HomeMy WebLinkAbout25D - AGMT - MICROSOFT SOFTWAREREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 02, 2013
TITLE:
AGREEMENT FOR VOLUME LICENSING
AND MAINTENANCE FOR MICROSOFT
SOFTWARE AND PRODUCTS THROUGH
COMPUCOM SYSTEMS, INC.
CI Y MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Approve and authorize the City Manager and Clerk of the Council to execute the attached
agreement with CompuCom Systems, Inc. in an annual amount of $410,000 for a three year term
with the option to renew the agreement for one additional three -year term for Microsoft licensing
and services plus up to $50,000 per year for additional Microsoft licensing and services as required
in support of changes in City business operations subject to non - substantive changes approved by
the City Manager and City Attorney. Authorize the City Manager and Clerk of the Council to
execute the attached Microsoft Enterprise and Select Enrollment Agreements for volume licensing
and maintenance.
DISCUSSION
The City licenses a great many products from Microsoft Corporation which is by far the largest
manufacturer of software used by the City. As the City utilization of computer technology evolves
and Microsoft's business model for licensing its products changes, the challenge of ensuring the
City complies with current software licensing requirements on all computing devices [PC, laptops,
tables, smartphones, etc.] is complex. The risk from the liability of using unlicensed Microsoft
products could be monetarily very large. Purchasing a Microsoft enterprise volume license for the
entire organization is a cost effective means for managing Microsoft software as a resource and
insuring the City's compliance with software usage obligations and agreements.
The City of Santa Ana has used the County of Riverside's Microsoft Enterprise Agreement (MEA)
since 2008. This request is for a renewal of the City's MEA. The County of Riverside's master
agreement with Microsoft is based on participation of any county, city, and special district in the
State. The very large volume of Microsoft products used by these statewide agencies has allowed
the County of Riverside to obtain deep discounts for these products which in turn are passed on to
agencies participating under this master agreement with Microsoft.
Specifically this is a request for the City to participate in volume licensing and support services
agreements for Microsoft Product Licensing and Maintenance as described in the Riverside
County Microsoft Enterprise Agreement (MEA), dated November 28, 2011 with a term period
through December 31, 2016. The City's participation under this agreement will ensure the City the
lowest pricing for Microsoft licensing and sugL�eryices
Agreement for Microsoft Volume Licensing
December 02, 2013
Page 2
Acting as Microsoft's reseller for the agreement will be CompuCom Systems, Inc. The County of
Riverside conducted a competitive process among six firms qualified to serve as the "Large
Account Reseller" under the County of Riverside/ Microsoft agreement. Under the terms of the,
competitive process, and with an added existing customer discount, CompuCom Systems, Inc. will'
provide the lowest pricing to the City for the MEA.
For computing needs which are best served by acquiring Microsoft product licensing only or for
licensing and support of small quantities of specialized Microsoft products, the County of Riverside
master agreement with Microsoft also includes provisions for the Microsoft Select program. It is
recommended that the City participate in the Microsoft Select program through the terms of the
County of Riverside master agreement.
In summary, Staff requests Council approval of a three -year enterprise volume licensing
agreement with the option to renew the agreement for an additional three -year term, and a three -
year Select program agreement with Microsoft Licensing, GP, using the terms and conditions set
forth by the County of Riverside, California [reference RIVCO- 20800 -(002- 007 - 12/12)] using
CompuCom Systems, Inc. as the "Large Account Reseller."
FISCAL IMPACT
Funds are budgeted and are available in the Information Services Technology Plan Contract
Services account (10910147- 62300). The recommended action incorporates a 15% contingency if
additional licenses are needed during the three -year term.
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez C�
Executive Director
Finance & Management Services Agency
25D -2
LARGE ACCOUNT RESELLER AGREEMENT
FOR THE CITY OF SANTA ANA UNDER THE
MICROSOFT ENTERPRISE AGREEMENT AND
SELECT SOFTWARE LICENSING AGREEMENT
THIS AGREEMENT, made and entered into this day of December, 2013 by
and between CompuCom Systems, Inc., a Delaware corporation (hereinafter
"CompuCom "), and the City of Santa Ana, a charter city and municipal corporation
organized and existing under the Constitution and laws of the State of California
(hereinafter "City ").
RECITALS
A. The City has elected to purchase Microsoft licenses and services under the
terms and conditions of the Microsoft Enterprise Agreement and Microsoft
Select program for State and Local Governments and the Microsoft SLP
Agreement for State and Local Governments.
B. The City has selected CompuCom as the large account reseller to provide
services for Microsoft pursuant to the Enterprise and Select Agreements.
