was funded by the emergency preparation Limited Tax General Obligation Bond issued on July 19, 2010 and was substantially lower than purchasing individual open licensing for 100% of the City's PCs and laptops. DISCUSSION It has been a great benefit for the City to have all installations of Microsoft Office standardized, allowing for better collaboration and increased efficiency when editing and producing important documents, both internally between staff and externally with contractors and business contacts. The City's implementation plans such as the Strategic Plan; Comprehensive Land Use Plan; and Capital Improvement Plan (CIP); legislative documents such as ordinances, resolutions and the Tukwila Municipal Code (TMC); financial reports such as the Biennial Budget and Comprehensive Annual Financial Report (CAFR); and system plans such as Water, Sewer, Transportation, Stormwater Management, Parks /Recreation Open Space (PROS) and City Facilities are all examples of important City documents requiring a federated effort from multiple staff and departments working with the same version of software. Through this agreement, the City was also able to implement Microsoft Exchange and Outlook as our standardized email system. The original three -year licensing phase is now complete and this renewal will allow the EA to continue for the next three -years at a reduced rate for software assurance and support the City's Strategic Plan goal of a high performing and effective organization. We will be able to continue installing the latest versions of Microsoft software and operating systems as they become available, and the extended benefits of online training for all users, technical training for IT staff, a home -use program for all licensed users, and other beneficial items listed in Attachment C will also be renewed. FINANCIAL IMPACT The original EA agreement totaled $103,378 for each of the three years for full licensing of the software that the City currently uses and depends upon to conduct City business. After adding several network components to support other system /vendor upgrade requirements and deleting a few items that are no longer needed, renewal for software assurance will be $59 $79,224 plus tax. The total is $8594 $86,750.28, which is only nominally over the 89 90 INFORMATIONAL MEMO Page 2 approved 2013 -14 budgeted amount of $85,000. The slight overage is easily absorbed within the IT budget and no additional funding is required. The good news is that this renewal will save the City $17,684.36 $16,628 per year on software licensing, or $53953-98 $49,884 for the three year term. RECOMMENDATION Council is being asked to forward this agreement renewal to the consent agenda of the December 2, 2013 Regular Meeting to approve the Mayor to sign for a three -year Microsoft Enterprise Agreement in the amount of $86,750.28 per year including tax. ATTACHMENTS A. Microsoft Enterprise Agreement Renewal Enrollment Documents B. Microsoft Enterprise Agreement Pricing Spreadsheet C. Microsoft Enterprise Agreement Benefit Chart W:12013 Info Memos- CouncillMicrosoft EA11- 20- 13revised.doc ® Microsoft Program Signature Form MBA/MBSA number Agreement number 01 E73529 Attachment A Volume Licensing Note: Enter the applicable active numbers associated with the documents below. Microsoft requires the associated active number be indicated here, or listed below as new. For the purposes of this form, "Customer" can mean the signing entity,; Enrolled Affiliate, Government Partner, Institution, or other party entering into a volume licensing program agreement. This signature form and all contract documents identified in the table below are entered into between the Customer and the Microsoft Affiliate signing, as of the effective date identified below. Contract Document <Choose Agreement> <Choose Agreement> <Choose Agreement> <Choose Agreement> Number or Code <Choose Agreement> Enterprise Enrollment```' X20- 03621 <Choose Enrollment/Registration> <Choose Enrollment/Registration> <Choose Enrollment/Registration> <Choose Enrollment/Registration> EA Product Selection Form X20 -03622 By signing below, Customer and the Microsoft Affiliate agree that both parties (1) have received, read and understand the above contract documents, including any websites or documents incorporated by reference and any amendments and (2) agree to be bound by the terms of all such documents. Customer Name of Entity (must be legal entity name)* City of Tukwila Signature* Printed First and Last Name* Jim Haggerton Printed Title* Mayor Signature Date* Tax ID * indicates required field FrogramSignForm(MSSign)(NA, LatAm)ExBRA,MLI(ENG)(Oct2012) Page 1 of 3 91 92 Microsoft Affiliate Microsoft Licensing, GP Signature Printed First and Last Name Printed Title Signature Date (date Microsoft Affiliate countersigns) Effective Date (may be different than Microsoft's signature date) Optional 2' Customer signature or Outsourcer signature (if applicable) Customer Name of Entity (must be legal entity name)* Signature* Printed First and Last Name* Printed Title* Signature Date* * indicates required field Outsourcer Name of Entity (must be legal entity name)* Signature* Printed First and Last Name* Printed Title* Signature Date* * indicates required field If Customer requires physical media, additional contacts, or is reporting multiple previous Enrollments, include the appropriate form(s) with this signature form. After this signature form is signed by the Customer, send it and the Contract Documents to Customer's channel partner or Microsoft account manager, who must submit them to the following address. When the signature form is fully executed by Microsoft, Customer will receive a confirmation copy. Microsoft Licensing, GP Dept. 