HomeMy WebLinkAbout67-13 RESOLUTIONRESOLUTION NO.67-13
A RESOLUTION AUTHORIZING THE PURCHASE OF A MICROSOFT
ENTERPRISE AGREEMENT AND SUBSCRIPTION SERVICES, PURSUANT
TO A STATE PROCUREMENT CONTRACT, FROM SOFTWARE HOUSE
INTERNATIONAL IN THE AMOUNT OF $152,400.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes
the purchase of a Microsoft Enterprise Agreement and Subscription Services, pursuant to a state
procurement contract, from Software House International in the amount of $152,400.00.
PASSED and APPROVED this 2nd day of April, 2013.
APPROVED:
ATTEST:
By:
SONDRA E. SMITH, City Clerk/Treasurer
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City of Fayetteville Staff Review Form
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Scott Huddleston
Submitted By
City Council Agenda Items
and
Contracts, Leases or Agreements
4/2/2013
City Council Meeting Date
Agenda Items Only
Information Technology FISD
Division Department
Ncnon Kequirea:
A resolution approving the purchase of a Microsoft Enterprise Agreement and subscription services in the amount of
$152,400.00 per year for a 3 year term from Software House International (SHI) pursuant to the Arkansas State
Procurement Contract SP-09-0208.
$ 152,400.00 $ 220,000.00 Exchange/Office Upgrade
Cost of this request Category / Project Budget Program Category / Project Name
4470.9470.5209.00 $ -
Account Number Funds Used to Date Program / Project Category Name
13009.1 $ 220,000.00 Capital Improvement Projects
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached
3 �•� / Previous Ordinance or Resolution #
Department Director Date
Original Contract Date:
Original Contract Number:
City Yorney Date
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Finance and Internal Services Director Date Received in City-2 5 —1 5 P 0 5: 5 5 R. C V D
Clerk's Office
3 A-13
Date
Received in �3
Mayor's Office
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Revised January 15, 2009
Zay1ji e
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CITY COUNCIL AGENDA MEMO
To: Mayor Lioneld Jordan and Members of the City Council
From: Scott Huddleston, Information Technology Director
Thru: Paul Becker, Finance Director
Date: March 15, 2013
Subject: Exchange/Office Upgrade
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENT CORRESPONDENCE
PROPOSAL:
The City currently uses GroupWise as an email platform. The hardware and software is over 7 years old and in
need of replacement. As the City has grown, a current, robust, and standardized email platform that can easily
integrate with other applications within the City is needed. In addition to an aging email system, over 80% of
the City is utilizing an 11 year old Microsoft Office suite and windows operating system. This leads to
inefficiency and problems across the City regarding version incompatibility and functionality issues. By
standardizing on the current version of Microsoft Office, the City will gain efficiency and collaboration through
the new software. The City can obtain a Microsoft Enterprise Agreement and subscription that will bundle both
the email and office upgrades to provide significant discounts and savings. The Microsoft Enterprise
Agreement would include upgrading all desktops to the current version of windows and provide software
assurance for future years. The Office 365 subscription will give the City hosted exchange email services and
access to the current version of Microsoft Office.
RECOMMENDATION:
Staff recommends authorizing the purchase of a Microsoft Enterprise Agreement and subscription services in
the amount of $152,400.00 per year for a 3 year term from Software House International (SHI) pursuant to the
Arkansas State Procurement Contract SP-09-0208.
BUDGET IMPACT:
This is a planned project funded out of the Exchange -Office upgrade CIP.
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE PURCHASE OF A MICROSOFT
ENTERPRISE AGREEMENT AND SUBSCRIPTION SERVICES, PURSUANT
TO A STATE PROCUREMENT CONTRACT, FROM SOFTWARE HOUSE
INTERNATIONAL IN THE AMOUNT OF $152,400.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes
the purchase of a Microsoft Enterprise Agreement and Subscription Services, pursuant to a state
procurement contract, from Software House International in the amount of $152,400.00.
PASSED and APPROVED this 2" d day of April, 2013.
APPROVED:
ATTEST:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
MicrosoftVolume Licensing
Program Signature Form
MBA/MBSA number Proposal ID
Agreement number 01 E73381
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.
F& the ptarposes, of this'form, °`Customer" can mean the signing entity ;Enrolled Affiliate, ,Government
Partner, Institution, or, other.`party enfering 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
<Choose A reement>
Document
Numberor Code
Document Number-,- r..Code
<Choose A reement>
Document Number.or Code
<Choose A reement>
Document Number or Code
<Choose A reement>
Document Number'or Code
<Choose A reement>
Document Number or Code
Enterprise Enrollment
X20=03621;
<Choose Enrollment/Re
istration>
Document Number or Code
<Choose Enrollment/Re
istration>
Document Number or'Code
<Choose Enrollment/Re
istration>
Document Number or Code
<Choose Enrollment/Re
istration>
Document Number or Code
Product Selection Form
"X20-03622
Document Description,
Document Number or Code
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 incorporatedby
reference and any amendments and (2) agree to be bound by the terms of all such documents.
