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Home My WebLink About2017 04 24 Consent 302 Microsoft Windows, SharePoint, and SQL Software LicensingCOMMISSION AGENDA ITEM 302 REQUEST: Informational Consent X Public Hearings Regular April 24, 2017 KS JD Regular Meeting City Manager Department Information Services requests Commission authorize the purchase of Microsoft Windows Server, SharePoint Server, and SQL Server software licensing in the amount of $54,558 from Software House International (SHI), from State Contract #43230000 -15 -02 Licensing Solutions Providers (LSP) of Microsoft Software and Services, a contingency in the amount of $3,000, and for the City Manager and City Attorney to prepare and execute all applicable documents. SYNOPSIS: The City is currently utilizing Microsoft SharePoint 2007 (on Microsoft SQL Server 2005 and Microsoft Server 2003) for a variety of functions city -wide. We are scheduled to upgrade Windows Server, SharePoint Server, and SQL Server to the latest version in conjunction with our Microsoft Exchange Server and Office upgrades. This will provide for enhanced functionality and security within our systems. We are requesting Commission authorization to purchase the software licensing from Software House International (SHI) in the amount of $54,558 from State Contract LSP of Microsoft Software and Services #43230000- 15 -02, a contingency in the amount of $3,000, and for the City Manager and City Attorney to prepare and execute all applicable documents. CONSIDERATIONS: What do we currently have? The City is currently utilizing SharePoint 2007 for a number of functions including an internal employee intranet portal which includes but is not limited to the following functions: document storage and management, the routing and approval of documents via workflow which include forms such as Commission agenda and agenda item preparation, surplus assets, line code transfers, business card statements, leave requests, Consent 302 PAGE 1 OF 3 - April 24, 2017 new /departing /change users processing, cell phone changes, and many more. SharePoint is currently running on SQL Server 2005 on a Windows 2003 Server. Why do we need to upgrade? Windows Server 2003 reached end of life (EOL) in July 2015, SQL Server 2005 reached EOL in April 2016, and SharePoint 2007 will reach EOL in October 2017. When software reaches EOL, it is no longer supported meaning that it will no longer receive updates for bug fixes, performance issues, and most importantly, security vulnerabilities; additionally, Microsoft will no longer provide technical support for those systems. These updates are a critical part of keeping the City's network secure and working. In addition to the software being EOL, there are compatibility issues with SharePoint 2007 and Office 2016. Upgrading will provide better performance, enhanced backup and restore capability, durable links (links stay intact even after moving them to a different location in SharePoint 2016), improved search engine, zero down -time patching, and will be mobile - friendly. The City is scheduled to upgrade to SharePoint Server 2016, Windows Server 2016 and SQL Server 2016. What do we need to purchase? Required licensing for this project includes: . 10 Windows Server 2016 Standard core licenses (this will allow us to run two virtual copies on a single physical VMware host) . 1 SQL Server 2016 Standard (running 16 cores) . 1 SharePoint Server 2016 . 225 SharePoint Server 2016 Enterprise Client Access License (CAL) . 