551, Volume Licensing 6100 Neil Road, Suite 210 Reno, Nevada 89511 -1137 USA ProgramSignForm(MSSign)(NA,LatAm)ExBRA,MLI(ENG)(Oct201 2) Page 2 of 3 Prepared By:Bruce Valentin bvalenti @compucom.com ProgramSignForm( MSSign)( NA ,LatAm)ExBRA,MLI(ENG)(Oct2012) Page 3 of 3 93 94 Microsoft Volume Licensing Enterprise and Enterprise Subscription Enrollment Product Selection Form — State and Local Enrollment Number Microsoft to complete for initial term Reseller to complete for renewal Step 1. Please indicate whether Enrolled Affiliate is ordering Enterprise Products or Enterprise Online Services on the initial enrollment order. Choose both if applicable. Enterprise Products.Choose platform option: Enterprise Desktop with MDOP Qualified Devices: Qualified Users:350 ❑Enterprise Online Services' Step 2. Select the Products and Quantities Enrolled Affiliate is ordering on its initial Enrollment Order. Quantity may not include any Licenses which Enrolled Affiliate has selected for optional future use, or to which it is transitioning or stepping up within enrollment term.Products for which the Enrolled Affiliate has an option to transition or step -up should be listed in Step 3. Products2 Office Professional Plus Quantity Office' Pre Plus r 300 Office Pro Plus for Office 365 Office 365 Plans' Office 365 (Plan E1) Office 365 (Plan E2) Office 365 (Plan E3) Office 365 (Plan E4) Client Access License (CAL). Choose 1 Option. ❑Core CAL, including Bridge CAL's (if applicable) Core CAL Core CAL Bridge for Office 365 Core CAL Bridge for Windows Intune Core CAL Bridge for Office 365 and Windows Intune ❑Enterprise CAL (ECAL) ECAL 350 ECAL Bridge for Office 365 ECAL Bridge for Windows lntune ECAL Bridge for Office 365 and Windows Intune The Client Access License selection must be the same across the Enterprise. Specify whether licensing CAL per Device or User: User Windows Desktop Windows OS Upgrade 300 Windows VDA Windows Intone Windows lntune Windows Intune Add -on3 Other Enterprise Products Microsoft Desktop Optimization Pack (MDOP)4 EA- EASProdSelForm (US)SLG(ENG)(Oct2012) Page 1 of 2 Document X20 -03622 95 96 If selecting Windows Desktop or Windows Intune option, Enrolled Affiliate acknowledges the following: a. The Windows Desktop Operating System Upgrade licenses offered through this Enrollment are not full licenses. The Enrolled Affiliate and any included Affiliates have qualifying operating system licenses for all devices on which the Windows Desktop Operating System Upgrade or Windows Intune licensesare run. b. In order to use a third party to reimage the Windows Operating System Upgrade, Enrolled Affiliate must certify that Enrolled Affiliate has acquired qualifying operating system licenses. See the Product List for details. Step 3. Indicate new Enterprise Products and Online Services Enrolled Affiliate has selected for optional future use where not selected on the initial enrollment order (above): Products2 ❑Office Pro Plus for Office 365 ❑Office 365 (Plan El) ❑Office 365 (Plan E2) ❑Office 365 (Plan E3) ❑Office 365 (Plan E4) ❑Enterprise CAL (ECAL) Step -up, including Bridge CALs ❑Windows Intune ❑Windows Intune Add -off' This form must be attached to a signature form EA- EASProdSelFomi (US)SLG(ENG)(Oct2012) Page 2 of 2 Document X20 -03622 e Microsoft Enterprise Enrollment Enterprise Enrollment number (Microsoft to complete) Previous Enrollment number (Reseller to complete) 6216554 Volume Licensing Proposal ID /Framework ID Earliest expiring previous Enrollment end date 1 State and Local This Enrollment must be attached to a signature form to be valid.' This Microsoft Enterprise Enrollment is entered into between the entities as identified in the signature form as of the effective date.Enrollment Affiliate represents and warrants it is the same Customer, or an Affiliate of the Customer, that entered into the Enterprise Agreement identified on the program signature form. This Enrollment consists of: (1) these terms and conditions, (2) the terms of the Enterprise Agreement identified on the signature form, (3) the Product Selection Form, (4) any supplemental contact information form or Previous Agreement/Enrollment form that may be required, (5) any order submitted under this Enrollment. This Enrollment may only be entered into under a 2011 or later Enterprise Agreement. All terms used but not defined are Iocated at http: / /www.microsoft.com /licensing /contracts. In the event of any conflict the terms of this agreement control. Effective date. If Enrolled Affiliate is renewing Software Assurance or Subscription Licenses from one or more previous Enrollments or agreements, then the effective date will'be the day after the first prior Enrollment or 'agreement expires or terminates:' Otherwise, the effective date will be the date this Enrollment is accepted by Microsoft. If renewing Software Assurance, ;the Reseller will need to insert the previous enrollment or agreement number and end date in the respective boxes above. Term. This Enrollment will expire on the last day of the month, 36 full calendar months from the effective date unless otherwise renewed. Any reference in this Enrollment to "day" will be a calendar day. Product order. The Reseller will provide Enrolled Affiliate with Enrolled Affiliate's Product pricing and order. Prices and billing terms for all Products ordered will be determined by agreement between Enrolled Affiliate and the Reseller.The Reseller will provide Microsoft with the order separately from thisEnrollment. Prior Enrollment(s). If renewing Software Assurance or Subscription Licenses from another Enrollment or agreement, the previous Enrollment or agreement number and end date must be identified in the respective boxes above. If renewing from multiple