2. IT Packet.pdf

OSAGE NATION | MICROSOFT LICENSING AND CLOUD SERVICES RFP

Osage Nation Information Technology | Request for Proposal | 1

OSAGE NATION

REQUEST FOR PROPOSAL

IT PACKET

Microsoft Licensing, Cloud Solution Provider, Azure, and Strategic Microsoft Services

Osage Nation Information Technology (ONIT)

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Table of Contents

1. Current Environment

2. Project Objectives

3. Scope of Work

4. Required Included Services

5. Microsoft Funding Assistance

6. Vendor-Funded Services

7. Hybrid EA and CSP Licensing Strategy

8. Current EA License Inventory for Analysis

9. Required EA-versus-CSP Pricing Proposal

10. Support and Service Management Requirements

11. Required Deliverables

12. Vendor Qualifications and References

13. Proposal Response Format

14. Evaluation Criteria

15. Terms and Conditions

Appendix A - Pricing Schedules

Appendix B - Included Services Response Matrix

Appendix C - Exceptions and Assumptions

Note: Section numbers and procurement dates may be finalized by Osage Nation Procurement before release.

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1. Current Environment ONIT is executing a multi-year modernization initiative focused on migrating services and workloads from on-premises infrastructure to Microsoft cloud platforms. The selected vendor shall support this transition through licensing guidance, cloud optimization, implementation planning, funding assistance, and strategic services.

1.1 User and Microsoft 365 Environment

More than 500 Microsoft 365 GCC G5 users.

Microsoft 365 GCC tenant supporting tribal government operations.

Ongoing migration from on-premises services to Microsoft 365, including Exchange Online, SharePoint

Online, OneDrive, Teams, Entra ID, Intune, Defender, Purview, records management, and related capabilities.

Cloud adoption must support security, compliance, operational continuity, records management, and government requirements.

1.2 Azure Environment

Microsoft Azure tenant with current consumption averaging approximately $5,000 per month.

Hybrid architecture supporting cloud and remaining on-premises workloads.

Ongoing evaluation of additional Azure-hosted infrastructure, application, security, backup, integration, and automation services.

Need for improved Azure governance, security, cost management, tagging, budgeting, forecasting, and optimization.

1.3 Transformation Initiatives

Migration of legacy on-premises services to Microsoft 365 GCC and Azure.

File, content, records, and information-governance modernization.

Identity and endpoint-management modernization using Entra ID and Intune.

Security modernization using Defender, Purview, Sentinel, and related Microsoft services where appropriate.

Automation, workflow, AI, and Microsoft Copilot readiness planning.

Reduction of unnecessary on-premises infrastructure while preserving required server workloads and licensing rights.

1.4 Remaining On-Premises and Hybrid Platforms

Windows Server Datacenter and Standard.

SQL Server Enterprise and Standard, including applicable CALs.

System Center.

Remote Desktop Services.

Azure DevOps Server and Visual Studio Enterprise.

Selected Exchange Server, SharePoint Server, and Skype for Business Server licensing currently under

Software Assurance, subject to retirement or modernization analysis.

Dynamics 365 and other separately licensed products.

2. Project Objectives Develop the most cost-effective, compliant Microsoft licensing strategy for a 500+ seat GCC G5 environment.

Provide an objective EA-versus-CSP comparison, including hybrid alternatives.

Avoid duplicate licensing where GCC G5 includes equivalent rights or services.

Optimize Azure consumption and governance for an environment currently averaging approximately $5,000 per month.

Secure Microsoft-funded, FastTrack, and partner-funded implementation services whenever available.

Provide vendor-funded services that deliver measurable value throughout the agreement.

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Support ONIT’s phased migration from on-premises platforms to Microsoft 365 GCC and Azure.

Provide predictable support, escalation, reporting, and strategic planning.

3. Scope of Work The selected vendor shall provide licensing, subscription administration, transition support, advisory services, funding assistance, implementation coordination, optimization, reporting, and support associated with the

Microsoft environment described in this RFP. Respondents shall clearly distinguish between services included at no additional cost, Microsoft-funded services, vendor-funded services, and separately billable professional services.

4. Required Included Services Unless specifically identified as optional in the proposal, the following services shall be included in the proposed pricing. Respondents shall state any limits, service credits, hours, eligibility requirements, or exclusions.

4.1 Licensing Optimization

Annual comprehensive licensing optimization assessment.

Quarterly license assignment, utilization, and subscription review.

Identification of unused, underutilized, duplicate, or misaligned licenses.

GCC G5 entitlement mapping against current EA products.

