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Home My WebLink AboutMINUTES - 04222008 - C.55 SE..L 1Y'•""i- "• O TO: BOARD OF SUPERVISORS `' . '� Cont FROM: Tom Whittin _ Costa glom, Director �'� �--- �;� y :,-;. z Office of Information Technology '`'= DATE: April 22, 2008 County SUBJECT: Oracle Software License Renewal SPECIFIC REQUEST,(S) OR RECOMMENDATION (S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Purchasing Agent to execute a purchase order with Oracle USA, Inc., on behalf of the Department of Information Technology, in the amount of$157,483.82, to purchase software licenses and maintenance services. FINANCIAL IMPACT The cost of$157,483.82 is budgeted for 2007/2008 and is charged out to user Departments on a per license basis. BACKGROUND The Department of Information Technology initiates the purchase and renewal of software licenses and maintenance services from Oracle each' .year on behalf of various County Departments. Each affected department is charged.for their share of the licenses and maintenance service fees, as applicable. In accordance with Administrative Bulletin No 611.0, County Departments are required to.get Board approval for single item purchases over $100,000. . The County Administrator's Office has reviewed this request and recommends approval. CONTINUED ON ATTACHMENT: ❑ YES SIGNATURE: 2.6COMMENDATION OF COUNTY ADMINISTRATOR❑ RECOMMEN ATION OF B ARD COMMITTEE [c]-,<1'PROVE ❑ OTHER SIGNATURE(S): r ACTION OF B DON APPROVED AS ECOMMENDED OTHER ❑ VOTE, OF SUPERVISORS: I HERFBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND _ 1NANIMOUS(ABSENT ENTERED ON THE MINUTES OF THE I30ARD OF AYES: NOES: SUPERVISORS ON THE DATE.SHOWN. ABSENT: ABSTAIN: ATTESTED. k?A4 Contact: Tom Whittington (31204) JOHN CULLEN CLERK OF OF THEE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR cc: Department of Information Technology C B. Riveira,CAO 4.e—� General Services(Purchasing) By ��p uty Auditor-Controller C:'r.Uscn'•,tram'oll`•AppData�l�eal`'•:I'Intl;',notcsO5LS11\-\:I7ti�S�.duc , 4 SUPPLEMENTAL APPROVAL FORM FOR ITEMS OVER $25,000 Department: Information Technology Date: April 3, 2008 Authorized Requestor: Joanne Buenger Telephone: (925) 313-1202 Authorized Requestor Signatu��—+-_-:� 1. Item: Annual renewal of technical support, maintenance services and software Licensing for Oracle. 2. Single Item Integrated System /\ 3. How does this purchase meet the Departments operational needs? Proprietary Software; required by manufacturer to continue use. 4. Estimated cost of equipment: $157, 483.82 5. Funding Source: Budgeted for 2007-08. Charged out to user departments on a Per licenses basis. 6. County Admi strator Approval Signature: Date: /�+/�� T -- -- Zr mn� O � - 2fn '4 CD P. o m Sv Q o c O a v> Z m N o o y C c^J m O P: I v o z c m O v a - OaD2 n fn � I i mmomy ^^ ^^ ^^ 0 � j z ��G ` J C) C, J CD z Q Q in =Z i .00 UJ I '< CD / : �D O n —1 OCA � .;mu C7 z �• m my (DRQ . !Tl LA Q C D M cr t O , w 9 O m z X i° = m m < d m v D D (D �. \1 U)m O O ►v fA C C v W -� M0 oc w m �Cf) m00zm < w w p v :i o < m cQ ti f`Q o m c Fn . ' z !?- D z -1 n m 0 rri m o CQ I ;� m z CD ( O zr-4- O v cc rlz z 0� LT o OOm � � r Dp --1 U) z O j 0- n CO m zz - C C)= OC o >0 m m m o0 mm m c o x mO a]z �o -�. c , �U r Km n c O �I w co DO z J -- — - y 0 0 -0 o W0 p I ! O m m n si C p m r" Ni N z v v m 7 C oc O mm zQ l�_J p Z D D 2 i r I N Z `� .. "r: 7C D Cm 0 0 • v m m n ! 33O I -! s !: m z -- - -- — co D r 1 (` i n Co Q ®ICAC LE° 31-Mar-08 Fern Carroll Contra Costa County 30 Douglas Drive MARTINEZ CA 94553 United States Dear Fern, The technical support services and benefits provided under service contract number P-96-099-00-000--17 will expire, or have expired, on 30-Jun-08. Please find attached an ordering document for the renewal of this service contract. If applicable; the attached ordering document may also include incremental technical support services newly acquired. To ensure that there is no interruption to the technical support services and benefits provided under service contract number P-96-099700-000--17, please order the technical support services on this ordering document by issuing an acceptable form of payment in accordance with the attached Order Processing Details section on or before 1-Jun-08. If further information is required, please contact me at the.e-mail address or telephone number provided below. Regards, Gavin Ostrom Oracle Support Services E-mail: gavin.ostrom@oracle.com Tel.: 916 315 6852 Fax: 916 315 5657 Page 1 of 6 Service Contract Number: P-96-099-00-000--17 RL v091507 ®RAC Ordering Document Service Contract#: P-96-099-00-000--17 Renewal Contact: Gavin Ostrom Offer Expires:. 