Okaloosa County BOCC — June 16, 2015 — SHI Microsoft Enterprise Licenses — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: June 16, 2015 TO: Honorable Chairman and Members of the Board FROM: Don Vanderhoek SUBJECT: SHI Microsoft Enterprise Licenses DEPARTMENT: Information Systems BCC DISTRICT: ALL STATEMENT OF ISSUE: The Board is requested to approve the purchase of Microsoft Enterprise licenses in the amount of $173,892.67 from SHI under Florida State Contract #252- 001-09-1. This item was approved in the Information Systems Department, Systems and Networks (SAN) Division FY 14/15 Budget. The Enterprise licensing gives the County the ability to upgrade Exchange email, Office, operating systems and other similar software. BACKGROUND: Okaloosa County must reinstate a Microsoft Enterprise agreement that was allowed to lapse in 2008. In order to move forward, the County must purchase legal licenses in order to upgrade the Exchange architecture of the County’s email system. Current County infrastructure will no longer be supported after July 14, 2015. The County will move from Exchange/Office 2007 to Exchange/Office 2013. Microsoft is not a direct reseller. SHI is the only authorized Microsoft reseller on the Florida State Contract #252-001-09-1. Microsoft allows payment over three (3) years, and the license is owned. The total cost over the three (3) year period is $521,678.01. It should be noted that there will be an additional Microsoft price increase after their fiscal year ends on June 30, 2015. Therefore, in order not to incur additional costs due to any delays in signing the necessary documentation, the Board is requested to either have the Chairman sign the attached Microsoft Volume Licensing Enrollment Form and SHI Document Revision Authorization Form now, or authorize the County Administrator to sign all documents related to this request. The Systems and Networks Division will continue to work with Purchasing through this process and funding is available in the Information Systems Department, Systems and Networks Division Budget. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Staff recommends the purchase of Microsoft Enterprise licenses from SHI under Florida State Contract #252-001-09-1 and having the necessary Microsoft and SHI documentation signed now so as to expedite this purchase and not incur additional costs. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator