HomeMy WebLinkAbout06-14-2016 Item 17 Microsoft Office 365 Upgrade
Meeting Date: 6/14/2016
FROM: Derek Johnson, Interim Finance & IT Director
Prepared By: Steve Schmidt, Information Technology Manager
Miguel Guardado, Network Services Supervisor
SUBJECT: MICROSOFT OFFICE 365 UPGRADE
RECOMMENDATIONS
1. Approve a purchase order for the purchase of Microsoft Office 365 Government Plan
subscription licenses from Dell Computer Corporation in an amount not to exceed $140,500
per year for the next three years; and
2. Authorize waiver of formal bids to cooperatively purchase Microsoft Office 365 licensing
using the County of Riverside’s Microsoft Enterprise Agreement #01E73134 as allowed
under 3.24.060 E. of the City of San Luis Obispo Muncipal Code; and
3. Authorize the Finance and Information Technology Director to approve future purchase
orders for years two and three; and
4. Approve a contact in the amount of $45,000 to Planet Technologies for the migration of
City email to the Microsoft Government Cloud using GSA Contract # GS-35F-0360J.
DISCUSSION
Background
The City’s current email messaging infrastructure (Microsoft Exchange 2010 server and
Microsoft Outlook 2010 client) which are a part of the Microsoft Office 2010 Professional suite
are outdated and need to be upgraded. Significant changes in software maintenance and
upgrades have occurred over the past few years. In the past, the City would upgrade Microsoft
software approximately every five years. At the five-year point, the old software would lack
sufficient functionality and vendor upgrades to support the City’s business needs. Therefore,
every five years, the City would invest significantly in upgrading software versions, and City
staff would go through a fairly steep learning curve in migrating to newer software versions.
Microsoft Office 365 eliminates that learning curve, smooths costs, and prevents the City from
falling behind in technology through a subscription model of software maintenance. Rather than
buying a traditional license upgrade every five years, the City will pay a subscription fee that
ensures the City’s business use of the Office suite will evolve in real time with enhancements to
the suite. Microsoft Office 365 also provides a significant amount of cloud-based storage that
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will eliminate much of the current and future data storage concerns of the City.
Microsoft has improved its cloud-based email messaging in the Office 365 version, which has
proven to be a more efficient, reliable, secure, and dynamic solution to government agencies and
businesses. The total first year cost of the Microsoft Office 365 purchase is $140,500. This
purchase is based on a three year contract paid on a yearly basis. In addition, there is a one -time
expense of $45,000 for configuration, installation and migration services. The one-time expense
will be absorbed by the Network Services budget as well as the first year licensing costs.
Microsoft Office productivity software is one of the City’s most critical systems. The current
email messaging infrastructure is becoming inadequate and outdated. Moving to Office 365 and
Microsoft’s Government cloud-based platform will provide increased security, reliability,
collaboration, and mobility. Adopting the Office 365 model will greatly reduce staff hours
currently needed to maintain and support on premise equipment. These hours will allow staff the
time needed to progress on other important projects. Currently there are many Departmental IT
projects that are not being implemented due to insufficient available hours. The City’s email
messaging system is obsolete by industry standards.
Upgrading to Office 365 ProPlus, which includes Access, Excel, SharePoint, Skype, OneNote,
Outlook, PowerPoint, Publisher and Word with Microsoft Exchange Online, the City will realize
several benefits. A major benefit of the project will be the implementation of SharePoint. The
addition of SharePoint will be a significant leap forward in collaboration for the City.
SharePoint was identified by the Department Head team as a “must have” collaboration tool.
Other benefits are:
User friendly platform that works well on many mobile devices
Provides full access to Office application
Each license can be installed on up to 5 computers and mobile devices for seamless work on
documents
Exchange online provides increased total database storage capacity
Exchange Database recovery time will be reduced
Features such as Data Loss Prevention (DLP), eDiscovery, Encryption, and Rights
Management Services (RMS) will provide data security, data integrity and Legal Holds on
emails
Staff requested price quotes from four implementation vendors, and negotiated pricing with each
of the vendors. Planet Systems has been identified as the most competitive vendor for this
upgrade project after a careful review of the price quotes and proposals from several oth er
vendors for the primary reasons outlined below:
Planet Systems offered the most competitive price through the negotiation period.
Planet Systems was given very impressive reviews by customers.
Planet Systems provided a detailed Statement of Work and their Analysis Team proved
extremely knowledgeable and thorough in explaining each phase of the project.
Project Timeline
This project will be implemented in three phases as shown below. All three phases will have a
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training component to them. City staff estimate that the entire project will take 90 to 120 days to
complete.
1. Migration of email accounts to the Cloud – Approximately 30 days to complete.
2. Software installation on City computers – Approximately 30 days to complete.
3. Installation and configuration of SharePoint, OneDrive and Skype collaboration tools –
Approximately 60 days to complete.
CONCURRENCES
Network Services staff presented the Office 365 project to the City Department Head Team and
the Information Technology Steering Committee. Both groups are supportive of the project.
FISCAL IMPACT
The City has two Capital Improvement Projects (CIP) in the amount of $225K from the 2013 -15
Financial Plan. One of these CIPs was authorized for the replacement and upgrade of the City’s
Microsoft Office productivity software - Outlook, Word, Excel, and PowerPoint. The other CIP
was authorized for increasing the City’s local network storage. These funds will be utilized to
fund the Office 365 Implementation and migration, projects which are consistent with the
purpose of the original CIPs but more reflective of current technology opportunities.
The City’s three year Enterprise Agreement with Dell Inc. will begin June 2016 and will end
June 2019. The City is required to renew its license count annuall y and Network Services has set
aside $10,000 as a contingency to cover unexpected changes.
Staff will utilize the Microsoft Office Replacement CIP to fund the cost of the Microsoft
licensing for the first two years. Departments will be expected to submit Significant Operating
Program Changes (SOPC) for budget years 2017-19 to cover their individual department cost
based on user count at $75/user/per year. The remaining balance of the Microsoft licenses will
be funded from the remaining CIP funds and Network Services budget. Staff has “smoothed”
the future CIP funding that will occur in years 2018-19 over future years. It is important to note
that the future CIPs and Department- level SOPCs have not been approved, but need to be for the
funding model to be successful.
The graph below illustrates the funding sources.
O365 Funding 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 2024-25
CIP**225,000$ 50,000$ -$ 37,500$ 37,500$ 37,500$ 37,500$ 37,500$ 37,500$ 37,500$
Carry Forward -$ 39,500$ -$ -$ -$ -$ -$ -$ -$ -$
Departments -$ -$ 38,625$ 38,625$ 38,625$ 38,625$ 38,625$ 38,625$ 38,625$ 38,625$
IT 51,000$ 101,875$ 78,375$ 78,375$ 78,375$ 93,875$ 93,875$ 93,875$ 93,875$
O365 Cost*185,500$ 140,500$ 140,500$ 154,500$ 154,500$ 154,500$ 170,000$ 170,000$ 170,000$ 170,000$
Carry Forward 39,500$ -$ -$ -$ -$ -$ -$ -$ -$ -$
*Includes 1st yr Implementation
** Spread Future Replacement CIP Funds Across Multiple Years Starting In Year 2018
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ALTERNATIVES
An alternative would be to purchase Microsoft licenses for individual users and keep services on-
site status quo. This option would limit the security, reliability, collaboration, mobility and
would require additional server and storage hardware to maintain services on-site. A major goal
in the current IT Strategic Plan is to move towards cloud-based services whenever possible. This
alternative is not recommended.
Attachments:
17.a a - County of Riverside Microsoft Enterprise Agreement Contract 01E73134
17.b b - Microsoft Enterprise Agreement Quote from Dell
17.c c - Microsoft Volumn Licensing Count for City of SLO
17.d d - Microsoft Software Enterprise Agreement
17.e e - Microsoft Program Signature Form
17.f f - Planet GSA Contract
17.g g - Planet Migration and Configuration Quote
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PCS: Ines Mark Ph:(951) 955-4944 email: imark@co.riverside.ca.us 17.a
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2980 WASHINGTON STREET • RIVERSIDE, CA 92504-4647 • (951) 955-4937 • FAX (951) 955-4946
NOTIFICATION TO BIDDERS
REQUEST FOR QUOTE (RFQ) # PUARC-1200
Microsoft Enterprise License
Riverside County Purchasing and Fleet Services would like to thank you for
submitting a proposal for the above mentioned RFQ.
The overall most responsive and responsible vendor:
Insight Public Sector, Inc.
The County has recommended that Insight Public Sector, Inc., be awarded a
contract which is scheduled to be submitted for approval at the County of
Riverside Board of Supervisors’ meeting on
November 8, 2011, Agenda No. 3.27
In addition the other five vendors will be listed for statewide contracts:
CompuCom, Softchoice Corp, PC Mall Gov, EnPointe Technologies, and Dell
Marketing
The County appreciates your interest and your company’s name will remain on
our vendor’s list for future bid considerations.
Please visit the County of Riverside Purchasing
Website for future opportunities at:
www.purchasing.co.riverside.ca.us
Ines Mark
Procurement Contract Specialist
NIGP CODE: 20800, 20811
17.a
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
1
REQUEST FOR QUOTE # PUARC-1200
Microsoft Enterprise License
By:
Ines Mark
Riverside County Purchasing & Fleet Services
2980 Washington Street
Riverside, CA 92504-4647
Telephone: (951) 955-4937
Email: imark@co.riverside.ca.us
NIGP Code(s):20800, 20811
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
2
INSTRUCTIONS TO BIDDERS
I. Vendor Registration – Unless stated elsewhere in this document, vendor must register online at www.Purchasing.co.riverside.ca.us and
http://http://www.publicpurchase.com//with all current Vendor information, to be registered on the County’s database.
II. For all RFQ’s Riverside County’s Purchasing website will post a letter of notification on its website, and will provide a direct link to PublicPurchase.com.
III. Format - Use the electronic format provided by PublicPurchase.com. If submitting more than one bid, separate the bid documents.
IV. Pricing/Delivery/Terms/Tax - All pricing shall be quoted F.O.B. destination, (e.g., cash terms less than 20 days should be considered net) excluding
applicable tax, which is a separate line item. The County reserves the right to designate method of freight. The County pays California Sales Tax and is
exempt from Federal excise tax. In the event of an extension error, the unit price shall prevail.
V. Other Terms and Conditions - The terms and conditions as indicated in this document and/or attached are hereby included with full force and like effect as
if set forth herein. Copies of the applicable Terms and Conditions may be obtained by contacting Riverside County Purchasing at the number shown above
and requesting a copy be faxed or mailed to you.
VI. Period of Firm Pricing - Unless stated otherwise elsewhere in this document, prices shall be firm for 90 days after the closing date, and prior to an award
being made.
VII. Specification/Changes - Wherever brand names are used, the words "or equal" shall be considered to appear and be a part of the specification. If you are
quoting another make or model, cross out our nomenclature and insert yours. If no make or model is stipulated, insert yours. Attach applicable specifications
and/or brochures. Variations in manufacturers, design, etc., may be acceptable, bidders are encouraged to offer them as alternatives; however, the County
reserves the right to reject those alternatives as non-responsive.
VIII. Recycled Material - Wherever possible, the County of Riverside is looking for items made from, or containing in part, recycled material. Bidders are
encouraged to bid items containing recycled material as an alternative for the items specified; however, the County reserves the right to reject those
alternatives as non-responsive.
IX. Method of Award - The County reserves the right to reject any or all offers, to waive any discrepancy or technicality and to split or make the award in any
manner determined by the County to be most advantageous to the County. The County recognizes that prices are only one of several criteria to be used in
judging an offer and the County is not legally bound to accept the lowest offer.
X. Return of Bid/Closing Date/Return to - The bid response shall be submitted electronically to PublicPurchase.com by 1:30 p.m. on the closing date listed
above. Bid responses not received by County Purchasing by the closing date and time indicated above will not be accepted. The County will not be
responsible for and will not except late bids due to slow internet connection, or incomplete transmissions.
XI Local Preference - The County of Riverside has adopted a local preference program for those bidders located within the County of Riverside. A five percent
(5%) price preference may be applied to the total bid price during evaluation of the bid responses. To qualify as a local business, the business must have
fixed offices within the geographical boundaries of Riverside County and must credit all sales taxes paid resulting from this RFQ to that Riverside County
location. or
XII. Disabled Veteran Business Enterprise Preference - The County of Riverside has implemented a Disabled Veteran Owned Business preference policy. A
three percent (3%) preference shall be applied to the total bid price of all quotes/bids/proposals received by the County from certified disabled veterans
owned businesses. If the bid is submitted by a non-Disabled Veteran owned business, but lists subcontractors that are identified and qualified as Disabled
Owned Business, the total bid price will be adjusted by 3% of the value of that subcontractor’s portion of the bid
___________________________________________________________________________________________________________
IF CHECKED, THE FOLLOWING DOCUMENTS HEREBY MADE PART OF THIS RFQ
X APPENDIX "A” PLANS/DRAWINGS SAMPLES X EXHIBITS (A) X_ ATTACHMENT (Product List)
#116-110 Special Conditions/Response #116-130 Equipment Information Sheet
_X #116-260 Local Business Qualification Affidavit #116-310 Boilerplate Contract
IF CHECKED, THE FOLLOWING GENERAL CONDITIONS ARE INCLUDED WITH FULL FORCE
AND LIKE EFFECT AS IF SET FORTH HEREIN
X #116-200 General Conditions X #116-210 General Conditions Materials and/or Services
_ #116-230 General Conditions - Equipment #116-220 General Conditions - Public Works
#116-240 General Conditions - Personal/Professional Service
To access any of these General Conditions go to www.purchasing.co.riverside.ca.us, located in Vendor Registration/Bidding Opportunities.
If an addendum is issued for this procurement, it will be the vendor’s responsibility to re trieve all
applicable addendum(s) from the Public Purchase website.
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
3
APPENDIX A
1.0 INFORMATION
1.1 LIQUIDATED DAMAGES - It is agreed by the parties that time is of the essence, and in the event
complete delivery is not made within the schedule set by the County, and pursuant to the bid
specifications, damage will be sustained by the County, it will be impractical, and extremely difficult to
ascertain, and determine the actual damage sustained. Therefore, it is agreed that the successful bidder
shall pay to the County of Riverside, as fixed and liquidated damages, and not as penalty, a dollar sum in
the amount of $_________ per calendar day for each and every calendar day that a delay in making
delivery in excess of the time or times specified. It is further agreed that in the event such damages are
sustained by the County, the County shall deduct the amount from any payment due or that may become
due to the vendor under the contract.
1.2 "Electronic submission hereof is certification that the Bidder has read and understands the terms and
conditions hereof, and that the Bidder’s principal is fully bound and committed." All County terms and
conditions are found at www.purchasing.co.riverside.ca.us. Bidders must acknowledge the applicable
terms and conditions that are checked at the bottom of page 2 of this document.
1.3 CASH DISCOUNT_% from receipt of good or invoice, whichever is later. (terms less than 20 days will
be considered net) Cash discount shall be applied to grand total.
1.4 Delivery: ___ calendar days after receipt of order.
1.5 Please Check: ____Disabled Veteran ____ Local Business – if checked, the above signer certifies that
the above business is located within the geographical boundaries of Riverside County and that all sales
taxes generated based on this RFQ will be credited to that location in Riverside County. If claiming
Local Preference please submit form 116-260.
1.6 If Bidder experiences technical issue with the online bidding process, Bidder must contact the
Procurement Contract Specialist (PCS) for further bid submission instructions. Bidder must contact the
appropriate PCS a minimum of 1 hour prior to bid close time of 1:30 PM.
2.0 DEFINITIONS
A. Wherever these words occur in this RFQ, they shall have the following meaning:
B. “RFQ” shall mean Request for Quote.
C. “Addendum” shall mean an amendment or modification to the RFQ (Request for Quote).
D. “Bid” shall mean the proposal submitted by a Bidder on the Bid Form consistent with the Instructions to
Bidders, to complete the Work for a specified sum of money and within a specified period of time.
E. “Bidder” shall mean an individual, firm, partnership, or corporation that submits a qualified Bid for the
Work, either directly or through a duly authorized representative.
F. “Contractor” shall mean any employee, agent, or representative of the contract company used in
conjunction with the performance of the contract. For the purposes of this RFQ, Contractor and Bidder
are used interchangeably.
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
4
G. “COUNTY” shall mean the County of Riverside and its agencies.
H. “CCISDA” shall mean the California County Information Services Directors Association
I. “MISAC” shall mean the Municipal Information Systems Association
J. “LAR” shall mean the Large Account Resellers
K. “EA” shall mean Enterprise Agreement
L. “Qualified Device” shall mean any personal desktop computer, portal computer, workstation, or similar
device that is used by of for the benefit of Enrolled Affiliate’s Enterprise. It does not include: (1) any
computer that is designated as a server and not used as a personal computer, (2) any Industry Device, (3)
any device running an embedded operating system (e.g., Windows Phone 7) that does not access a
virtual desktop infrastructure, or (4) any device that is not managed and/or controlled either directly or
indirectly by Enrolled Affiliate’s Enterprise. Enrolled Affiliate may include as a Qualified Device any
device which would be excluded above (e.g., Industry Device).
M. “MDOP” shall mean Microsoft Desktop Optimization Platform
N. “MSDN” shall mean Microsoft Developer Network
3.0 PURPOSE/BACKGROUND
3.1 Purpose
a) The County of Riverside is soliciting bids for a consortia approach to collectively enter into a Microsoft
Enterprise Agreement and Select program in order to utilize the desktop volumes to achieve the best
possible price as detailed in this RFQ. Microsoft has demonstrated flexibility in dealing with
CCISDA\MISAC to accommodate government issues and concerns to offer a customized Enterprise
Agreement that will work for all government agencies within the state of California.
b) The purpose of this RFQ is to seek both renewal pricing for those under the current Microsoft
Agreement from any authorized LAR within the State of California plus allow new enrollments to take
place based on combined volumes of those staying with the old agreement, those renewing in this new
contract, and those joining into the new contract for the first time.
c) The intent of this RFQ is to award to no more than five (5) Microsoft authorized and responsible Large
Account Resellers (LAR) in the State of California that meets the terms and conditions of this RFQ. The
LAR(s) will serve as the administrator of this agreement and will collect all dollars directly from those
jurisdictions enrolled under this awarded contract.
3.2 Background
a) Since June 19, 2001, The California County Information Services Directors Association (CCISDA)
and the Municipal Information Systems Association (MISAC) of California have been participating in
a state-wide Microsoft Enterprise Agreement (EA) and Select program. The County of Riverside will
continue to administer this award, to include participation from CCISDA and MISAC.
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
5
b) The California County Information Services Directors Association (CCISDA) is the official
organization of the county information technology directors in the state of California. They represent the
58 California counties in the area of information technology and county government.
c) The Municipal Information Systems Association (MISAC) of California is a statewide organization of
approximately 150 member agencies. They represent the 475 Cities and Special Districts in the state of
California in the area of information technology and county government.
d) Current participation in this successful contract has surpassed 488,000 desktops and over 460 separate
enrollments to this Microsoft Enterprise Agreement. The current Large Account Resellers (LAR) have
worked with each of these entities to explain the Microsoft Enterprise Agreement, helped them make
decisions about their licensing needs, provided enrollment assistance, and coached them during annual
EA requirements including true-ups and annual payments. The awarded LAR(s) will be required to
deliver this same level of service, as well as provide continuing education to enrollees on other services
and benefits provided to participants in the EA.
e) The LAR(s) must allow CCISDA/MISAC members with the opportunity to continue to enroll in the
Enterprise Agreement after the open enroll period at a highly discounted price based on cumulative
volumes of desktops enrolled under the new and existing contracts.
f) In addition, many government entities could not purchase from a sole LAR due to local preference
purchasing requirements. The intent of this RFQ is to award to multiple Large Account Resellers
(LARs) under a single agreement and to get credit for volumes under the existing contract and for those
that want to change to the renewal contract or for those governments enrolling for the first time.
g) Many counties do not upgrade their software on their desktops on an annual basis and most do so every
two to three years. As a result, most may not benefit from Software Assurance under the Select Program
nor can justify an Enterprise Agreement. Therefore, to make an Enterprise Agreement a tool for
government, it must be cost effective, ease licensing management, and encourage government to stay
current with new software versions to take advantage of the latest technological improvements that
could benefit employee productivity. An additional benefit can be realized through other offerings made
available to EA participants. When such offerings are introduced, it is imperative that the LAR make the
offering known to the agency in order for them to obtain the most out of their EA investment.