Name of Entity (mugk beAegal�y name), City of Fayetteville
Signature* _
Printed First nd tast Na
Printed Title* m am 'or
Signature Date*
Tax ID
* indicates required field
ioneld Jordan
ProgramSignForm(MSSign)(NA,LatAm)ExBRA,MLI(ENG)(Oct2012) Page 1 of 3
Microsoft Licensing, GP
Signature
Printed First and Last Name
Printed Title
Signature Date
(date Microsoft Affiliate countersigns)
Effective Date
(may be different than Microsoft's signature date)
Thomas Swihart
Duly Authorized on behalf of
Microsoft Licensing, GP
Optional 2nd Customer signature or Outsourcer signature (if applicable)
Name of Entity (must be legal entity name)*
Signature*
Printed First and Last Name*
Printed Title*
Signature Date*
* indicates required field "
Name of Entity (must be legal entity name)*
Signature*
Printed First and Last Name*
Printed Title*
Signature Date*
* indicates required field
If Customer requires physical media, additional contacts, or is reporting multiple previous Enrollments,
include the appropriate form(s) with this signature form.
After this signature form is signed by the Customer, send it and the Contract Documents to Customer's
channel partner or Microsoft account manager, who must submit them to the following address. When
the signature form is fully executed by Microsoft, Customer will receive a confirmation copy.
Microsoft Licensing, GP
Dept. 551, Volume Licensing
6100 Neil Road, Suite 210
Reno, Nevada 89511-1137
USA
ProgramSignForm(MSSign)(NA,LatAm)ExBRA,MLI(ENG)(Oct2012) Page 2 of 3
Prepared By: Name of Preparer
Email of Preparer
ProgramSignForm(MSSign)(NA,LatAm)ExBRA,MLI(ENG)(Oct2012) Page 3 of 3
Enterprise Enrollment
Enterprise Enrollment number
(Microsoft to complete)
Previous Enrollment number
(Reseller to complete)
Volume Licensing
State and Local
Proposal ID/Framework ID
Earliest expiring previous
Enrollment end date' E I
This Enrollment must be attached to a signature form to be valid.
This Microsoft Enterprise Enrollment is entered into between the entities as identified in the signature
form as of the effective date. Enrollment Affiliate represents and warrants it is the same Customer, or an
Affiliate of the Customer, that entered into the Enterprise Agreement identified on the program signature
form.
This Enrollment consists of: (1) these terms and conditions, (2) the terms of the Enterprise Agreement
identified on the signature form, (3) the Product Selection Form, (4) any supplemental contact information
form or Previous Agreement/Enrollment form that may be required, (5) any order submitted under this
Enrollment. This Enrollment may only be entered into under a 2011 or later. Enterprise Agreement.
All terms used but not defined are located at http://www.microsoft.com/licens'in_ /cq_ontracts. 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 firstprior
Enrollment or agreement expires or terminates. `Otherwise, the effective ,date will be the date this
Enrollment is accepted by Microsoft. If renewing .Software Assurance, the"Reseller will need to insert the
previous enrollment or agreement number and end date in the respective boxes above.
Term. This Enrollment will expire on the last day of the -,month, 36 full calendar months from the effective
date unless otherwise. renewed. Any reference in this Enrollment to "day" will be a calendar day.
Product order. The Reseller will provide Enrolled Affiliate. with Enrolled Affiliate's Product pricing and
order. Prices and billing terms for all Products ordered will be determined by agreement between Enrolled
Affiliate and "'the Reseller.The Reseller will provide Microsoft with the order separately from this
Enrollment.
Prior Enroliment(s). If renewing Software Assurance or Subscription Licenses from another Enrollment
or agreement, the previous Enrollment or agreement number and end date must be identified in the
respective boxes above. If renewing from multiple Enrollments or agreements, or transferring Software
Assurance or MSDN details, the Previous Agreement/Enrollment form must be used.
Terms and Conditions
1. Definitions.
Terms used but not defined in this Enrollment will have the definition in the Enterprise Agreement. The
following definitions are used in this Enrollment:
"Additional Product" means any Product identified as such in the Product List and chosen by Enrolled
Affiliate under this Enrollment.
