Supply of Microsoft product licences and licensing solutions CUAMS2019

Head agreement

Microsoft: 1 June 2011 - 30 June 2020

Panel A – Microsoft Licensing Solutions Provider for the Supply of Microsoft Licences to WA Government

A1 - Whole of Government Sector

Data#3 Limited: 12 June 2019 - 30 June 2022

A2 - Education Sector

Data#3 Limited: 1 June 2019 - 30 June 2022

Panel B – Microsoft Licensing Arrangement under CUA150190 and CUA150910D

Whole of Government Sector

Software License period enrolment: 1 June 2017 - 31 May 2020

Education Sector

Software License period enrolment: 1 June 2018 - 31 May 2021

Each agency has a responsibility to ensure that it achieves the best value for money and chooses the most appropriate option.

Program 1: Whole-of-government Enterprise Agreement Program (whole-of-government EA)

This program is mandatory under the CUA and only available through the CUA Licensing Solutions Provider (LSP), Data#3.

Data#3 manages all the business transactions for all license purchases.

The package includes Secure and Productive Enterprise E3, which consists of:

Office 365

• Authoring - Word, Excel, PowerPoint, OneNote
• Sites and content management - OneDrive, SharePoint
• Mail, social, meetings, voice - Outlook, Exchange, Yammer, Skype for Business
• Security and compliance - Encryption, data loss protection, rights management

User mobility and security

• Applications and device management - Azure Active Directory Premium P1, Azure Information Protection Premium P1, Microsoft Intune

Windows (per user)

• Security and compliance - Enterprise Data Protection, Windows Hello, Credential Guard, AppLocker, Device Guard
• Applications and device management - Windows Store for Business, Windows Desktop Optimisation Package, Virtual Desktop Access (VDA)

The whole-of-government EA and EAS is a premier option for Public Authorities that wish to standardise on the Microsoft enterprise desktop. There is no minimum desktop requirement. Normal EA and EAS benefits apply.

Some of the other benefits of the whole-of-government EA and EAS are:

• Discounted pricing at the Microsoft level, also allowing agencies under the minimum requirement of 250 users to join and receive benefits of a larger agency
• Individual enrolments for agencies
• Ability for annual adjustments
• Standardisation around a government-wide platform
• Software assurance benefits
• The large account reseller will top up training vouchers to each organisation by 20%
• Accommodate Machinery of Government changes

Program 2: Microsoft Enterprise License Program

This program is mandatory under the CUA and only available through Data#3.

This program consists of two enterprise licensing options:

• Microsoft perpetual EA – suitable for agencies that wish to standardise on a choice of the Microsoft enterprise products across their desktops
• Microsoft subscription EAS – suitable for agencies that prefer to subscribe to, rather than purchase, Microsoft software licenses, as they would do under an Enterprise Agreement.

EA and EAS are for organisations with a minimum of 250 desktop PCs that want to license 100 percent of their qualified desktop PCs for a three-year period.

An EA and EAS can provide a framework for making software license acquisitions and management easier. This cost-effective way to acquire the latest Microsoft technology helps businesses standardise IT across the enterprise, simplifies licence management and provides maintenance benefits to help ensure a company is more productive.

The benefits of this program include:

• Minimise cost: With steep volume discounts for enterprise products, an EA provides rights
  to the latest Microsoft enterprise software products and includes Software Assurance
• Maximise value: Streamlined management with a predictable annual price per user for
  enterprise products based on the initial number of users enrolled
• Flexible growth: Additional products are available, such as Microsoft Office Visio, Microsoft
  Office Project, Windows Server and Exchange Server

Program 3: Microsoft Open Value for Government Program (OVG)

This program is mandatory under the CUA and only available through Data#3.

Open Value for Government (OVG) is an attractive licensing option for small to medium-sized government departments requiring five or more licences. It is also ideal for government departments of any size desiring easy one-off transactions and the flexibility of acquiring licences in small quantities.

The benefits of this program include:

• Simplified licence management online
• Upgrade licences at any time
• Control of software investment
• Rights to new versions
• Deployment options
• Software Assurance benefits
• Better management of software costs
• Spread payments over three years

Program 4: Microsoft Open Government License Program (MOLP)

This program is non-mandatory under this CUA. It is available from any reseller of Microsoft software.

Using this CUA, agencies can attract a better value for money choice.

The Microsoft Open Government Licence program offers federal, state, local and other government agencies substantial discounts over commercial customers. An initial minimum purchase of five Microsoft Open Licence Program licences of any type is required to establish a registration. The registration and authorisation number remains active for two years. After establishment, there are no minimum purchases required within the two year period.

The benefits of this program include:

• An initial minimum purchase of five Microsoft Open License Program (MOLP) licenses of
  any type required to establish an Open Government MOLP agreement
• No reorder minimum
• Purchase with or without two-years of Software Assurance. To maximise the benefit period,
  Open License customers can order Software Assurance as a new order (not as an
  additional purchase under existing authorisation number)
• No signed agreement
• Pricing discount level applies for two years

A Campus and School Agreement (CASA) has been established between the Contract Authority and Microsoft Australia. The CASA, including any amendments agreed between the Contract Authority and Microsoft Australia, will apply where applicable to the operation of this contract.

CASA programs are mandatory under the CUA and only available through Data#3.

Each agency has a responsibility to ensure that it achieves the best value for money and chooses the most appropriate option.

The package includes:

Program 1: Microsoft Enrolment for Education Solutions (EES) – Department of Education

The Microsoft Volume Licensing Enrolment for Education Solutions – Department of Education offering provides qualified academic customers a simplified way to acquire Microsoft software and services under a single, subscription agreement. This program may include additional affiliates that satisfy Microsoft criteria for Academic Pricing Qualification.

