043-TEC-0419_Award_Microsoft_License_and_Support.pdf

This document is a Revised Notice of Recommended Bid Award issued by The School Board of Polk County, Florida for Bid File Number 043-TEC-0419, focusing on Microsoft License and Support services. The bid opportunity covers Microsoft licensing products across multiple categories, with Crayon Software Experts LLC recommended for award for Items 1-14 and Items 17-20 (Option 2). The bid was posted from 9:00 AM on 05/14/2019 until 4:00 PM on 06/18/2019, with the School Board Meeting for final bid award scheduled for June 18, 2019. The solicitation sought Microsoft Authorized Education Partners to provide comprehensive licensing solutions, including Azure, SQL Server, Windows Remote Desktop, Office 365, Microsoft 365, Project Online, Power BI, and Core Server Platform licenses.

The procurement was structured with two primary configuration options (Option 1: Microsoft M365 EDU A5 and Option 2: Microsoft M365 EDU A3), with bid quantities ranging from 1 to 13,000 units across various licensing categories. Total bid pricing varied significantly between vendors, with Option 1 prices ranging from $1,498,276 to $1,770,017 and Option 2 prices from $1,223,503 to $1,292,787. The contract term was initially set to span approximately three years from June 1, 2019, to May 31, 2022, with potential renewals approved through May 31, 2028. The incumbent vendor prior to this solicitation was En Pointe Technologies, who had provided Microsoft licensing services for the previous five years. The district's procurement policy, outlined in Policy 6320, authorized the Superintendent to approve and execute contracts involving public funds expenditures up to $250,000.