Recommendations addressing product changes, price changes, renewals, true-ups, and subscription commitments.

Written savings estimates and implementation actions.

4.2 EA-to-CSP and Hybrid Transition

EA renewal and CSP transition analysis.

Transition schedule aligned with the expiration of the current agreement.

CSP subscription provisioning, billing transition, co-termination, and reconciliation assistance.

Preservation of service continuity, tenant ownership, administrative access, data, and support rights.

Recommendations for products that should remain under EA, SCE, or other volume licensing.

4.3 Microsoft 365 GCC Services

Annual tenant health and governance assessment.

Annual security and compliance posture review.

Adoption and utilization recommendations.

Roadmap guidance for GCC service changes and limitations.

Assistance coordinating Microsoft support and FastTrack services.

4.4 Azure Services

Annual Azure architecture, governance, and security assessment.

Quarterly cost optimization review for approximately $5,000 in monthly consumption.

Savings Plan, reservation, licensing benefit, storage, backup, logging, and right-sizing analysis.

Budgeting, forecasting, tagging, chargeback/showback, anomaly detection, and cost reporting recommendations.

Identification of workloads suitable for migration, modernization, retirement, or repatriation.

4.5 Security and Compliance

Annual review of Defender, Sentinel, Entra ID, Intune, Purview, and Compliance Manager capabilities available to the Nation.

Prioritized recommendations separating included GCC G5 capabilities from additional-cost products.

Guidance supporting government security and compliance requirements, including CJIS-influenced environments where applicable.

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4.6 Copilot and AI Readiness

Copilot readiness assessment covering identity, security, permissions, data governance, records management, and licensing.

AI governance and adoption planning workshop.

Identification of Microsoft-funded or vendor-funded pilot, readiness, or implementation services.

4.7 Strategic Planning

Quarterly business reviews.

Annual executive strategy and roadmap session.

Annual budget and renewal planning session.

Proactive notice of licensing, pricing, roadmap, retirement, and contract changes.

5. Microsoft Funding Assistance The selected vendor shall proactively identify, pursue, document, and coordinate Microsoft-funded implementation and advisory services for which the Nation may qualify. Funding assistance is a material component of this procurement and will be evaluated separately from license price.

FastTrack services and eligible migration assistance.

Microsoft-funded security, identity, endpoint management, compliance, Azure, Copilot, adoption, and modernization engagements.

Azure migration credits, incentives, assessments, and implementation programs.

Public-sector, government, and tribal opportunities made available through Microsoft or its partners.

Coordination of statements of work, eligibility documentation, scheduling, deliverables, and Microsoft approvals.

Respondents shall provide the number and estimated value of Microsoft-funded engagements secured during the previous twenty-four months, describe relevant public-sector results, and identify programs the respondent believes may apply to the Nation at the time of proposal submission.

6. Vendor-Funded Services Respondents shall identify services funded directly by the respondent and included at no additional cost as a condition of award. Vendor-funded services must be distinguished from Microsoft-funded programs and standard support obligations.

Included Service Minimum Requested Frequency Vendor Response / Limits

Licensing optimization assessment Annual

License utilization review Quarterly

Azure cost and governance review Quarterly

Microsoft 365 GCC tenant health review Annual

Security and compliance posture review Annual

Copilot and AI readiness workshop At least once during initial term

Executive roadmap and budget session Annual

EA/CSP renewal planning Annual and before renewal

Funding opportunity review Quarterly

Training or adoption resources Describe offering

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Respondents shall state the estimated market value of vendor-funded services and whether unused service hours expire, accumulate, or may be exchanged for other services.

7. Hybrid EA and CSP Licensing Strategy The Nation requires a comprehensive recommendation for a hybrid licensing strategy. Respondents shall not assume that all products will move to CSP. The analysis shall identify the most appropriate purchasing vehicle for each product based on cost, rights, Software Assurance benefits, subscription flexibility, support, and the

Nation’s cloud migration plans.

7.1 Products Expected to Be Covered or Replaced by GCC G5

ECAL Suite user CAL with services, subject to a detailed entitlement and on-premises access-rights review.

Office Professional Plus, subject to verification of Microsoft 365 Apps entitlements and any remaining device or shared-computer needs.

Windows Enterprise device licensing, subject to verification of qualifying operating system requirements, device licensing needs, VDA needs, and GCC G5 user rights.

Respondents must validate entitlements and dependencies before recommending removal. No legacy license may be removed solely because a similarly named cloud service exists.

7.2 Products for EA, SCE, CSP, or Successor Agreement Analysis

Windows Server Datacenter and Standard core licenses.

