Victorian Government Purchasing Board
Achieving Excellence in Government Procurement

Overview

The Department of Premier and Cabinet (DPC) manages an enterprise agreement (EA) with Microsoft, which was originally implemented in April 2014 and expired in 2017.

DPC and Microsoft agreed to extend the term of this EA to 31 March 2020. As part of the extension, a substantial number of terms and conditions were renegotiated and the revised EA was implemented via a Deed as Variation 3 to the contract. 

The EA is for the provision of Microsoft products and services. The EA terms, licensing rules, scope of supply and discount arrangements are captured in this revised strategic contractual arrangement. It 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 as well as various other rights and benefits.

As Microsoft does not sell directly to government agencies, DPC also implemented a state purchase contract (SPC) which appointed Data#3 as the sole licensed solutions provider (LSP) to transact all sales under the EA, to coordinate the annual true-up activity and assist agencies with licensing advice.

Data #3 was appointed at the new LSP for a three year term from 30 June 2016 to 30 June 2019.

Data#3 will also undertake a managed software asset management (SAM) function for participants in this EA.

Key EA benefits

The contract aligns to the government’s better financial management strategies and supports stronger industry policies. This is achieved by having:

  • a common desktop across the Victorian Government;
  • flexibility in licensing for transfers or headcount changes;
  • supporting the option of increased mobility and the use of multiple devices per individual;
  • improved identity management and information security;
  • enabling collaboration via Yammer Enterprise; and
  • approved online service terms for cloud based products.
Lead Agency
Department of Premier and Cabinet
Conditions of Use
Non-mandatory
Reference Number
Not applicable
Arrangement
Sole supplier
Start Date
01/04/2017
End Date
31/03/2020
Primary Contact
John O’Hehir
Manager, Procurement Branch
Department of Premier and Cabinet
Phone: +61 3 7017 3284
Email: john.o'hehir@dpc.vic.gov.au
Secondary Contact
Andy Simpson
Senior Adviser, Procurement Branch
Department of Premier and Cabinet
Phone: +61 3 7017 3280
Email: andy.simpson@dpc.vic.gov.au

Who can access this SPC?

Mandated Departments

Not applicable

Mandated Agencies

Not applicable

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.

Supplier Details

Name                
ABN          
Address                     
Contact                                       
Microsoft Operations Pte Limitedexternal-link.gif

29 002 589 460          
Level 5
4 Freshwater Place
SOUTHBANK VIC 3006                     
Scott Wilson
Account Director
P: +61 3 9286 3212
M: +61 412 705 952
E: swilson@microsoft.com                                      
Data #3 Limitedexternal-link.gif
 31 010 545 267
67 High Street
TOOWONG  QLD  4066
Melanie Meehan
Account Manager
P: +61 3 8823 2009
E: Melanie_Meehan@data3.com.au

 

Please cc all email correspondence via:
VICStateGov@data3.com.au

Help Desk:  1300 230 482

What you can buy from this SPC

The EA's scope is discussed below.

  • The EA covers both enterprise products (Office 365 and variants, Windows, etc) and additional products (SQL server, Windows Server, Project, Visio, etc.).
  • Enterprise products: These include both the standard Office 365 E3 and E5 versions, and the secure productive enterprise (SPE) product which is an Office 365 product with additional security features to assist users to meet data security and privacy obligations and provides word.gif two types of offering (84 KB).
  • Users: There are over 38,000 users across 29 enrolled departments and agencies participating under the EA. Over 16,000 subscribe to the SPE.
  • The EA also allows certain other eligible agencies to renew their separate EA’s upon expiry using the terms and discounts of this Agreement.
  • Yammer: The EA provides Yammer Enterprise for effective collaboration within and across departments.
  • Deployment Model: Cloud-based “Click to run” deployment model may be implemented to deploy Office 365 products. 
  • Cloud Terms of Use: The head agreement was amended in November 2015 by Variation 1 to improve privacy and data security. This variation is available in the confidential information section. The terms of contract covering online services (cloud products) originally included in the EA were “preliminary” pending an independent risk assessment of privacy and data security for data stored in Microsoft’s data centers.
  • Enrollments: With a couple of exceptions, all enterprise enrollments are held in DPC's name.
  • Tenant: Each agency has a designated web space called a tenant, and an agency employee must be nominated as online services manager to support and download products on behalf of the agency. The tenants will be in the name of that agency.
Microsoft is currently revising a PDF.gif frequently asked questions (288 KB) document for stakeholder reference and will be posted once completed.

    Outline of the EA contract

    The original contract with Microsoft was extended by mutual agreement from 1 April 2017 through 31 March 2020. It was originally meant to expire on 31 March 2017.

    The following variations to that contract is discussed below.

    • Variation 1 to the contract was formally agreed between DPC and Microsoft in November 2015. This amended the EA to provide minimum terms of use covering cloud products for Victorian Government agency users. These terms were updated in Variation 3 to reflect current policy and versions.
    • Variation 2 amended the rights and obligations relating to the expenditure of certain investment funding.
    • Variation 3 formalised the extension of the contract term for a further three years through 31 March 2020 and introduced a number of changes to contract terms and conditions.

      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 department/agency 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).

      Confidential information

      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 systemexternal-link.gifhas 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 word.gif 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.

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