The Enterprise Agreement (EA) is for the provision of Microsoft products and services. The EA provides participating departments and agencies with a mechanism for the discounted procurement of software assurance (SA) for their existing Microsoft assets and for new Microsoft licenses or service offerings. The Microsoft EA was established on 1 April 2014 for a three year term, concluding on 31 March 2017.
As Microsoft does not sell directly to government agencies, the lead department has appointed a licensed solutions provider (LSP) to transact all sales, coordinate the annual true-up activity and assist agencies with licensing advice. Data #3 Ltd has been appointed at the new LSP for a three year term from 30 June 2016 and expiring in 2019.
Key EA benefits
The contract aligns to the government’s better financial management strategies and supports stronger industry policies. This is achieved by:
- facilitating a common desktop across the Victorian Government;
- providing flexibility in licensing numbers for transfers or headcount changes;
- supporting mobility and the use of multiple devices per individual;
- improving identity management and information security;
- enabling collaboration via Yammer Enterprise;
- retains existing perpetual Office Pro 2013 licences as well as Office 365;
- meeting the licensing needs of participating departments and agencies;
- introducing approved online service terms for certain cloud based products, and
- reducing the cost to government.
Department of Premier and Cabinet
Conditions of Use
Senior Adviser, Procurement Branch
Department of Premier and Cabinet
Phone: +61 3 7017 3286
Who can access this SPC?
Departments and agencies which are participants in the EA may procure from this contract.
Agencies not participating in the EA may consult the category manager to confirm eligibility.
Departmental Contract Managers
During the life of the contract the category manager will be responsible for performance and compliance within the following areas:
- ensuring the contract continues to provide a value for money outcomes;
- reviewing compliance to key performance indicators;
- assessing and monitoring industry and benchmark data and trends;
- tracking and reporting spend and savings;
- monitoring utilisation of the agreement;
- ensuring compliance to the terms of the EA;
- analysing consumption patterns and evaluating demand profiles;
- validating discount compliance;
- identifying and managing risks;
- resolving matters of dispute between vendors and participants; and
- assessing and containing contract leakage.
What you can buy from this SPC
The scope of the goods and services covers the procurement of new software and ongoing software support, specifically relating to licensed software, update subscription service and product support.
Products not covered in the EA may be procured via a Select Plus Agreement which is discussed below.
Procuring Microsoft Products not covered by the EA
- Select Plus Agreement: This has been implemented concurrently with the EA to allow both enrolled and non-enrolled departments and agencies to access other Microsoft products not covered by the EA. If an agency wants software assurance (SA) with the licences it procures, then the Select Plus agreement should be used.
- Government outside licence procurement (GOLP): If the procurement is for the licence only and SA is not required, then a procurement under GOLP may be appropriate.
These purchases should be made via the Victorian Government's preferred licensed Solutions Provider (LSP), Data #3, which can advise agencies on the appropriate methodology.
Outline of EA Contract
With the inclusion of cloud based products under this EA, additional explanatory information is provided below as background.
- Products: Enterprise desktop (Office 365) is a subscription based software as a service (SaaS). Agencies may continue to use on-premises office licences. Additional products (Win Server, SQL, Visio, etc.) uses the perpetual licence model.
- Microsoft Support: Microsoft may assist government’s transition to cloud.
- Buyers: Currently 37,000 buyers across eligible departments and agencies.
- Yammer: The free version of Yammer is currently used by some departments and agencies. This EA enables improved control and capability with Yammer Enterprise for more effective collaboration within and across departments.
- Deployment Model: Cloud-based “Click to run” deployment model may be implemented to deploy Office 365 products.
That risk assessment was concluded in late 2014, concurrently with the introduction of new Victorian State legislation, in the Privacy and Data Protection Act 2014 (Vic).
Please refer the following FAQ (288 KB) related to use of online services.
- Enrolments: With a couple of exceptions, all enrolments are held in the lead department’s (previously DEDJTR) name.
- Tenant: Each agency has a designated web space called a tenant and an agency employee is nominated as online services manager to support and download products. Tenants will be in the name of the buyer.
RULES OF USE: How to use this SPC
The agency’s online services manager is to be contacted should departments and agencies wish to procure enterprise desktop products “as a service” as well as other “as a service” subscription products. The latter will usually generate additional costs, and may need to be approved via the usual approval process for your agency.
The online services manager will be able to advise you regarding the “as a service” products to which your organisation is entitled under the EA and to arrange download via your agencies’ tenant.
The LSP should be contacted for the procurement of items defined as Additional Products (as they perpetual licensed products).
Microsoft Enterprise Agreement Licensing Solutions Provider registered users are automatically granted access to the confidential section of this contract and need not re-register.
Confidential contractual information is available to approved users.
A new confidential systemhas been established and users are to complete an online registration form. A step-by-step process is provided to interested users. These instructions are detailed in the State Purchase Contracts Registration Guide (126 KB).
Please note confidential information may only be accessed and used for the purpose of joining the EA and procuring under the EA.