Enrollments or agreements, or transferring Software Assurance or MSDN details, the Previous Agreement/Enrollment form must be used. Terms and Conditions 1. Definitions. Terms used but not defined in this Enrollment will have the definition in the Enterprise Agreement. The following definitions are used in this Enrollment: "Additional Product" means any Product identified as such in the Product List and chosen by Enrolled Affiliate under this Enrollment. EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 1 of 10 Document X20 -03621 97 98 "Enterprise Online Service" means any Online Service designated as an Enterprise Online Service in the Product List and chosen by Enrolled Affiliate under this Enrollment. Enterprise Online Services are treated as Online Services, except as noted. "Enterprise Product" means any Desktop Platform Product that Microsoft designates as an Enterprise Product in the Product List and chosen by Enrolled Affiliate under this Enrollment. Enterprise Products may only be licensed for all Qualified Devices and Qualified Users on an Enterprise -wide basis under this program. "Expiration Date" means the date upon which the Enrollment expires. "Industry Device" (also known as line of business device) means any device that: (1) is not useable in its deployed configuration as a general purpose personal computing device (such as a personal computer), a multi- function server, or a commercially viable substitute for one of these systems; and (2) only employs an industry or task - specific software program (e.g. a computer -aided design program used by an architect or a point of sale program) ( "Industry Program "). The device may include features and functions derived from Microsoft software or third -party software. If the device performs desktop functions (such as email, word processing, spreadsheets, database, network or Internet browsing, or scheduling, or personal finance), then the desktop functions: (1) may only be used for the purpose of supporting the Industry Program functionality; and (2) must be technically integrated with the Industry Program or employ technically enforced policies or architecture to operate only when used with the Industry Program functionality. "Qualified Device" means any device that is used by or for the benefit of Enrolled Affiliate's Enterprise and is (1) a personal desktop computer, portable computer „workstation, or similar, device capable of running Windows Professional locally (in a physical or virtual operating system environment),' OR (2) a device used to access a virtual desktop infrastructure ( "VDI ") :. Qualified Devices doMnot includeany device that is (1) designated as a server and not used as a personal computer, OR (2) an Industry Device; OR (3) not managed (as defined in the Product List at the .start of the applicable initial or renewal-- term;of the Enrollment) as part of Enrolled Affiliate's Enterprise. At its option, the Enrolled Affiliate may designate any device excluded above (e.g., Industry Device) as a Qualified Device for all or a subset of Enterprise Products or Online Services the Enrolled Affiliate has selected. "Qualified User" means a person (e.g., employee; "consultant, contingent staff) who: (1) is a user of a Qualified Device, or (2) accesses any server software requiring an Enterprise Product Client Access License or any Enterprise Online Service. It does not include a person who accesses server software or an Online Service solely under a License identified in the Qualified User exemptions in the Product List. "Reserved License" means for an Online Service identified as eligible for true -ups in the Product List, the License' reserved by Enrolled Affiliate prior to use and for which Microsoft will make the Online Service available for activation. "Transition” means the conversion of one or more License to or from another License(s). Products eligible for Transition and permitted Transitions are identified in the Product List. "Transition Period" means the time between the Transition and the next Enrollment anniversary date for which the Transition is reported. 2. Purpose. This Enrollment enables Enrolled Affiliate's Enterprise to obtain, or subscribe to, Licenses for Enterprise Products, Enterprise Online Services, and Additional Products. Enrolled Affiliate may choose between on- premise software and Online Services as well as the ability to transition Licenses to Online Services while maintaining Enterprise -wide coverage. Additionally, Enterprise Online Services may be purchased without Enterprise -wide coverage. 3. Product Use Rights, Qualifying Systems Licenses and Transitions. In addition to applicable terms of the Enterprise Agreement, the following terms apply to this Enrollment: EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 2 of 10 Document X20 -03621 a. Product Use Rights. For Enterprise Products, if a new Product version has more restrictive use rights than the version that is current at the start of the applicable initial or renewal term of the Enrollment, those more restrictive use rights will not apply to the Enrolled Affiliate's use of that Product during the term. b. Qualifying systems Licenses. The operating system Licenses granted under this program is upgrade Licenses only. Full operating system Licenses are not available under this program. If Enrolled Affiliate selects any Desktop Platform, Windows Desktop Operating System Upgrade, or Windows Intune, all Qualified Devices on which Enrolled Affiliate expects to run the Windows Desktop Operating System Upgrade must be licensed to run, and have installed on them, one of the qualifying operating systems identified in the Product List. Note that the list of operating systems that qualify for the Windows