225 SharePoint Server 2016 Standard CAL Quotes: Quotes were solicited and received as follows Dell No Quote DynTek $64,066.35 SCW No Quote SHI $54,557.24 Zones $58,179.42 The software licensing from SHI will be purchased from the following State Contract: Licensing Solutions Providers (LSP) of Microsoft Software and Services 43230000- 15 -02. FISCAL IMPACT: The fiscal impact of this project is $54,558 plus a $3,000 contingency and is budgeted in the FY 2017 Information Services Capital Improvements line code. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations/Representatives Consent 302 PAGE 2 OF 3 - April 24, 2017 on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at six (6) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends Commission authorize the purchase of the requested Microsoft Server, SharePoint, and SQL software licensing in the amount of $54,558 from Software House International (SHI), a contingency in the amount of $3,000, and the City Manager and City Attorney to prepare and execute all applicable documents. ATTACHMENTS: Quotes - 4 pages Consent 302 PAGE 3 OF 3 - April 24, 2017 Pricing Proposal Quotation #: 13192168 Created On: 3/23/2017 Valid Until: 4/22/2017 City of Winter Springs FL Inside Account Executive Lee Stender Jim Grogan FL 290 Davidson Ave United States Somerset, NJ 08873 Phone: (407) 327 -5954 Phone: 732 - 652 -0833 Fax: Fax: 732- 564 -8224 Email: Istender @winterspringsfl.org Email: Jim_Grogan @shi.com All Prices are in US Dollar (USD) Product Qty Your Price Total 1 Microsoft Windows Server 2016 Standard -License - 2 cores -Select Plus - 10 $68.12 $681.20 minimum 16 cores per physical server - Single Language Microsoft - Part#: 9EM -00264 2 Microsoft SharePoint Server 2016 - License - 1 server - Select Plus - Win - Single 1 $4,178.09 $4,178.09 Language Microsoft - Part#: 76P -01861 3 Microsoft SharePoint Server 2016 Standard CAL - License - 1 user CAL - Select Plus 225 $75.95 $17,088.75 - Win - Single Language Microsoft - Part#: 76M -01640 4 Microsoft SharePoint Server 2016 Enterprise CAL - License - 1 user CAL - Select 225 $66.56 $14,976.00 Plus -Win - Single Language Microsoft - Part#: 76N -03739 5 Microsoft SQL Server 2016 Standard Core -License - 2 cores -Select Plus -Win - 8 $2,204.15 $17,633.20 Single Language Microsoft - Part#: 7NQ -00842 Shipping $0.00 Total $54,557.24 The Products offered under this proposal are subject to the SHI Return Policy posted at www.shi.comtreturnpolicy, unless there is an existing agreement between SHI and the Customer. • • DynTek Services, Inc. 2260 Wednesday Street, Suite 600 DYNTEK Tallahassee, FL 32308 Phone: 850.219.7900 Fax: 850.219.7919 Fed ID# 13- 4067484 Quote To:' City of Winter Springs Barbara Martin 1226 East State ROad 434 Winter Springs, FL 32708 United States bmartin@winterspringsfi.org (407) 327 -7574 Ship To: City of Winter Springs Date Quotation #' 03/28/17 DTKQ59437 1226 East State ROad 434 Winter Springs, FL Salesperson Quotation' Expires Dave Fribourg 30 Days Ln' # Qty Part Number Description List Price Unit Price Ext.'Price' 1 10 9EM -00254 "OLP GOVT WIN SVR STD CORE $88.00 $80.70 $807.00 2016 2LICS NL CORE LICS Product stocked by manufacturer. Delivery times vary." Product stocked by manufacturer. Delivery times vary." 2 8 7NQ -00836 "OLP GOVT SQL SVR STD CORE $2,858.00 $2,598.84 $20,790.72 2016 2LICS NL CORE LICS QLFD Product stocked by manufacturer. Delivery times vary." 2LICS NL CORE LICS QLFD Product stocked by manufacturer. Delivery times vary." 3 1 76P -01858 "OLP GOVT SHAREPOINT SVR $5,418.00 2016 NL Product stocked by manufacturer. Delivery times vary." 4 225 76M -01634 5 225 76N -03756 03/28/17 16:13:52 "OLP GOVT SHAREPOINT STD CAL $98.00 2016 NL USR CAL Product stocked by manufacturer. Delivery times vary." NL USR CAL Product stocked by