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INDIAN RIVER COUNTY, FLORIDA MEMORANDUM TO: Jason E. Brown, County Administrator THROUGH: Michael Smykowski, Budget Director FROM: Basil D. Dancy, Computer Services Manager SUBJECT: Microsoft Enterprise Agreement License Additions DATE: November 23, 2016 DESCRIPTION AND CONDITIONS In November of 2005, the Board of County Commissioners approved a Microsoft Enterprise Agreement which covered the necessary licensing for the operating systems and office application software used throughout the county. The Enterprise Agreement also had the necessary licensing to cover the server OS and database systems used in applications for multiple departments. In 2005 we purchased licensing to cover existing usage according to the licensing standard at that time. The licensing structure in 2005 was based on a "per server" and "per computer" format. The agreement has been renewed and extended as necessary to keep us current. Over the last couple of years Microsoft has changed the licensing format for several of the software packages we use. licensing is now based on a "per core" and "per user" format. We completed, with Microsoft's assistance, a license review to make sure that we are using the licensing in an optimal fashion. Upon completion of the review it was discovered, due primarily to the licensing standard changes, that additional licenses would need to be purchased to bring us into compliance with current license and technology standards. We have received a quote from the state contract provider for the needed additional licenses. The SQL Core Fees are related to the purchase of newer, faster, servers in order to ensure the county wide applications (CDPIus used by Community Development, ArcGIS used by multiple departments, MUnis used county wide, EMSPro used by Emergency Services, etc.) operate at peak efficiency with minimal lag and down time. The Office Application Fees relate to the change from "per computer" to "per user" which has a major impact on the Fire Rescue Division. Historically we were based on a 2 computer per station usage to cover the over 200 Fire Rescue personnel. Under the new licensing format we need to purchase enough licenses to essentially have a license for each individual staff member. FUNDING This is a one time "true up" expenditure and as such will be allocated to the specific funds which are the primary end user of the licensed technology and/or software packages. The funding sources will be spread across multiple departments due to the distributed nature of P126