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Home My WebLink About20192977.tiffa -q70 TO: Esther Gesick, Clerk to the Board April 10, 2019 FROM: Ryan Rose, chief information Officer SUBJECT: Oracle America, Inc. License Expansion Weld County utilizes PeopleSoft for its Human Resource and Payroll system. Each year Accounting is required to provide an employee count to Oracle. This agreement is to expand our licenses to adhere to the licensing terms. We are requesting that the license expansion agreement be signed by the ;oard. The cost of this expansion is $19,022.84. 1 7 / 9 2019-2977 rteri) et BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AR jCND TITLE: Oracle Americ°4 Incc DEPARTMENT: Information Technology DATE: 6/29/19 PERSON REQUESTING: Ryan Rose ..,Ttztbec- Brief deseritin of the Problem/issu Oracle America, Inc. provides software to Weld County. '1 _ he software is used by the Human Resources and Payroll departments to manage employee data and run payroll. a 1 a 6 s The attached agreement between the Board of Weld County Commissioners and Oracle America, Inc. is for the expansion of the licenses which is based on employee count provided to Oracle America, Inc. by Accounting. The requested amount is S19,022.84. What options xist for the Board? (include co sequences, impacts, costs, etc0 of options); This provider specializes in selling and supporting this software which is utilized by Human Resources and Payroll to conduct their daily business. Recommendation: This cost was budgeted in the 2019 budget process and the agreement was reviewed and approved by Legal. It is recommended that the BOCC approve the agreement for the above specified amount. Sean P. Conway Mike Freeman, Pro -Tern Scott K. James Barbara Kirkmeyer, Chair Steve Moreno Approve Recommendation Schedule Work Session Mv;YNWY^"� o'nw+M...PF.W tWAaArnwMVMW W Other/Comments: Oracle America, Inc. 500 Oracle Parkway Redwood Shores, CA 94065 Your Name Your Location Weld County Accounting and Barb Connolly 1150O SR RM 107 GREELEY CO 80631 Your Contact Phone Number Email Address Barbara Connolly 970-356-4000 bconnolly©weldgov.com Programs and Program -Related Service Offerings Enterprise Programs Product Description PeopleSoft Enterprise Perpetual Software Update ! License Type Quantity Time and Labor - Enterprise Employee 110 License & Support (*)PeopleSoft Enterprise Payroll Interface - Enterprise 110 Employee Perpetual Software Update License & Support ('")PeopleSoft Enterprise Human Resources - Enterprise 110 Employee Perpetual Software Update License & Support PeopleSoft Enterprise ePerformance - Enterprise Employee 110 Perpetual Software Update License & Support Fee Description Program Fees Program -Related Service Offerings Fees Total Fees Net Fee 15,592 50 3,430.34 9,022.84 A. Agreement and Modifications to the Agreement 1. Oracle Contract Info - PSFT SLSA ORACLE CONTRACT INFORMATION Agreement: Software License and Services Agreement Agreement Name: US-PSFT-SLSA-PS1653-US-20-JULY-94 This ordering document incorporates by reference the terms of the agreement specified above. Oracle America, Inc. is a successor in interest to PeopleSoft USA, Inc. and has assumed all rights and obligations of PeopleSoft USA, Inc. under the agreement. All references to "PeopleSoft USA, Inc. " in the agreement specified above and this ordering document shall mean Oracle America, Inc.. (hereinafter "Oracle"). The following defined and capitalized terms in the referenced agreement between you and Oracle shall have the same meaning as the stated terms in this ordering document: " Agreement" and "agreement"; "Licensee" and "you"/ "your"; "Software" and "program"; "Support Services" and "technical support"; "Documentation" and "program documentation"; "Third Party Software" and "third party programs"; "Schedule" and "ordering document"; and "Supportable Modules" and "supportable programs". 6997721 - 1 Issued by Oracle America, Inc 10-JUL-2019 Page 1 of 4 . Description and Fees for Ordered Programs and Services 1. Summary ff Fees Listed above is a summary of net fees due under this order. All fees on this order are in US Dollars and are exclusive of any applicable shipping charges or applicable taxes. 2. Technical Support Services You have ordered Hardware and/or Programs and 12 months of technical support services. C. General Terms 1. Commencment Date AM program licenses and the period of performance for all services are effective upon the effective date of this ordering document. If shipment of tangible media is required, the program licenses and the period of performance for all services are effective upon shipment of tangible media. 