NOW THEREFORE, in consideration of the mutual and respective promises, and
subject to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
CompuCom shall provide Large Account Reseller (LAR) services pursuant to the
terms and conditions set forth by the County of Riverside, California, Microsoft
Enterprise Agreement (MEA) (RIVCO- 20800 -(002- 007) -12/12 master agreement,
and the Microsoft Select Agreements, collectively referred to as "Master Agreements" on
file with the Santa Ana Cleric of the Council. City retains the right to purchase licenses
and/or services pursuant to either Microsoft Master Agreement, based upon which
provides the greater benefit to the City. Said services shall be provided pursuant to the
terms and conditions set forth in:
• The County of Riverside, California, Microsoft Enterprise Agreement
(MEA) (RIVCO- 20800 -(002- 007) -12/12 master agreement which includes
all elements of the County of Riverside bid response; MEA award; reseller
bids and agreements including CompuCom Systems, Inc.; and MEA
enrollment forms and signatures, attached hereto as Exhibit A, and
incorporated by this reference
• CompuCom Systems, Inc. email, subject: Santa Ana / CompuCom EA
Renewal Price Confirmation, sent: Monday, October 28, 2013 12:12 PM,
attached hereto as Exhibit B, and incorporated by this reference.
This Agreement and all Exhibits attached hereto shall be construed together as
one document. In the event of a conflict among the documents, the provisions of this
25D -3
Agreement shall take precedence, followed by the provision of CompuCom's Proposal
and then the RFP.
2. COMPENSATION
a. In the County of Riverside MEA (Exhibit A), CompuCom Systems, Inc.
accepted bid to provide Microsoft licenses and maintenance services as per Table A
below.
b. CompuCom Systems, Inc. furthermore has provided the City with a special
Existing Customer discount on top of the MEA which is identified Table A below.
Table A. CompuCom Systems, Inc. Pricing Schedule
c. City agrees to pay, and CompuCom agrees to accept as total payment for its (1)
"added at MEA signing" and (2) "true -ups [annual]" services, at the stated percentage
identified in Table A for the quantity of specific Microsoft licenses and related products
purchased through CompuCom as Microsoft's LAR, as identified in Exhibit C. The total
sum shall be paid in three equal annual payments, without interest.
d. Should the City elect to purchase additional Microsoft licenses and /or
maintenance services under this Agreement, the payment /s will be in addition to the
charges incurred for the MEA signing.
e. CompuCom Systems, Inc. will provide Microsoft licenses and maintenance
services under the Microsoft Select program at the Base Pricing of Microsoft Level D -7.5
Cost plus mark up %.
25D -4
Base
Final Pricing of
Pricing of
Microsoft Level D-
Microsoft
7.5 Cost plus mark
Level D-
up% plus Existing
7.5 Cost
Customer discount
Microsoft Product
plus mark
of -1.00% at MEA
Type
When applicable
u %
signing
Applications
Added at MEA signing
-1.50%
-2.50%
True-ups annual
-0.50%
-0.50%
Systems
Added at MEA signing
-1.50%
-2.50%
True -ups [annual]
-0.50%
-0.50%
Servers
Added at MEA signing
-1.50%
-2.50%
True-ups [annual]
-0.50%
-0.50%
New Additional
Added at MEA signing
1.50%
-2.50%
Products [non-specific]
True-ups [annual]
-0.50%
-0.50%
c. City agrees to pay, and CompuCom agrees to accept as total payment for its (1)
"added at MEA signing" and (2) "true -ups [annual]" services, at the stated percentage
identified in Table A for the quantity of specific Microsoft licenses and related products
purchased through CompuCom as Microsoft's LAR, as identified in Exhibit C. The total
sum shall be paid in three equal annual payments, without interest.
d. Should the City elect to purchase additional Microsoft licenses and /or
maintenance services under this Agreement, the payment /s will be in addition to the
charges incurred for the MEA signing.
e. CompuCom Systems, Inc. will provide Microsoft licenses and maintenance
services under the Microsoft Select program at the Base Pricing of Microsoft Level D -7.5
Cost plus mark up %.
25D -4
f The total sum to be expended under this Agreement shall not exceed Five
Hundred Thousand Dollars ($500,000) annually, during the three (3) year term of this
Agreement.
g. Payment by City shall be made within thirty (30) days following receipt of
proper invoice evidencing Microsoft licenses and related services purchased, subject to
City accounting procedures.
3. TERM
This Agreement shall commence on the date of City's acceptance of the Master
Agreements and ending on the last day of the month three (3) years after such date,
unless terminated earlier in accordance with Section 8, below. There is an option to
renew this Agreement for an additional three (3) year term exercisable by the City
Council..
4. CONFIDENTIALITY
If CompuCom receives from the City information which due to the nature of such
information is reasonably understood to be confidential and /or proprietary, CompuCom
agrees that it shall not use or disclose such information except in the performance of this
Agreement, and further agrees to exercise the same degree of care it uses to protect its
own information of like importance, but in no event less than reasonable care.
"Confidential Information" shall include all nonpublic information. Confidential
information includes not only written information, but also information transferred orally,
visually, electronically, or by other means. Confidential information disclosed to either
party by any subsidiary and/or agent of the other party is covered by this Agreement.
The foregoing obligations of non -use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no
fault of CompuCom disclosed in a publicly available source; (c) is in rightful possession
of CompuCom without an obligation of confidentiality; (d) is required to be disclosed by
operation of law; or (e) is independently developed by CompuCom without reference to
information disclosed by the City.
5. CONFLICT OF INTEREST CLAUSE
CompuCom covenants that it presently has no interests and shall not have
interests, direct or indirect, which would conflict in any manner with performance of
services specified under this Agreement.
6. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this
Agreement shall be in writing and shall be deemed to be properly given if delivered in
person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile
or other telegraphic communication in the manner provided in this Section, to the
following persons:
25D -5
To City: Cleric of the City Council
City of Santa Ana
20 Civic Center Plaza (M -30)
P.O. Box 1988
Santa Ana, CA 92702 -1988
telefacsimile (714) 647 -6956
With courtesy copies to:
Executive Director of Finance and Management Services
and
Information Services Manager
City of Santa Ana
20 Civic Center Plaza (M -12)
P.O. Box 1988
Santa Ana, California 92702
telefacsimile (714) 647 -5406
City Attorney
City of Santa Ana
20 Civic Center Plaza (M -29)
P.O. Box 1988
Santa Ana, California 92702
telefacsimile (714) 647 -6515
To CompuCom: CompuCom Systems, Inc.
Attention: Legal Services
7171 Forest Lane
Dallas, Texas 75230
telefacsimile (972) 856 -7438
A party may change its address by giving notice in writing to the other party.
Thereafter, any communication shall be addressed and transmitted to the new address. If
sent by mail, communication shall be effective or deemed to have been given three (3)
days after it has been deposited in the United States mail, duly registered or certified,
with postage prepaid, and addressed as set forth above. If sent by telefacsimile,
communication shall be effective or deemed to have been given twenty -four (24) hours
after the time set forth on the transmission report issued by the transmitting facsimile
machine, addressed as set forth above. For purposes of calculating these time frames,
weekends, federal, state, County or City holidays shall be excluded.
7. EXCLUSIVITY AND AMENDMENT
This Agreement and the attached Exhibits set forth the entire agreement between
the parties with respect to the provision of Microsoft licensing and services. Terms and
25D -6
conditions inconsistent with, contrary or in addition to the terms and conditions of this
Agreement, shall not be added to or incorporated into this Agreement and its Exhibits, by
any subsequent purchase order or otherwise, and any such attempt to add or incorporate
such terms and conditions are hereby rejected. The terms and conditions of this
Agreement and its Exhibits shall prevail and govern in the case of any such inconsistent
or additional terms.
8. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written
notice of termination. In such event, CompuCom shall be entitled to receive and the City
shall pay CompuCom compensation for all services performed by CompuCom prior to
receipt of such notice of termination.
9. DISCRIMINATION
CompuCom shall not discriminate because of race, color, creed, religion, sex,
marital status, sexual orientation, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, training, utilization,
promotion, termination or other employment related activities. CompuCom affirms that it
is an equal opportunity employer and shall comply with all applicable federal, state and
local laws and regulations.
10. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any of the clauses of this
Agreement shall be determined and governed by the laws of the State of California. Both
parties further agree that Orange County, California, shall be the venue for any action or
proceeding that may be brought or arise out of, in connection with or by reason of this
Agreement.
11. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the
power, authority and right to bind their respective parties to each of the terms of this
Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees,
for any injuries or damages to City in the event that such authority or power is not, in fact,
held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date of
execution by both parties below.
CITY OF SANTA ANA
ATTEST:
25D -7
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:
Lisa StorckAssistant City Attorney
DAVID CAVAZOS
City Manager
COMPUCOM SYSTEMS, INC.
SVP
Tax ID# 38- 2363156
Date:
25D -8
EXHIBIT A
County of Riverside Microsoft Enterprise Agreement Award
25D -9
w
�.�E3CIN
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'IBID IE
PURCHASI \G AX'D FLEET SERVICES
ROBERT J. H04YDYSHELL
PURCIMLSING
SUPPLY
CENTRAL NVUL
PRINTING
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
2950 WASHINGTON STREET - RIVERSIDE, CA 92504 -4647 - (951) 955 -4937 - FAX (951) 955 -4946
Exhibit A
25D -10
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25D -11
Attachment 1
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Attachment 1
CONTRACT
County of Riverside
VendorlD 0000026616
PC Mail
File 55327
Los Angeles CA 90074 -5327
USA
Microsoft Enterprise
Agreement software
licenses for Riverside
County ad surrounding
Government Agencies
within California
Pricing Agreement: Pricing Date:
Pricing Quantity:
Quantity Type:
RFQ #PUARC -1200 F 11 -11 /8/11 3.27
Reference Microsoft Master Agreement Number 01 E73134.
Disnatch via Print
Contract ID
Page
RIVCO- 0 -005 -12/12
1 of 1
Contract Dates Currency
Rate Type
Rate Dale
01101/201 to 12/31/2012 USD
CRRNT
PO Date
Description:
Contract Maximum
Microsoft Enterprise Acireament
0.00
Allow Multicurrency PO
1.00 0.0
All terms, conditions, and specification of RFQ #PUARC -1200 are hereby included with full force and like effect as if set
forth herein.
PAYMENT TERMS - For calculating due dates for payment terms, the County will use either the date that the invoice is
received by the County or the date the goods /services are received, which ever Is later.
In the event of contradiction, between the County's and the Seller's conditions, the County's conditions shall prevail.
The County reserves the right to cancel the unexpended balance of this order at any time.
