Agenda Item
a. Microsoft A5 License Purchase Annual Subscription from Dell EMC (Not to exceed $1,499,360.44)
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 $1,499,360.44.
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: $ 1,499,360.44
General Funds
100.1000.561200.00011.7600.9990.0308.070.0000
Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: October 2024
Status: Approved by Legal Affairs
Chronology of Microsoft License Purchases
Microsoft 365 A5 is a comprehensive subscription plan designed specifically for educational
institutions. It includes advanced features in productivity, security, compliance, and analytics,
making it ideal for schools looking to enhance their digital infrastructure.
Benefits for Schools:
• Enhanced Security: Protects student and staff data with advanced security features.
• Improved Collaboration: Facilitates communication and collaboration among students
and staff.
• Data-Driven Decisions: Provides insights to help educators make informed decisions.
• Cost-Effective: Offers a comprehensive solution that can reduce the need for multiple
separate tools.
This plan is ideal for schools that need robust security, compliance, analytics capabilities, and
the standard productivity tools.
Year BOE Approval Amount Spent
2021 – 2022
2022 - 2023 $1,425,446.64 $1,425,446.64
2023 - 2024 $1,547,903.72 $1,547,903.72
2024 - 2025 $1,499,360.44
The past three-year average spend with each vendor is as follows:
Vendor Spend Amount
Dell EMC2023 $1,425,446.64
Dell EMC 2024 $1,547,903.72
Dell EMC 2025 $1,499,360.44
Purchasing Microsoft 365 Education A5 licenses can be highly beneficial for a large school
district for several reasons:
1. Enhanced Security and Compliance: A5 licenses include advanced security features that
help protect against cyber threats, ensuring the safety of student and staff data. This
includes tools for threat protection, identity management, and information protection 1.
2. Cost Savings: By consolidating multiple security and productivity tools into a single
platform, school districts can reduce overall licensing costs. For example, moving to A5
can cut security license costs by up to 25%1.
3. Improved Learning and Teaching Tools: A5 licenses provide access to a wide range of
educational tools, such as Learning Accelerators, Education Insights, and Unified
Communications. These tools enhance the teaching and learning experience, making it
easier for educators to manage classrooms and for students to engage with their
studies1.
4. Comprehensive Management Solutions: The A5 plan includes Intune for Education,
which simplifies device management and ensures that all devices are secure and up-to-
date. This is particularly useful for large districts with many devices to manage2.
5. Advanced Analytics and Reporting: With A5, schools gain access to advanced analytics
and reporting tools that help track student progress and identify areas for
improvement. This data-driven approach can lead to better educational outcomes2.
Overall, the A5 licenses offer a robust, cost-effective solution that addresses the diverse needs
of a large school district, from security and compliance to teaching and learning enhancements.