2.. Territory a. The Program licenses included on this order are for use in the U.S. 3. Fees, Invoicing, and Payment Obligation a. Once placed, Your order shall be non -cancelable and the sums paid nonrefundable, except as provided in the Master Agreement. b. Program -related Service Offering fees are invoiced in arrears of the Program -related Service Offering performance; specifically, technical support fees are invoiced quarterly in arrears. The period of performance for all Program -related Service Offerings is effective upon the Commencement Date. c. In addition to the fees listed herein, Oracle will invoice you for any applicable shipping charges or applicable taxes. d. In entering into payment obligations under this order, You agree and acknowledge that You have not relied on the future availability of any Program or updates, However, (a) if You order technical support, the preceding sentence does not relieve Oracle of its obligation to provide such technical support under the Master Agreement, if and when available, in accordance with Oracle's then current technical support policies, and (b) the preceding sentence does not change the rights granted to You under this order and the Master Agreement. 4. Delivery nd installn a. You shall be responsible for installation of the software_ b Notwithstanding anything to the contrary in the Master Agreement, Oracle has no delivery obligation under this order. You acknowledge that Oracle has delivered to Your location, 1 copy of the software media and 1 set of Program Documentation (in the form generally available) for each Program listed in the Program and Program -Related Service Offerings section above. 5. Source Code Oracle may deliver source code as part of its standard delivery for particular programs, operating system or integrated software; all source code delivered by Oracle is subject to the terms of the agreement, the applicable order and the applicable program documentation. 6 Segmentation The purchase of any products (i.e., hardware (including integrated software and operating system) and programs) and related Service Offerings or other Service Offerings are all separate offers and separate from any other order for any products and related Service Offerings or other Service Offerings You may receive or have received from Oracle. You understand that You may purchase any products and related Service Offerings or other Service Offerings independently of any other products or Service Offerings. Your obligation to pay for (a) any products and related Service Offerings is not contingent on performance of any other Service Offerings or delivery of any other products or (b) other Service Offerings is not contingent on delivery of any products or performance of any additional/other Service Offerings. You acknowledge that You have entered into the purchase without reliance on any financing or leasing arrangement with Oracle or its affiliate. 7. Ord - r of Precedence In the event of inconsistencies between the terms contained in this order and the Master Agreement, this order shall take precedence_ This order will control over the terms contained in any purchase order. 6997721 - 1 Issued by Oracle America, Inc. 10-JUL-2019 Page 2of 4 8. Offer Validity This order is valid through 01-AUG-2019, and shall become binding upon execution by You and acceptance by Oracle D. Technical Support 1. Technic l Support P<x licies Technical Support: For purposes of the ordering document, technical support consists of annual technical support services You may have ordered for the Programs. if ordered, annual technical support (including first year and all subsequent years) is provided under Oracle's technical support policies in effect at the time the services are provided. The technical support policies, incorporated in this agreement, are subject to change at Oracle's discretion; however, Oracle policy changes will not result in a material reduction in the level of services provided for supported Programs during the period for which fees for technical support have been paid. You should review the policies prior to entering into the ordering document for the applicable services. You may access the current version of the technical support policies at hllp:J/oracle.eomicontracta. Technical support is effective upon the effective date of the ordering document unless otherwise stated in Your order. If Your order was placed through the Oracle Store, the effective date is the date Your order was accepted by Oracle. Software Update License & Support (or any successor technical support offering to Software Update License & Support, "SULS") acquired with Your order may be renewed annually and, if You renew SULS for the same number of licenses for the same Programs, for the first and second renewal years the fee for SULS, will not increase by more than 4% over the prior year's fees. if Your order is fulfilled by a member of Oracle's partner Program, the fee for SULS for the first renewal year will be the price quoted to You by Your partner; the fee for SULS for the second renewal year will not increase by more than 4% over the prior year's fees. If You decide to purchase technical support for any license within a license set, You are required to purchase technical support at the same level for all licenses within that license set. You may desupport a subset of licenses in a license set only if You agree to terminate that subset of licenses. The technical support fees for the remaining licenses will be priced in accordance with the technical support policies in effect at the time of termination. Oracle's license set definition is available in the current technical support policies. If You decide not to purchase technical support, You may not update any unsupported Program licenses with new versions of the Program: E. Other 1, Order Pi ,ced Pursuant V. Expansion (ILF) The Program licenses listed in the Program and Program -Related Service Offerings section with the license types Enterprise Employee Perpetual are ordered and subject to the applicable fees and terms of the order between You and Oracle dated 29-NOV-2007. As of the effective date of this order, Your actual Enterprise Employee Perpetual is greater than or equal to 1,650 . The Summary Exhibit lists the Program licenses acquired prior to the effective date, the Program licenses acquired under this order and the total number of Program licenses acquired to date Summary Exhibit Program Description Those programs specified in the table(s) located above of the License Type(s) specified in the License Type column 2. Limited Use Programs License Type I Number of Program Lkcensn lAcquired Prior to Effective Date Number of Program Licenses Acquired under the Programs and Program- Related !Service Offerings section 110 Total Number of Program Licenses Acquired as of the t Effective Date (Under This Ordering Document) 1,760 The Program(s) marked with an asterisk (t) are limited use programs. The Functionality of PeopleSoft Enterprise Human Resources - Enterprise Employee Perpetual is limited to the use of eBenefits. The Functionality of PeopleSoft Enterprise Payroll interface - Enterprise Employee Perpetual is limited to the use of ePay. 6997721 - 1 Issued by Oracle America, Inc. 10-JUL-2019 Page 3 of 4 Oracle America, Inc. Signature C-ocuSigned by: id— lektiaAiti clArr1/416,49.- OE07EA81F4A4fi r Name Melanie Langdon Title Deal Special i st Signature Date to- J u 1-µ 2 019 1 12:47 PM CDT Effective Date (to be completed by Oracle) IN WITNESS WHEREOF, the parties have duly executed this Agreement as of the date first stated above. NAME OF CONTRACTOR SEA'6or By: NAME OF PERSON SIGNING POSITION OF PERSON SIGNING ATTEST: Weld County Clerk to the Board BY xitsoick. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Deputy Clerk to he Board ara Kirkmeyer, Cha 6907721-1 issued by Oracle America, Inc. 1D-JUL-2019 Page 4 of 4 oTh/9,,i9 77 m ice rise Customer Name: Weld=• u ty Customer's Reported Amount Docu ent licensed metrics Employee Count r i Enterprise Employec2 n Upgrade Amendment / 15 -Sep-2000 Products PeopleSoft Enterprise Licenses: Human Resources, Benefits Administration, FSA Administration, Payroll Partner Ordering Document / i PeopleSoft Enterprise Licenses: Human 29 -Nov -2007 Resources (limited to eBenedits), Time and Labor, ePerformance, Payroll Interface (limited to ePay) *Note: Please provide the current metric information for the above listed organization as defined in the documents referenced in the above table. Please certify this information by signing below. Authorized Customer Representative: /7) Signature: {.. (j Transmitted copies of this to Date:/1 / _ 1 isidered documents equivalent to the original documents. Printed Name: 1liVeng0 NtiOL.Li Title: CzAi7RotU5t "Employee Count" shall mean the sum of all Employees and contractors who are or would be deemed employees under applicable laws. 2 Enterprise Employee is defined as all of your full-time, part-time, temporary employees and all of your agents, contractors and consul₹ants. The number of Enterprise Employee and not the actual number of users determines the quantity of the licenses required. in addition, if you elect to outsource any business function(s) to another company, all of the company's full-tirne, part -thine, temporary employees and agents, contractors and consultants that are providing the outsourcing services for you must be counted for the purposes of Email the signed letter to: Simona Ene simona.ene@oracle.e.r>rn New Contract Request Entity Information Entity ID* @,0000S456 Entity Name* ORACLE AMERICA INC Contract Name* ORACLE LICENSE EXPANSION 2019 Contract Status CTB REVIEW Contract Description* EXPANSION OF ORACLE'S PEOPLESOI- I LICENSES FOR 2019 Contract Description 2 Contract Type'* AGREEMENT Amount* $19,022 84 Renewable* YES Automatic Renewal fGA Department INFORMATION TECH N ]LOGY-GIS Department Email CM - I nfa rmati o n Tec h nol og ? G I S@w eidgov.com Dee r.. -rtt 11 Email CM-lnformatienTechnolagy DeptHead@weidgov.com County Attorney GENERAL COUNTY A I I ORNEY EMAIL County Attorney Email CM- COUNTYA I I ORNEY@WEL© GOV.COM ❑ New Entity? Contract ID 2970 Contract Lead MTRUSLOW Contract Lead Email mtruslow@coweld.co ui, Requested BOCC Agenda Date* 07115/20/9 Parent Contract tD Requires Board Approval YES Department Project Due Date 070 i /2 c 'I Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? if this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in On Base Contract Dates Effective Date. Review Date* Renewal Date* 04/01.12020 08/31/2020 Termination Notice Period Committed Delivery Date Expiration Date Contact Information Contact Info Contact Name Purchasing Purchasing Approver CONSENT Approval Process Department Head RYAN ROSE ©H Approved Date 07/12/2019 Final Approval BOCC Approved BOCC Sig Da C Agenda Date 07/17/2019 Originator MTRUSLOW Contact Type Contact Email Finance Approver CONSENT Finance Appr 07/12/2019 Contact Phone 1 Contact Phone 2 Purchasing Approved Date 07/12/2019 Tyler Ref# AG 071719 Legal Counsel CONSENT Legal Counsel 07112/2019 d Date Hello