Period of Performance: From January 1, 2012 through December 31, 2012.
Year: 1 of 5, final year end date of December 31, 2016.
So rd approyaJ dd1tel November 8, 2011
Ines Mark V V L
Procurement Contract Specialist
County of Riverside- Purchasing and Fleet Services
Voice: (951) 9554944
Fax: (951) 955-4946
E -mail: imark &o.riverside.ca.us
Hard = Apply adjustments regardless of other adjustments
Skip = Skip adjustments if any other adjustments have been applied
25D -1 2 Attachment 2
CONTRACT
County of Riverside
VendorlD 0000015980
En Pointe Technologies
PO Box 514429
Los Angeles CA 90051
USA
Microsoft Enterprise
Agreement software
licenses for Riverside
County ad surrounding
Government Agencies
within California
Pricing Agreement: Pricing Date:
Pricing Quantity:
Quantity Type:
Disnatch via Print
Contract ID —
Page
IVC0- 20800 -b04 -12112
1 of 1
Contract Dates Currency
Rate Type
Rate Date
01/01!2012 to 12/31/2012 USD
CRRNT
PO Date
Description:
Contract Maximum
Microsoft Enterprise A reement
0.00
Allow Multicurrency PO
1.00 0.00 0.00 D.00
RFQ #PUARC- 1200F11- 1118111327
Reference Microsoft Master Agreement Number 01 E73134.
All terms, conditions, and specification of RFQ #PUARC -1200 are hereby included with full force and like effect as If set
forth herein.
PAYMENT TERMS - For calculating due dates for payment terms, the County will use either the date that the Invoice is
received by the County or the date the goods /services are received, which ever Is later,
In the event of contradiction, between the County's and the Seller's conditions, the County's conditions shall prevail,
The County reserves the right to cancel the unexpended balance of this order at any time.
Period of Performance: From January 1, 2012 through December 31, 2012,
Year: 1 of 5, final year end date of December $1, 2016.
oa app! v date: November 8, 2011
Id Ls Mark
Procurement Contract Specialist
County of Riverside- Purchasing and Fleet Services
Voice: (951) 955 -4944
Fax: (951) 955 -4946
E -mail: Imark&o.riverside.ca.us
Hard = Apply adjustments regardless of other adjustments
Skip = Skip adjustments If any other adjustments have been applied
25D -13
CONTRACT
County of Riverside
Vendor ID 0000000033
Compucom Systems Inc
7171 Forest Lane -
Dallas TX 75230
USA
Microsoft Enterprise
Agreement software
licenses for Riverside
County ad surrounding
Government Agencies
within Callfornia
nicnnfr_h via Print
Contract ID
Page
RIV O -2080 - 002.12/12
lot 1
Contract Dates Currency
Rate Type
Rate Date
01/01/2012 to 12/3112012 USE)
CRRN7
PO Date
Description:
Contract Maximum
Microsoft Enterprise Agreement
0.00
Allow Multicurrency PO
00 0.00 0.00 0.00
.. ._. _.
Pricing Agreement: Pricing Date:
Pricing Quantity:
Quantity Type: _
Reference Microsoft Master Agreement Number 01 E73134.
All terms, conditions, and specification of RFQ #PUARC -1200 are hereby included with full force and like effect as if set
forth herein.
PAYMENT TERMS - For calculating due dates for payment terms, the County will use either the date that the Invoice Is
received by the County or the date the goods/services are received, whichever is later.
In the event of contradiction, between the County's and the Seller's conditions, the County's conditions shall prevail.
The County reserves the right to cancel the unexpended balance of this order at any time.
Period of Performance: From January 1, 2012 through December 31, 2012.
Year:: 1 of 5, final year end date of December 31, 2016,
Bo fd' ppro �r(j ate: November 8, 2011
i ll!
Ines Mark ` a
Procurement Contract Specialist
County of Riverside- Purchasing and Fleet Services
Voice: (951) 965-4944
Fax: (951) 955 -4946
E -mail: imark &o.riverside.ca.us
Hard = Apply adjustments regardless of other adjustments -
Skip = Skip adjustments if any other adjustments have been applied
25D -14
CONTRACT
County of Riverside
VendorlD 0000005200
Dell Marketing LP
PO Box 910916
Pasadena CA 91110 -0916
USA
Microsoft Enterprise
Agreement software
licenses for Riverside
County ad surrounding
Government Agencies
Within California
Disnatch via Print
Contract ID
Page
RIVOO-20800-003-12112
1 of 1
Contract Dates Currency
Rate Type
Rate Date
01/01/2012 to 12/31/2012 USD
CRRNT
PO Date
Description:
Contract Maximum
Microsoft Enterprise A reement
0.00
Allow Multicurrency PO
0.00 0.00 0.00
Pricing Agreement:_ Pricing Date: ., .
Pricing Quantity:
Quantity Type:
Reference Microsoft Master Agreement Number 01 E73134.
All terms, conditions, and specification of RFQ #PUARC -1200 are hereby included with full force and like effect as if set
forth herein.
PAYMENT TERMS - For calculating due dates for payment terms, the County will use either the date that the invoice Is
received by the County or the date the goods /services are received, which ever is later,
In the event of contradiction, between the County's and the Seller's conditions, the County's conditions shall prevail.