manufacturer. Delivery times vary." "OLP GOVT SHAREPOINT ENT CAL $86.00 2016 NL USR CAL Product stocked by manufacturer. $4,927.38 $4,927.38 $88.72 $19,962.00 $78.13 $17,579.25 Page 1 1 of 2 Ln # Qty Part Number Description List Price Unit Price Ext. !Price' Delivery times vary." Product stocked by manufacturer. Delivery times vary." Comments! or Special Instructions: SubTotal $64,066.35 Sales !Tax $0.00 Shipping $0.00 Total $64,066.35 If you have any questions regarding this quotation, please contact Dave Fribourg 850 - 219 -7911 or Darlene Pricher at 850 - 219 -7917 . 03/28/17 16:13:52 Page 2 2of2 ZONES'" Bill To: CITY OF WINTER SPRINGS A/P 1126 E STATE ROAD 434 WINTER SPRINGS,FL 32708 Phone : 3/28/2017 Ship To: Account # 0049427966 LEE STENDER Quote : K0626584 CITY OF WINTER SPRINGS PO# : 1126 E STATE ROAD 434 DEVELOPMENT SVCS WINTER SPRINGS, FL 32708 USA Software prices subject to change Hardware quotes are valid for 7 business days Memory Prices are valid for 24 hours only, call for verification REMIT PAYMENT TO: PLEASE SEND PURCHASE Judi Harvey ZONES INC ORDERS DIRECTLY TO YOUR Account Executive PO Box 34740 ZONES INC ACCOUNT EXECUTIVE Phone:(253) 205 -3371 Seattle WA 98124 -1740 VIA FAX OR EMAIL Fax:(253) 205 -2371 Email:judi.harvey@zones.com Item # Qty. Mfr. Name Description Manufacturers Part # Unit Price Total 004370053 -PUB 10.00 MICROSOFT MPSA Win Server Std Core 2 SL LVL D Non - AAA -28634 72.65 726.50 MPSA Specific Government 002952793 -PUB 8.00 MICROSOFT MPSA Gov SQL Svr Std Core 2 SL LVL -D Each AAA -03751 2,360.40 18,883.20 MPSA 002952779 -PUB 1.00 MICROSOFT MPSA Gov ShrPntSvr Svr SL LVL -D Each AAA -03711 4,475.47 4,475.47 MPSA 002952770 -PUB 225.00 MICROSOFT MPSA Gov ShrPntSvr Ent User CAL LVL -D AAA -03360 70.93 15,959.25 MPSA Each 002952776 -PUB 225.00 MICROSOFT MPSA Gov ShrPntSvr Std User CAL LVL -D AAA -03350 80.60 18,135.00 MPSA Each ASK US ABOUT Installation Services On -site Technical Services and Hourly Service Rates Remote Help Desk and Remote Network OS Support Visit us on the web: http: / /www.zones.com ZONES INC 1102 15th Street S.W. Suite 102 Auburn, USA 98001 Phone: (800) 419 -9663 t� CERTIFIED MINORITY BUSINESS ENTERPRISE --T- by the NMSDC Member Sub - Total: $58,179.42 Estimated Sales Tax: $0.00 Electronic Delivery: $0.00 Grand Total: $58,179.42 24 Mo. $1 Out lease for 2,682.65 per month 36 Mo. $1 Out lease for 1,850.11 per month Please Note: Lease Amounts Exclude Tax Shipping Terms: For all shipments, Zones will arrange for shipping to the customers destination; however, such costs are the responsibility of the customer. For shipments made during the seven calendar days preceding the end of each calendar quarter, title and risk of loss will pass to the customer upon delivery by Zones to the carrier. For all orders shipped within this seven day period, Zones will obtain third -party insurance at its own expense and will assist the customer in filing any claims with the insurance company arising from loss or damage to the shipment during transit. Prices are quoted by volume, and are subject to change without notice. Products sold by Zones are third party products and are subject to the warranties and representations of the applicable manufacturers. RETURNS: No returns will be accepted without a Return Authorization (RA) Number, requested within 14 days from the invoice date. Software licensing and special -order products are non - returnable. Other products are subject to manufacturer return policies and restrictions. Additional Terms and Conditions apply and are available on ourwebsite. WE APPRECIATE THIS OPPORTUNITY TO EARN YOUR BUSINESS, AND LOOK FORWARD TO SERVING YOU SOON! THANK YOU!