Program 2: Microsoft Enrolment for Education Solutions (EES) – Department of Training and Workforce Development (including State Training Providers)

The Microsoft Volume Licensing Enrolment for Education Solutions offering – Training and Workforce Development (including State Training Providers) provides qualified academic customers a simplified way to acquire Microsoft software and services under a single subscription agreement. This program may include additional affiliates that satisfy Microsoft criteria for academic pricing qualification.

Program 3: Select Plus for Academic

Select Plus for Academic offers a non-expiring agreement, the flexibility to acquire licenses as needed, a single customer ID to streamline account management across multiple affiliates and the ability to add value with a full 36 months of Software Assurance.

Program 4: Open License for Academic

Open License for Academic offers one license agreement and a pay-as-you-go approach to volume licensing for academic institutions of all sizes.

Microsoft Premier Service is included under the CUA.

Microsoft Premier Service is an end to end support solution that allows Microsoft clients to maximize the benefit and value of their software by reducing risk, improving system reliability and improving staff productivity through focusing on people, process and technology.

There are three main components:

• Proactive Services
• Service Delivery Management
• Problem Resolution Services

There are five levels of service available and a number of add-on components to meet support needs:

• Premier Core
• Premier Foundation
• Premier Standard
• Premier Standard Plus
• Premier Ultimate

The levels vary in services delivered and price, but they all contain the three essential value drivers of Proactive Services, Service Delivery Management and Problem Resolution Services.

In addition, there is a whole-of-government Premier Services offering, consolidating agencies under the one umbrella to provide unlimited problem resolution services and access to architecture support.

Eligibility

Whole-of-government sector

The Public Authority must meet all three of the following eligibility criteria:

1. Revenues/profits must go solely to the state, not private shareholders
2. Exempt from corporate tax
3. Less than 50% of funding is derived from commercial activities (i.e. over 50% state funded)

Education sector

The Public Authority must meet the Academic Qualified Educational User definition requirements.

Go to the Microsoft Licensing Terms and Documentation page for more information.

Buying mechanisms

The discount off the Microsoft Estimated Retail Price for this CUA is fixed so buyers can pick and buy the specified products from Data#3 without calling quotes or tenders.

Specialised products

There are a number of specialised Microsoft products available through this CUA such as Microsoft Azure and Microsoft Dynamics 365 (replacing CRM and ERP) for which there are viable alternate products available in the market.

Where there are viable alternate products available in the market, you must consider that a competitive purchasing process may be necessary to demonstrate that the Microsoft product is the best value for money solution. This exercise may also consider agencies’ ICT Strategic or Business Plan that supports their ICT investment in the Microsoft product.

You should refer to the State Supply Commission Open and Effective Competition Policy for guidance and can seek further clarification from the contract manager.

Other policy requirements

You should be aware of the following requirements under State Supply Commission policies and Treasurer’s Instruction 820, and whether or not they are applicable to purchases from this CUA.

Exemption from using this CUA

Finance is responsible for processing and approving all requests from public authorities seeking exemption from using a mandatory CUA. Requests for an exemption are considered on a case-by-case basis, and a requesting agency must be able to demonstrate that a business need cannot be adequately met by the relevant CUA.

Exemption requests should be directed to either the Director Common Use Arrangements or contract manager in the first instance. Requests for exemption may be received by posted letter or email, but must be in writing and provide sufficient explanation and background to enable the request to be considered. The requesting officer should be the Accountable Authority or delegate of the agency.

For guidelines on what to include in an exemption request, please refer to the Exemptions section of the Buying goods and services Multi Step Guide.

How does this CUA impact on people and planet?

As part of the tender process, the contractor on this arrangement has provided details of, and has been evaluated on, its corporate social and environmental responsibility, and the initiatives it has in place to support this.

Data#3 and Microsoft operates an Environmental Sustainability Policy, integrating a philosophy of sustainable development into its business activities and promoting responsible environmental practices throughout its operations.

The matrix below lists all contractors on the CUA and the goods/services they have been contracted to provide.

• The current Whole-of-government EA (2017-2020) allows for annual adjustment for agencies, no longer requiring inter-agency license transfers
• Use this CUA for assistance with the optimisation of your licences, with annual reviews to determine the most appropriate licences
• Use this CUA for guidance on product usage rights, structure solutions and more
• Use this CUA to ensure your agency stays compliant with software licence requirements
• Use this CUA for access to software assurance benefits and optimised use of these benefits
• A Public Authority that has never previously had an Enterprise Agreement may join the Whole-of-Government EA program as a true-up at any time

Pricing

This CUA operates on a fixed discount off the Microsoft Estimated Retail Price.

Contact Data#3 for the price schedule.

Payment by Purchasing Card

The government Purchasing Card offers a quick and convenient method of payment allowing many goods and services to be efficiently purchased.

Always remember to inform the supplier that you will be paying by government Purchasing Card, at the time of ordering the product or service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder.

Buying direct

Prices for this Common Use Arrangement (CUA) are pre-negotiated, so you can pick and buy the specified products from Data#3 without calling quotes or tenders.

Contact Data#3 for the price schedule and to place your order.

• Check your invoices to ensure they are correct
• Use this CUA to optimise your licences with annual reviews to determine the most appropriate use of licences such as fitness-for-purpose or whether to move to cloud online services
• Flexible licensing options including ability to ‘true down’ via annual adjustments
• Keep up to date with Microsoft incentives, new licences or technology and changes to existing licences to government agencies
• Use this CUA to remain compliant with the Office of Digital Government’s strategies and policies