EA2012EnrGov(US)SLG(ENG)(Oct2012) Page 1 of 10
Document X20-03621
"Enterprise Online Service" means any Online Service designated as an Enterprise Online Service in the
Product List and chosen by Enrolled Affiliate under this Enrollment. Enterprise Online Services are
treated as Online Services, except as noted.
"Enterprise Product" means any Desktop Platform Product that Microsoft designates as an Enterprise
Product in the Product List and chosen by Enrolled Affiliate under this Enrollment. Enterprise Products
may only be licensed for all Qualified Devices and Qualified Users on an Enterprise -wide basis under this
program.
"Expiration Date" means the date upon which the Enrollment expires.
"Industry Device" (also known as line of business device) means any device that: (1) is not useable in its
deployed configuration as a general purpose personal computing device (such as a personal computer),
a multi -function server, or a commercially viable substitute for one of these systems; and (2) only employs
an industry or task -specific software program (e.g. a computer -aided design program used by an architect
or a point of sale program) ("Industry Program"). The device may include features and functions derived
from Microsoft software or third -party software. If the device performs desktop functions (such as email,
word processing, spreadsheets, database, network or Internet browsing, or scheduling, or personal
finance), then the desktop functions: (1) may only be used for the purpose of supporting the Industry
Program functionality; and (2) must be technically integrated with _the Industry Program or employ
technically enforced policies or architecture to operate only whenused with the Industry Program
functionality.
"Qualified Device" means any device that is used by or for the benefit of Enrolled Affiliate's Enterprise and
is: (1) a personal desktop computer, portable computer, workstation, or similar device capable of running
Windows Professional locally (in, a physical or virtual operating system environment), OR .(2) a device
used to access a virtual desktop, infrastructure ("VDI").. Qualified Devices do not includeany device that
is: (1) designated as a server and not used as a personal computer, OR (2) an Industry Device, OR (3)
not managed (as defined in the Product List at the .;start of the applicable initial or renewal term of the
Enrollment) as part of Enrolled Affiliate's Enterprise. At its option, the Enrolled Affiliate may designate'any
device excluded above (e.g., IndustryDevice) 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 requiringan Enterprise Product Client Access
License or any Enterprise Online Service. It does not include a person who accesses server software or
an Online Service solely under a License identified in the Qualified User exemptions in the Product List.
"Reserved .License" means for an Online Service identified as eligible for true -ups in the Product List, the
License se e rerved by Enrolled Affiliate prior to use and for which Microsoft will make the Online Service
available for activation.
"Transition" means the conversion of one or more License to or from another License(s). Products
eligible for Transition and permitted Transitions are identified in the Product List.
"Transition Period" means the time between the Transition and the next Enrollment anniversary date for
which the Transition is reported.
2. Purpose.
This Enrollment enables Enrolled Affiliate's Enterprise to obtain, or subscribe to, Licenses for Enterprise
Products, Enterprise Online Services, and Additional Products. Enrolled Affiliate may choose between
on -premise software and Online Services as well as the ability to transition Licenses to Online Services
while maintaining Enterprise -wide coverage. Additionally, Enterprise Online Services may be purchased
without Enterprise -wide coverage.
3. Product Use Rights, Qualifying Systems Licenses and Transitions.
In addition to applicable terms of the Enterprise Agreement, the following terms apply to this Enrollment:
EA2012EnrGov(US)SLG(ENG)(Oct2012) Page 2 of 10
Document X20-03621
a. Product Use Rights. For Enterprise Products, if a new Product version has more restrictive
use rights than the version that is current at the start of the applicable initial or renewal term
of the Enrollment, those more restrictive use rights will not apply to the Enrolled Affiliate's use
of that Product during the term.
b. Qualifying systems Licenses. The operating system Licenses granted under this program
is upgrade Licenses only. Full operating system Licenses are not available under this
program. If Enrolled Affiliate selects any Desktop Platform, Windows Desktop Operating
System Upgrade, or Windows Intune, all Qualified Devices on which Enrolled Affiliate expects
to run the Windows Desktop Operating System Upgrade must be licensed to run, and have
installed on them, one of the qualifying operating systems identified in the Product List. Note
that the list of operating systems that qualify for the Windows Desktop Operating System
Upgrade varies with the circumstances of the order. That list is more extensive at the time of
the initial order than it is for some subsequent orders and system refreshes during the term of
this Enrollment. Exclusions are subject to change when new versions of Windows are
released.
For example: The following are not considered qualifying operating systems: (1) ANY
Windows Home or Starter edition; (2) Embedded Systems; and (3) Linux. These are
examples of exclusions only and may change. Please see Product List for all current
qualifying operating systems.
c. Transitions. The following requirements apply to, Transitions:
(i) Licenses with active Software Assurance or Subscription Licenses maybe Transitioned
at any time if permitted in the Product List. While Enrolled Affiliate may Transition any
time, it will not,be able to reduce Licenses or associated Software Assurance prior to the
end of the Transition Period.