The County reserves the right to cancel the unexpended balance of this order at any time.
Period of Performance: From January 1, 2012 through December 31, 2012
Year: 1 of 5, final year end date of December 31, 2016.
Bpafdapt{t'gyal date: November 8, 2011
Procurement Contract Specialist
County of Riverside- Purchasing and Fleet Services
Voice: (951) 955 -4944
Fax: (951) 955 -4946
E -mail: imark @co.riverside.ca.us
Hard = Apply adjustments regardless of other adjustments
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25D -15
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All terms, conditions, and specification of RFQ *PUARC -1200 are hereby included with full force and like effect as if set
forth herein.
PAYMENT TERMS - For calculating due dates for payment terms, the County will use either the date that the invoice is
received by the County or the date the goods /services are received, which ever is later.
In the event of contradiction, between the County's and the Seller's conditions, the County's conditions shall prevail.
The County reserves the right to cancel the unexpended balance of this order at any time.
Period of Performance: From January 1, 2012 through December 31, 2012.
Year: 1 of 5, final year end date of December 31, 2016.
B voval date: November 8, 2011
Has Mark t
Procurement Contract Specialist
County of Riverside- Purchasing and Fleet Services
Voice: (951) 955-4944
Fax: (951) 955 -4946
E -mail: imark &o.riverside.ca.us
i Inal = -i ne price Is final aner adjustments
Hard = Apply adjustments regardless of other adjustments
Skip = Skip adjustments if any other adjustments have been applied
25D -19
County of Riverside Request for Quote # PUARC -1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 1:30 P.M.
REQUEST FOR QUOTE # PUARC -1200
Microsoft Enterprise License
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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
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -20
County of Riverside Request for Quote # PUARC -1200
Purchasing & Fleet Services Closing Date: 10/11/2011@1:30 1:30 P.M.
INSTRUCTIONS TO BIDDERS
I. Vendor Registration — Unless stated elsewhere in this document, vendor must register online at www ,Purchasine.co.rivelBide.ca.us and
at //http�/ /www pmblicpurchase corn/ /with all current Vendor information, to be registered on the County's database.
II. For all RFQ's Riverside County's Purchasing website will past a letter ofnotifioation on its websim, and will provide a direct link to PublicPtachase.com.
III. Format - Use the electronic format provided by PubliePurchase.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 terns 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 fieight. 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 terns and conditions as indicated in this document and/or attached are hereby included with Rill force and like effect as
if set forth herein. Copies of the applicable Terns 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 fain for 90 days after the closing date, and prior to an award
being made.
VII. Specification/Changes - Wherever brand Haines 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 contenting 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 Comity reserves the light 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 PubliePurchase.com by 1:30 pan. 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
ME - 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
T #116 -240 General Conditions - PersonalTrofessional Service
To access any of these General Conditions go to www .nurchasine.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 retrieve all
applicable addendum(s) from the Public Purchase website.
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -21
County of Riverside Request for Quote # PUARC -1200
Purchasing & Fleet Services Closing Date: 10/11/2011 @1:30 P.M.
APPENDIX A
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 malting
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 .purchasine.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.
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -22
County of Riverside Request for Quote # PUARC -1200
Purchasing & Fleet Services Closing Date: 10/11/2011 @1:30 P.M.
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
3.1 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
CCISDAVVIISAC 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.
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -23
County of Riverside
Purchasing & Fleet Services
Request for Quote # PUARC -1200
Closing Date: 10/11/2011(&,1:30 P.M.
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
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25
County of Riverside
Purchasing & Fleet Services
Request For Quote # PUARC -1200
Closing Date: 10/11/2011 @1:30 P.M.
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:
htW : / /www.microsoftvolumelicensing .com /userights /PUR.aspxx
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.
Form 4 116 -101 RFQ Public Purchase Revision 04/12/11
25D -25
County of Riverside Request for Quote # PUARC -1200
Purchasing & Fleet Services Closing Date: 10/11/2011 @1:30 P.M.
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 maybe 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,
tmless 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
Must be submitted by:
Bidders must submit their questions online at
Date: October 3, 2011
PubliePurchase.com. All questions submitted are within the
Time: 1:30 PM
correct RFQ located on PublicPurchase.com.
3. DEADLINE FOR QUOTATION SUBMITTAL
October 11, 2011 at 1:30 PM
Bid results are posted on PublicPurchase.com
4. TENTATIVE DATE FOR AWARDING CONTRACT
5 -90 days, contingent upon
lowest bidder meeting all of the
bid specifications.
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -26
County of Riverside Request for Quote # PUARC -1200
Purchasing & Fleet Services Closing Date: 10/11/2011 @1:30 P.M.
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.
L7.0 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.
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -27
County of Riverside Request for Quote # PUARC -1200
Purchasing & Fleet Services Closing Date: 10/11/2011 @1:30 P.M.
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 PubliePurchase.com.
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 II
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.
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -28
County of Riverside
Purchasing & Fleet Services
Exhibit A
Software Assurance Benefits:
Request for Quote # PUARC -1200
Closing Date: 10/11/2011(x,1:30 P.M.