Desktop Operating System Upgrade varies with the circumstances of the order. That list is more extensive at the time of the initial order than it is for some subsequent orders and system refreshes during the term of this Enrollment. Exclusions are subject to change when new versions of Windows are released. For example: The following are not considered qualifying operating systems: (1) ANY Windows Home or Starter edition; (2) Embedded Systems; and (3) Linux. These are examples of exclusions only and may change. Please see Product List for all current qualifying operating systems. c. Transitions. The following requirements apply to Transitions: (i) Licenses with active Software Assurance or Subscription. Licenses may be Transitioned at any time if permitted in the Product List. While Enrolled Affiliate may Transition any time it will not be able to reduce Licenses or associated Software Assurance prior to the end of the Transition Period. (ii) Enrolled Affiliate must order the, Licenses to which it is transitioning for the year(s) following the Transition` Period (iii) If a Transition is made back to a License that had active Software Assurance as of the date of Transition, then Software. Assurance `will need to be re- ordered for all such Licenses on a prospective basis following the Transition Period. Software Assurance coverage may not exceed the quantity of perpetual Licenses for which Software Assurance was current at the time of any prior Transition. Software Assurance may not be applied to Licenses transferred by Enrolled Affiliate. (iv) If a device -based License is Transitioned to a user -based License, all users of the device must be licensed as part of the Transition. (v) If a user -based License is Transitioned to a device -based License, all devices accessed by the user must be licensed as part of the Transition. d. Effect of Transition on Licenses. Transition will not affect Enrolled Aff'iliate's rights in perpetual Licenses paid in full. (i) New version rights will be granted for perpetual Licenses covered by Software Assurance up to the end of the Transition Period. (ii) For L &SA not paid in full at the end of the Transition Period, Enrolled Affiliate will have perpetual Licenses for a proportional amount equal to the total of installments paid versus total amounts due (paid and payable) for the Transitioned Product. (iii) For L &SA not paid in full or granted a perpetual License in accordance with the above or Subscription Licenses, all rights to Transitioned Licenses cease at the end of the Transition Period. EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 3 of 10 Document X20 -03621 99 100 4. Pricing. a. Price Levels. For both the initial and any renewal term Enrolled Affiliate's Price Level for all Products ordered under this Enrollment will be Level "D" throughout the term of the Enrollment. Price Level's will be captured in the Product Selection Form. b. Setting Prices. Enrolled Affiliate's prices for each Product will be established by its Reseller. Microsoft's prices for Resellers are fixed throughout the Enrollment term based upon current prices at the time of the initial order for the Product. This includes the following: (i) Any future pricing (if applicable); and (ii) Prices for Transitions, including any prices related to the use of a Product during the Transition Period (if applicable). 5. Order requirements. a. Minimum Order Requirements. Enrolled Affiliate's Enterprise must have a minimum of 250 Qualified Users or Qualified Devices. (i) Initial Order. Initial order must include at least 250 Licenses from one of the four groups outlined in the Product Selection Form. (ii) If choosing Enterprise Products. If choosing Enterprise Products in a specific group outlined in the Product Selection Form, Enrolled Affiliate's initial; order must include an Enterprise - wide selection of one or more Enterprise- Products or a mix of Enterprise Products and corresponding Enterprise Online Services for that group. (iii) Additional Products. Upon satisfying the minimum order requirements above,f.Enrolled Affiliate may order Additional Products. (iv) Country of Usage. Enrolled Affiliate must specify the countries where Licenses will be used on its initial order and on any additional orders. b. Adding Products. (i) Adding new Products not previously ordered. Enrolled Affiliate may add new Enterprise Products by entering into a new Enrollment or as part of a renewal. New Enterprise Online Services may be added by contacting a Reseller. New Additional Products, other than Online Services, may be used if an order is placed in the month the Product is first used. For Additional Products that are Online Services, an initial order for the Online Service is required prior to use. (ii) Adding Licenses for previously ordered Products.Additional Licenses for previously ordered Products must be included in the next true -up order. Enrolled Affiliate must order Licenses for Online Services prior to use, unless the Online Services are (1) identified as eligible for true -up in the Product List or (2) included as part of other Licenses (e.g., Enterprise CAL). c. True -up orders. Enrolled Affiliate must submit an annual true -up order that accounts for changes since the initial order or last true -up order, including: (1) any increase in Licenses, including any increase in Qualified Devices or Qualified Users and Reserved Licenses; (2) Transitions (if permitted); or (3) Subscription License quantity reductions (if permitted). Microsoft, at its discretion and as permitted by applicable law, may validate the customer true -up data submitted through a formal product deployment assessment, using an approved Microsoft partner. The true -up order must be received