(ii) Enrolled .Affiliate must 'order .the Licenses to "which i't is transitioning for the years)
following the Transition Period
(ill) If a Transition is made back to a License that had; active: Software Assurance as of the
date of Transition, then Software Assurance ,wilt need to be re -ordered for all such
Licenses on a prospective basis following the Transition Period. Software Assurance
coverage may not exceed the quantity` of perpetual Licenses for which Software
Assurance was current at the time of any prior Transition. 'Software Assurance may not
be applied to Licenses transferred by Enrolled Affiliate.
(iv) If'a device -based License is Transitioned to a user -based License, all users of the device
must be licensed as part of the Transition.
(v) If a user -based License is Transitioned to a device -based License, all devices accessed
by the user must be licensed as part of the Transition.
d. Effect of Transition on Licenses. Transition will not affect Enrolled Affiliate's rights in
perpetual Licenses paid in full.
(1) New version rights will be granted for perpetual Licenses covered by Software Assurance
up to the end of the Transition Period.
(ii) For L&SA not paid in full at the end of the Transition Period, Enrolled Affiliate will have
perpetual Licenses for a proportional amount equal to the total of installments paid versus
total amounts due (paid and payable) for the Transitioned Product.
(ill) For L&SA not paid in full or granted a perpetual License in accordance with the above or
Subscription Licenses, all rights to Transitioned Licenses cease at the end of the
Transition Period.
EA2012EnrGov(US)SLG(ENG)(Oct2012) Page 3 of 10
Document X20-03621
4. Pricing.
a. Price Levels. For both the initial and any renewal term Enrolled Affiliate's Price Level for all
Products ordered under this Enrollment will be Level "D" throughout the term of the
Enrollment. Price Level's will be captured in the Product Selection Form.
b. Setting Prices. Enrolled Affiliate's prices for each Product will be established by its Reseller.
Microsoft's prices for Resellers are fixed throughout the Enrollment term based upon current
prices at the time of the initial order for the Product. This includes the following:
(i) Any future pricing (if applicable); and
(ii) Prices for Transitions, including any prices related to the use of a Product during the
Transition Period (if applicable).
5. Order requirements.
a. Minimum Order Requirements. Enrolled Affiliate's Enterprise must have a minimum of 250
Qualified Users or Qualified Devices.
(i) Initial Order. Initial order must include at least 250 Licenses from one of the four groups
outlined in the Product Selection Form.
(ii) If choosing Enterprise Products. If choosing Enterprise Products in a specific group
outlined in the Product Selection Form, Enrolled "Affiliate's initial order must include an
Enterprise -wide. selection of one or more Enterprise Products or a mix of Enterprise
Products and "corresponding Enterprise Online Services, for that group.
(iii) Additional Prod'ucts.;Upon satisfying the; minimum .order requirements above, Enrolled
Affiliatemay order.Additional Products.
(iv) Country of Usage. Enrolled Affiliate must specify. the countries where Licenses will be
used on its initial order grid on any additional orders.
b. Adding Products.
(i) Adding new Products not previously :ordered. Enrolled Affiliate may add new
Enterprise Products by entering into a new Enrollment or as part of a renewal. New
Enterprise Online Services may be added by contacting a Reseller. New Additional
Products,' other than Online Services, may be used if an order is placed in the month the
Product is first used. For Additional Products that are Online Services, an initial order for
the Online Service is required prior to use.
(ii) Adding Licenses for previously ordered Products. Additional Licenses for previously
ordered Products must be included in the next true -up order. Enrolled Affiliate must order Licenses
for Online Services prior to use, unless the Online Services are (1) identified as eligible
for true -up in the Product List or (2) included as part of other Licenses (e.g., Enterprise
CAL).
c. True -up orders. Enrolled Affiliate must submit an annual true -up order that accounts for
changes since the initial order or last true -up order, including: (1) any increase in Licenses,
including any increase in Qualified Devices or Qualified Users and Reserved Licenses; (2)
Transitions (if permitted); or (3) Subscription License quantity reductions (if permitted).
Microsoft, at its discretion and as permitted by applicable law, may validate the customer
true -up data submitted through a formal product deployment assessment, using an approved
Microsoft partner.
The true -up order must be received by Microsoft between 60 and 30 days prior to the
Enrollment anniversary date. The third -year anniversary true -up order is due within 30 days
prior to the Expiration Date. Enrolled Affiliate may true -up more often than at each
Enrollment anniversary date except for Subscription License reductions.