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
With Software Assurance, you receive new versions
of licensed software released during the term of your '
New Version
agreement to deploy at your own pace as they
Rights
become available. You can reduce the costs
Planning
associated with acquiring new version releases and
Stage
immediately take advantage of the latest technology.
You can make payments annually, instead of making
Spread
one up -front payment. This helps you to reduce initial
Payments
costs and `forecast annual software budget
requirements up to three years in advance.
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you the competitive advantage you need.
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -29
County of Riverside Request for Quote # PUARC -1200
Purchasing & Fleet Services Closing Date: 10/11/2011 @1:30 P.M.
Exhibit A Cont'
Software Assurance Benefits:
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -30
Microsoft's eLearning provides your employees
access to individual, on- demand Microsoft software
eLearning
courses. eLearning can be delivered online or offline
Courses
and includes simulations, hands -on exercises, and
learning assessments.
The Home Use Program increases employee f
productivity and maximizes the value of your
Home Use
Microsoft Office investment because with it, your
Program
employees can use Office desktop programs for work'
or personal needs."
The Windows 7 Enterprise Edition is optimized for
large organizations and includes features such as
Microsoft
data protection that safeguard lost or stolen PCs,
Windows 7
application compatibility, and the ability to deploy a
Enterprise
single image in multiple locations around the world
Edition
(per availability of Windows Vista), helping you to
lower your deployment and management costs.
Migrate legacy applications during an operating
system upgrade in a safe, protected way. Microsoft
Virtual PC' Express, supports a single instance of a
Microsoft
virtual operating system (in comparison, Virtual PC
Virtual PC
2004 supports multiple instances). Virtual PC
Express
Express will be made available to our Software
Assurance customers in early 2006, ahead of the
Windows Vista Enterprise Edition.
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Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -30
County of Riverside Request for Quote # PUARC -1200
Purchasing & Fleet Services Closing Date: 10/11/2011 g 1:30 P.M.
Exhibit A Cont'
Software Assurance Benefits:
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Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -31
County of Riverside
Purchasing & Fleet Services
Local Business Qualification Affidavit
Request for Quote # PUARC -1200
Closing Date: 10/11/2011 n,1:30 P.M.
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 (Le. 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 N ame: ;
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
IIours 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
Form # 116 -101 RFQ Public Purchase Revision 04/12/11
25D -32
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SUBMITTAL TO THE BOARD OF SUPERVISORS r .„
COUNTY OF RIVERSIDE, STATE OF CALIFORNIA
FROM: Purchasing and Fleet Services and Riverside County Information SUBMITTAL DATE:
Technology (RCIT) November 2, 2011
SUBJECT: APPROVAL OF MICROSOFT ENTERPRISE AGREEMENT
RECOMMENDED MOTION:. That the Board of Supervisors:
1. Authorize County departments to enroll in the statewide renewal of Microsoft Enterprise
Agreement (EA), which runs for up to five (5) years,,. and;
2. Authorize the Purchasing Agent, In accordance with Ordinance No. 459.4, to enter in the
Master Enterprise Agreement and Premier Support Services without seeking competitive
bids, and sign the purchase orders, amendments, and exercise the renewal option based
25D -37 Attachment 5
BOARD OF SUPERVISORS
FORM 11: APPROVAL OF MICROSOFT ENTERPRISE AGREEMENT
PAGE 2
BACKGROUND
The County of Riverside has been the leader in the negotiations and procurement of the
statewide cooperative license purchase agreement for the statewide Microsoft. Enterprise
software and services. There are 388 governmental agencies in California that utilize this
enterprise agreement.
Through this negotiation process, the County of Riverside has obtained the deepest discounts
offered! to any governmental agencies, and as a result will be utilized by most of the public
entities throughout the State of California.
The Microsoft Enterprise Agreement Is an annual program that covers licensing of standard
desktop software (Microsoft Office, Microsoft Windows, and Back Office products) and
Enterprise Platform products.
The County has been challenged in the past in consistently maintaining software at current
version levels and Microsoft products are the most predominant product used by all
departments on all personal computers and Enterprise Platform products to support
Departments basic needs In the County.
In an effort to keep software current and licensed at the County, a maintenance program is
provided by Microsoft. A maintenance program will cost less than what departments would
spend upgrading all products once aver a three or five -year period. The potential for significant
savings exists due to changes in Microsoft licensing policies and potential cost increases of
Microsoft products over the next five years.
Some of the key benefits realized from this program are:
• Departments can upgrade to any Microsoft product version as they, choose and when
convenient.
• Licensing for the products covered by this program no longer need to be tracked.
Participants merely count the qualified desktops or user counts and true, with that
number of licenses.
• The flexibility to sign -up by user allows for multiple devices such as smart phones and
tablets (i.e., IPhores, ]Pads,, etc.) and securing only one license opposed to multiple.
• EA provides a consistent year -to -year budget for this program in an effort to keep
County software current, legal, . and consistent,
• EA protects the County against Microsoft price increases for the duration of the
agreement.
• EA compliments, other countywide technology initiatives (PeopleSoft, Exchange,
Remedy, and Resumix)..