4.0 PRODUCT LINE
4.1 Enterprise Agreement Program Products
The products offered under the Enterprise Agreement (EA) may be purchased individually or in total as follows:
4.2 Enterprise Products
a) The Enterprise Agreement offers California County Governments access to the most recent releases of
the Desktop Professional Platform products. The Enterprise Agreement Desktop Platform products are:
i. Microsoft Windows 7 Enterprise Edition with MDOP
ii. Microsoft Office Professional Plus 2010
iii. Microsoft Core Client Access License Suite or Enterprise Client Access License Suite
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
6
b) Government entities who enroll in the Professional or Enterprise Platform (the Windows 7 Enterprise
Edition operating system upgrade, Office Professional Plus 2010, and Core CAL Suite or Enterprise
CAL Suite) receive a platform discount on top of their already discounted enterprise software product.
c) Government entities not adding products at signing may still add additional products to their enrollment
at any time with License & Software Assurance (pro-rated annually for the remaining term of their
enrollment).
d) For full product listing see excel attachment “PUARC-1200 Product listing.”
4.3 Additional Products and Services
a) Nearly all other available Microsoft software titles are obtainable as additional products. They provide
the same License & Software Assurance coverage as enterprise products, but do not require an
enterprise-wide commitment. For products licensed at signing, payments can be spread throughout
enrollment years in the same way that enterprise product payments are annualized. Also, additional
products at signing will have corresponding pricing for the use of the True Up ordering process,
enabling an annual consolidation of ordering. Government entities not adding products at signing may
still add additional products to their enrollment at any time with License & Software Assurance (pro-
rated for the remaining term of their enrollment).
b) Premier Services are available through the Riverside Master Agreement for as long as it is offered as
products under the Microsoft Enterprise Agreement.
c) Examples of software products available as additional products include Office Visio, Microsoft Project,
Windows servers, Exchange servers, Microsoft Office SharePoint Servers, SQL Servers, Visual Studio
Team Edition (w/ MSDN), MapPoint Web Service, and many others.
d) A complete list of additional products is available on the Microsoft Product List at:
http://www.microsoftvolumelicensing.com/userights/PL.aspx
e) To learn more about Product Use Rights, visit:
http://www.microsoftvolumelicensing.com/userights/PUR.aspx
4.5 Customized Components:
a) The awarded Large Account Reseller(s) as part of the contract must be willing to accept the
administration of the contract. California government entities will enroll by Agency (understanding that
all desktops in a department must be committed unless the desktop has an asset tag where it has been
paid and owned by another government jurisdiction).
b) Commitment for each government entity is at least 25 desktops in the entire organization. Organizations
under 25 qualified workstations are required to combine enrollments with other local government
entities for a total of at least 25 qualified workstations s to qualify. The government entity who handles
the enrollment for multiple jurisdictions will also be responsible for distributing license confirmations.
c) The LAR’s are required to provide annual reports of qualified workstation counts by enrollment and ask
for desktop true-ups for net additional desktops added during each contract year. The customer is
expected to true up additional products added to during past year. Quarterly reports of licenses
purchased under the Select agreement (provided by this contract) must also be provided including
product and version number. It is preferred that this capability be provided though the Internet.
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
7
d) All products covered under the EA automatically include Software Assurance for either the full thirty-
six (36) or sixty (60) month contract period options. During the contract period, participating
government entities will be entitled to all version upgrades at no additional charge. And on termination
of the contract, participating organizations will own the most current version of covered products as of
the contract termination date, whether the version is installed or not.
e) During the EA each participant will be required (but not limited) to count total qualified workstations in
their organization which will be reported to the LAR. Other counts such as True-Up of additional
products and additional of 'not-at-signing' products may be required.
f) The Enterprise Agreement term is sixty (60) calendar months from the date of acceptance, or an optional
thirty-six (36) months if requested. Enrollment for this program will be open until the expiration of the
Master Agreement. While the number of net desktops in each organization may increase annually, there
could be certain economic issues (such as discontinuing a government service due to funding) or
political shifts (such as County Courts becoming a State Agency or a government entity filing for
bankruptcy) that could impact desktop counts. Microsoft will deal with decreases in qualified
workstation counts on an individual basis without penalty to other enrollments. EA participants that
terminate for cause, will own licenses equal to the portion of the total contract period for which they
participated. Participants terminating prior to year 2 shall own licenses for 1/3 of the total desktops
enrolled. Participants terminating prior to year 3 shall own licenses for 2/3 of the total desktops enrolled.
The licenses shall be for the current version of the products at the time of termination. If any one
County/Department terminates the enterprise agreement, it shall have no bearing or impact on the others
enrolled.
g) EA enrollees receive perpetual license to the most current version of the software covered under this
agreement upon initial payment. By participating under the EA, enrollees immediately become current
and stay current. Net new desktops added during the contract period immediately have the right to install
the most current versions of the products covered under the EA and the “true-up” payment must be
made at the beginning of the next contract year.
h) All new software covered and purchased under the EA is to be delivered to the COUNTY electronically,
unless explicit instructions are communicated that delivery method would be otherwise.
5.0 TIMELINE DATES:
1. RELEASE OF REQUEST FOR QUOTATION September 20, 2011
2. DEADLINE FOR SUBMISSION OF QUESTIONS
Bidders must submit their questions online at
PublicPurchase.com. All questions submitted are within the
correct RFQ located on PublicPurchase.com.
Must be submitted by:
Date: October 3, 2011
Time: 1:30 PM
3. DEADLINE FOR QUOTATION SUBMITTAL
Bid results are posted on PublicPurchase.com
October 11, 2011 at 1:30 PM
4. TENTATIVE DATE FOR AWARDING CONTRACT 5-90 days, contingent upon
lowest bidder meeting all of the
bid specifications.
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
8
6.0 PERIOD OF PERFORMANCE
The period of performance shall be for 5 year(s), with each year renewable in one-year increments, with the
completion date of 12/31/17, with no obligation by the County of Riverside to purchase any specified amount of
services.
7.0 GENERAL REQUIREMENTS
Procedures for Submitting Quotations
All quotations must be submitted in accordance with the standards and specifications contained within this
Request for Quote (RFQ).
The County reserves the right to waive, at its discretion, any irregularity, which the County deems reasonably
correctable or otherwise not warranting rejection of the quotation.
The County shall not pay any costs incurred or associated in the preparation of this or any quotation or for
participation in the procurement process.
Quotes must be specific unto themselves. For example, “See Enclosed Manual” will not be considered an
acceptable quotation. Receipt of all addenda, if any, must be acknowledged in the quotation.
Late quotations will not be accepted. Postmarks will not be accepted in lieu of this requirement. Quotations
submitted to any other County office will be rejected.
8.0 METHOD OF AWARD (Specifications)
Quotations will be evaluated based on relevant factors, including but not limited to the following:
a. Lowest overall purchase price
b. Adherence to specifications as detailed in this RFQ (PUARC-1200)
c. Prompt payment discounts on 30 days or less
d. Warranties
e. All associated delivery costs
f. Delivery date
g. Product acceptability
h. Service/Customer Support
9.0 EVALUATION PROCESS
All quotations will be given thorough review. All contacts during the review selection phase will be only
through the Purchasing Department. Attempts by the Bidder to contact any other County representative may
result in disqualification of the Bidder. The County recognizes that prices are only one of several criteria to be
used in judging an offer, and the County is not legally bound to accept the lowest offer.
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
9
10.0 INTERPRETATION OF RFQ
The Contractor must make careful examination and understand all of the requirements, specifications, and
conditions stated in the RFQ. If any Contractor planning to submit a quote finds discrepancies in or omissions
from the RFQ, or is in doubt as to the meaning, a written request for interpretation or correction must be given
to the County. Any changes to the RFQ will be made only by written addendum and may be posted on the
Purchasing website at www.purchasing.co.riverside.ca.us and PublicPurchase.com. The County is not
responsible for any other explanations or interpretations. If any provision in this agreement is held by a court of
competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions will nevertheless continue
in full force without being impaired or invalidated in any way. All notices regarding this procurement may be
posted on the County’s purchasing website at www.purchasing.co.riverside.ca.us and PublicPurchase.com.
11.0 CANCELLATION OF PROCUREMENT PROCESS
The County may cancel the procurement process at any time. All quotations become the property of the County.
All information submitted in the quotation becomes “public record” as defined by the State of California upon
completion of the procurement process. If any proprietary information is contained in or attached to the quote, it
must be clearly identified by the Bidder; otherwise, the Bidder agrees that all documents provided may be
released to the public after bid award.
The County reserves the right to withdraw the Request for Quote (RFQ), to reject a specific quote for
noncompliance within the RFQ provisions, or not award a bid at any time because of unforeseen circumstances
or if it is determined to be in the best interest of the County.
12.0 COMPENSATION
12.1 The County shall pay the awarded bidder for equipment and services performed, after the equipment are
installed and tested to the satisfaction of the County. Expenses incurred and compensation shall be paid in
accordance with an invoice submitted to County by awarded bidder. The County shall pay the acceptable
invoice within thirty-(30) working days from the date of receipt of the invoice, or the goods/services are
received, whichever is later.
