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Home My WebLink About8 Microsoft Enterprise License AgreementAgendaItem#8TRUCKEEDONNERPublicUtilityDistrictCONSENTTo:BoardofDirectorsFrom:IanFitzgeraldDate:November06,2019Subject:Considerationofa3-YearMicrosoftEnterpriseLicenseAgreement1.WHYTHISMATTERISBEFORETHEBOARDBoardapprovalisrequiredforexpendituresinexcessof$15,000.2.HISTORYTheDistrictentersintoanEnterpriseLicenseAgreement(ELA)everythreeyearswithMicrosofttoprocureourMicrosoftlicenserequirements.TheDistrictusesMicrosoftforallofourserver,databaseanddesktopoperatingsystemsoftware,inadditiontomanagingandsecuringouremailsystem.TheDistrictBoardlastapprovedthisagreementinOctoberof2016.InadditiontotheELA,everyyeartheDistrictanalyzesthenumberofMicrosoftsoftwarelicensesituses,andbalancesthatnumbertotheDistrict’sEnterpriseLicenseAgreementwithMicrosoft.iftheDistrictisusingmorelicensesthanisallowedbythisagreement,theDistrictisrequiredtotrue-upourlicensequota,bypurchasingtheextralicense(s)requiredtobeincompliance.3.NEWINFORMATIONTheDistricthasbeguntousemoreSQLServerdatabaselicensesthanhavebeenallocatedwiththeexistingEnterpriseLicenseAgreement(ELA).Allotherlicensesareincompliance:desktop,vdi,email,terminalserverslogins,andserveraccess.InordertobringDistrictlicensesintocompliancewiththeELA,theDistrictisrequiredtoaddSQLServerdatabaselicensestotheagreement,allowingtheDistricttooperateanunlimitednumberofsqlserverdatabaseapplications.inadditiontotrueingupourlicensequantity,theexisting3yearELAisexpiring,andtheDistrictmustenterintoanother3yearagreementwithMicrosofttocontinuetousetheirlicensesforallMicrosoftproducts.TheDistrictiseligibletotakeadvantageofStatebidsthroughCMAS,bywayofDistrictcode3.08.060JointPurchasingwiththeStateofCaliforniaandOtherPublicAgencies.Thissectionstates,inpart,that“TheDistrictmaypurchasematerials,equipment,supplies,informationtechnologyproductsandservicesthroughtheStateofCaliforniaprocurementprogram...”.DistrictstaffrequrestedaquotefromCDW-G,aCMASapprovedvedor,foranupdated3-yearMicrosoftELA.Thequoteisbrokendownbylicensetype(servers,desktop,database,emailandofficeproducts)aswellasthethreeindividualyears.Thecontractamountforeachyearis$30,497,fora3-yeartotalcontractof$91,491. 4.FISCALIMPACTThisitemwasincludedintheBoardapprovedFYi9budget.TheplannedfundingsourceistheElectricDepartmentGeneralFund.5.RECOMMENDATIONAuthorizetheGeneralManagertoexecuteaagreementwithMicrosoft,throughCDW-G,fortheDistrict’s3-YearELAinanamountnottoexceed$91,491plussalestax.frzIanFitzgeraldMichaelD.HolleyInformationTechnologyDirectorICIOGeneralManager