County departments and agencies are currently enrolled in this program. In Fiscal Year
2010/14, the county invested $3,851,890 for 19,734 desktops enrolled in the program,
Departments may also order other Microsoft products (such as Window Server, Visio, MS
25D -38
BOARD OF SUPERVISORS
FORM 11: APPROVAL OF MICROSOFT ENTERPRISE AGREEMENT
PAGE
BACKGROUND (Continued}
project) off of this contract and receive the same discounting offered for the core desktop
licensing for Riverside County, County Departments will have agreement options that best fit
their departmental needs including either a three or five year agreement.
PRICE REASONABLENESS
Information Technology and the Purchasing Department, working with Microsoft, determined
best pricing and developed a customized licensing program that works best for California
Government, The analysis shows that by participating in the Enterprise Agreement (EA), the
County can save as much as $907,686 annually off the retail price and $4,538,430 over the next
five (5) years. The requested) $6 million annual amount allows individual departments to
purchase their user or device license and various platform products and services that
departments purchase to meet their business needs. The $6 million is an estimated amount that
provides for the, purchasing authority off the Microsoft agreement in order to ensure county
departments receive all applicable discounts. As with any county purchase, all purchase orders
will be processed through County Purchasing for approval.
Because Microsoft .. only sells their products through resellers, Purchasing released a Request
for Quote PURAC -12001 on PubllePurchase.com and advertised on the County's Internet to
obtain Microsoft Large Account resellers (LARS), which resulted in six LARS responding to the
solicitation. The County evaluated the responses and recommends that Insight Public Sector
Inc. be awarded as the primary LAR for Riverside County, and the remaining five, CompuCom
Systems, Inc., Dell Marketing, L.P., Enpointe Technologies Sales Inc, PC Mall Gov, Inc, and
Softchoice Corporation also be awarded for use by other governmental entities to allow these
entities the option to select their LAR based on their own geographical or other criteria. These
LARS shall be authorized to offer a contract for any government entity in California to enroll '. into
the Microsoft Enterprise Agreement through December 31, 2016.
25D -39
EXHIBIT B
City of Santa Ana / CompuCom EA Renewal Price Confirmation
25D -40
From: Sam.Andrews @compucom.com
Sent: Monday, October 28, 2013 12:12 PM
To: Gergen, Tom (tgergen@santa-ana.org)
Cc: Sam.Andrews @compucom.com
Subject: Santa Ana / CompuCom EA Renewal Price Confirmation
Importance: High
Morning Tom!
This is to confirm that the City of Santa Ana qualifies to receive an additional
"continuing customer discount" of -1.00% off Microsoft Level D -7.5 Cost plus mark
up % on its renewal of the Microsoft Enterprise Agreement with CompuCom Systems,
Inc. acting as the Large Account Reseller.
Under the terms of the County of Riverside master agreement with Microsoft for
Enterprise Agreements [MEA] to qualified agencies, for which the City of Santa Ana
qualifies, and with the "continuing customer discount," CompuComSystems, Inc.
pricing for the City of Santa Ana's renewal of its Microsoft Enterprise Agreement
would be as follows:
Renewal pricing = Microsoft Volume Licensing Level D -7.5% Cost plus
mark up % of -2.50% added at signing (2.5% below D -7.5% cost)
True -ups = Microsoft Volume Licensing Level D -7.5% Cost plus
mark up % of -0.50% added at true -up (0.5% below D -7.5% cost)
The above pricing applies to Microsoft applications, systems, servers, and non -
specified new addition products under the terms of the County of Riverside MEA.
CompuCom appreciates the opportunity to serve the City of Santa Ana and looks
forward to continuing to provide superior Large Account Reseller services at the best
value in the industry.
Sincerely,
Sam Andrews
Sr. Software Solutions Specialist
CompuCom Systems, Inc.
818 -988 -2195
25D -41
Exhibit B
EXHIBIT C
CompuCom Software Quotes for City of Santa Ana
[1] Renewal of MEA # 4612835
[2] MEA Setup and 3rd year True Up
[3] Select Purchase excluded from MEA
25D -42
CompuCom - software quote
Quoted by Sam Andrews, CompuCom 7171 Forest Lane Dallas. TX 75230
Phone 818. 988.2195 sam.andrews com ucom.com
Please fax your POs to Client Assistance Center at 800 - 366 -9994. You may call
800. 400 -9852, option 2, to check status on orders.
Quoted to:
City of Santa Ana
Tom Ger en
taeraen anSanta- ana.ora
Date 111512013
;z
Renewal of Ea4672835 (e'xpires 113112014)'.