EA2012EnrGov(US)SLG(ENG)(Oct2012) Page 4 of 10
Document X20-03621
(i) Enterprise Products. Enrolled Affiliate must determine the current number of Qualified
Devices and Qualified Users (if ordering user -based Licenses) and order the License
difference (if any), including any Enterprise Online Services.
(ii) Additional Products. For Products which have been previously ordered, Enrolled
Affiliate must determine the Additional Products used and order the License difference (if
any).
(III) Online Services. For Online Services identified as eligible for true -up orders in the
Product List, Enrolled Affiliate must first reserve the additional Licenses prior to use.
Microsoft will provide a report of Reserved Licenses in excess of existing orders to
Enrolled Affiliate and its Reseller. Reserved Licenses will be invoiced retroactively for the
prior year based upon the month in which they were reserved.
(iv) Late true -up order. If the true -up order is not received when due:
1) Microsoft will invoice Reseller for all Reserved Licenses not previously ordered.
2) Transitions and Subscription License reductions cannot be reported until the
following Enrollment anniversary date (or at Enrollment renewal, as applicable).
(v) Transitions. Enrolled Affiliate must report all Transitions. Transitions may result in an
increase in Licenses to be included on the true -up -order and a reduction of Licenses for
prior orders. Reductions in Licenses will be effective at; end of the Transition Period.
Associated invoices will also reflect this change. For. Licenses paid upfront, Microsoft will
issue a credit for the remaining months of Software Assurance or Subscription Licenses
that were reduced as part of the Transition.
(vi) Subscription . License Reductions'.Enrolled Affiliate- may reduce the., quantity of
Subscription` Licenses on a prospective basis if permitted in the Pro, duct'List as follows:
lr
1) For. Subscription Licenses, part of an Enterprise -wide commitment, Licenses may be
reduced if the total: quantity of Licenses and Software Assurance for an applicable
group meets or exceeds the quantity of Qualified Devices identified on the Product
Selection Form. Step-up Licenses do not count towards this total count.
2) For Enterprise Online Services not a part of an Enterprise -wide commitment,
Licenses can be reduced as long as the initial order minimum requirements are
maintained.
3) For Additional Products available as Subscription Licenses, Enrolled Affiliate may
reduce the Licenses. If the License count is reduced to zero, then Enrolled Affiliate's
use of the applicable Subscription License will be cancelled.
Invoices will be adjusted to reflect any reductions in Subscription Licenses at the true -up
order Enrollment anniversary date and effective as of such date.
(vii)Update statement. An update statement must be submitted instead of a true -up order if,
as of the initial order or last true -up order, Enrolled Affiliate's Enterprise has not: (1)
changed the number of Qualified Devices and Qualified Users licensed with Enterprise
Products or Enterprise Online Services; and (2) increased its usage of Additional
Products. This update statement must be signed by Enrolled Affiliate's authorized
representative. The update statement must be received by Microsoft between 60 and 30
days prior to the Enrollment anniversary date. The last update statement is due at least
30 days prior to the Expiration Date.
d. Step-up Licenses. For Licenses eligible for a step-up under this Enrollment, Enrolled
Affiliate may step-up to a higher edition or suite as follows:
(1) For step-up Licenses included on an initial order, Enrolled Affiliate may order according to
the true -up process.
EA2012EnrGov(US)SLG(ENG)(Oct2012) Page 5 of 10
Document X20-03621
(III) If step-up Licenses are not included on an initial order, Enrolled Affiliate may step-up
initially by following the process described in the Section titled "Adding new Products not
previously ordered," then for additional step-up Licenses, by following the true -up order
process.
(iii) If Enrolled Affiliate has previously ordered an Online Service as an Additional Product
and wants to step-up to an Enterprise Online Service eligible for a Transition, the step-up
may be reported as a Transition.
(iv) If Enrolled Affiliate Transitions a License, it may be able to further step-up the
Transitioned License. If Enrolled Affiliate chooses to step-up and the step-up License is
separately eligible to be Transitioned, such step-up Licenses may result in a License
reduction at the Enrollment anniversary date following the step-up.
6. Payment terms.
For the initial or renewal order, Enrolled Affiliate may pay upfront or elect to spread its payments over the
applicable Enrollment term. If spread payments are elected, unless indicated otherwise, Microsoft will
invoice Enrolled Affiliate's Reseller in three equal annual installments. The first installment will be
invoiced upon Microsoft's acceptance of this Enrollment and on each Enrollment anniversary date.
Subsequent orders are invoiced upon acceptance of the order and Enrolled Affiliate may elect to pay
annually or upfront for Online Services and upfront for all other Licenses.
