FROM: Robert Thompson, General Manager
Originator: Wally Ritchie, Director of Finance
SUBJECT:
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MICROSOFT ENTERPRISE LICENSE AGREEMENT (ELA) FOR MICROSOFT ENTERPRISE SOFTWARE LICENSES
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve a Purchase Order for a three-year contract to purchase Microsoft Enterprise licenses under the Microsoft ELA in accordance with Microsoft Volume Enterprise Enrollment - for State and Local government, Riverside County Master Licensing Agreement 01E73970, payable annually and with a contract expiration date of December 31, 2027, for a total amount not to exceed $2,255,657; and
B. Approve a contingency of $451,131 (20%).
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BACKGROUND
The Orange County Sanitation District (OC San) relies on various Microsoft product licensing for key components of its software architecture, including Windows desktop and server operating systems, email and chat communications, Office suite, databases, cyber defense software, and conference room integrations.
Approval of the Microsoft ELA ensures that OC San receives the best pricing on software purchases and subscriptions while staying compliant with software license agreements and copyright law. Other benefits include access to the latest security patches and feature updates as well as centralized license management, records management, and tools to fulfill public records act requests.
Staff is requesting a contingency of 20% to cover any additional Microsoft licensing required during this three-year contract. Additional licenses may be required to comply with contractor staffing changes, growth of existing systems, new system implementations and upgrades, including Microsoft Copilot a generative artificial intelligence.
RELEVANT STANDARDS
• Protect OC San assets
• Ensure the public’s money is wisely spent
• Participate in local, state, and national cooperative purchasing programs
• Commitment to safety & reducing risk in all operations
PROBLEM
The existing Microsoft ELA expires December 31, 2024. OC San must have a renewed ELA in place by January 1, 2025, to ensure seamless transition of licensing for access to Microsoft products and services.
PROPOSED SOLUTION
Approve a Purchase Order for a three-year contract to purchase Microsoft Enterprise licenses under the Microsoft ELA.
TIMING CONCERNS
Renewal of the Microsoft ELA should occur prior to December 31, 2024, to ensure no gaps in licensing coverage come January 1, 2025.
RAMIFICATIONS OF NOT TAKING ACTION
Access to the Microsoft 365 Platform, including Office 365 and e-mail would become unavailable to OC San Staff. Certain Microsoft software would fall out of compliance with licensing requirements. Any delay in approval will delay the procurement of the Microsoft ELA renewal and will result in loss of function for OC San’s Microsoft products and services.
PRIOR COMMITTEE/BOARD ACTIONS
November 2021 - Approved a Purchase Order for a three-year contract to purchase Microsoft Enterprise licenses under the Microsoft ELA in accordance with Microsoft Volume Enterprise Enrollment - for State and Local government, Riverside County Master Licensing Agreement 01E73970, payable annually and with a contract expiration date of December 31, 2024, for a total amount not to exceed $1,470,495; and approved a contingency of $220,574 (15%).
ADDITIONAL INFORMATION
The County of Riverside negotiated a contract for an ELA with Microsoft to be used by any government agency in the State of California. There are many public agencies in California currently using this contract.
This contract aggregates the quantities of all participating agencies to secure the highest bulk discount provided by Microsoft. This results in the lowest possible rates across all Microsoft licensing.
CEQA
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FINANCIAL CONSIDERATIONS
This request complies with authority levels of the OC San’s Purchasing Ordinance. This item has been budgeted (Budget FY 2024-25 and 2025-26, Section 8, Page 4, Information Management Systems) and the budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
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