by Microsoft between 60 and 30 days prior to the Enrollment anniversary date. The third -year anniversary true -up order is due within 30 days prior to the Expiration Date. Enrolled Affiliate may true -up more often than at each Enrollment anniversary date except for Subscription License reductions. EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 4 of 10 Document X20 -03621 (i) Enterprise Products. Enrolled Affiliate must determine the current number of Qualified Devices and Qualified Users (if ordering user -based Licenses) and order the License difference (if any), including any Enterprise Online Services. (ii) Additional Products. For Products which have been previously ordered, Enrolled Affiliate must determine the Additional Products used and order the License difference (if any). (iii) Online Services. For Online Services identified as eligible for true -up orders in the Product List, Enrolled Affiliate must first reserve the additional Licenses prior to use. Microsoft will provide a report of Reserved Licenses in excess of existing orders to Enrolled Affiliate and its Reseller. Reserved Licenses will be invoiced retroactively for the prior year based upon the month in which they were reserved. (iv) Late true -up order. If the true -up order is not received when due: 1) Microsoft will invoice Reseller for all Reserved Licenses not previously ordered. 2) Transitions and Subscription License reductions cannot be reported until the following Enrollment anniversary date (or at Enrollment renewal, as applicable). (v) Transitions. Enrolled Affiliate must report all Transitions. Transitions may result in an increase in Licenses to be included on the true -up order and a reduction of Licenses for prior orders. Reductions in Licenses will be effective at end of the Transition Period. Associated invoices will also reflect this change. For Licenses paid upfront, Microsoft will issue a credit for the remaining months of Software Assurance or Subscription Licenses that were reduced as part of the Transition. (vi) Subscription License Reductions. Enrolled Affiliate may reduce the quantity of Subscription Licenses on a prospective basis if permitted in the Product List as follows: 1) For Subscription Licenses part of an Enterprise wide commitment, Licenses . may be reduced if the total quantity of Licenses and Software Assurance for an applicable group meets or exceeds the quantity of Qualified. Devices identified on the Product Selection Form. Step -up Licenses do not count towards this total count. 2) For Enterprise Online Services not a part of an Enterprise -wide commitment, Licenses can be reduced as long as the initial order minimum requirements are maintained. 3) For Additional Products available as Subscription Licenses, Enrolled Affiliate may reduce the Licenses. If the License count is reduced to zero, then Enrolled Affiliate's use of the applicable Subscription License will be cancelled. Invoices will be adjusted to reflect any reductions in Subscription Licenses at the true -up order Enrollment anniversary date and effective as of such date. (vii)Update statement. An update statement must be submitted instead of a true -up order if, as of the initial order or last true -up order, Enrolled Affiliate's Enterprise has not: (1) changed the number of Qualified Devices and Qualified Users licensed with Enterprise Products or Enterprise Online Services; and (2) increased its usage of Additional Products. This update statement must be signed by Enrolled Affiliate's authorized representative. The update statement must be received by Microsoft between 60 and 30 days prior to the Enrollment anniversary date. The last update statement is due at least 30 days prior to the Expiration Date. d. Step -up Licenses. For Licenses eligible for a step -up under this Enrollment, Enrolled Affiliate may step -up to a higher edition or suite as follows: (i) For step -up Licenses included on an initial order, Enrolled Affiliate may order according to the true -up process. EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 5 of 10 Document X20 -03621 101 102 (ii) If step -up Licenses are not included on an initial order, Enrolled Affiliate may step -up initially by following the process described in the Section titled "Adding new Products not previously ordered," then for additional step -up Licenses, by following the true -up order process. (iii) If Enrolled Affiliate has previously ordered an Online Service as an Additional Product and wants to step -up to an Enterprise Online Service eligible for a Transition, the step -up may be reported as a Transition. (iv) If Enrolled Affiliate Transitions a License, it may be able to further step -up the Transitioned License. If Enrolled Affiliate chooses to step -up and the step -up License is separately eligible to be Transitioned, such step -up Licenses may result in a License reduction at the Enrollment anniversary date following the step -up. 6. Payment terms. For the initial or renewal order, Enrolled Affiliate may pay upfront or elect to spread its payments over the applicable Enrollment term. If spread payments are elected, unless indicated otherwise, Microsoft will invoice Enrolled Affiliate's Reseller in three equal annual installments. The first installment will be invoiced upon Microsoft's acceptance of this Enrollment and on each Enrollment anniversary date. Subsequent orders are invoiced upon acceptance of the order and Enrolled Affiliate may elect to pay annually or upfront for Online Services and upfront for all other Licenses. 