30-Jun-08 Address: 1001 Sunset Blvd. Rocklin CA 95765 United States Payment Terms: 30 NET from date of Telephone: 916 315 6852 invoice Fax: 916 315 5657 Billing Terms: Quarterly in Arrears E-mail: gavin.ostrom@oracle.com CUSTOMER: Contra Costa County QUOTE TO BILL TO Account Contact: Fern Carroll Account Contact . Accounts Payable Account Name: Contra Costa County Account Name: Contra Costa County Address: 30 Douglas Drive Address: Dept of Information Technology Office of the Administrator 30 Douglas Dr MARTINEZ MARTINEZ CA 94553 CA 94553 United States United States Telephone: 925.313.1228 Telephone: Fax: Fax: E-mail: fcarr@doit.cccounty.us E-mail: @ Oracle may provide certain information and notices about technical support via e-mail. Accordingly, please verify and update the Quote To and Bill To information above to ensure that such communications and notices are received from Oracle. If changes are required, please e-mail or fax the updated information to Gavin Ostrom at gavin.ostrom@oracle.com or 916 315 5657. Please also include service contract number P-96-099-00-000--17 on such reply. Page 2 of 6 Service Contract Number: P-96-099-00-000--17 RL v091507 Service Details Service Level: Software Update License & Support End Date: 30-Jun-09 Product Description CSI# Qty License License Start Date Final Price Metric Level/Type PeopleSoft Enterprise Human 14485539 8000 VALUE 1-Jul-08 78,741.91 Resources-Employee Count Perpetual PeopleSoft Enterprise Payroll North 14485539 8000 VALUE 1-Jul-08 78,741.91 American-Employee Count Perpetual Subtotal: USD 157,483.82 Total Amount: USD 157,483.82 plus applicable tax Notes: 1. If any of the fields listed above are blank, the program licenses were acquired under a separate license model in which such field(s) does not apply. 2. If a change to the Service Details provided above is required, please contact Gavin Ostrom at 916 315 6852 or at gavin.ostrom@oracle.com and an updated ordering document will be provided in accordance with Oracle's technical support policies. Page 3 of 6 Service Contract Number: P-96-099-00-000--17 RL v091507 GENERALTERMS "You"and "your" refers to the Customer provided above. In the event that the Customer and the Quote To Account Name provided above are not the same, Contra Costa County acknowledges,that Customer has authorized Contra Costa County to execute this ordering document on Customer's behalf and to bind Customer to the terms described herein. Contra Costa County agrees the ordered .services shall be used solely by the Customer and shall advise Customer of the terms of this ordering document as well as information and notices about technical support that Oracle provides to Contra Costa County during the term of service. The technical support services acquired under this ordering document are governed by the terms and conditions of the license and services agreement that you executed when you acquired technical support from us or an authorized reseller. However, any use of the programs, which includes by definition the updates and other materials provided or made available by Oracle under technical support, is subject to the rights granted for the programs set forth in the order in which the programs were acquired. Technical support is provided under Oracle's technical support policies in effect at the time the services are provided. The technical support policies are subject to change at Oracle's discretion; however, Oracle will not materially reduce the level of services provided for supported programs during the period for which fees for technical supporthave been paid. You should review the technical support policies prior to entering into this ordering document. The current version of the technical support policies, including Oracle's reinstatement policy, may be accessed at http://www.oracle.com/support/policies.html. Customers who allow technical support to lapse and later wish to reactivate it will be subject to Oracle's reinstatement policy in effect at the time of reinstatement. Applicable reinstatement fees may apply in addition to the annual technical support fees. In the event that Priority Service is acquired under this ordering document, you acknowledge you must maintain a current Software Update License & Support contract for all licenses in a license set for which Priority: Service has been purchased. By accepting this ordering document, you also acknowledge that Software Update License & Support for. program licenses listed under the Priority Service level may be renewed under separate contract(s). Upon renewal, Priority Service fees will be based on the Priority Service pricing policies in effect at the time of renewal and such fees will be adjusted to account for any acquisition of additional licenses in a license set. Contractual caps on annual technical support fees for Software Update License & Support do not apply to Priority Service, unless stated otherwise in your contract. �I Page 4 of 6 Service Contract Number: P-96-099-00-000--17 RL_v091507 Order Processing Details Your order is subject to Oracle's acceptance. An order consists of the following: (i) this ordering document, which incorporates by reference the license and services agreement that you executed when you acquired technical support from us or an authorized reseller, (ii) an acceptable form of payment, and (iii) a tax.exemption certificate (if applicable). Oracle normally accepts orders after receipt of a purchase order, check or credit card issued in accordance with the Purchase Order, Check, Credit Card Confirmation section below. If Oracle accepts your order, the service start date is the effective date of such order and also serves as the commencement date of.the technical support services. Once ordered, technical support for the support period defined above is non-cancelable and the related fees are non-refundable. If the pre-tax value of this renewal is $2000 or less, pre-payment in the