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AG 11-037RETURN TO� ExT: � S � CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM 1. ORIGINATING DEPT./DIV: ,�4-.� 2. ORIG[NATING STAFF PERSON: �I I�JJ�N1o� r�`G�/t'�¢l� EXT: aS � 3. DATE REQ. BY: TYPE OF DOCUMENT (CHECl< ONE): ❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ) ❑ PUBLIC WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT ❑ PROFESSIONAL SERVICE AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ GOODS AND SERVICE AGREEMENT ❑ HUMAN SERVICES / CDBG ❑ REAL ESTATE DOCUMENT ❑ SECURITY DOCUMENT (s.c. sorrD xELnTED DocuMENTS� ❑ ORDINANCE ❑ CONTRACT AMENDMENT (AG#): ❑ OTHER 5. PROJECT NAME: � � C �a' 6. NAME OF CONTRACTOR: � ADDRESS: E-MAIL: SIGNATURE NAME: ❑ RESOLUTION ❑ INTERLOCAL �ll`(�j TELEPHONE FAX: TITLE 7. EXHIBITS AND ATTACHMENTS: ❑ SCOPE, WORK OR SERVICES ❑ COMPENSATION ❑ INSURANCE REQUIREMENTS/CERTIFICATE ❑ ALL OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES ❑ PRIOR CONTRACT/AMENDMENTS � �/ 8. TERM: COMMENCEMENT DATE: ��� I� COMPLETION DATE: �� I I TOTAL COMPENSATION $ (INCLUDE EXPENSES AND SALES TAX, IF ANY� (IF CALCULATED ON HOURLY LABOR CHARGE - ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES) REIMBURSABLE EXPENSE: ❑ YES ❑ NO IF YES, MAXIMUM DOLLAR AMOUNT: $ IS SALES TAX OWED ❑ YES ❑ NO IF YES, $ PAID BY: ❑ CONTRACTOR ❑ CITY ❑ PURCHASING: PLEASE CHARGE TO: 10. DOCUMENT/CONTRACT REVIEW � ROJECT MANAGER DIRECTOR ❑ RISK MANAGEMENT (IF APPLICasLE) �.aw 11. COUNCIL APPROVAL (IF APPLICABLE� 12. CONTRACT SIGNATURE ROUTING '�SENT TO VENDOR/CONTRACTOR ❑ ATTACH: SIGNATURE AUTHORITY, ❑ LAW DEPARTMENT ,�SIGNATORY �CM OR DIRECTOR� ❑ CITY CLERK ❑ ASSIGNED AG# ❑ SIGNED COPY RETURNED COMMENTS: INITIAL / DATE SIGNED , /i / ��/ i AG# �`� DATE SENT: ,�� � •�\ 11/9 INITI DATE REVIEWE,D 1NITIAL / DATE APPROVED �`' r�� -13-1 _ COMMITTEE APPROVAL DATE: ��� II r COUNCIL APPROVAL DATE: �� � � � � � � 1 a / ' il �D: K DATE SENT. DATE REC � L INSURANCE CERTIFICATE, LI NSES, EXHIBITS COUNCIL MEETING DATE: February 1, 2011 ITEM #:�_ _._ .. _. _ _ _ _ _ __ _ _ CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: RENEWAL OF MICROSOFT ENTERPRISE AGREEMENT POLICY QUESTION Should Council approve the renewal of the City's Enterprise Agreement with Microsoft for the year's 2011 — 2014 and authorize the Mayor to execute the purchase agreement and approve carry- forward of 2010 funds? COMMITTEE FEDRAC CATEGORY: � Consent ❑ City Council Business ❑ Ordinance ❑ Resolution MEETING DATE: 7anuary 25, 2011 ❑ Public Hearing ❑ Other STAFF REPORT BY: Thomas Fichtner, Infarmation Technology Manager DEPT: Information Technology _.. . . Attachments: Microsoft Enterprise Agreement SummaryBackground: In 2008 the City migrated from a Novell based network to a pure Microsoft based network for increased compatibility with new applications, improved reliability, and better integration with existing systems. At that time, the City entered into a 3-year Enterprise Agreement (EA) with Microsoft, purchased off of the Washington State Department of Information Services contract# T08-TSD-981. This EA licenses all of the City's Microsoft software ranging from the Windows (XP and 7) desktop operating system, Office (2003, 2007 and 2010) productivity platform, Exchange/Outlook email system, SQL database and Windows Server platfarms. The EA also provides many benefits to the City such as technical support and Software Assurance for licensed products which includes version upgrades to the latest release of the software, 30 days' worth of staff training (valued at almost $15k), and unlimited online training for Windows, Office and other products. The City has made an investment during the first 3-year EA for the initial purchase of licenses (about $94K/year) and now for the renewal for the second 3-year EA will be paying a reduced amount for "Software Assurance" only (about $73K/year). If the EA is not renewed, the City would not be able to upgrade any Microsoft software without buying a new license at a much higher purchase price and will forfeit any technical support and training options granted by the EA. This would prevent the City from upgrading to Windows 7 and Office 2010 which is