7. End of Enrollment term and termination. a. General. At the Expiration Date, Enrolled Affiliate must immediately order and pay for Licenses for Products it has used but has not previously submitted an order, °except as otherwise provided in this Enrollment. b. Renewal Option. At the Expiration Date, Enrolled Affiliate renew Products by renewing the Enrollment for one additional 36 full calendar month.term.or signing a new Enrollment. Microsoft must receive a Product 'Selection Form and renewal order prior to or at the Expiration Date. The renewal term will start on the day following the Expiration Date. Microsoft will not unreasonably reject any renewal. Microsoft may make a change to this program that will make it necessary for Customer and its Enrolled Affiliates to enter into new Agreements and Enrollments. c. if Enrolled Affiliate elects not to renew. (i) Software Assurance. If Enrolled Affiliate elects not to renew Software Assurance for any Product under its Enrollment, then Enrolled Affiliate will not be permitted to order Software Assurance later without first acquiring L &SA. (ii) Online Services eligible for an Extended Term. For Online Services identified as eligible for an Extended Term in the Product List, the following options are available at the end of the Enrollment initial or renewal term. 1) Extended Term. Licenses for Online Services will automatically expire in accordance with the terms of the Enrollment. An extended term feature that allows Online Services to continue month -to -month ( "Extended Term ") is available. During the Extended Term, Online Services will be invoiced monthly at the then - current published price for Enrolled Affiliate's price level as of the Expiration Date plus a 3% administrative fee for up to one year. If Enrolled Affiliate does want an Extended Term, Government Partner must submit a request to Microsoft. Microsoft must receive the request not less than 30 days prior to the Expiration Date. 2) Cancellation during Extended Term. If Enrolled Affiliate has opted for the Extended Term and later determines not to continue with the Extended Term, Government Partner must submit a notice of cancellation for each Online Service. Cancellation EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 6 of 10 Document X20 -03621 will be effective at the end of the month following 30 days after Microsoft has received the notice. (iii) Online Services not eligible for an Extended Term. If Online Services are not identified as eligible for an Extended Term in the Product List, the Licenses will be cancelled and will terminate as of the Expiration Date. Any associated media must be uninstalled and destroyed and Enrolled Affiliate's Enterprise must discontinue use. Microsoft may request written certification to verify compliance. (iv) Customer Data. Upon expiration or termination of a License for Online Services, Enrolled Affiliate must tell Microsoft whether to: 1) disable its account and then delete its Customer Data ( "Data Deletion "); or 2) retain its Customer Data in a limited function account for at least 90 days after expiration or termination of the License for such Online Service (the "Retention Period ") so that Enrolled Affiliate may extract its Customer Data. 3) If Enrolled Affiliate indicates Data Deletion, Enrolled Affiliate will not be able to extract its Customer Data. If Enrolled Affiliate indicates it wants a Retention Period, Enrolled Affiliate will be able to extract its Customer Data through Microsoft's standard processes and tools, and Enrolled Affiliate will reimburse Microsoft if there are any applicable costs to the extent allowed by applicable law. If Enrolled Affiliate does not indicate either Data Deletion or a Retention Period, Microsoft will retain Enrolled Affiliate's Customer Data in accordance with the Retention Period. 4) Following the expiration of the Retention Period, M_ icrosoft will disable Enrolled Affiliate's account and then delete its Customer Data. 5) Enrolled Affiliate agrees that other than as described above, :Microsoft. has no obligation to continue to hold, export or return Enrolled 'Affiliate's Customer Data. Enrolled Affiliate agrees Microsoft has no liability whatsoever for deletion of Enrolled Affiliate's Customer Data pursuant to these terms. d. Termination for cause. Any termination for cause of this Enrollment will be subject to the "Termination for cause" Section of the agreement. e. Early termination. Any Early termination of this Enrollment will be subject to the "Early Termination" Section of the Enterprise Agreement. For Subscription Licenses, in the event of a breach by Microsoft, Microsoft will issue Reseller a credit for any amount paid in advance that would apply after the date of termination. EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 7 of 10 Document X20 -03621 103 104 Enrollment Details 1. Enrolled Affiliate's Enterprise. Use this section to identify which Agency Affiliates are included in the Enterprise. (Required) Enrolled Affiliate's Enterprise must consist of entire offices, bureaus, agencies, departments or other entities of Enrolled Affiliate, not partial offices, bureaus, agencies, or departments, or other partial entities. Enrolled Affiliate's organization includes . Check only one box in this section: ® Enrolled Affiliate ❑ Enrolled Affiliate and the following Affiliate(s): ❑ Enrolled Affiliate and all Affiliates, with following Affiliate(s) excluded: Please indicate whether the Enrolled Affiliate's. Enterprise will include all:new: Affiliates acquired after the start of this Enrollment: Include future Affiliates 2. Contact information. Each party will notify the other in writing if any of the information in the following contact information page(s);changes.