7. End of Enrollment term and termination.
a. General. At, the Expiration Date, Enrolled Affiliate must immediately order and=pay for
Licenses: for .Products ithas used but, has not previously submitted an order, -except as
otherwise "provided in this Enrollment. .
b. 'Idnewal Option. At the EXpirati.on bate, Enrolled Affiliate can renew Products by renewing
the Enrollment for one additional 36 full calendar month term or signing: a new Enrollment.
Microsoft must receive a Product Selection F.orrn and renewal order prior to or at the
Expiration Date. The renewal term will start on the day following the Expiration Date.
Microsoft will not unreasonably reject any renewal Microsoft may make a change to this
program that will make it necessary for Customer and its Enrolled Affiliates to enter into new
Agreements and Enrollments.
c. If Enrolled Affiliate elects not to renew.
(i) Software Assurance. If Enrolled Affiliate elects not to renew Software Assurance for any
Product under its Enrollment, then Enrolled Affiliate will not be permitted to order
Software Assurance later without first acquiring L&SA.
(ii) Online Services eligible for an Extended Term. For Online Services identified as
eligible for an Extended Term in the Product List, the following options are available at
the end of the Enrollment initial or renewal term.
1) Extended Term. Licenses for Online Services will automatically expire in accordance
with the terms of the Enrollment. An extended term feature that allows Online
Services to continue month -to -month ("Extended Term") is available. During the
Extended Term, Online Services will be invoiced monthly at the then -current
published price for Enrolled Affiliate's price level as of the Expiration Date plus a 3%
administrative fee for up to one year. If Enrolled Affiliate does want an Extended
Term, Government Partner must submit a request to Microsoft. Microsoft must
receive the request not less than 30 days prior to the Expiration Date.
2) Cancellation during Extended Term. If Enrolled Affiliate has opted for the Extended
Term and later determines not to continue with the Extended Term, Government
Partner must submit a notice of cancellation for each Online Service. Cancellation
EA2012EnrGov(US)SLG(ENG)(Oct2012) Page 6 of 10
Document X20-03621
will be effective at the end of the month following 30 days after Microsoft has
received the notice.
(III) Online Services not eligible for an Extended Term. If Online Services are not
identified as eligible for an Extended Term in the Product List, the Licenses will be
cancelled and will terminate as of the Expiration Date. Any associated media must be
uninstalled and destroyed and Enrolled Affiliate's Enterprise must discontinue use.
Microsoft may request written certification to verify compliance.
(iv) Customer Data. Upon expiration or termination of a License for Online Services,
Enrolled Affiliate must tell Microsoft whether to:
1) disable its account and then delete its Customer Data ("Data Deletion"); or
2) retain its Customer Data in a limited function account for at least 90 days after
expiration or termination of the License for such Online Service (the "Retention
Period") so that Enrolled Affiliate may extract its Customer Data.
3) If Enrolled Affiliate indicates Data Deletion, Enrolled Affiliate will not be able to extract
its Customer Data. If Enrolled Affiliate indicates it wants a Retention Period, Enrolled
Affiliate will be able to extract its Customer Data through Microsoft's standard
processes and tools, and Enrolled Affiliate will reimburse Microsoft if there are any
applicable costs to the extent allowed by applicable law. If Enrolled Affiliate does not
indicate either Data Deletion or a RetentionPeriod, Microsoft will retain Enrolled
Affiliate's Customer Data in accordance with the Retention Period.
4) Following the expiration of the Retention Period, Microsoft will disable Enrolled
Affiliate's account and then delete' its Customer Data.
5) Enrolled ,Affiliate agrees that, other :than as described above ..Microsoft `has no
obligation to continue to hold, export or return Enrolled Affiliate's. Customer Data.
Enrolled Affiliate agrees Microsoft has no liability whatsoever for deletion of Enrolled
Affiliate's Customer Data pursuant to these terms.
d. Termination for cause. Any termination for cause of this Enrollment will be subject to the
"Termination for cause" Section of the agreement.
e. Early termination. Any Early termination of this Enrollment will be subject to the "Early
Termination" Section of the Enterprise Agreement..
For Subscription Licenses, in the event of a breach by Microsoft, Microsoft will issue Reseller
a credit for any amount paid in advance that would apply after the date of termination.