SQL Server Enterprise core licenses, SQL Server Standard licenses, and SQL user CALs.

Remote Desktop Services user CALs.

System Center Standard core licenses.

Azure DevOps Server and Visual Studio Enterprise.

Dynamics 365 Sales and Team Members.

Visio Professional.

Project S1

Copilot

Teams Room Pro

Exchange Server Enterprise, SharePoint Server, and Skype for Business Server products retained during migration or for hybrid requirements.

8. Current EA License Inventory for Analysis The following schedule identifies the current Microsoft products provided by the Nation for proposal analysis.

Respondents shall validate applicable products, quantities, licensing rights, and requirements during the proposal and assessment process. Items identified as potentially covered by GCC G5 shall be evaluated for removal, reduction, or continued need.

Product Part No. Required Analysis

ECAL Alng SA Platform User CAL with Services 76A-00016 Evaluate against GCC G5 Office Professional Plus ALng SA Platform 269-12442 Evaluate against GCC G5 Win Enterprise Device Alng SA Platform KV3-00353 Evaluate against GCC G5 Azure prepayment 6QK-00001 Compare EA/CSP Azure Azure DevOps Server ALng SA 125-00124 Analyze Dynamics 365 Sales ALng SA DCAL ENJ-00155 Analyze usage/model Dynamics 365 Team Members ALng SA DCAL EMJ-00155 Analyze usage/model Exchange Server Ent ALng SA 395-02504 Migration/hybrid analysis SfB Server ALng SA 5HU-00216 Retirement analysis SfB Server Plus CAL for ECAL User CAL YEG-00634 Retirement/G5 analysis SharePoint Server ALng SA H04-00268 Migration/hybrid analysis SQL CAL ALng SA User CAL 359-00961 Analyze SQL Server Enterprise Core ALng SA 2L 7JQ-00343 EA/SCE/CSP analysis SQL Server Standard ALng SA 228-04433 EA/SCE/CSP analysis System Center Standard Core ALng SA 2L 9EN-00198 Analyze Visio Professional ALng SA D87-01159 Compare subscription

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Product Part No. Required Analysis

Visual Studio Ent MSDN ALng SA MX3-00117 Analyze Win Remote Desktop Services CAL ALng SA UCAL 6VC-01254 Analyze Win Server DC Core ALng SA 2L 9EA-00278 EA/SCE/CSP analysis Win Server Standard Core ALng SA 2L 9EM-00270 EA/SCE/CSP analysis

9. Required EA-versus-CSP Pricing Proposal Respondents shall submit complete pricing for all applicable options and clearly identify Microsoft list price, respondent discount, net unit price, fees, taxes if applicable, support charges, escalation assumptions, and total cost. Pricing must remain valid for at least ninety days unless the respondent states a longer period.

9.1 Required Scenarios

1. Option A: Enterprise Agreement renewal or successor volume licensing arrangement.

2. Option B: CSP annual commitment for eligible Microsoft 365 and cloud subscriptions.

3. Option C: CSP monthly commitment where available.

4. Option D: Respondent-recommended hybrid EA/CSP model.

9.2 Required Pricing Fields

Required Field EA / Volume

Agreement CSP Annual CSP Monthly Hybrid Recommendation

Microsoft product / SKU

Program and agreement type

Quantity and unit of measure

Commitment term

Microsoft list unit price

Respondent discount or concession

Net unit price

Year 1 cost

Year 2 cost and escalation

Year 3 cost and escalation

Three-year total

Estimated five-year total

Administrative or platform fees

Included support and service value

Cancellation/reduction rights

Price protection and renewal terms

Recommended model and rationale

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9.3 Azure Pricing Fields

Azure Pricing Element EA Proposal CSP Proposal Respondent Recommendation

Estimated monthly consumption $5,000 baseline $5,000 baseline

Annual consumption estimate

Three-year consumption estimate

Discount / partner earned credit treatment

CSP or management fee

Support fee

Reservation and Savings Plan treatment

Azure Hybrid Benefit analysis

Included FinOps / optimization services

Billing portal and cost reporting

Estimated annual savings

9.4 Total Cost Summary

Cost Category EA Year 1 CSP Year 1 EA 3-Year CSP 3-Year Recommended

Hybrid 3-Year

Microsoft 365 GCC G5

Azure consumption and fees

Windows Server

SQL Server and CALs

System Center and RDS

Dynamics 365

Developer and administrative tools

Legacy/hybrid server products

Support and management fees

Professional services not included

Total evaluated cost

10. Support and Service Management Requirements Dedicated account manager and Microsoft licensing specialist.

Named escalation path and access to Microsoft-certified cloud architects.