- The asterisks ( *) indicate required fields. By providing contact information, Enrolled Affiliate consents to its use for purposes of administering this Enrollment by Microsoft, its Affiliates, and other -parties that help administer this Enrollment. The personal information provided in connection with this Enrollment will be used and protected in accordance with the privacy statement available at https://www.microsoft.com/licensinp/servicecenter. a. Primary contact. This contact is the primary contact for the Enrollment from within Enrolled Affiliate's Enterprise. This contact is also an Online Administrator for the Volume Licensing Service Center and may grant online access to others. Name of entity (must be legal entity name) *City of Tukwila Contact name* FirstMaryLastMiotke Contact email address *mary.miotke @tukwilawa.gov Street address *6200 Southcenter Blvd City *Tukwila State /Province *WA Postal code *98188 -2544 (For U.S. addresses, please provide the zip + 4, e.g. xxxxx -xxxx) Country*USA Phone *(206) 433 -7150 Tax ID N/A EA201 2EnrGov(US)SLG(ENG)(Oct201 2) Page 8 of 10 Document X20 -03621 * indicates required fields b. Notices contact and Online Administrator. This contact (1) receives the contractual notices, (2) is the Online Administrator for the Volume Licensing Service Center and may grant online access to others, and (3) is authorized for applicable Online Services to add or reassign Licenses, step -up, and initiate Transitions prior to a true -up order. ® Same as primary contact Name of entity* Contact name* First Last Contact email address* Street address* City* State /Province* Postal code* - (For U.S. addresses, please provide the zip + 4, e.g. xxxxx -xxxx) Country* Phone* Language preference. Choose the language for notices. English ❑ This contact is a third party (not the Enrolled Affiliate). Warning: This contact receives personally identifiable information of the Customer and its Affiliates. * indicates required fields c. Microsoft Account Manager. Microsoft Account Manager for this .Enrolled Affiliate is Microsoft account manager name: Microsoft account manager email address: d. Online Services Manager. This contact is authorized-.to manage the Online Services ordered under the Enrollment and (for applicable Online' Services) to add or reassign Licenses, step -up, and initiate Transitions prior to a true -up order. ® Same as notices contact and Online'Administrator Name of entity* Contact name *: First Last Contact email address* Street address* City* State /Province* Postal code* Country* Phone* ['This contact is from a third party organization (not the entity). Warning: This contact receives personally identifiable information of the entity. * indicates required fields e. Reseller information. Reseller contact for this Enrollment is: Reseller company name* CompuCom Systems, Inc. Street address (PO boxes will not be accepted)* 7171 Forest Lane City* Dallas State /Province* TX Postal code* 75230 -2306 Country* USA Contact name* Bruce Valentin Phone* 972 - 856 -4617 Contact email address* bvalenti @compucom.com * indicates required fields EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 9 of 10 Document X20 -03621 105 106 The undersigned confirms that the information is correct. Name of Reseller* CompuCom Systems, Inc. Signature* Printed name* Bruce E. Valentin Printed title* Microsoft Licensing Specialist Date* * indicates required fields Changing a Reseller. If Microsoft or the Reseller chooses to discontinue doing business with each other, Enrolled Affiliate must choose a replacement Reseller. If Enrolled Affiliate or the Reseller intends to terminate their relationship, the initiating party must notify Microsoft and the other party using a form provided by Microsoft at least 90 days prior to the date on which the change is to take effect. f. If Enrolled Affiliate requires a separate contact for any of the following, attach the Supplemental Contact Information form. Otherwise, the notices contact and Online Administrator remains the default. (i) Additional notices contact (ii) Software Assurance manager (iii) Subscriptions manager (iv) Customer Support Manager (CSM) contact 3. Financing elections. Is a purchase under this Enrollment being financed through MS Financing? No EA2012EnrGov (US)SLG(ENG)(Oct2012) Page 10 of 10 Document X20 -03621 Microsoft Enterprise Agreement Renewal November, 2013 City of Tukwila Qt Price Attachment B Extended 76A -00016 EntCAL ALNG SA MVL Pltfrm UsrCAL wSrvcs 350 $82.42 $ 28,847.00 269 -12442 OfficeProPlus ALNG SA MVL Pltfrm 300 $79.40 $ 23,820.00 K4U -00265 WinProw /MDOP ALNG SA MVL Pltfrm 300 $35.54 $ 10,662.00 312 -02257 ExchgSvrStd ALNG SA MVL 1 $114.24 $ 114.24 YEG -00634 LyncSvrPlusCAL ALNG SA MVL forECAL UsrCAL (Option if use) 350 $16.44 $ 5,754.00 5HU -00216 LyncSvr ALNG SA MVL 1 $588.48 $ 588.48 H04 -00268 SharePointSvr ALNG SA MVL 1 $1,096.41 $ 1,096.41 7NQ -00292 SQLSvrStdCore ALNG SA MVL 2Lic CoreLic 2 $578.62 $ 1,157.24 T6L -00238 SysCtrDatactr ALNG SA MVL 2Proc 8 $387.94 $ 3,103.52 T9L -00223 SysCtrStd ALNG SA MVL 2Proc 1 $143.01 $ 143.01 F2R -00010 VDIStew /oMDOP ALNG SubsVL MVL PerDvc 50 $14.10 $ 705.00 P71 -07282 WinSvrDataCtr ALNG SA MVL 2Proc 3 $982.37 $ 2,947.11 P73 -05898 WinSvrStd ALNG SA MVL 2Proc 2 $143.01 $ 286.02 $ 79,224.03 107 wil Microsoft Enterprise Agreement - Benefits November, 2013 t Description Attachment C Planning Services 4 Days Pays Microsoft Partners to perform specific services to assist in getting the most out of your volume licensing agreement. These services are based upon best practices from Microsoft with the objective of reducing cost and complexity while using high levels of process automation. Office Multi- Language Pack 1 Pack Allows organizations to configure Office in multiple languages. It includes all individual languages, dialects, and proofing and editing tools. Windows Fundamentals for Legacy PCs 1 Kit The best solution for reducing the total cost of ownership for legacy PCs. Technical Training Vouchers 30 Days Training vouchers may be granted to comapny employees for use at Microsoft Certified Partner for Learing Solutions, the premier channel for delivering products and services. Provides technical employees with the necessary skills and knowledge to unleash creativity and productivity, providing early access to products and offering the latest training solutions. Home Use Program Per license Allows employees to obtain a copy of the desktop applications in Microsoft Office Systems for which they are licensed to install on a home computer, allowing them to work at home with confidence in the compatibility of documents they create. 