12.2 No price increases will be permitted during the first year of the award. All price decreases (for example,
if CONTRACTOR offers lower prices to another governmental entity) will automatically be extended to the
County. The County requires written proof of cost increases prior to any approved price adjustment. After the
first year of the award, a minimum of 30-days advance written notice is required for consideration and approval
by County. No retroactive price adjustments will be considered. The net dollar amount of profit will remain
firm during the period of the Agreement. Annual increases shall not exceed the Consumer Price Index- All
Consumers, All Items - Greater Los Angeles, Riverside, and Orange County areas (Microsoft Enterprise
License Agreement) and be subject to satisfactory performance review by the County and approved (if needed)
for budget funding by the Board of Supervisors.
13.0 USE BY OTHER POLITICAL ENTITIES
The CONTRACTOR agrees to extend the same pricing, terms, and conditions as stated in this Agreement to
every political entity, special district, and related non-profit entity in Riverside County. It is understood that
other entities shall make purchases in their own name, make direct payment, and be liable directly to the
CONTRACTOR; and County shall in no way be responsible to CONTRACTOR for other entities’ purchases.
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
10
Exhibit A
Software Assurance Benefits:
The Enterprise Agreement includes Software Assurance, Microsoft’s enhanced maintenance program that helps
customers get the most out of their software investments. Access to valuable benefits such as training,
deployment planning, software upgrades, and product support can help increase the productivity of the entire
organization. Awarded LAR(s) will continue to educate and assist participants on what these benefits are and
how participants can take full advantage of them.
Here are details on Software Assurance benefits throughout each phase of software management.
Stage Benefit Description
Planning
Stage
New Version
Rights
With Software Assurance, you receive new versions
of licensed software released during the term of your
agreement to deploy at your own pace as they
become available. You can reduce the costs
associated with acquiring new version releases and
immediately take advantage of the latest technology.
Spread
Payments
You can make payments annually, instead of making
one up-front payment. This helps you to reduce initial
costs and forecast annual software budget
requirements up to three years in advance.
Deployment
Stage
Packaged
Services:
Information
Work Solution
Services
These one- to three-day partner-managed workshops
help IT teams learn how desktop applications assist
support deployment, security, and infrastructure
business goals like project prioritization. You also
learn how to implement high-value projects in the IT
environment to maintain or accelerate productivity.
Workshops include Information Work Business Value
Discovery and Information Work Architectural Design
Session.
Microsoft
Windows Pre-
installation
Environment
(WinPE)
This is a tool based on the Windows Server® 2003
operating system and the Windows XP Professional
operating system that allows IT staff to build custom
solutions that speed up deployment through
automation, so they spend less time and effort
keeping desktops updated. WinPE can run Windows
setup, scripts, and imaging applications.
Using Stage Training
Vouchers
You will receive training vouchers for training on
select courses from Microsoft Certified Partners for
Learning Solutions (CPLS), the premier authorized
training channel for delivering learning products and
services on Microsoft technology. Taking training
from Microsoft CPLSs helps you prepare for
deployment, enable smoother migration, and stay up-
to-date with the latest Microsoft technologies, giving
you the competitive advantage you need.
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
11
Exhibit A Cont’
Software Assurance Benefits:
eLearning
Courses
Microsoft’s eLearning provides your employees
access to individual, on-demand Microsoft software
courses. eLearning can be delivered online or offline
and includes simulations, hands-on exercises, and
learning assessments.
Home Use
Program
The Home Use Program increases employee
productivity and maximizes the value of your
Microsoft Office investment because with it, your
employees can use Office desktop programs for work
or personal needs.
Microsoft
Windows 7
Enterprise
Edition
The Windows 7 Enterprise Edition is optimized for
large organizations and includes features such as
data protection that safeguard lost or stolen PCs,
application compatibility, and the ability to deploy a
single image in multiple locations around the world
(per availability of Windows Vista), helping you to
lower your deployment and management costs.
Microsoft
Virtual PC
Express
Migrate legacy applications during an operating
system upgrade in a safe, protected way. Microsoft
Virtual PC Express supports a single instance of a
virtual operating system (in comparison, Virtual PC
2004 supports multiple instances). Virtual PC
Express will be made available to our Software
Assurance customers in early 2006, ahead of the
Windows Vista Enterprise Edition.
Maintenance
Stage
24 X 7
Problem
Resolution
Support
With Software Assurance, you can be continuously
connected with Microsoft for your support needs. You
can select the right level of help when you need it
with business-critical 24 hours a day, 7 days a week
phone support for all Microsoft server products,
Windows, and the 2007 Microsoft Office system, in
addition to unlimited Web support.
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
12
Exhibit A Cont’
Software Assurance Benefits:
Unlimited Web
Support
Complement your business-critical 24 hours a day, 7
days a week phone support with unlimited Web
support during business hours, and decide which
level of support is best for the issue. This helps you
lower your total cost of support and ownership
through time and gives you a choice for how to use
your direct connection to Microsoft.
TechNet Plus
Subscription
with Two
Support
Calls/Year
IT professionals have access to TechNet Plus
subscription media, featuring resources such as the
Microsoft Knowledge Base, software updates,
utilities, technical training, and how-to articles to help
them succeed. They also have access to additional
premium TechNet Plus benefits, including evaluation
software without time limits, pre-release versions of
Microsoft products, two technical support incidents
per year, and TechNet Plus Subscriber Online
Services. IT professionals can also access TechNet
Managed Newsgroups with more than 100 IT-related
newsgroups, where they can post technical questions
and are guaranteed responses by the next business
day.
“Cold”
Backups for
Disaster
Recovery
Customers with Software Assurance for Microsoft
server software, as well as related Client Access
Licenses, are eligible for complimentary "cold
backup" server licenses for disaster recovery.
Corporate
Error
Reporting
Corporate Error Reporting (CER) gives you a clear
and easy way to monitor and review error information
so you can control deployment of fixes and
resolutions. It provides the ability for applications and
the operating system to collect and report on crashes
in the system.
Transition
Extended Life-
cycle Hotfix
Support
Enter into Extended Hotfix Support Account (EHSA)
as hotfix issues arise. Annual fees and required sign-
up periods associated with EHSA are waived for
Software Assurance customers, increasing peace of
mind and reducing support costs. A Premier or
Essential Support agreement is a pre-requisite for
eligibility.
For more information about Software Assurance benefits, please visit:
http://www.microsoft.com/licensing/programs/sa
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County of Riverside Request for Quote # PUARC-1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 P.M.
Form # 116-101 RFQ Public Purchase Revision 04/12/11
13
Local Business Qualification Affidavit
The County of Riverside Local Business Preference may be applied to this Request for Proposal/Quotation. If you qualify
for this preference, please submit this form along with your response to this RFP/Q.
Definition of Local Business
A local business shall mean a business or firm with fixed offices located within the geographical boundaries of Riverside
County, and authorized to perform business within the County. In doing so, credit all sales tax from sales generated within
Riverside County to the County, and who provide product or perform contracted work using employees, of whom the
majority are physically located in said local offices.
Local businesses” shall have a Riverside County business street address . Post office box numbers, residential addresses,
or un-staffed sales offices shall not suffice to establish status as a “local business.” To qualify as a “local business” the
location must be open and staffed during normal business hours and the business must establish proof that it has been
located and doing business in Riverside County for at least (6) six months preceding its certification to the County as a
local business.
Additional supporting documentation that may be requested by the County to verify qualification includes:
1. A copy of their current BOE 531-A and/or BOE 530-C form (State, Local & District Sales, and Use Tax Return
Form). This is what businesses submit to the State Board of Equalization when paying the sales tax to the State
of California indicating the amount of the payment to be credited to each jurisdiction (i.e. Counties, Cities).
2. A current business license if required for the political jurisdiction the business is located.
3. Proof of the current business address. The local business needs to be operating from a functional office that is
staffed with the company’s employees, during normal business hours.
Business Name: _____________________________________________________________________________________________
Physical Address:_____________________________________________________________________________________________
Phone: ____________________ FAX: _________________ E-Mail: ___________________________________
Length of time at this location: ______________ Number of Company Employees at this address: ________
If less than 6 month, list previous
Riverside County location: _____________________________________________________________________________________
Business License # (where applicable): __________________ Jurisdiction_________________________________________
Hours of Operation: __________________________________________________________________________________________
Primary function of this location (i.e., sales, distribution, production, corporate, etc):
__________________________________________________________________________________________
__________________________________________________________________________________________
_________________________________________ ________________
Signature of Company Official Date
_________________________________________________________________
Print Name, Title
Submittal of false data will result in disqualification of local preference and/or doing business with the
Riverside County.
Form # 116-260 Rev 8/04
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Program Type: Enterprise Enrollment Date: 4/15/2016
Payment Schedule: Annual
Billing Currency: US Dollar Dell Marketing LP
Term Of Agreement:3 Years (36 Months)One Dell way
Round Rock, TX 78682
Drew Byford
Drew_Byford@Dell.com
PRICING EXPIRES: 5/14/2016 TERMS NET 30
Contact: Miguel Guardado FOB DESTINATION
Contact email: mguardado@slocity.org
Enrollment # US - California GVT-E6
SECTION 2 - Monthly Subscriptions
Product Description Part Number(SKU)Net Unit Price(USD)License Quantity Extended Amount(USD)
ENTERPRISE PRODUCTS
EntMobilitySteFull G ShrdSvr ALNG SubsVL
MVL PerUsr AAA-11233 82.08 530 43,502.40
O365GovE3 ShrdSvr ALNG SubsVL MVL PerUsr AAA-11894 183.00 530 96,990.00
140,492.40
Product Description Part Number(SKU)Net Unit Price(USD)License Quantity Extended Amount(USD)
ENTERPRISE PRODUCTS
EntMobilitySteFull G ShrdSvr ALNG SubsVL
MVL PerUsr AAA-11233 82.08 530 43,502.40
O365GovE3 ShrdSvr ALNG SubsVL MVL PerUsr AAA-11894 183.00 530 96,990.00
140,492.40
Product Description Part Number(SKU)Net Unit Price(USD)License Quantity Extended Amount(USD)
ENTERPRISE PRODUCTS
EntMobilitySteFull G ShrdSvr ALNG SubsVL
MVL PerUsr AAA-11233 82.08 530 43,502.40
O365GovE3 ShrdSvr ALNG SubsVL MVL PerUsr AAA-11894 183.00 530 96,990.00
140,492.40
421,477.20
Total Year 1 Payment
Total Year 2 Payment
Total Year 3 Payment
TOTAL SECTION 2 VALUE YEARS 1 - 3
Agency: CITY OF SAN LUIS OBISPO
Microsoft Enterprise Agreement
17.b
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Customer must complete all required Microsoft enrollment documentation. The EA cannot be executed
(processed at Microsoft) until both the complete documents and PO are received for the fir st annual
payment.
