Microsoft Software Licensing under Academic Volume License Agreement

DRAFT Statement of Work (SOW) Software Licensing under Academic Volume License Agreement (March 16, 2017) 1. Background-National Library of Medicine and the Maryland Educational Enterprise Consortium The National Library of Medicine (NLM), as a public library, is qualified by Microsoft as eligible to purchase their products under academic licensing terms and cost schedules. These academic cost schedules have substantially favored larger volume purchases by including a tier system based on the size of the organization and its expected purchase volume. In 2001 the NLM joined the Maryland Educational Enterprise Consortium (MEEC), who on behalf of its entire membership and their combined volume (including university systems, colleges, school systems, and libraries located in Maryland), has negotiated academic volume licensing agreements with volume levels qualifying for very low academic pricing tiers. These MEEC/Microsoft agreements have offered use of a core bundle of software supporting NLM-wide desktop operating system and application needs, as well as convenient access to Microsoft Server and BackOffice titles under academic volume terms for the MEEC membership. Since 2001, the NLM has acquired Microsoft academic software use rights through the agreements negotiated by MEEC on behalf of the MEEC membership. These agreements have offered managed access to software licenses, license keys, and installable media for the Microsoft titles needed by the NLM. 2. Objectives The National Library of Medicine intends to acquire academic license subscriptions offered to members of the Maryland Educational Enterprise Consortium under their current three-year agreement with Microsoft, which began on August 1, 2015 and is scheduled to end July 31, 2018. Such license subscriptions under the associated Enrollment for Education Solutions (EES) plan offer access to the most current versions of these products, as well as prior versions still supported by Microsoft. NLM evaluates selects which versions of these products to use, the timing for product adoption, and volume levels that best meet the NLM's business interests. NLM intends for these widely-used titles to be offered under NLM "site-wide" terms that substantially reduce the administrative costs of software asset management and license tracking obligations. However, for some smaller requirements, it is not cost-efficient to acquire software for NLM-wide distribution. Consequently, the NLM also intends to acquire some software titles for smaller communities of users. Also, NLM elects to purchase some titles in smaller quantities and on an as-needed basis under Microsoft academic price schedules, using a separate pricing schedule known as a "Microsoft Select Agreement". Where software is acquired on a subscription/lease basis, the NLM anticipates, as an exit contingency, to convert software titles in use to the conventional perpetual license/annual software maintenance model on exit from the program. 3. Scope The National Library of Medicine has approximately 1,500 Full Time Equivalent (FTE), staff who leverage over 3,400 systems, that will be covered by software acquired under this agreement. The NLM Microsoft software needs are identified as follows for NLM-wide use on all desktop/laptop systems. For each of the listed titles, access to current and previous Microsoft-supported versions is needed for NLM to make business-appropriate update/upgrade migrations: - Windows Desktop Operating System (OS) Upgrades (32/64-bit) - Microsoft Office Pro Plus - Microsoft Office O365 (minimally version E1, but will evaluate E3, E4, E5 and similar options) - Enterprise and Pro Client Access Licenses (CALs) - Lync/Skype for Business - Visual Studio Pro - MS Visio Pro - MS Project Pro - Remote Desktop Services client (CAL) - Intune Further, NLM uses Microsoft Server, MS SQL Server, and MS System Center on a number of systems. NLM needs version upgrades as released for these titles, as well as additional quantities of each to be ordered as needed. The MEEC agreement with Microsoft offers a site-wide licensing model for Windows Server and other selected Microsoft server products, along with a similar plan covering SQL Server. So licensing for titles such as the following will also be acquired, or will be considered for acquisition, under this agreement: - Windows Server, - SQL Server, - System Center servers, - Microsoft Server products, such as Parature, Intune, Lync, BizTalk, Power BI, Identity Manager, Advanced Threat Analytics, etc. - Cloud Platform, - Azure Cloud Services. To sustain both NLM-wide (EES plan) and ad-hoc software (MS Select Agreement) requirements over time, NLM may at any time need to either add or revise the NLM-wide Microsoft titles and quantities required. NLM may also need to acquire new instances for any Microsoft software title on an ad-hoc basis. To manage MEEC-acquired NLM software title holdings effectively, NLM also needs reseller assistance from the MEEC-designated Microsoft academic reseller, hereafter described as the MEEC reseller. The MEEC organization separately competes to select a vendor to provide Microsoft academic volume reseller services, selecting a single reseller to provide these services to MEEC members during the term of the MEEC/Microsoft agreement. The NLM requires the MEEC reseller to provide the following: - In response to requests for pricing of new or additional titles, responsively provide quotes based on MEEC pricing models. - On an ad-hoc basis, as requested, the MEEC reseller will provide a report of current NLM license holdings under the MEEC agreements. - The MEEC reseller shall provide an annual reconciliation for license holdings, and will requote the NLM site-license costs under a process known as a "true-up," which permits us to adjust the volume of our license counts for either site-wide or ad-hoc licenses. It also permits us to adjust, add and/or drop these counts to match NLM's needs. - The MEEC reseller shall coordinate with Microsoft to ensure that NLM orders for licensing are translated into available downloads and license keys. - The MEEC reseller shall facilitate access to software and license keys through secure and trustworthy download sites such as the Microsoft Volume Licensing Center based on role-based user authentication. 4. Place of Performance Bethesda, Maryland 20892 5. Period of Performance August 1, 2017- July 31, 2021 The period of performance shall be for a 12-month base period with three (3) 12-month option periods. 6. Deliverables/Delivery Schedule Annual license true-up and reconciliation to occur within the three month period (May, June, July) prior to each annual renewal date (July 31). 7. Security These Microsoft products, once installed, will be further configured, by the government, to apply appropriate security controls.