form of a check or credit card must be received. Purchase orders are no longer accepted for these transactions. An invoice will only be.issued upon receipt of an acceptable form of payment. Regardless of the form of payment, Oracle's invoice includes applicable sales tax, GST, or VAT (collectively referred to as "tax"). If Contra Costa County is a tax exempt organization, a copy of Contra Costa County's tax exemption certificate must be submitted with Contra Costa County's purchase order, check, credit card or other acceptable form of payment. PURCHASE ORDER, CHECK, CREDIT CARD CONFIRMATION Purchase Order If the technical support services on this ordering document will be purchased by purchase order, the purchase order must include the following information: - Service Contract#: P-96-099-00-000--17 - Term of Service: 1-Jul-08 to 30-Jun-09 Final Total: USD 157,483.82 (excluding applicable tax) - Local Tax, if applicable In issuing a purchase order, Contra Costa County agrees and acknowledges that thetermsof this ordering document are incorporated into Contra Costa County's purchase order and that the terms of this ordering document and the terms of the Customer's agreement with us supersede the purchase order or any other non-Oracle document, and no terms included in any such purchase order or other non-Oracle document shall apply to the technical support services ordered. Please e-mail or fax the purchase order to Oracle per the Remittance Details provided below. Check If the technical support services on this ordering document will be purchased by check, the check must include the following information: Service Contract#: P-96-099-00-000--17 Term of Service: 1-Jul-08 to 30-Jun-09 Final Total: USD 157,483.82 (excluding applicable tax) Local Tax, if applicable In issuing a check, Contra Costa County agrees and acknowledges that the terms of this ordering document and the terms of the Customer's agreement with us shall ,apply to the technical support services ordered. .No terms attached or submitted with the check shall apply. Please mail check payments per the Remittance Details provided below. Page 5 of 6 Service Contract Number: P-96-099-00-000--17 RL_v091507 Credit Card Confirmation If the technical support .services on this ordering document will be purchased by credit card, please complete the section below and return it to Oracle per the Remittance Details provided below. Please note that Oracle is unable to process credit card transactions of USD100,000 or greater. Service Contract#: P-96-099-00-000--17 Term of.Service: 1-Jul-08 to 30-Jun-09 Final Total: USD 157,483.82 (excluding applicable tax) Credit Card Number Expiration Date Billing Address (associated with Credit Card) City, State, and Zip (associated with Credit Card) Authorized Signature Name The credit card must be valid for the entire Term of Service above. In issuing this credit card confirmation, Contra Costa County agrees and acknowledges that the terms of this ordering document and the terms of the Customer's agreement with us shall apply to the technical support services ordered. No terms attached or submitted with the credit card confirmation shall apply. REMITTANCE DETAILS Purchase orders or credit card details for the technical support services ordered hereto should be sent to: Attn: Gavin Ostrom Oracle Support Services Fax: 916 315 5657 E-mail: gavin.ostrom@oracle.com Checks for the technical support services ordered hereto should be sent to: AK,AZ, CA, HI, ID, NV, OR, UT, WA: Oracle USA, Inc. PO Box 44471 i San Francisco, CA 94144-4471 All other States: Oracle USA, Inc. PO Box 71028. Chicago, IL 60694-1028 Page 6 of 6 Service Contract Number: P-96-099-00-000--17 RL v091507 CRITERIA FOR SOLE SOURCE / BRAND PROCUREMENT "SOLE SOURCE JUSTIFICATION FORM" Please address by specific reference each question listed below ( I -5) in your justification. Failure to respond to any of the questions may result in the rejection of your request. (When answering questions use separate sheens of..paper as needed) 1. Why was the particular product an /or vendor selected? uLred 1 ova unsi 2. What are the unique performance factors of the selected product/ service? Provide detailed specifications and descriptions. 3. Why are these specific factors required? 4. What other products / services have been examined and rejected? k 1 o 5. Why are other sources providing like goods or services unacceptable? Full explanation needed. r i ut re' proal, bt, ty CCC Sole Source Procedure page 1 of 2 a I HEREBY CERTIFY THAT.- 1 HAT:1) 1 am an approved County department representative. I understand the County's requirements for competitive bidding, as well as the criteria for justification for sole source. 2) 1 have gathered the required technical information and have made a good faith effort to review comparable and / or equal equipment/ product / services. Copies are attached. I certify to the best of my knowledge the validity of the information contained herein. Department! Division /Office name -!�_h (b j .- Department representative name ��} I (print ) Department represe tative signature.. ! 2 / ( gn na e Date: GSD PURCHASING DIVISION USE ONLY.- BUYER: PURCHASING AGENT/DESIGNEE APPROVED: NOT APPROVED: DATE: COMMENTS: CCC Sole Source Procedure Form page 2 of 2 ( REVISED: SEPTEMBER 2006 )