Dell offers this quote for the first of three annual payments for [Customer]’s Microsoft Enterprise
Agreement Enrollment. This quote will expire within the month of issuance; upon expiration of this quote,
the quoted prices may no longer be valid. For customer’s general information and budgeting purposes,
Dell includes the above as an estimate for subsequent years of [Customer]’s Microsoft Enterprise
Agreement. Prices for subsequent Enrollment years are not binding on Dell or [Customer] in any way and
will be determined on the Enrollment anniversary date.
17.b
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EA2015EnrGov(US)SLG(ENG)(Aug2015) Page 1 of 10
Document X20-12057
Enterprise Enrollment State and Local
Enterprise Enrollment number
(Microsoft to complete) Framework ID
(if applicable)
Previous Enrollment number
(Reseller to complete)
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. Enrolled 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. By
entering into this Enrollment, Enrolled Affiliate agrees to be bound by the terms and conditions of the
Enterprise Agreement.
All terms used but not defined are located 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. Any reference to “anniversary date” refers to the anniversary of the effective date
each year this Enrollment is in effect.
Term. The initial term of this Enrollment will expire on the last day of the month, 36 full calendar months
from the effective date of the initial term. If the Enrollment is renewed, the renewal term will expire 36 full
calendar months after the effective date of the renewal term. Any reference in this Enrollment to "day" will
be a calendar day.
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 Terms and chosen by Enrolled
Affiliate under this Enrollment.
“Community” means the community consisting of one or more of the following: (1) a Government, (2) an
Enrolled Affiliate using eligible Government Community Cloud Services to provide solutions to a
Government or a qualified member of the Community, or (3) a Customer with Customer Data that is subject
to Government regulations for which Customer determines and Microsoft agrees that the use of
Government Community Cloud Services is appropriate to meet Customer’s regulatory requirements.
Membership in the Community is ultimately at Microsoft’s discretion, which may vary by Government
Community Cloud Service.
17.d
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EA2015EnrGov(US)SLG(ENG)(Aug2015) Page 2 of 10
Document X20-12057
“Enterprise Online Service” means any Online Service designated as an Enterprise Online Service in the
Product Terms 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 Terms and chosen by Enrolled Affiliate under this Enrollment. Enterprise Products
must 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.
“Federal Agency” means a bureau, office, agency, department or other entity of the United States
Government.
“Government” means a Federal Agency, State/Local Entity, or Tribal Entity acting in its governmental
capacity.
“Government Community Cloud Services” means Microsoft Online Services that are provisioned in
Microsoft’s multi-tenant data centers for exclusive use by or for the Community and offered in accordance
with the National Institute of Standards and Technology (NIST) Special Publication 800-145. Microsoft
Online Services that are Government Community Cloud Services are designated as such in the Use Rights
and Product Terms.
“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.
“Managed Device” means any device on which any Affiliate in the Enterprise directly or indirectly controls
one or more operating system environments. Examples of Managed Devices can be found in the Product
Terms.
“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 Pro locally (in a physical or virtual operating system environment), or (2) a device used to access
a virtual desktop infrastructure (“VDI”). Qualified Devices do not include any device that is: (1) designated
as a server and not used as a personal computer, (2) an Industry Device, (3) not a Managed Device. At its
option, the Enrolled Affiliate may designate any device excluded above (e.g., Industry Device) that is used
by or for the benefit of the Enrolled Affiliate’s Enterprise 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 Terms.
“Reseller” means an entity authorized by Microsoft to resell Licenses under this program and engaged by
an Enrolled Affiliate to provide pre- and post-transaction assistance related to this agreement;
“Reserved License” means for an Online Service identified as eligible for true-ups in the Product Terms,
the License reserved by Enrolled Affiliate prior to use and for which Microsoft will make the Online Service
available for activation.
"State/Local Entity" means (1) any agency of a state or local government in the United States, or (2) any
United States county, borough, commonwealth, city, municipality, town, township, special purpose district,
17.d
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EA2015EnrGov(US)SLG(ENG)(Aug2015) Page 3 of 10
Document X20-12057
or other similar type of governmental instrumentality established by the laws of Customer’s state and
located within Customer’s state’s jurisdiction and geographic boundaries.
“Tribal Entity” means a federally-recognized tribal entity performing tribal governmental functions and
eligible for funding and services from the U.S. Department of Interior by virtue of its status as an Indian
tribe.
“Use Rights” means, with respect to any licensing program, the use rights or terms of service for each
Product and version published for that licensing program at the Volume Licensing Site. The Use Rights
supersede the terms of any end user license agreement (on-screen or otherwise) that accompanies a
Product. The Use Rights for Software are published by Microsoft in the Product Terms. The Use Rights for
Online Services are published in the Online Services Terms.
“Volume Licensing Site” means http://www.microsoft.com/licensing/contracts or a successor site.
2. Order requirements.
a. Minimum Order requirements. Enrolled Affiliate’s Enterprise must have a minimum of 250
Qualified Users or Qualified Devices. The initial order must include at least 250 Licenses for
Enterprise Products or Enterprise Online Services.
(i) Enterprise Commitment. Enrolled Affiliate must order enough Licenses to cover all
Qualified Users or Qualified Devices, depending on the License Type, with one or more
Enterprise Products or a mix of Enterprise Products and the corresponding Enterprise
Online Services (as long as all Qualified Devices not covered by a License are only used
by users covered with a user License).
(ii) Enterprise Online Services only. If no Enterprise Product is ordered, , then Enrolled
Affiliate need only maintain at least 250 Subscription Licenses for Enterprise Online
Services.
b. Additional Products. Upon satisfying the minimum order requirements above, Enrolled
Affiliate may order Additional Products and Services.
c. Use Rights for Enterprise Products. 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 Enrolled
Affiliate’s use of that Product during that term.
d. Country of usage. Enrolled Affiliate must specify the countries where Licenses will be used
on its initial order and on any additional orders.
e. Resellers. Enrolled Affiliate must choose and maintain a Reseller authorized in the United
States. Enrolled Affiliate will acquire its Licenses through its chosen Reseller. Orders must be
submitted to the Reseller who will transmit the order to Microsoft. The Reseller and Enrolled
Affiliate determine pricing and payment terms as between them, and Microsoft will invoice the
Reseller based on those terms. Throughout this Agreement the term “price” refers to reference
price. Resellers and other third parties do not have authority to bind or impose any obligation
or liability on Microsoft.
f. Adding Products.
(i) Adding new Products not previously ordered. New Enterprise Products or Enterprise
Online Services may be added at any time by contacting a Microsoft Account Manager or
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 other than Online Services may be added at any time but must be
included in the next true-up order. Additional Licenses for Online Services must be ordered
17.d
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EA2015EnrGov(US)SLG(ENG)(Aug2015) Page 4 of 10
Document X20-12057
prior to use, unless the Online Services are (1) identified as eligible for true-up in the
Product Terms or (2) included as part of other Licenses.
g. True-up requirements. Enrolled Affiliate must submit an annual true-up order that accounts
for any changes since the initial order or last order. If there are no changes, then an update
statement must be submitted instead of a true-up order.
(i) Enterprise Products. For Enterprise Products, Enrolled Affiliate must determine the
number of Qualified Devices and Qualified Users (if ordering user-based Licenses) at the
time the true-up order is placed and must order additional Licenses for all Qualified Devices
and Qualified Users that are not already covered by existing Licenses, including any
Enterprise Online Services.
(ii) Additional Products. For Additional Products that have been previously ordered under
this Enrollment, Enrolled Affiliate must determine the maximum number of Additional
Products used since the latter of the initial order, the last true-up order, or the prior
anniversary date and submit a true-up order that accounts for any increase.
(iii) Online Services. For Online Services identified as eligible for true-up in the Product
Terms, Enrolled Affiliate may reserve the additional Licenses prior to use and payment may
be deferred until the next true-up order. 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 to the month in which they were reserved.
(iv) Subscription License reductions. Enrolled Affiliate may reduce the quantity of
Subscription Licenses at the Enrollment anniversary date on a prospective basis if
permitted in the Product Terms, as follows:
1) For Subscription Licenses that are part of an Enterprise-wide purchase, 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 and Qualified Users (if
ordering user-based Licenses) identified on the Product Selection Form, and includes
any additional Qualified Devices and Qualified Users added in any prior true-up orders.
Step-up Licenses do not count towards this total count.
2) For Enterprise Online Services that are not a part of an Enterprise-wide purchase,
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.
(v) Update statement. An update statement must be submitted instead of a true-up order if,
since the initial order or last true-up order, Enrolled Affiliate’s Enterprise: (1) has not
changed the number of Qualified Devices and Qualified Users licensed with Enterprise
Products or Enterprise Online Services; and (2) has not increased its usage of Additional
Products. This update statement must be signed by Enrolled Affiliate’s authorized
representative.
(vi) True-up order period. The true-up order or update statement must be received by
Microsoft between 60 and 30 days prior to each Enrollment anniversary date. The third-
year true-up order or update statement is due within 30 days prior to the Expiration Date,
and any license reservations within this 30 day period will not be accepted. Enrolled Affiliate
may submit true-up orders more often to account for increases in Product usage, but an
annual true-up order or update statement must still be submitted during the annual order
period.