24x7 Problem Resolution Support Unlimited 24x7 Problem Resolution Support Incidents enables us to reach Microsoft support help at any time. Business - critical 24x7 phone support for all Microsoft server products, Microsoft Windows, and Microsoft Office Systems is provided. In addition, unlimited web support for all products covered by Software Assurance can be accessed. TechNet SA Subscription Services 350 Users The TechNet benefit allows your IT professionals to more easily find technical information to plan, deploy, manage, and support Microsoft Products. TechNet Plus Direct 1 Subscription E- Learning - Applications 350 Users Microsoft's E- Learning courses use simulations, demonstrations, animations, and assessment to provide an engaging, effective learning experience for employees who need to upgrade their skills and knowledge. Designed by subject matter experts and updated on an on -going basis, courses can be used as traditional training or as a just -in -time reference resource. E- Learning - Systems 350 Users E- Learning - Servers 26 Users 108 Finance & Safety Committee Minutes November 19, 2013 — Page 2 Committee Chair Robertson gave a brief summary of the Council's deliberations in arriving at the current compensation policy. He agreed that the +/- 50% assessed valuation comparables list is not precise, but represents the closest, best choice after thorough consideration and consultation. Kimberly Matej, Government Relations Manager, expressed her gratitude to the Council for their continued support of employees, specifically acknowledging the outstanding medical benefits offered by the City. With regard to the current compensation policy, she expressed concern with the parameters for comparable jurisdictions. She requested that the Council reconsider these parameters in future decision - making about non - represented wages and benefits, particularly if the City's labor unions do not use the same set of comparables in the current negotiations. Ryan Larson, Senior Engineer, mentioned some of the complex issues that make the City of Tukwila unique that are not present in jurisdictions currently defined as comparable. Committee members were appreciative of the staff's comments, encouraged those present to also attend the Conunittee of the Whole, and expressed support for the 2014 Finance and Safety Committee to revisit the compensation policy as well as the related issue of salary compression due to contracted wage increases. Committee member Quinn noted that salaries for public employees must be strongly defendable, which should remain at the forefront of any future discussions. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 25 COMMITTEE OF THE WHOLE. C. Agreement: Renewal for Microsoft Enterprise Software Staff is seeking Council approval to renew the Microsoft Enterprise Agreement for a three -year term in the amount of $86,750.28 per year including tax. This agreement was first signed in 2010 to allow the licensing and version standardization of Microsoft products on all City computers, at great benefit to the City. The Enterprise Agreement is a more cost effective method than purchasing individual licenses, and this renewal will save the City $16,628.36 per year. While the budgeted amount for 2013 -14 is $85,000, the overage is easily absorbed by the IT budget and staff is requesting no additional funding. Prior to the December 4 Regular Meeting, staff will update supporting documents to correct a minor change to the planning services benefit (4 days instead of 4 hours), the final total amount of the agreement, and specific examples of benefits to the City. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 4 REGULAR CONSENT AGENDA. D. Marketing Plan for Foster Golf Links In response to a request made at the August 20, 2013 discussion of Foster Golf Links (FGL) operations, staff returned to Committee with detailed information regarding the following: 1) Financial Overview: FGL has been historically self - sustaining, but the indirect cost allocation increase in 2011 impacted the budget and operational model. Attachment A to the info memo outlines the 2013 revenues and expenditures. 2) Professionally Reviewed Marketing Plan: A consultant was hired and staff has developed a 2014 Marketing Action Plan. 3) Ideas to Increase Revenue: The primary ideas are to implement the new marketing plan, lengthening the golf season, improve playability, and adjust fees to market levels. 4) Statistics regarding Resident /Non - Resident Use: Approximately 5% of the golfers are residents. Those who work but do not live in the City, "working residents," make up an estimated additional 7 -10 %. Resident use will be tracked with the loyalty card program proposed in the marketing plan. Committee Chair Robertson requested a chart or table indicating the number of rounds played per day in 2013. The same graphic will then be prepared for 2014, providing a simple indicator of growth following the implementation of the marketing plan. INFORMATION ONLY. 109