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HB 3178: Master Contracts Review. June 24, 2010. Overview. ESHB 3178 tasking Master Contracts coordination process The Cisco proposal The Microsoft proposal Other Contracts/Next Steps. ESHB 3178, Section 11.

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HB 3178: Master Contracts Review

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HB 3178: Master Contracts Review

June 24, 2010

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  • ESHB 3178 tasking

  • Master Contracts coordination process

  • The Cisco proposal

  • The Microsoft proposal

  • Other Contracts/Next Steps

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ESHB 3178, Section 11

“The Office of Financial Management shall work with the appropriate state agencies, including the Department of Information Services, to generate savings that arise pursuant to this act from the improved acquisition and delivery of information technology products and services.”

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Coordination Process

  • OFM & DIS are coordinating on master contracts

  • Recommended process entails CIO participation

    • Small groups of CIOs volunteer for initial reviews

    • After initial review, option presented to CAB

    • If CAB concurs, recommendation goes to OFM

    • If OFM concurs, option is implemented

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Coordinate with CIO Group



Master Contracts Coordination

Solicit Vendor Proposals

2 Months

1 Week

1 Week

Coordinate with CIO Group

2 Weeks

2 Weeks

1 Week

We Are Here

Coordinate with CAB

1 Week

Coordinate with OFM

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The Cisco Proposal

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Cisco Proposal

  • Establish a statewide SMARTnet contract for 26 agencies

    • Maintenance contract for specific Cisco Equipment

    • Provides statewide savings of $9.1M across 5 years

  • Annual payment plan provided and administered by Cisco capital

    • FY10-11 statewide payments decrease by $2.59M

      • Could by $5.4M with deferral

    • FY12-13 statewide payments decrease by $3.92M

    • FY 14 statewide payments decrease by $2.56M

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Cisco Proposal

Terms and Conditions

  • Agencies would need to lock in for 5 years

  • Agencies can retain existing resellers; quarterly true up/true down

  • New equipment implemented w/ 1 year term and annual true-up

    • Would convert to coterminous at end of year

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Applicable Agencies

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The cisco Proposal Open Discussion

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The MICrosoft proposal

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Enterprise CAL Suite

Core CAL Suite

Core CAL Suite

Windows Server CAL

Windows Rights Management Services CAL

Exchange Server Standard CAL

Exchange Server Enterprise CAL

Office SharePoint Server Standard CAL

Office SharePoint Server Enterprise CAL

System Center Configuration Manager CML

Office Communications Server Standard CAL

Office Communications Server Enterprise CAL

System Center Operations Manager Client OML

Forefront Security Suite

What products are included in the CAL Suites?

  • Secure Communication, Collaboration, and Compliance

    • Information rights management

    • Unified Messaging & compliance

    • Web based forms solutions

    • Spreadsheet publishing

    • Business data connector web parts

    • Presence and synchronous communications (IM)

    • On premise multi-party audio, video and web conferencing

    • Client monitoring and updates

    • Client, server and edge security

  • Foundation for IT Infrastructure

  • Platform, group policy, identity, security

  • Email, calendaring, contacts

  • Content management

  • Enterprise portal and search

  • Team collaboration sites

  • Systems management

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MS Software Suites

  • 29 agencies buy Core Platform

    • Office Pro Suite, Window OS

    • Core CAL Suite

  • 9 agencies also buy Enterprise CAL:

    • Includes Core Platform

    • Exchange Server Enterprise

    • SharePoint Server Enterprise

    • Office Communications Server

    • Additional bundled products

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The Challenge

  • Current MS contract requires multiple agreements

  • No single point of management

    • Single agreement reduces administration

  • License deployment restrictions

    • Unused licenses cannot be transferred between agencies

  •  Unable to support some Shared Services Initiatives

    • E-mail service using Exchange 2010

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The Microsoft Proposal

  • OPTION 1: Status Quo

    • Statewide price increase of $2M across 6 years (effective April 2010)

  • OPTION 2: Upgrade (establish Enterprise Platform as standard)

    • Statewide spendincrease of $5M across 6 years

    • Upgrade terms

      • MS would finance 6 years and defer payments for 3 years

      • FY11-13 statewide payments decrease by $6M (across 3 years)

      • FY 14-16 statewide payments increase by $11M (across 3 years)

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  • Retroactive price lock to April 2010 across 6 years

    (Valued at $2M)

  • 30,000 seat hosted services for 3 years

    • Exchange, SharePoint, Office Communicator, Live Meeting

      (Valued at $3.6M)

  • 30,000 seats virtual desktop for 6 years

    (Valued at $1.4M)

  • Deferred payment plan

    (valued at $1.6M)

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We need your feedback

29 agencies currently own MS Core Platform

  • Should we upgrade all agencies to MS Enterprise Platform? (includes enterprise versions of Exchange, SharePoint, & Office Communications Server)

  • If we agree to upgrade, can agencies budget for the upgrade costs that would be incurred in FY 14-16?

    There is a potential to offset increase by avoiding purchase of duplicate technologies (e.g. anti-virus, spam filtering, etc)

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The Microsoft Proposal Open Discussion

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Ongoing Contract Reviews

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Next Steps for Contract Reviews

  • Form small groups of CIOs to review contracts

  • Brief all proposals to CAB

  • If CAB concurs, brief proposals to OFM

  • If OFM concurs, implement proposal & savings

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