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(vii) Late true-up order. If the true-up order or update statement is not received when due:
1) Microsoft will invoice Reseller for all Reserved Licenses not previously ordered and
2) Subscription License reductions cannot be reported until the following Enrollment
anniversary date (or at Enrollment renewal, as applicable).
h. 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.
(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.
i. Clerical errors. Microsoft may correct clerical errors in this Enrollment, and any documents
submitted with or under this Enrollment, by providing notice by email and a reasonable
opportunity for Enrolled Affiliate to object to the correction. Clerical errors include minor
mistakes, unintentional additions and omissions. This provision does not apply to material
terms, such as the identity, quantity or price of a Product ordered.
j. Verifying compliance. Microsoft may, in its discretion and at its expense, verify compliance
with this Enrollment as set forth in the Enterprise Agreement.
3. 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.
b. Setting Prices. Enrolled Affiliate’s prices for each Product or Service will be established by its
Reseller. As long as Enrolled Affiliate continues to qualify for the same price level, Microsoft’s
prices for Resellers for each Product or Service will be fixed throughout the applicable initial or
renewal Enrollment term. Price levels and Microsoft’s prices to Resellers are reestablished at
the beginning of the renewal term. However, if Enrolled Affiliate qualifies for a different price
level during the applicable initial or renewal term, Microsoft may at its discretion establish a
new price level for future new orders either upon Enrolled Affiliate’s request or on its own
initiative. Any changes will be based upon price level rules in the Product Selection Form.
4. 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 an upfront payment is elected, Microsoft will invoice Enrolled Affiliate’s
Reseller in full upon acceptance of this Enrollment. 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.
5. 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 of the initial term, Enrolled Affiliate can renew
Products by renewing the Enrollment for one additional 36 full calendar month term or signing
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Document X20-12057
a new Enrollment. Microsoft must receive a Renewal Form, 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
changes to this program that will make it necessary for Customer and its Enrolled Affiliates to
enter into new agreements and Enrollments at renewal.
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 a new License with Software Assurance.
(ii) Online Services eligible for an Extended Term. For Online Services identified as eligible
for an Extended Term in the Product Terms, 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, Reseller 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, Reseller must
submit a notice of cancellation for each Online Service. Cancellation will be effective
at the end of the month following 30 days after Microsoft has received the notice.
(iii) Subscription Licenses and Online Services not eligible for an Extended Term. If
Enrolled Affiliate elects not to renew, 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.
d. Termination for cause. Any termination for cause of this Enrollment will be subject to the
“Termination for cause” section of the Agreement. In addition, it shall be a breach of this
Enrollment if Enrolled Affiliate or any Affiliate in the Enterprise that uses Government
Community Cloud Services fails to meet and maintain the conditions of membership in the
definition of Community.
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, or if Microsoft terminates an
Online Service for regulatory reasons, Microsoft will issue Reseller a credit for any amount paid
in advance for the period after termination.
6. Government Community Cloud.
a. Community requirements. If Enrolled Affiliate purchases Government Community
Cloud Services, Enrolled Affiliate certifies that it is a member of the Community and
agrees to use Government Community Cloud Services solely in its capacity as a
member of the Community and, for eligible Government Community Cloud Services,
for the benefit of end users that are members of the Community. Use of Government
Community Cloud Services by an entity that is not a member of the Community or to
provide services to non-Community members is strictly prohibited and could result in
termination of Enrolled Affiliate’s license(s) for Government Community Cloud
Services without notice. Enrolled Affiliate acknowledges that only Community
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Document X20-12057
members may use Government Community Cloud Services.
b. All terms and conditions applicable to non-Government Community Cloud Services
also apply to their corresponding Government Community Cloud Services, except as
otherwise noted in the Use Rights, Product Terms, and this Enrollment.
c. Enrolled Affiliate may not deploy or use Government Community Cloud Services and
corresponding non-Government Community Cloud Services in the same domain.
d. Use Rights for Government Community Cloud Services. For Government
Community Cloud Services, notwithstanding anything to the contrary in the Use
Rights:
(i) Government Community Cloud Services will be offered only within the United
States.
(ii) Additional European Terms, as set forth in the Use Rights, will not apply.
(iii) References to geographic areas in the Use Rights with respect to the location of
Customer Data at rest, as set forth in the Use Rights, refer only to the United
States.
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Document X20-12057
Enrollment Details
1. Enrolled Affiliate’s Enterprise.
a. 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.
Check only one box in this section. If no boxes are checked, Microsoft will deem the Enterprise
to include the Enrolled Affiliate only. If more than one box is checked, Microsoft will deem the
Enterprise to include the largest number of Affiliates:
Enrolled Affiliate only
Enrolled Affiliate and all Affiliates
Enrolled Affiliate and the following Affiliate(s) (Only identify specific affiliates to be included
if fewer than all Affiliates are to be included in the Enterprise):
Enrolled Affiliate and all Affiliates, with following Affiliate(s) excluded:
b. Please indicate whether the Enrolled Affiliate’s Enterprise will include all new Affiliates acquired
after the start of this Enrollment: Exclude 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/licensing/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. The primary contact will be the default
contact for all purposes unless separate contacts are identified for specific purposes
Name of entity (must be legal entity name)* City of San Luis Obispo
Contact name* First Miguel Last Guardado
Contact email address* mguardado@slocity.org
Street address* 990 Palm St
City* San Luis Obispo
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EA2015EnrGov(US)SLG(ENG)(Aug2015) Page 9 of 10
Document X20-12057
State/Province* CA
Postal code* 93401-
(For U.S. addresses, please provide the zip + 4, e.g. xxxxx-xxxx)
Country* US
Phone* 805-781-7017
Tax ID
* 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 and step-up prior to a true-up order.
Same as primary contact (default if no information is provided below, even if the box is not
checked).
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. 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 and
step-up prior to a true-up order.
Same as notices contact and Online Administrator (default if no information is provided
below, even if box is not checked)
Contact name*: First Last
Contact email address*
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
d. Reseller information. Reseller contact for this Enrollment is:
Reseller company name* Dell Inc.
Street address (PO boxes will not be accepted)* One Dell Way
City* Round Rock
State/Province* TX
Postal code* 78682
Country* USA
Contact name* Government Contract Admin
Phone* 847-465-3700
Contact email address* US_MS_VL_Admin@Dell.com
* indicates required fields
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Document X20-12057
By signing below, the Reseller identified above confirms that all information provided in this
Enrollment is correct.
Signature*
Printed name*
Printed title*
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.
e. 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? Yes, No.
If a purchase under this Enrollment is financed through MS Financing, and Enrolled Affiliate chooses not to
finance any associated taxes, it must pay these taxes directly to Microsoft.
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ProgramSignForm(MSSign)(NA,LatAm)ExBRA,MLI(ENG)(Aug2014) Page 1 of 2
Program Signature Form
MBA/MBSA number 000-saandrew-008
Agreement number 01E73134
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 Number or Code
<Choose Agreement> Document Number or Code
<Choose Agreement> Document Number or Code
<Choose Agreement> Document Number or Code
<Choose Agreement> Document Number or Code
<Choose Agreement> Document Number or Code
Enterprise Enrollment X20-12057
<Choose Enrollment/Registration> Document Number or Code
<Choose Enrollment/Registration> Document Number or Code
<Choose Enrollment/Registration> Document Number or Code
<Choose Enrollment/Registration> Document Number or Code
Product Selection Form 0433453.002 (New)
Amendment M97 (New)
Document Description Document Number or Code
Document Description Document Number or Code
Document Description Document Number or Code
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 San Luis Obispo
Signature*
Printed First and Last Name* Miguel Guardado
Printed Title Network Services Supervisor
Signature Date* 04/29/16
Tax ID
* indicates required field
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ProgramSignForm(MSSign)(NA,LatAm)ExBRA,MLI(ENG)(Aug2014) Page 2 of 2
Microsoft Affiliate
Microsoft Corporation
Signature
Printed First and Last Name
Printed Title
Signature Date
(date Microsoft Affiliate countersigns)
Agreement Effective Date
(may be different than Microsoft’s signature date)
Optional 2nd 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 Corporation
Dept. 551, Volume Licensing
6100 Neil Road, Suite 210
Reno, Nevada 89511-1137
USA
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Planet Technologies, Inc GS-35F-0360J Pg 1
(i) GENERAL SERVICES ADMINISTRATION
Federal Supply Service
Authorized Federal Supply Schedule Price List
On-line access to contract ordering information, terms and conditions, up-to-date pricing, and the
option to create an electronic delivery order are available through GSA Advantage! ®, a menu-
driven database system. The INTERNET address GSA Advantage! ® is: GSAAdvantage.gov
Schedule Title: General Purpose Commercial Information Technology Equipment, Software
and Services
FSC Group, Part, and Section or Standard Industrial Group (as applicable): Not applicable.
FSC Class and/or Product code(s) and/or Service Codes (as applicable): 7010
Contract number: GS-35F-0360J
For more information on ordering from Federal Supply Schedules click on the FSS Schedules button at
fss.gsa.gov
Contract period - 4-6-99 through 4-5-19
Price List Price List Price List Price List current through modification current through modification current through modification current through modification #### P0P0P0P0----0000021, effective April 4, 2014021, effective April 4, 2014021, effective April 4, 2014021, effective April 4, 2014
PlanetPlanetPlanetPlanet Technologies,Technologies,Technologies,Technologies, IncIncIncInc
20400 Observation Drive, Suite 204, Germantown, MD 20876
301-721-0100, 301-721-0189 Fax
www.go-planet.com
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Planet Technologies, Inc GS-35F-0360J Pg 2
Approved Amendments
Mod #: Title: Date of Action
A013 Schedule 70 Refresh 24 10/5/2009
A095 Schedule 70 Refresh 26 9/30/2010
A112 Authorized Negotiators 5/9/2011
A160 Schedule 70 Refresh 27 5/9/2011
A188 Schedule 70 Refresh 28 9/21/2011
A197 Schedule 70 Refresh 29 9/21/2011
A215 Schedule 70 Refresh 30 2/23/2012
A308 Schedule 70 Refresh 31 6/11/2013
A344 Removal of Clause I-FSS-125 12/11/2013
A345 Schedule 70 Refresh 32 03/04/2014
Business size. Other Small Business
(ii) CUSTOMER INFORMATION: The following information should be placed under this heading
in consecutively numbered paragraphs in the sequence set forth below. If this information is
placed in another part of the Federal Supply Schedule Price List, a table of contents must be
shown on the cover page that refers to the exact location of the information.