planned for summer 2011. Budget: The EA renewal is split into three payments. The three payments are taken from 2010, 2011, and 2012 funds respectively. The 2010 payment was authorized, however due to necessary Council approval to sign the contract, wasn't paid in 2010. To pay the 2010 payment, $72,939.56 from 2010 M&O will need to be carry-forward to 2011. For payments in years 2011 and 2012, an additional $5,550 per year ($ll,100 total) is necessary (to c�ver tax) which will be carry-forward from excess reserves in 2010 for miscellaneous software purchases. The tota, carry-forward amount from 2010 is $84,039.56. For the 2013/2014 budget, this contract will be reevaluated at that time. Option� Considered: 1. Approve the Mayor's recommendation and forward to Council Consent Agenda on February l, 201 1. 2. Deny approval of Mayor's recommendation and provide staff with further direction. MAYOR'S RECOMMENDATION: Mayor recommends approving the renewal to the Microsoft Enterprise Agreement far years 2011-2014 and to carry-forward funds in the amount of $84,039.56 from 2010. . .. MAYOR APPROVAL: ������� � DIRECTOR APPROVAL: Commrttee Cou il Coimcil COMMITTEE RECOMMENDATION I move to forward the proposed Agreement and carry forward authorization for 2010 funds to the February 1, 2011 Consent Agenda for approval. � � � Mi a, Jeanne Burbidge, J ovey, air ,f y Committee Member Committee Member PROPOSED COUNCIL MOTION "I mo�'approval of the Microsoft Enterprise Agreement renewal, effective January 2011 through January 2014 with a total compensation of �66, 611.47 plus WA State Sales Tax per year, authorize the Mayor to sign said agreement, and authorize carry forward funds in the amount of �84, 039.56 from 2010. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) � C UNCIL ACTION• APPROVED � COUNCIL BILL # DEMED 1 reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVF.D TO SECOND READING (ordinances only) ORDINANCE # REVISEU— 08/12/2010 RESOLUTION # Microsoft Licensing GP Tel 775 823 5600 6100 Neil Road Fax 775 826 0506 A Microsoft Company Reno, NV 89511-1137 � -�` � Volume Licensing Customer, Welcome to the Microsoft Volume Licensing Program. Enclosed is your copy of your new Volume Licensing Agreement with Microsoft, which is now in effect with your company. By now you should have received an email notificarion from Microsoft regarding acceptance of the terms and conditions of your Volume Licensing Agreement. The email notification contains current contract information such as licensing pools, participant contact information, and more. In addition to the electronic email acceptance letter, you should have received a second email from Microsoft, with information regarding an online resource called Volume Licensing Service Center (VLSC), which contains detailed and confidential informarion regarding your Microsoft Volume Licensing account, including transaction history, product downloads, and Volume Licensing Product Keys. If you have not received your electronic acceptance notification or VLSC instructions please contact your Large Account Reseller or Enterprise Software Advisor for assistance. Keep this contract in a secure location. It is important that you understand all of the terms and conditions contained within, and can access the information if quest�ons ar�se. Thank you, Microsoft Licensing, GP Microsoft Licensing, GP is an equal opportunity employer. !�+ ,l.�. # I� • ' # � •#r .. � .. "' � � .. .. . . . I . � � , R ' � : • � : �M i1.�� ♦'�1� t �'♦ 'M f' �" '� � Ci i^ i . ������MI . • • . �����I; * � ` �� � M . ' � � * � . S � � ' ! 3 * ' � � i 8 • � i��.. ' i .i .. !� . • •.4• .. �• ` � i �! � � -s il A.i ' •� � • t � « Il � - ' �'! # !' " �'• i ' .�A ♦ ' •� � i ! #., i' "'• t' � � E4���� !{�3 ��C�� ����� V� l�i�[ ��6�� �'��.��!�� � G4��t f�f ��C�£'P"�1 �s��t � _ . _ � ; ,: ; � �' ��" �� Sign�t�re '` �,�° � ��� � � �' � -.-.�.�-..�.��-- Pront�d �ame' �k�p F'r���� P�inted �`atl� $ ���or '� � : • Ik .. / � Ellen O'Rourke Cpntract Administrator ra��ur� BJ��t� Micrf�>cs�c A�ilz��� 28 �'r��racr��a�nF�rrr:(�i�4 i�nithi�}{��iC3}�"ct�v"? t7) F'ay� f Gi 2 : e • s° s r �r � � * .♦ �• �• .r > „� �� i•�� �M � �� '�.