2022-12-15 Ordinary Meeting Agenda

ORDINARY MEETING AGENDA                                                            15 DECEMBER 2022


REPORT
Further to the report provided to Council as part of the agenda for the Services and Organisation
Committee Meeting dated 6 November 2022, this report provides Council with additional information
as requested at the meeting to clarify the correct cost of services provided under the contract.
The 6 December 2022 report to Services and Organisation Committee outlined an annual cost for
the Microsoft Enterprise Agreement to be $535,997.26 (ex GST), which equates to and a total
contract cost of $1,607,991.78 (ex GST) over the three-year term of the contract.
Prior to Council Services and Organisation Meeting deliberations on 6 December 2022, Data#3
advised Council on 5 December 2022 that an error was identified in the submitted quotation used in
the report to Council meeting of 6th December. This was confirmed via teleconference with Microsoft
and Data#3 on the 6 December 2022.
During Services and Organisation Meeting deliberations on 6 December 2022, Council were advised
that that the reported amounts were incorrect and report referred to General Committee on 12
December 2022 and then subsequently to Ordinary Meeting on 14 December 2022 with a further
report requested by Council to clarify the quotation.
The following matters were identified in relation to the quotation which have now been clarified:
•       Bundled licenses cost, noting the complexity of the Microsoft license bundling matrix with over
        170 different Microsoft features and software offerings across 20 different customer packages.
•       The number of users and type of Council devices.
•       Implementation program for security upgrades.
•       Number of licenses for specialised software Microsoft Project.
Overall, this clarification resulted in a net increase of $3,390.03 (ex GST) over the original quotation
with a revised annual cost of $539,387.29 (ex-GST).
This revised cost and current licensing requirement is summarised in the following table:


    Requirements                                                                          Quantity
    On Premises Licenses and Software Assurance Licenses
    Microsoft Project (legacy licensing kept to reduce cost of cloud versions)               40
    Visio diagram software (legacy licensing kept to reduce upgrade licensing costs)         18
    Visual Studio Pro MSDN (access to Microsoft technical documentation)                      1
    SQL Server Standard (database licensing for Leisure and Community Care systems)           2
    Windows Server Standard Core (server licensing)                                          32
    Online Service Licenses
    Windows and Office Licensing (normal users)                                             568
    Office Licensing (special users and mailboxes with subset of capabilities)               15
    Defender anti-malware for special users and mailboxes                                    14
    Visio Diagramming software (basic edition)                                                1
    Visio Diagramming software (advanced edition)                                             1
    Azure Premium P2 Addon (security capabilities for special users and mailboxes)           50
    Desktop phone licence (phone handsets)                                                   27
    Basic email licence for special users and mailboxes                                      42
    Intune device management license for ICT admin accounts                                   2
    Microsoft Project management software cloud version(basic)                               19
    Microsoft Project management software cloud version (advanced)                           30
    Microsoft Project management software cloud version (complete)                           10
    Microsoft Teams Room licensing                                                           19
    Total Cost                                                                          $539,387.29



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