Agenda Item
c. Microsoft A5 License Purchase Annual Subscription from Dell EMC (Not to exceed $1,547,903.72)
Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology
Request: It is recommended that the Board of Education approve the annual subscription for Microsoft A5 License from Dell EMC at a cost not to exceed $1,547,903.72.
Why: To ensure the district, its employees, and its students continue to have access to Microsoft Office productivity, communications, and security services.
Details: The Microsoft A5 License allows the district to continually remain current with the latest software resources and gives the DeKalb County School District the ability to upgrade to the latest versions of Microsoft Office 365 subscriptions for education. This license is necessary for the daily productivity and functionality in our school district. This license includes and is not limited to Office 365 Apps (Word, Excel, PowerPoint, OneNote, Outlook, Access, Publisher, Visio), Unlimited OneDrive Storage, Microsoft Team, Microsoft Forms, Power Apps, Power Automate, SharePoint, Microsoft Defender and Active Directory for Single Sign On (SSO).
Our current Microsoft agreement allows current DeKalb County School District students and staff to install Microsoft Office products on separate devices of their choice free of charge. To ensure the district is prepared to support a hybrid learning environment (face-to-face and remote learning), the A5 license model has been selected to ensure access to endpoint/email protection along with audio/video capabilities for staff and students. Currently, our district has over 100,000 devices that are currently operating using Office 365. The contract for the annual subscription will utilize the state of Georgia contract #99999-SPD-SPD0000060.
Financial impact: $1,547,903.72
ESSER III Funds $1,160,927.79
Charge Code 448.1000.553200.30521.7600.4190.8010.070.2022
General Funds $386,975.93
100.1000.553200.00011.7600.9990.0308.070.0000
Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: October 2023
Status: Approved by General Counsel
Statewide Contract Information Sheet
Statewide 99999-SPD-
Contract SPD0000060 NIGP Code See page 5
Number
Name of
Contract Statewide Contracts for Software and Ancillary Services
Effective Expiration
August 2012 Date April 30, 2024
Date
Contract Table of Contents
Suppliers Contract Categories 1, 2, 3, 4
Awarded 6 Information: Convenience
Contract Information for Supplier Page Number
Dell Marketing, LP (Categories 1, 2 and 3) 2, 3
Additional Contract Information
General Contract Information 2
Category Description 4
DOAS Contact Information 5
Supplier Information Sheet
Contract Information
Statewide Contract Number 99999-SPD-SPD0000060-0006
Statewide Contracts for Software
Contract Name
and Ancillary Services
PeopleSoft Supplier Number 0000015689
Supplier Name & Address
Dell Marketing, LP (Categories 1, 2 and 3)
One Dell Way
Round Rock, TX 78682
Contract Administrator
Jennifer Sherman
Contract Program Manager
Dell Legal
512-723-0818
Jennifer.Sherman@Dell.com
Contact Details
To place an order:
1. Obtain a new quote from:
Mike Stynda
Solutions Account Executive
AL/GA/MS Dell, Inc.
727-365-6618
Mike.Stynda@dell.com
Ordering Information
(DOAS recommends obtaining quotes from more
than one supplier.)
2. Verify %age discount matches contract
3. Submit order to vendor per instructions
provided on vendor quote according to your
preferred payment method (PO, Pcard or
other).
Dell Marketing, L.P.
c/o Dell USA L.P.
Remitting Information P.O. Box 534118
Atlanta, GA 30353-4118
Purchase Order must be placed prior to
Delivery Days download or installation of each copy of
software and prior to each subsequent
renewal term.
Discounts See minimum discounts on cost sheet.
Payment Terms Net 30 Days
Bid Offer Includes State and Local Government
Supplier will accept Purchase Orders
and the Purchasing Card under this
Acceptable payment method Contract as permitted by current
policies governing the Purchasing Card
program.
General Contract Information
DOAS competed and awarded the Statewide Contracts for Software by Category.
The Categories of Software that each supplier’s contract award includes are
identified on the Information Sheet for the Supplier.
Suppliers submitted proposals to provide software from specific publishers at
certain discounts from publisher’s standard price (equivalent to an MSRP) as shown
on the cost sheet for the relevant supplier and category.
All discounts shown are minimum discounts, and suppliers may provide additional
or deeper discounts to state and local agencies under the Statewide Contracts for
Software.
Agencies should ask for “Academic pricing” if they are obtaining quotes for schools,
colleges or administrative offices of educational organizations. The discounts
available may differ depending on the type of academic organization; academic
organizations receive significantly lower prices or significantly deeper discounts
from many software publishers.
Agencies must place purchase orders prior to downloading or using software. Unless
the agency acquires a perpetual license and does not incur charges for
maintenance, the agency must also place a purchase order each year prior to
incurring software renewal fees or maintenance or other charges.
For Category 3, Microsoft Reseller Services, the State has three (3) authorized
resellers: CDWG, Dell and SHI. Each reseller may deliver software under any of the
State of Georgia master agreements with Microsoft. These include the Enterprise
Agreement, the Select Plus Agreement for State and Local Government, the Select
Plus Academic Agreement, and an EES Agreement. Each supplier that holds a
contract that includes Category 3 has certified Microsoft licensing specialists who
are trained to provide assistance on the various Microsoft licensing programs.
The Statewide Contracts for Software include training, assessment and installation
services. The contracts do not include implementation services or project work. Please
see the Exhibit A to each supplier’s contract for details of the services permitted to be
provided through that contract.
CATEGORY DESCRIPTION
Category 1: End User Software. Generally, these are desktop software products.
Category 2: Enterprise Software. These are server-based systems.
Category 3: Microsoft Reseller Services. See above for more detail about State’s
Agreements for Microsoft software.
Category 4: Oracle Software and Databases (including PeopleSoft). Category
4 contracts are Convenience contracts.
NIGP CODES FOR SOFTWARE:
20429, 20447, 20529, 20547, 20655, 20800, 20811, 20812, 20815, 20818, 20819,
20820, 20830, 20832, 20836, 20841, 20842, 20844, 20845, 20846, 20851,
20853,20854, 20856, 20857, 20858, 20859, 20860, 20861, 20864, 20865, 20867,
20870,20872, 20877, 20880, 20881, 20882, 20883, 20885, 20886, 20888, 20900,
20912, 20913, 20914, 20922, 20924, 20937, 20942, 20943, 20945, 20946, 20947,
20949, 20952, 20954, 20958, 20959, 20960, 20962, 20966, 20970, 20973, 20978,
20982, 20984, 20986, 20987, 91829, 92000, 92004, 92007, 92014, 92015, 92016,
92027, 92032, 92044, 92045, 92046, 92049, 92056, 92063, 92091, 92094, 92095,
92096, 96728, 98574
Amendments/Renewals/Extensions
Extension 2: July 1, 2018 - May 30, 2019
Extension 3: June 1, 2019 – April 30, 2020
Extension 4: June 1, 2020 – April 30, 2021
Extension 5: MAY 1, 2021 - APRIL 30, 2022
Extension 6: May 1, 2022 – April 30, 2023
Extension 7: May 1. 2023 – April 30, 2024
DOAS CONTACT INFORMATION:
Name: Donnie Treadway
Contract Management Specialist
Phone: 404-463-0824
email: donnie.treadway@doas.ga.gov
Procurement Help Desk
Telephone: 404 -657-6000
Email: procurementhelp@doas.ga.gov