� � i ! E. l�i. � r #f . ♦ ♦ � � �e► � , . i �► t Effe�tiv+� i?ate �_ I — I � (m�y kae d��erent than M�cro�ft`s s�g�i�ture d�t�) . le��• ��s r •� #� �� *' .+T��� .s' Name a�� Entity (must be I�g�l enti#y name) * � Nart�e o# Entity (rnust be legal entity nams) * Slgnatur+� * � Signatur+� ` Printe�d [��:ne * -. Stgnatt�r� Date " -. P'rint�d Title * . - � . - If �ust�m�r r�qt�i�r�s phy�i�al medi�, additiort�i �t�nt�c�.s, �rr i� repQrCing multipl� p�evic�us �rrroilmer�ts, ir��lud� th� appropriate �orm(s� wifh Ehis si�n�ture fc�rrn. I� r�c� rnedi� forrxt is included, no physic�f inedia will b� sent. AfCer thts sigt�ature ft�rm is signed by th� Cusgr�mer, s�nd '€t �nd th� Cvntract Gocuments tc� Customer's ch�nnel p�rtr��r c�r Micrc�scrfE accc�urat manager, who must submit ktrerr� to #he f+�llowing address. When the sig►�ature fc�rm i� fully ex��c� by Microsc�ft, Gustomer wi11 receiue a confirmatie�r� copy. A�9icrosarft Li��rn�lr��, t�P C}e{�t. 5�1, Vc�lume k.i��nsing 6it}t} I�ei! Road, Su�te �1� Reno� N�v�da 8951 1-1 1 37 USA _.. •. �.����.,� . * -r �'r�gr�m5i�n�orrn(�tSSig��{At,�)��N�j{(����p� r�ac�e 2 ;?f � t � ��. ! � • • �� � Y � 4 I rF � � !1I �'�. �nterprise Enrotiment number �� ��/�'" ,(Lj� Propos�! li3 fMicro�ott tra eom�rtetel ��T�� Q 7� Pr�+rious'_�nrolktsent number c � �„ � Eaxliest expir"sng previau� � � (ReseMer lo completa} C�� � t� �'� �? � Enrallment �nd date ( ;' � ! fi = �-�:a � _ r � I� consolidating from mut�ple previt�us EnrollmenG� w� So�v+ar� Assur�nce, camptet� tne mul�ple previous Enroiiment ►orm and attach it tn this EnroNet�rrt �n#�rprise Producctss can onty b� r�newe[3 frwn a Gtua[itying Enrollment Addi#anaM Products can k� renewed from �ny previous Enrollrr�nt with Software Assurance, Y i�' :! # 4 0 • /" 4 t w� �• ' ! "! � • •" ! f. R'• °R i ! • '"♦ f • • ' • i °• # ' ��� 'i #' 'i .1• �♦ i f •• . ' • ' r ... 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E _ �as�,� a !a�- � a ra .�- � a •' s • •y � _ - a _ s . � . � . r . . � �A^� �n v�At}C}tUslS�..C'a{Ei+DC'.al(�lu12E3?�t Paga # �f �+ �e�ument X2�M-G11 t� s ,� � :. � � � — .�� � . � � . . « �� • « . � � r �. � . � • �..�.� � �. � � '��� ��� � f i� � � E ♦ � � w • � � • ' �/ *. rt � ff � � +* ! � . � � � � 9 � f t.� � ' # ..#�.�� .0 � •'�����t » .• � ! f f i`• • • • t"� 'if • f # " ^# � • R,-� ' •• ' i ! ! • a. Prirr�ary corttact inftarmation: The Customec of this Enrt�llment must identify an individuai from insicle its organizati�n to �erve as ths primary contact. This cont�ct is the default administrator ti�r thi� Enrollment and re�eiv�s al! notices unless Microsofk is provided written notice of a cha�g�:. 't'h� admini�tratar m�y appoinf ather �dministrators and grant others �r,cess te� oniine infic�rma#ic�n. . .a r.. r -•- . f . .�. « � � �r s �-�- • �� i . •�^ a -•� •�e^ '�C1i a s : 3 t• � �.o• >t - . ��� . �. . :. . .�� . ,. , , + .. , . , . - � . r • a' :m. � i . 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A M #�� • i. ! � h . a :is" • — E;�-��l4��d���{��ktca�F��m�hid�it���}(�cf�s��C�i ��g� � �f 3 ;� � ` SMediaE uan�e�rmt }(�h#�;)�Qcx2��0';i �age 3 �f 3 14�et�ia +�1+��ctit�n form {c�ar�tinuett} Micr�sofits � Volume Licensing Enterprise Update Statement Complete within 15 days following each anniversary of entity's enrollment effective date as described in the Microsoft Enterprise Agreement. Submit this form to entity's Software Advisor or Reseller who will remit to M icrosoft. For the purposes of this form, "entity" can mean the signing entity, Customer, Enrolled Affiliate, Integrator, Institution, or other party entering into a volume licensing program agreement. Enterprise agreement number Enrollment number Company name City of Federal Way In accordance with the terms of entity's Enterprise Agreement, this Enterprise Enrollment Update Statement must be submitted within 60 days prior to or 15 days after the enrollment anniversary (including the 3� year anniversary before any renewal). Entity must submit a statement when there has been no change in the number of qualifying desktops, qualifying users (if selecting user based licenses), and copies of additional products during the previous year. If any of the above increase, entity must submit a true up order to its