COTS Software Licensing REQUIREMENTS QUESTIONS JULY 2015

2 Requirements / Market Research CURRENT ENVIRONMENT Requirements Document Requirements Fit with Acquisition and Contracting Fit with Acquisition Cycle How many licenses does your organization have now? What contract(s) were used to acquire the licenses? Were the licenses bought by a contractor in support of the government? If yes, have you reviewed the contract to ensure government has licenses rights? Have you reviewed the EULA attached to these licenses to ensure it is a government EULA? What type of license model(s) do you have? What are the permitted use and restrictions? Are any of the licenses on a current option plan? If yes, are there restrictions on the options such as a re-use/non substitution clause? What is the ending date of the current contract?

3 Requirements / Market Research CURRENT ENVIRONMENT Requirements Document Requirements Fit with Acquisition and Contracting Fit with Acquisition Cycle What type of maintenance support do you currently have and what does it cover? Is the maintenance current? If not, how delinquent is the renewal? Are there requirements to interface other systems? If so get the details. Are there hyperlinks in the EULA? Have you reviewed all the links? If the licenses reside on a server has the server been virtualized? Have the existing licenses had an audit and what was the result?

4 Requirements / Market Research FUTURE ENVIRONMENT Requirements Document Requirements Fit with Acquisition and Contracting Fit with Acquisition Cycle What is the mission of the organization requiring the licenses and is that changing in the future? Please explain what you need to do with the software in detail? Visuals may assist such as flow charts. What are the technical, functional and business requirements/specifications? This will build your list of products and features required. Who does your organization interface with that may need access to the licenses? Is your user base internal to your organization or also external? Will there be interface requirements to other systems?

5 Requirements / Market Research FUTURE ENVIRONMENT Requirements Document Requirements Fit with Acquisition and Contracting Fit with Acquisition Cycle Is your organization growing or decreasing over the next few years? Has your installation been on a BRAC list in the past? Do you have interface requirements to other software systems? (compatibility issues) If purchasing licenses that will reside on servers the following questions need to be answered: What is the size of the servers (how many processors/cores)? Are these servers being replaced in the future and if so what size servers will be purchased? Are you now or in the future virtualizing the servers? If yes obtain the details. Where do the servers reside and who is managing them? Do you have an MOA with the server installation?

6 Requirements / Market Research FUTURE ENVIRONMENT Requirements Document Requirements Fit with Acquisition and Contracting Fit with Acquisition Cycle What type of maintenance do you need to support the licenses? What type of funding will be available for the transaction? When will it be available? What is the plan to manage the licenses? Has the technical team been brought into the conversation? Has the organization with the requirement conducted market research, attended demos or used trial licenses? Have you considered migration of current data into the new system as a requirement?

7 Requirements / Market Research MARKET RESEARCH Requirements Document Requirements Fit with Acquisition and Contracting Fit with Acquisition Cycle Some base questions that need to be answered: What is the fiscal year end and quarter end of the software publisher? What type of license models does the publisher support? What is the financial stability of the company? Who are their customers? Are the identified customers within the DOD and specifically your particular service/agency? Are there examples of similar sized transactions with details? Any there any known issues with the publisher? What does the maintenance cover, what type plans are available, what is included in the maintenance agreement? How often does the publisher upgrade their licenses? Where is the publisher located? Is it a foreign based country that could have supply chain issues?

8 Requirements / Market Research MARKET RESEARCH Requirements Document Requirements Fit with Acquisition and Contracting Fit with Acquisition Cycle Some base questions that need to be answered: How much customization is required with this type of license? Is there another software product required in order to reach the full potential of the software? Does the publisher use resellers if so which ones? Does the publisher sell direct? Is the software on an ESI agreement? GSA etc. Does the publisher have a government EULA? If so review the EULA for issues that may impact your requirement. Are there third party and open source in the publisher’s software? If yes a list must be obtained.