HomeMy WebLinkAboutMINUTES - 04082008 - C.61 �,, ___`L..oF
TO: BOARD OF SUPERVISORS .:•=� �:� �_,; Contra
FROM: Tom Whittington, Director Costa
�: ,r•
Office of Information Technology
DATE: April 8, 2008 ,.,.County
SUBJECT: Oracle Software License Renewal
SPECIFIC REQUEST (S) OR RECOMMENDATION (S) & BACKGROUND AND JUSTIFICATION
RECOMIVIEN DATION
APPROVE and AUTHORIZE the Purchasing Agent to execute a purchase order, on behalf of the Department of
Information Technology, in the amount of$216,244, to purchase Oracle Software licenses and maintenance
services.
FINANCIAL IMPACT
The cost of$216,544 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
maintenances 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:
E RECONIMENDATION OF COUNTY ADMINISTRATOR❑ RECOMMEN ATION OF ARD COMMITTEE
FEJ APPROVE ❑ OTHER
SIGNATURE (S):
ACTION OF BOARD ON
APPROVED AS RECOMMENDED ' OTHER ❑
VO E OF SUPERVISORS: I HEREBY CERTIFY THAT THIS 1S A TRUE AND
CORRECT COPY OF AN ACTION TAKEN AND
UNANIMOUS(ABSENT ll L�� ENTERED ON THE MINUTES OF THE BOARD OF
AYES: NOES: SUPERVISORS ON THE DATE SHOWN.
ABSENT: ABSTAIN: ATTESTED
Contact: Tom Whittington(31204) JOHN VULLEN CLERK OF THE BOARD OF
SUP RVISORS AND COUNTY ADMINISTRATOR
cc: Department of Information Technology
B. Riveira,CAO B 0 (�
General Services(Purchasing) y Deputy
Auditor-Controller
1
G:`Accountine.Ponng:Purcliasing Oracle Renewal req 44980 BO.doc
SUPPLEMENTAL APPROVAL FORM FOR ITEMS OVER $25,000
Department: Information Technology Date: March 27, 2008
Authorized Requestor: Joanne Buenger Telephone: (925) 313-1202
Authorized Requestor Signature`....
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:. $216,544.00.
5. Funding Source: Budgeted for 2007-08. Charged out to user departments on a
Per licenses basis.
6. County Administrator Approval
Signature: Date: _312--710V
EAGLE BUSINESS FORMS.INC (925) 831-1059
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CRITERIA FOR
SOLE SOURCE / BRAND PROCUREMENT
"SOLE SOURCE JUSTIFICATION FORM"
Please address by specific reference each question listed below ( l —5 ) in your justification.
Failure to respond to any of the questions may result in the rejection of your request.
Wlhen answering questions use separate sheets of paper as needed)
1. Why was the particular product and / or vendor selected?
C� anuaL zoa. nl LLq U- tA
rY1�,rt.-c��a���r
2. What are the unique performance factors of the selected product / service?
Provide detailed specifications and descriptions.
n-1�
3. Why are these specific factors required?
4. Wha other products / services have been examined and rejected?
5. Why are other sources providing like goods or services unacceptable?
Full explanation needed.
P
rc� dar i�CU pro vx� c gm0i
Y tnu-Cac rer M
CCC Sole Source Procedure page 1 of 2
I HEREBY CERTIFY THAT:
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 �p
Department representative name l 1.
(print me)
Department representative signature
(sign na e
1
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 )
CDRACLE®
7-Jan-08
Arlene Serrano
CONTRA COSTA COUNTY
30 DOUGLAS DRIVE
MARTINEZ
CA 94553
United States
Dear Arlene,
The technical support services and benefits provided under service contract numb 4302216 I expire,
or have expired, on 30-May-08. Please find attached an ordering document for the r is 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 4302216, 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-May-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: 4302216
RL_v091507
C)RACLE®
Ordering Document
Service Contract#: 4302216 Renewal Contact: Gavin Ostrom
Offer Expires: 30-May-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: Arlene Serrano Account Contact
Account Name: CONTRA COSTA Account Name: CONTRA COSTA COUNTY
COUNTY
Address: 30 DOUGLAS DRIVE Address: 30 DOUGLAS DRIVE
MARTINEZ MARTINEZ
CA 94553 CA 94553
United States United States
Telephone: 925.313.1323 Telephone:
Fax: Fax:
E-mail: aserr@doit.co.contra-cost E-mail:
a.ca.us
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 4302216 on such reply.