Reseller/Software Advisor accordingly. � In checking this box, entity confirms that there has been no increase in the number of qualifying desktops, qualifying users, and copies of additional products under this Enrollment. Entity understands that it is the responsibility of the entity to ensure that all licenses installed are used according to the Enterprise Agreement. Select applicable year for this Update statement. Please select only one box. � Year 1 ❑ Year 2 ❑ Year 3 EAUniversalU dateStatement WW ENG Mar2010 Pa e 1 of 1 * indicates required fields Micr�soft� � Volume Licensing Enterprise Update Statement Complete within 15 days following each anniversary of entity's enroliment effective date as described in the Microsoft Enterprise Agreement. Submit this form to entity's Software Advisor or Reseller who will remit to M icrosoft. For the purposes of this form, "entity" can mean the signing entity, Customer, Enrolled Affiliate, Integrator, Institution, or other party entering into a volume licensing program agreement. Enterprise agreement number 01 E64431 Enrollment number 8838261 Company name City of Federal Way In accordance with the terms of entity's Enterprise Agreement, this Enterprise Enrollment Update Statement must be submitted within 60 days prior to or 15 days after the enrollment anniversary (including the 3� year anniversary before any renewal). Entity must submit a statement when there has been no change in the number of qualifying desktops, qualifying users (if selecting user based licenses), and copies of additional products during the previous year. If any of the above increase, entity must submit a true up order to its Reseller/Software Advisor accordingly. � In checking this box, entity confirms that there has been no increase in the number of qualifying desktops, qualifying users, and copies of additional products under this Enrollment. Entity understands that it is the responsibility of the entity to ensure that all licenses installed are used according to the Enterprise Agreement. Select applicable year for this Update statement. Please select only one box. ❑ Year 1 � Year 2 ❑ Year 3 Name of Entity ' City of Federal Way �ignature . �`--�.. °_-- _ _ - Printed Name * Skip Priest Printed Title " Ma or Signature Date * 2/23/2011 * indicates required fields _ __ -- -- ; EAUniversalUPdateStatement(VWV)(ENG)(Mar2010) _ � � �� Page 1 of 1 Micr�soft° ( Volume Li�ensing Enterprise Update Statement Complete within 15 days following each anniversary of entity's enrollment effective date as described in the Microsoft Enterprise Agreement. Submit this form to entity's Software Advisor or Reseller who will remit to M icrosoft. For the purposes of this form, "entity" can mean the signing entity, Customer, Enrolled Affiliate, Integrator, Institution, or other party entering into a volume licensing program agreement. Enterprise agreement number Enrollment number Company name City of Federal Way In accordance with the terms of entity's Enterprise Agreement, this Enterprise Enrollment Update Statement must be submitted within 60 days prior to or 15 days after the enrollment anniversary (including the 3` year anniversary before any renewal). Entity must submit a statement when there has been no change in the number of qualifying desktops, qualifying users (if selecting user based licenses), and copies of additional products during the previous year. If any of the above increase, entity must submit a true up order to its Reseller/Software Advisor accordingly. � In checking this box, entity confirms that there has been no increase in the number of qualifying desktops, qualifying users, and copies of additional products under this Enrollment. Entity understands that it is the responsibility of the entity to ensure that all licenses installed are used according to the Enterprise Agreement. Select applicable year for this Update statement. Please select only one box. ❑ Year 1 ❑ Year 2 � Year 3 Name of Entity � City of Federal Way -- Signature * � /� ' � /� Printed Name Skip Priest Printed Title * Mayor Signature Date * 2/15/2011 * indicates required fields _— __ _ __ � EAUniversalUpdateStatement(VWV)(ENG)(Mar2010)_ � i � � Page 1 of 1,