2022-12-15 Ordinary Meeting Agenda

ORDINARY MEETING AGENDA                                                        15 DECEMBER 2022


9.   ORDINARY MEETING REPORTS


4    FURTHER REPORT - CONTRACT AWARD CN00271 MICROSOFT ENTERPRISE
     AGREEMENT SOFTWARE LICENSING

Author            ICT Manager, Justin Thomas
                  Corporate Services Department

Index             ECM/Subject/30.04 Licenses

Attachments       Nil


EXECUTIVE SUMMARY
Further to the report provided to Council as part of the agenda for the Services and Organisation
Committee Meeting dated 6 December 2022, and subsequently referred to General Committee
Meeting dated 12 December 2022, this report provides Council with additional information as
requested at the meetings.
The original report tabled on 6 December 2022 outlined the proposed procurement approval of a
three-year contract for Microsoft licensing from Data#3 Pty Ltd (Data#3). The further report was
requested by Council to clarify the total cost of the quotation given identified errors in the amounts
presented in the original report. Data#3 have submitted a new quotation.
The revised quotation is $539,387.29 (ex GST) per annum, which is $3,390.03 (ex GST) higher than
the amount stated in the original report of $535,997.26 (ex GST).
In addition, clarification is provided that the amount is not a fixed fee but variable based on the
number of user licenses and software features obtained. Quoted amounts are provided based on
current demand (number of users and software features used).
RECOMMENDATION
That Council note the report by the ICT Manager to the Services & Organisation Committee Meeting
dated 6 December 2022, and the further report to the Ordinary Meeting dated 15 December 2022
and:
A.   Award contract CN00271 for Microsoft Enterprise Agreement Software Licensing to Data#3
     Pty Ltd for a three-year term in accordance with Section 234 – Exception for LGA arrangement
     of the Local Government Regulation 2012;
B.   Note the corrected annualised cost of the contract is $539,387.29 (ex-GST) as clarified in this
     further report, which supersedes the original proposed cost tabled in the 6 December report to
     Services and Organisation Committee Meeting of $535,997.26 (ex GST);
C.   Note that this cost is calculated based on current demand and schedule of rates, with a typical
     cost is $866 (ex GST) per user or device per year inclusive of Microsoft Windows, Office 365
     cloud productivity suite including online file storage and file sharing, Microsoft Teams
     telephony, and bundled information protection, personal computer anti-virus, mobile device
     management and security capabilities including multi-factor authentication; and
D.   Authorise the CEO to negotiate the final annual fees and schedule of rates with Data#3 for
     Microsoft licenses obtained for the duration of the contract between 12/12/2022 and
     31/12/2026 (inclusive) updated to reflect new staff (users) or additional Microsoft software
     utilised.




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