Business-hours licensing, subscription, and billing support, with 24x7 options clearly described.

Microsoft support escalation and case ownership procedures.

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Service-level commitments for response, escalation, and resolution.

CSP administrative portal or equivalent tools for license changes, billing, reporting, and support.

Quarterly operational and executive reporting.

Transition-out assistance upon contract expiration or termination.

11. Required Deliverables Within ninety days of award, the selected vendor shall deliver a Microsoft Licensing and Cloud Optimization

Assessment containing at minimum:

Validated license and subscription inventory.

GCC G5 entitlement mapping and duplicate-license analysis.

EA, CSP, and hybrid recommendation by product.

Three-year and five-year cost models.

Azure cost, governance, and optimization recommendations.

On-premises-to-Microsoft 365 migration licensing roadmap.

Product retirement, modernization, and consolidation recommendations.

Microsoft-funded and vendor-funded implementation plan.

Risk register, assumptions, dependencies, and recommended decision timeline.

12. Vendor Qualifications and References Microsoft Solutions Partner designations relevant to Modern Work, Security, Azure, Data and AI, or

Business Applications.

Direct CSP status or a complete explanation of the respondent’s indirect-provider model.

Demonstrated experience with Microsoft 365 GCC environments exceeding 500 users.

Demonstrated EA-to-CSP and hybrid licensing experience.

Demonstrated Azure cost-management experience for public-sector customers.

Experience securing Microsoft-funded implementation services.

Public-sector and tribal-government experience.

At least three references for comparable engagements, preferably including government or tribal organizations.

13. Proposal Response Format

5. Executive summary and recommended approach.

6. Vendor qualifications, Microsoft relationship, designations, and staffing.

7. Current-environment understanding and transition approach.

8. Completed EA-versus-CSP pricing schedules.

9. Completed included-services and funding matrices.

10. Support model, service levels, and escalation procedure.

11. Implementation and transition plan.

12. References.

13. Exceptions, assumptions, dependencies, and proposed contract terms.

14. Required procurement forms and certifications included in, “1. Osage Nation Microsoft Environment

Support.” Every form must be included for the submission to be considered complete.

14. Evaluation Criteria

Evaluation Category Weight

Licensing cost and EA/CSP pricing model 25%

Included vendor-funded services 20%

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Evaluation Category Weight

Microsoft funding and FastTrack success 15%

Microsoft 365 GCC and Azure expertise 15%

Public-sector and tribal-government experience 10%

Support and service-management model 10%

Strategic planning and roadmap services 5%

Total 100%

The Nation may request clarifications, presentations, demonstrations, best-and-final offers, or negotiations.

Award may be made to the respondent offering the greatest overall value rather than the lowest initial price.

15. Terms and Conditions Respondents are responsible for all proposal preparation costs.

The selected respondent must comply with applicable Osage Nation procurement, contracting, confidentiality, security, records, insurance, and legal requirements.

All exceptions to the RFP or proposed agreement must be clearly identified in the proposal.

Pricing, funding, and included-service commitments must be documented in the final agreement or incorporated statement of work.

The Nation retains ownership and administrative control of its Microsoft tenant, subscriptions, data, configurations, and billing records.

The selected vendor shall support orderly transition to another provider at contract expiration or termination without avoidable service interruption.

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Appendix A - Pricing Schedules Respondents shall reproduce or complete the pricing schedules in Section 10 and attach detailed SKU-level pricing. Each price must identify the Microsoft part number, program, term, quantity, unit price, discount, net price, and extended price.

Pricing Assumptions

Assumption / Dependency Respondent Entry

1.

2.

3.

4.

5.

6.

7.

8.

Optional Services Pricing

Service Rate / Fixed Fee Estimated Hours Extended Price Notes

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Appendix B - Included Services Response Matrix

Service Included Microsoft Funded Vendor Funded Additional Cost Limits / Notes

EA-to-CSP transition

Licensing optimization

Quarterly utilization review

GCC tenant health assessment

Security and compliance assessment

Azure cost optimization

FastTrack coordination

Microsoft funding pursuit

Copilot/AI readiness

Quarterly business reviews

Annual executive roadmap

Training/adoption resources

24x7 support

Transition-out assistance

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Appendix C - Exceptions and Assumptions Respondents shall list every exception, qualification, assumption, dependency, or requested modification.

Silence will be interpreted as acceptance of the applicable requirement, subject to final contract negotiations.

RFP Section Exception / Assumption Proposed Alternative Cost or Schedule Impact