Page 2 of 6 Service Contract Number: 4302216
RL v091507
Service Details
Service Level: Software Update License&Support End Date: 30-May-09
Product Description CSI# Qty License License Start Date Final Price
Metric Level/Type
SERVER EE 8.0 2454007 2 PROCESSO WEB 31-May-08 13,596.00
R
Subtotal: USD 13,596.00
Total Amount: USD 13,596.00
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: 4302216
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 support have 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.bracle.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.
Page 4 of 6 Service Contract Number: 4302216
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#: 4302216
- Term of Service: 31-May-08 to 30-May-09
- Final Total: USD 13,596.00 (excluding applicable tax)
- Local Tax, if applicable
In issuing a purchase order, CONTRA COSTA COUNTY agrees and acknowledges that the terms of 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#: 4302216
Term of Service: 31-May-08 to 30-May-09
- Final Total: USD 13,596.00 (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: 4302216
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#: 4302216
Term of Service: 31-May-08 to 30-May-09
Final Total: USD 13,596.00 (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:
o: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
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: 4302216
RL_v091507
C RACLE®
9-Jan-08
Evelyn Launius
CONTRA COSTA COUNTY
30 Douglas Drive
Data Processing
Martinez
CA 94553
United States
Dear Evelyn,
The technical support services and benefits provided under service contract number 2339990 will expire,
or have expired, on 30-May-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 2339990, 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-May-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
20 otvo c-1
Page 1 of 6 Service Contract Number: 2339990
RL_v091507 A S ATE u C E7,3
®ICAC LE®
Ordering Document
Service Contract#: 2339990 Renewal Contact: Gavin Ostrom
Offer Expires: 30-May-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: Evelyn Launius Account Contact . Accounts Payable
Account Name: CONTRA COSTA Account Name: CONTRA COSTA COUNTY
COUNTY
Address: 30 Douglas Drive Address: 30 DOUGLAS DRIVE
Data Processing
Martinez MARTINEZ
CA 94553 CA 94553
United States United States
Telephone: 925.313.1248 Telephone:
Fax: 925.313.0001 Fax:
E-mail: elaun@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 2339990 on such reply.
Page 2 of 6 Service Contract Number: 2339990
RL_v091507
Service Details
Service Level: Software Update License & Support End Date: 30-May-09
Product Description CSI# Qty License License Start Date Final Price
Metric Level/Type
Oracle Database Enterprise Edition- 15492639 3 FULL USE 31-May-08 10,537.99
Processor Perpetual
Oracle Database Enterprise Edition- 15492639 35 FULL USE 31-May-08 176,229.86
Processor Perpetual
Tuning Pack-Processor Perpetual 15492639 17 FULL USE 31-May-08 6,435.05
Internet Developer Suite-Named 15492639 3 FULL USE 31-May-08 3,310.05
User Plus Perpetual
Diagnostics Pack-Processor 15492639 17 FULL USE 31-May-08 6,435.05
Perpetual
Subtotal: USD 202,948.00
Total Amount: USD 202,948.00
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: 2339990
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 support have 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/supporUpolicies.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.
Page 4 of 6 Service Contract Number: 2339990
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#: 2339990
- Term of Service: 31-May-08 to 30-May-09
- Final Total: USD 202,948.00 (excluding applicable tax)
- Local Tax, if applicable
In issuing a purchase order, CONTRA COSTA COUNTY agrees and acknowledges that the terms of 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#: 2339990
- Term of Service: 31-May-08 to 30-May-09
- Final Total: USD 202,948.00 (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: 2339990
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#: 2339990
Term of Service: 31-May-08 to 30-May-09
Final Total: USD 202,948.00 (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
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: 2339990
RL_v091507