1a. Special Item No 132-51 Information Technology Professional Services – services
descriptions are on pages 8 to 12 and awarded prices are on page 12.
1b. Identification of the lowest priced model number and lowest unit price for that model
for each special item number awarded in the contract.
Sr. Analyst - $95.72
1c. A description of all corresponding commercial job titles, experience, functional
responsibility and education for those types of employees or subcontractors who will
perform services shall be provided – See pages 8 to 11.
2. Maximum order: $500,000.
3. Minimum order: $100
4. Geographic coverage (delivery area): Domestic delivery is delivery within the 48
contiguous states, Alaska, Hawaii, Puerto Rico, Washington, DC, and U.S. Territories. Domestic
delivery also includes a port or consolidation point, within the aforementioned areas, for orders
received from overseas activities.
Overseas delivery is delivery to points outside of the 48 contiguous states, Washington, DC,
Alaska, Hawaii, Puerto Rico, and U.S. Territories.
The Geographic Scope of Contract will be domestic and overseas delivery.
5. Point of production: Germantown, Montgomery County, Maryland.
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6. Discount from list prices or statement of net price. Prices are net prices.
7. Quantity discounts – None.
8. Prompt payment terms - 1/2% - 20 days from receipt of invoice or date of acceptance.
9a. Notification that Government purchase cards are accepted at or below the micro-
purchase threshold – Yes.
9b. Notification whether Government purchase cards are accepted or not accepted above
the micro-purchase threshold – Yes.
10. Foreign items – Not applicable.
11a. Time of delivery - To be negotiated with each authorized ordering activity.
11b. Expedited Delivery – Not Applicable.
11c. Overnight and 2-day delivery – Not Applicable.
11d. Urgent Requirements – Not Applicable.
12. F.O.B. point: DEST.
13a. Ordering address:
Planet Technologies, Inc
20400 Observation Drive, Suite 204
Germantown, MD 20876
13b. Ordering procedures: For supplies and services, the ordering procedures, information on
Blanket Purchase Agreements (BPA’s) are found in Federal Acquisition Regulation (FAR)
8.405-3.
14. Payment address:
Planet Technologies, Inc
20400 Observation Drive, Suite 204
Germantown, MD 20876
15. Warranty provision – Workmanlike manner.
16. Export packing charges – Not Applicable.
17. Terms and conditions of Government purchase card acceptance (any thresholds above
the micro-purchase level) – No restrictions.
18. Terms and conditions of rental, maintenance, and repair – Not Applicable.
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19. Terms and conditions of installation – Not Applicable.
20. Terms and conditions of repair parts indicating date of parts price lists and any
discounts from list prices – Not Applicable.
20a. Terms and conditions for any other services – see pages 5 to 9.
21. List of service and distribution points - – Not Applicable.
22. List of participating dealers – Not Applicable.
23. Preventive maintenance – Not Applicable.
24a. Special attributes such as environmental attributes (e.g., recycled content, energy
efficiency, and/or reduced pollutants) - – Not Applicable.
24b. If applicable, indicate that Section 508 compliance information is available on
Electronic and Information Technology (EIT) supplies and services and show where
full details can be found (e.g. contractor’s website or other location.) The EIT standards
can be found at: www.Section508.gov/ - – Not Applicable.
25. Data Universal Number System (DUNS) number – 013020685.
26. Notification regarding registration in System for Award Management (SAM)
database – Yes.
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TERMS AND CONDITIONS APPLICABLE TO INFORMATION TECHNOLOGY (IT)
PROFESSIONAL SERVICES (SPECIAL ITEM NUMBER 132-51)
1. SCOPE
a. The prices, terms and conditions stated under Special Item Number 132-51 Information Technology
Professional Services apply exclusively to IT Services within the scope of this Information Technology
Schedule.
b. The Contractor shall provide services at the Contractor’s facility and/or at the ordering activity location,
as agreed to by the Contractor and the ordering activity.
2. PERFORMANCE INCENTIVES
a. Performance incentives may be agreed upon between the Contractor and the ordering activity on
individual fixed price orders or Blanket Purchase Agreements under this contract in accordance with this clause.
b. The ordering activity must establish a maximum performance incentive price for these services
and/or total solutions on individual orders or Blanket Purchase Agreements.
c. Incentives should be designed to relate results achieved by the contractor to specified targets. To the
maximum extent practicable, ordering activities shall consider establishing incentives where performance is
critical to the ordering activity’s mission and incentives are likely to motivate the contractor. Incentives shall be
based on objectively measurable tasks.
3. ORDER
a. Agencies may use written orders, EDI orders, blanket purchase agreements, individual purchase orders,
or task orders for ordering services under this contract. Blanket Purchase Agreements shall not extend beyond
the end of the contract period; all services and delivery shall be made and the contract terms and conditions
shall continue in effect until the completion of the order. Orders for tasks which extend beyond the fiscal year
for which funds are available shall include FAR 52.232-19 (Deviation – May 2003) Availability of Funds for
the Next Fiscal Year. The purchase order shall specify the availability of funds and the period for which funds
are available.
b. All task orders are subject to the terms and conditions of the contract. In the event of conflict between a
task order and the contract, the contract will take precedence.
4. PERFORMANCE OF SERVICES
a. The Contractor shall commence performance of services on the date agreed to by the Contractor and the
ordering activity.
b. The Contractor agrees to render services only during normal working hours, unless otherwise agreed
to by the Contractor and the ordering activity.
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c. The ordering activity should include the criteria for satisfactory completion for each task in the Statement
of Work or Delivery Order. Services shall be completed in a good and workmanlike manner.
d. Any Contractor travel required in the performance of IT Services must comply with the Federal Travel
Regulation or Joint Travel Regulations, as applicable, in effect on the date(s) the travel is performed. Established
Federal Government per diem rates will apply to all Contractor travel. Contractors cannot use GSA city pair
contracts.
5. STOP-WORK ORDER (FAR 52.242-15) (AUG 1989)
(a) The Contracting Officer may, at any time, by written order to the Contractor, require the Contractor to
stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to
the Contractor, and for any further period to which the parties may agree. The order shall be specifically
identified as a stop-work order issued under this clause. Upon receipt of the order, the Contractor shall
immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to
the work covered by the order during the period of work stoppage. Within a period of 90 days after a stop-work is
delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the
Contracting Officer shall either-
(1) Cancel the stop-work order; or
(2) Terminate the work covered by the order as provided in the Default, or the Termination for
Convenience of the Government, clause of this contract.
(b) If a stop-work order issued under this clause is canceled or the period of the order or any extension
thereof expires, the Contractor shall resume work. The Contracting Officer shall make an equitable adjustment in
the delivery schedule or contract price, or both, and the contract shall be modified, in writing, accordingly, if-
(1) The stop-work order results in an increase in the time required for, or in the Contractor's cost
properly allocable to, the performance of any part of this contract; and
(2) The Contractor asserts its right to the adjustment within 30 days after the end of the period of
work stoppage; provided, that, if the Contracting Officer decides the facts justify the action, the
Contracting Officer may receive and act upon the claim submitted at any time before final payment
under this contract.
(c) If a stop-work order is not canceled and the work covered by the order is terminated for the
convenience of the Government, the Contracting Officer shall allow reasonable costs resulting from the stop-
work order in arriving at the termination settlement.
(d) If a stop-work order is not canceled and the work covered by the order is terminated for default, the
Contracting Officer shall allow, by equitable adjustment or otherwise, reasonable costs resulting from the stop-
work order.
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6. INSPECTION OF SERVICES
The Inspection of Services–Fixed Price (AUG 1996) (Deviation – May 2003) clause at FAR 52.246-4 applies to
firm-fixed price orders placed under this contract. The Inspection–Time-and-Materials and Labor-Hour (JAN
1986) (Deviation – May 2003) clause at FAR 52.246-6 applies to time-and-materials and labor-hour orders placed
under this contract.
7. RESPONSIBILITIES OF THE CONTRACTOR
The Contractor shall comply with all laws, ordinances, and regulations (Federal, State, City, or otherwise) covering
work of this character. If the end product of a task order is software, then FAR 52.227-14 (Deviation – May
2003) Rights in Data – General, may apply.
8. RESPONSIBILITIES OF THE ORDERING ACTIVITY
Subject to security regulations, the ordering activity shall permit Contractor access to all facilities necessary to
perform the requisite IT Services.
9. INDEPENDENT CONTRACTOR
All IT Services performed by the Contractor under the terms of this contract shall be as an independent
Contractor, and not as an agent or employee of the ordering activity.
10. ORGANIZATIONAL CONFLICTS OF INTEREST
a. Definitions.
“Contractor” means the person, firm, unincorporated association, joint venture, partnership, or corporation that is
a party to this contract.
“Contractor and its affiliates” and “Contractor or its affiliates” refers to the Contractor, its chief executives,
directors, officers, subsidiaries, affiliates, subcontractors at any tier, and consultants and any joint venture
involving the Contractor, any entity into or with which the Contractor subsequently merges or affiliates, or any
other successor or assignee of the Contractor.
An “Organizational conflict of interest” exists when the nature of the work to be performed under a proposed
ordering activity contract, without some restriction on ordering activities by the Contractor and its affiliates,
may either (i) result in an unfair competitive advantage to the Contractor or its affiliates or (ii) impair the
Contractor’s or its affiliates’ objectivity in performing contract work.