EA2012EnrGov(US)SLG(ENG)(Oct2012) Page 7 of 10
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Enrollment Details
1. Enrolled Affiliate's Enterprise.
Use this section to identify which Agency Affiliates are included in the Enterprise. (Required) Enrolled
Affiliate's Enterprise must consist of entire offices, bureaus, agencies, departments or other entities of
Enrolled Affiliate, not partial offices, bureaus, agencies, or departments, or other partial entities. Enrolled
Affiliate's organization includes . Check only one box in this section:
® Enrolled Affiliate
❑ Enrolled Affiliate and the following Affiliate(s):
❑ Enrolled Affiliate and all Affiliates, with following Affiliate(s) excluded:
Please indicate whether the Enrolled Affiliate's Enterprise will include all new Affiliates acquired after the
start of this Enrollment: Include future Affiliates'
2. Contact information.
Each party will notify the other in writing if any of the information in the following contact information
pagp(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.
Name of entity (must be legal entity name)* City of Fayetteville
Contact name* First Brad Last Fulmer
Contact email address* BFULMER@CI.FAYETTEVILLE.AR.US
Street address* 113 West Mountain St
City* Fayetteville
State/Province* Arkansas
Postal code* 72701-6069
(For U.S. addresses, please provide the zip + 4, e.g. xxxxx-xxxx)
Country* USA
Phone* (479) 575-8217
Tax ID
EA2012EnrGov(US)SLG(ENG)(Oct2012) Page 8 of 10
Document X20-03621
* indicates required fields
b. Notices contact and Online Administrator. This contact (1) receives the contractual
notices, (2) is the Online Administrator for the Volume Licensing Service Center and may
grant online access to others, and (3) is authorized for applicable Online Services to add or
reassign Licenses, step-up, and initiate Transitions prior to a true -up order.
® Same as primary contact
Name of entity*
Contact name* First Last
Contact email address*
Street address*
City*
State/Province*
Postal code* -
(For U.S. addresses, please provide the zip + 4, e.g. xxxxx-xxxx)
Country*
Phone*
Language preference. Choose the language for notices, English
❑ This contact is a third party (not the Enrolled Affiliate). Warning: This contact receives
personally identifiable information of the Customer and its Affiliates.
* indicates required fields
c. Microsoft Account Manager. Microsoft Account Manager, for this' Enrolled Affiliate is:
Microsoft account manager name:
Microsoft account manager email address:
d. Online Services Manager. This contact is authorized to manage the Online Services
ordered under the Enrollment and (for applicable Online Services) to -add or reassign
Licenses, step-up, and initiate Transitions prior to a true` -up order.
® Same as notices contact and Online Administrator "
Name of entity*
Contact name*: First Last
Contact email address*
Street address*
City*`
State/Province*
Postal code*
Country*
Phone*
❑ This contact is from a third party organization (not the entity). Warning: This contact
receives personally identifiable information of the entity.
* indicates required fields
e. Reseller information. Reseller contact for this Enrollment is:
Reseller company name* SHI International Corp.
Street address (PO boxes will not be accepted)* 290 Davidson Avenue
City* Somerset
State/Province* New Jersey
Postal code* 08873
Country* USA
Contact name* Matt DeMetro
Phone* 888-764-8888
Contact email address* MSteam@shi.com
* indicates required fields
EA2012EnrGov(US)SLG(ENG)(Oct2012) Page 9 of 10
Document X20-03621
The undersigned confirms that the information is correct.
Name of Reseller* SHI International Corp.
Signature*
Printed name*,4(4fi¢
Printed title*
Date* 3�dl3
* indicates required fields
Changing a Reseller. If Microsoft or the Reseller chooses to discontinue doing business
with each other, Enrolled Affiliate must choose a replacement Reseller. If Enrolled Affiliate or
the Reseller intends to terminate their relationship, the initiating party must notify Microsoft
and the other party using a form provided by Microsoft at least 90 days prior to the date on
which the change is to take effect.
f. If Enrolled Affiliate requires a separate contact for any of the following, attach the
Supplemental Contact Information form. Otherwise, the notices contact and Online
EA2012EnrGov(US)SLG(ENG)(Oct2012) Page 10 of 10
Document X20-03621
MicrosoftVolume Licensing
Enterprise and Enterprise Subscription Enrollment Product
Selection Form — State and Local
Enrollment Number
Microsoft to complete for initial term
Reseller to complete for renewal
Step 1. Please indicate whether Enrolled Affiliate is ordering Enterprise Products or Enterprise
Online Services on the initial enrollment order. Choose both if applicable.
® Enterprise Products. Choose platform option: Components only (not full platform)
Qualified Devices: 500 Qualified Users: 600
® Enterprise Online Services'
Step 2. Select the Products and Quantities Enrolled Affiliate is ordering on its initial Enrollment
Order. Quantity may not include any Licenses which Enrolled -Affiliate has selected for optional
future use, or to which it is transitioning or stepping up within enrollment term. Products for which
the Enrolled Affiliate has an option to transition or step-up should be listed. in Step 3.