Important., Please provide the email address of the recipient designated to
receive a CompuCom, "order confirmation"
Quantity
Part 9
Description
Unit Price
Ext. Price
erprlse-produits
1,650
269 -12442
Office Pro Plus (SA) Platform
$ 77.50
$ 127,875.00
1,650
FQC -02460
Windows Pro (SA) Platform
$ 28.47
$ 46,975.50
1,500
W06 -01072
Core CAL User CAL SA Platform
$ 33.45
$ 50,175.00
badditional products rt
1,500
359 -00961
SQL Server User CAL SA
$ 30.41
$ 45,615.00
3
395 -02504
Exchange Server Enterprise SA
$ 589.94
$ 1,769.82
3
312 -02257
Exchange Server Standard SA
$ 103.03
$ 309.09
1
H04 -00268
Sharepoint Sewer (SA)
$ 990.15
$ 990.15
17
076 -01912
Project (SA)
$ 95.13
$ 1,617.21
51
228 -04433
SQL Server Standard Server (SA)
$ 130.63
$ 6,662.13
16
7NQ -00292
SQL Server Standard 2 -Core Lic (SA) -
(because you had 8 processors, you received
32 cores - which is 16 2 -care licenses )
$ 522.20
$ 8,355.20
4
D87 -01159
Visio Pro (SA)
$ 81.38
$ 325.52
125
P73 -05898
Windows Server Standard 2- Processor (SA)
$ 128.47
$ 16,058.75
23
P71 -07282
Windows Server Datacenter 2- Processor(SA)
$ 896.65
$ 20,622.95
775
6VC -01253
Windows Remote Desktop Services CAL (SA)
Device CAL
$ 14.72
$ 11,408.00
3
R39 -00396
Windows Server External Connector (SA)
$ 294.05
$ 882.15
9
77D -00110
Visual Studio Professional with MSDN (Lic /SA)
$ 312.12
$ 2,809.08
6
D87 -01057
Visio Pro (Lic /SA)
$ 174.93
$ 1,049.58
Please type "electronic software delivery"
on your PO
Product -total
$ 343,500.13
Sub -Total
$ 343,500.13
0
Tax
ESD - nontaxable
$ -
Shipping
No Charge
Total
Your estimated January-2014 Renewal x3 pa
mants)
$ 343,500.13:-
Prices good for 30 days
Total of 3 years=
$ 1,030,500.39
hardware and software products provided by CompuCom) shall be provided as a pass- through from the manufacturer of
such products. All software products are subj r v., tier, as provided
with the software packaging or In the saftwai r a * s. ' Sh f txen3 Corius,om p =ov(s4esns rd)tenati: arranlles,
indemnities or liabilities. Public Sector Disci Mv: vwn*n c � n= 3ve nt =u h EA
transactions. m �i�F.a.n....
25D -43
CompuCom - software quote
Quoted by Sam Andrews Com uCom 7171 Forest Lane Dallas TX 75230
Phone 818. 988.2195 sam.andrews com ucom.com
Please fax your POs to Client Assistance Center at 800 - 366 -9994. You may
ca /1800- 400 -9852, option 2, to check status on orders.
Quoted to:
City of Santa Ana
Tom Ger en
ter en Santa- ana.or
Date 912512013
City of Santa Ana EA # 4612835
Important: Please provide the email address of the recipient designated to
receive a CompuCom 'order confirmation"
Quantity
Part #
Description
Unit Price
Ext. Price
# vv2,✓
k
x $ ftM " i
1615111
12
P71 -01500
Windows Server Datacenter (SA StepUp) 1-
Processor, from Win Enterprise, Added in Year -
3 of EA (new order)
$ 36.16
$ 433.92
1
312 -02177
Exchange Server Standard (Lie /SA) Year -3
True Up
$ 514.20
$ 514.20
Product -total
$ 948.12
Sub -Total
$ 948.12
0
Tax
$ -
Shipping
No Charge
Total
$ 948.12
Prices good for 30 days
party hardware and software products provided by CompuCom) shall be provided as a pass- through from the
manufacturer of such products. All software products are subject to the license agreement of the applicable software
supplier, as provided with the software packaging or in the software at time of shipment. CompuCom provides no
independent warranties, indemnities or liabilities. Public Sector Disclosure: CompuCom may receive incentive fees for
public sector EA transactions.
25D -44
CompuCom - software quote
Quoted by Sam Andrews Com uCom 7171 Forest Lane Dallas TX 75230
Phone 818. 988.2195 sam.andrews com ucom.com
Please fax your POs to Client Assistance Center at 800 - 366 -9994. You may
call 800. 400 -9852, option 2, to check status on orders.
Quoted to:
City of Santa Ana
Tom Ger en
ter en Santa- ana.or
Date 111512013
Important: Please provide the email address of the recipient designated to
receive a CompuCom "order confirmation"
Part #
Description
Unit Price
Ext. Price
,+Quantity
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250
R18 -04301
Windows Server CAL 2012 Device CAL
$ 18.93
$ 4,732.50
Sold on Select Agreement, for Windows 2012
Device CAL's for your public- access PC's.
$
$
$
$
Product -total
$ 4,732.50
Sub -Total
$ 4,732.50
0
Tax
$ -
Shipping
No Charge
Total
1
$ 4,732.50
Prices yood for 30 days
party hardware and software products provided by CompuCom) shall be provided as a pass- through from the
manufacturer of such products. All software products are subject to the license agreement of the applicable software
supplier, as provided with the software packaging or in the software at time of shipment. CompuCom provides no
independent warranties, indemnities or liabilities. Public Sector Disclosure: CompuCom may receive incentive fees for
public sector EA transactions.
DRAFT
25D -45
25D -46