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b. To avoid an organizational or financial conflict of interest and to avoid prejudicing the best interests of
the ordering activity, ordering activities may place restrictions on the Contractors, its affiliates, chief executives,
directors, subsidiaries and subcontractors at any tier when placing orders against schedule contracts. Such
restrictions shall be consistent with FAR 9.505 and shall be designed to avoid, neutralize, or mitigate
organizational conflicts of interest that might otherwise exist in situations related to individual orders placed
against the schedule contract. Examples of situations, which may require restrictions, are provided at FAR 9.508.
11. INVOICES
The Contractor, upon completion of the work ordered, shall submit invoices for IT services. Progress payments
may be authorized by the ordering activity on individual orders if appropriate. Progress payments shall be
based upon completion of defined milestones or interim products. Invoices shall be submitted monthly for
recurring services performed during the preceding month.
12. PAYMENTS
For firm-fixed price orders the ordering activity shall pay the Contractor, upon submission of proper invoices or
vouchers, the prices stipulated in this contract for service rendered and accepted. Progress payments shall be
made only when authorized by the order. For time-and-materials orders, the Payments under Time-and-Materials
and Labor-Hour Contracts at FAR 52.232-7 (DEC 2002), (Alternate II – Feb 2002) (Deviation – May 2003)
applies to time-and-materials orders placed under this contract. For labor-hour orders, the Payment under Time-
and-Materials and Labor-Hour Contracts at FAR 52.232-7 (DEC 2002), (Alternate II – Feb 2002) (Deviation –
May 2003)) applies to labor-hour orders placed under this contract. 52.216-31(Feb 2007) Time-and-
Materials/Labor-Hour Proposal Requirements—Commercial Item Acquisition As prescribed in 16.601(e)(3),
insert the following provision:
(a) The Government contemplates award of a Time-and-Materials or Labor-Hour type of contract
resulting from this solicitation.
(b) The offeror must specify fixed hourly rates in its offer that include wages, overhead, general and
administrative expenses, and profit. The offeror must specify whether the fixed hourly rate for each
labor category applies to labor performed by—
(1) The offeror;
(2) Subcontractors; and/or
(3) Divisions, subsidiaries, or affiliates of the offeror under a common control.
13. RESUMES
Resumes shall be provided to the GSA Contracting Officer or the user ordering activity upon request.
14. INCIDENTAL SUPPORT COSTS
Incidental support costs are available outside the scope of this contract. The costs will be negotiated
separately with the ordering activity in accordance with the guidelines set forth in the FAR.
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15. APPROVAL OF SUBCONTRACTS
The ordering activity may require that the Contractor receive, from the ordering activity's Contracting Officer,
written consent before placing any subcontract for furnishing any of the work called for in a task order.
The ordering activity may require that the Contractor receive, from the ordering activity's Contracting Officer,
written consent before placing any subcontract for furnishing any of the work called for in a task order.
16. DESCRIPTION OF IT SERVICES AND PRICING
SR. ANALYST
GENERAL EXPERIENCE: Three years of experience in ADP system analysis and programming and
utilizing major concepts of application programming on large-scale database management systems. Experience
with the development of block diagrams and logic flow charts.
FUNCTIONAL RESPONSIBILITIES: Under general supervision of the Senior Software Engineer, develops
and/or maintains operating systems communications software, database packages, compilers, assemblers, and
utility programs. Modifies existing and creates special purpose software and ensure systems efficiency and
integrity. Analyzes systems requirements and design specifications. Develops block diagrams and logic flow
charts. Translates detailed design into computer software. Tests, debugs, and refines the computer software to
produce the required product. Prepares required documentation, including project plans, software program and
user documentation. Enhances software to reduce operating time or improve efficiency. Provides technical
direction to less experienced programmers.
MINIMUM EDUCATION: Bachelor’s degree.
PROJECT DIRECTOR
GENERAL EXPERIENCE: Ten years of experience in complete IT engineering project development from
inception to deployment, with a demonstrated ability to provide guidance and direction in IT engineering tasks of a
technical nature. The Program Director shall also have demonstrated capability in the overall management of multi-
task contracts of this type and/or Complexity, including but not limited to Sharepoint, CRM, IA.
FUNCTIONAL RESPONSIBILITIES: Interfaces with government management personnel, contract managers,
and customer agency representatives. Responsible for formulating and enforcing work standards, assigning
contractor schedules, reviewing work quality, communicating policies, purposes, and goals of the organization to
subordinates.
MINIMUM EDUCATION: Bachelor’s degree.
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TECHNICIAN
GENERAL EXPERIENCE: One to three years demonstrated performance or internship in related technology.
Experienced in topic such networks, integration and systems design and implementation.
FUNCTIONAL RESPONSIBILITIES: Works to support the Microsoft Project manager to ensure development,
analysis or deployment remains on schedule and in line with the current capabilities and future directions of
Microsoft products. Technician (Project Support). Designs and writes code as required for selected customer
systems; directly involved in the hands-on implementation of customer systems. Provide Technical Writing and
Documentation support.
MINIMUM EDUCATION: Bachelor's degree.
SUBJECT MATTER EXPERT –INTERMEDIATE
GENERAL EXPERIENCE: (3) Three years related experience in technical and specialization applications and
skilled in engineering large, complex projects.
FUNCTIONAL RESPONSIBILITIES: Provides technical knowledge and skill in using specialized computer
applications. Experienced in the computer operational environment and using high-level functional systems analysis,
design, integration, documentation, and implementation on complex problems which require in-depth knowledge of
the subject matter. Applies principles, methods and knowledge of the functional area and in the process uses
advanced mathematical principles and methods to arrive at practical, innovative solutions.
MINIMUM EDUCATION: Bachelor's Degree.
INFORMATION ASSURANCE –INTERMEDIATE
GENERAL EXPERIENCE: (3) Three of demonstrated performance in computer information security or
information assurance. Must have experience in security administration and policy development.
FUNCTIONAL RESPONSIBILITIES: Responsible for establishing information security/assurance requirements
for all applications, systems, and networks based upon the analysis of user, policy, regulatory, and resource
demands. Coordinates with the customer organization to establish and define programs, resources, and risks.
Provides guidance and direction to other professionals, acts in a consulting and/or advisory capacity, coordinates
resolution of highly complex problems and tasks.
MINIMUM EDUCATION: Bachelor's Degree.
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INFORMATION ASSURANCE –JOURNEYMAN
GENERAL EXPERIENCE: (1) One year of related experience in information assurance or related information
security.
FUNCTIONAL RESPONSIBILITIES: Responsible for identifying, developing, and tracking system- wide
information security solutions. This individual will perform functions such as requirements analysis, verification,
and validation testing based upon the analysis of user, policy, regulatory, and resource demands.
MINIMUM EDUCATION: Bachelor's Degree.
TECHNICIAN III
GENERAL EXPERIENCE: (5) Five plus years demonstrated performance in related technology. Experienced in
topic such complex networks, cross- platform integration and large-scale, complex systems design and
implementation. This individual will have been trained in product futures, and relevant Certified Training associated
with Microsoft's products.
FUNCTIONAL RESPONSIBILITIES: Works to support the Microsoft Project manager to ensure development,
analysis or deployment remains on schedule and in line with the current capabilities and future directions of
Microsoft products.
MINIMUM EDUCATION:Bachelor's Degree.
TECHNICIAN II
GENERAL EXPERIENCE: (3) Three years demonstrated performance in related technology. Experienced in topic
such complex networks, cross- platform integration and large-scale, complex systems design and implementation.
This individual will have been trained in product futures, and relevant Certified Training associated with Microsoft's
products.
FUNCTIONAL RESPONSIBILITIES: Works to support the MicrosoftProject manager to ensure development,
analysis or deployment remains on schedule and in line with the current capabilities and future directions of
Microsoft products. Technician II (Project Support). Assists in delivering technical presentations to customer staff.
Designs and write code as required for selected customer systems. Develops documentation on selected customer
systems and objectives. Directly involved in the hands-on implementation of customer systems. Works with MCS &
customer staff personnel to support technical strategy and control objectives.
MINIMUM EDUCATION: Bachelor's Degree.
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TECHNICIAN I
GENERAL EXPERIENCE: (1) One years demonstrated performance or internship in related technology.
Experienced in topic such complex networks, cross- platform integration and large-scale, complex systems design
and implementation. This individual will have been trained in product futures, and relevant Certified Training
associated with Microsoft's products.
FUNCTIONAL RESPONSIBILITIES: Works to support the Microsoft Project manager to ensure development,
analysis or deployment remains on schedule and in line with the current capabilities and future directions of
Microsoft products.
MINIMUM EDUCATION: Bachelor's Degree.
Labor Category
GSA Rates
(Off-Site Rates - Ordering Activity)
Sr. Analyst $95.72
Project Director $125.00
Technician $134.76
Subject Matter Expert – Intermediate $202.92
Information Assurance – Intermediate $172.29
Information Assurance – Journeyman $143.58
Technician III $258.44
Technician II $191.44
Technician I $172.29
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QUOTE Date:
5/20/2016
Planet Technologies, Inc.
20400 Observation Drive,
Suite 107
Germantown, MD 20876
(631) 269-6140
ccobb@go-
planet.com; ar@go-
planet.com
To
Payment Terms: Net 30
GSA # GS-35F-0360J
Attention: Miguel Guardado
City of San Luis Obispo
Qty Item # Description Unit Price Line Total
1 CACSL01
Exchange Online Cutover Migration
· Discovery, Planning, and Design
· AD/Exchange Remediation
· Tenant Provisioning and Configuration
· Identity Synchronization Deployment (AADConnect)
· Exchange 2016 Server for User Management
· Migration Environment Configuration
· Email Migration: POC, Pilot, and Prod (2 calendar
weeks)
· Includes one on-site trip
$45,000 $45,000
Subtotal $45,000
Sales Tax $0
Total $45,000
Quotation prepared by: Clayton P. Cobb
To accept this quotation, sign here and return: _____________________________________________
Thank you for your business!
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