Office Pro plus
100
Office Pro Plus for Office 365
Office 365 Plans
Office 365 Plan E1
200
Office 365 Plan E2
Office 365 Plan E3
400
Office 365 Plan E4
Client Access License (CAL). Choose 1 O tion.
❑ Core CAL, including Bridge CAL's if applicable)
Core CAL
Core CAL Bridge for Office 365
Core CAL Bridge for Windows Intune
Core CAL Bridge for Office 365 and Windows Intune
❑ Enterprise CAL ECAL
ECAL
ECAL Bridge for Office 365
ECAL Bridge for Windows Intune
ECAL Bridge for Office 365 and Windows Intune
The Client Access License selection must be the same across the Enterprise. Specify whether
licensing CAL per Device or User: <Choose One>
Windows Desktop
Windows OS Upgrade
500
Windows VDA
Windows Intone
Windows Intune
Windows Intune Add -on
Other Enterprise Products
Microsoft Desktop Optimization Pack (MDOP) 500
EA-EASProdSelForm(US)SLG(ENG)(Oct2012) Page 1 of 2
Document X20-03622
If selecting Windows Desktop or Windows Intune option, Enrolled Affiliate acknowledges the
following:
a. The Windows Desktop Operating System Upgrade licenses offered through this Enrollment
are not full licenses. The Enrolled Affiliate and any included Affiliates have qualifying
operating system licenses for all devices on which the Windows Desktop Operating System
Upgrade or Windows Intune licenses are run.
b. In order to use a third party to reimage the Windows Operating System Upgrade, Enrolled
Affiliate must certify that Enrolled Affiliate has acquired qualifying operating system licenses.
See the Product List for details.
Step 3. Indicate new Enterprise Products and Online Services Enrolled Affiliate has selected for
optional future use where not selected on the initial enrollment order (above):
• .•
❑ Office Pro Plus for Office 365
❑ Office 365 Plan Ell
❑ Office 365 Plan E2
❑ Office 365 Plan E3
❑ Office 365 Plan E4
❑ Enterprise CAL (ECAL) Step-up, including Bridge CALs
❑ Windows Intune
❑ Windows Intune Add -on
EA-EASProdSelForm(US)SLG(ENG)(Oct2012) Page 2 of 2
Document X20-03622
Pricing Proposal
Quotation #: 6314135
Created On: 2/13/2013
Valid Until: 2/28/2013
City of Fayetteville AR
Account Executive
Brad Fulmer
David Rounds
113 West Mountain St
1301 South Mo-Pac Expressway
Fayetteville, AR 72701
Suite 375
United States
Austin, TX 78746
Phone: (479) 575-8217
Phone: 800-509-2295
Fax:
Fax: 888.394.5322
Email: BFULMER@CI.FAYETTEVILLE.AR.US
Email: david_rounds@shi.com
All Prices are in US Dollar (USD)
Product
Qty
Your Price
Total
1 ExchgOnlnPlanl ShrdSvr ALNG SubsVL MVL PerUsr
200
$42.00
$8,400.00
Microsoft - Part#: TRA-00047
Note: Annual Cost
2 Off365PE1 ShrdSvr ALNG SubsVL MVL PerUsr
200
$72.00
$14,400.00
Microsoft - Part#: T6A-00024
Note: Annual Pricing
3 Off365PE3 ShrdSvrALNG SubsVL MVL PerUsr
400
$204.00
$81,600.00
Microsoft - Part#: UT6-00005
Note: Annual pricing
4 WinProw/MDOP ALNG UpgrdSAPk MVL
500
$60.00
$30,000.00
Microsoft - Part#: K4U-00260
Note: Annual cost
5 OfficeProPlus ALNG LicSAPk MVL
Microsoft - Part#: 269-05623
Note: annual pricing.
Additional Comments
100 $180.00 $18,000.00
Thank You for choosing SHI! To ensure the best level of service, please provide End User Name, Phone Number, and E-Mail
Address when submitting a Purchase Order.
For any additional information including Hardware or Software quotations, order status, invoices please contact your State of
Arkansas Team Sales Representative.
888-394-5232 (phone)
888-394-5322 (fax)
arkansas@shi.com
Please include enduser contact information (name, phone, and email) on all POs.
Feel free to visit our State of Arkansas website for additional information:
http://www.sh i. com/Express Logo n. asp?username=arkansas&password=arkansas
Thank you!
The Products offered under this proposal are subject to the SHI Return Policy posted at www.shi.com/retumpolicy, unless there is
an existing agreement between SHI and the Customer.
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