2-Proposal Packet and Scope - 2993-0826 - Microsoft Licensing Bid.pdf

CITY OF JOLIET, ILLINOIS

Request for Bid for

Microsoft Licensing

LEGAL NOTICE

CITY OF JOLIET

ADVERTISEMENT FOR BIDS

CONTRACT NO. 2993-0826

PROJECT NAME: Microsoft Licensing The City of Joliet, Illinois, does hereby invite sealed bids for: Microsoft Licensing

This package can be downloaded from Euna Procurement (Bonfire) on our website at https://joliet.bonfirehub.com. All vendors will need to self-register in the Euna Procurement (Bonfire) portal for the City of Joliet. Vendors will need to accept all terms and conditions and opt in to notifications. All bids must be submitted in Euna Procurement (Bonfire) by 10:00am local time on, Thursday - July 16, 2026 at which time they will be opened and publicly read aloud in Conference Room #1 City Hall, 150 W Jefferson Street, Joliet, IL 60432.

The City of Joliet reserves the right to reject any and all bids, part of any and all bids, or to waive technical errors or omissions in bids.

https://joliet.bonfirehub.com/

GENERAL PROVISIONS

DEFINITIONS

The term "CITY" whenever used in the specifications shall be construed to mean the City of Joliet, Will and Kendall Counties, Illinois.

The term "CONSULTANT" whenever used in the specifications shall be construed to mean the firm making a submittal to the City of Joliet.

“RFQ” is an abbreviation for Request for Qualifications. “SOQ” is an abbreviation for Statement of Qualifications. “RFP” is an abbreviation for Request for Proposal.

PREPARATION AND SUBMISSION OF REQUEST FOR PROPOSAL

CONSULTANT shall submit/download from the City of Joliet bidding platform Bonfire (https://joliet.bonfirehub.com) copies and one electronic copy of the bid request. The bid submittal must follow and contain the required submittal information outlined in the Special Provisions of this document.

Submittals shall be through the City of Joliet Bonfire site, by the specified due date and time.

Submittals will not be accepted by email. Submittals arriving after the specified date and time will not be accepted. Offerors are responsible for ensuring that their submittals are received by the City Clerk’s office before the deadline.

Withdrawal of Submittal

Submittals may be withdrawn or canceled at any time prior to the due date and time by signing a request therefore.

SPECIAL PROVISIONS

MISCELLANEOUS TERMS AND CONDITIONS

The CITY reserves the right at any time and for any reason to cancel this RFP or any portion thereof, to reject any or all submittals, or to accept an alternate proposal. The CITY reserves the right to waive any immaterial defect in any submittal. The CITY may seek clarification on a submittal at any time and failure to respond promptly may be cause for rejection. The CITY will not be liable in any way for any costs incurred by respondents in replying to this bid request.

The CITY may make such investigations as it deems necessary to determine the qualifications and ability of the CONSULTANT to perform the work. The Consultants shall furnish to the CITY any/all requested information and data for this purpose. The CITY reserves the right to https://joliet.bonfirehub.com/ reject any and all responses if the evidence submitted by, or investigation of such CONSULTANT fails to satisfy the CITY expectations.

CLARIFICATION OF DOCUMENTS

Any questions as to the meaning of any part of the bid request documents shall be posted to the project solicitation in the Bonfire portal. No contact shall be made directly with the IT department during the open solicitation period.

In the event that a written addendum is issued as a result of a request for interpretation or the result of a change in the specifications initiated by the CITY, the CITY will post the addendum by Tuesday, July 7, 2026 on Bonfire. No clarifications, interpretations or addenda shall be issued after this date. CONSULTANTS must provide written acknowledgment of receipt of each addendum issued with their submittals.

SCOPE OF WORK

The City of Joliet is soliciting proposals from qualified value-added resellers to submit a proposal to renew the City’s 3-year Microsoft Enterprise Agreement (EA) Government enrollment necessary to keep current on Office 365, workstations, and servers.

The city seeks a 3-year agreement to be payable in yearly increments with the included yearly additions shown below.

Bidders will provide a detailed breakdown of the proposed costs and include a price guarantee through the length of the contract.

Additional licenses purchased through annual Microsoft Enterprise Agreement true-up will be provided at contract rates.

Description Quantity - Year 1 Quantity - Year 2 Quantity - Year 3

Enterprise User Profile M365 G3 Unified FUSL GCC Sub Per User

M365 F3 Unified GCC Sub Per User 600 630 660 EOA Exchange Online GCC Sub Per User 550 550 550

M365 Copilot GCC Sub Add-on 50 50 50 Teams Rooms Pro GCC Sub Per Device 23 23 23 Planner & Project P3 GCC Sub Per User 5 5 5 Planner & Project P3 FSA GCC Renewal Sub Per User 1 1 1 Power Apps Per App GCC Sub 1 App or Website 1 1 1 Power Automate Premium GCC Sub Per User 1 1 1 Power BI Pro GCC Sub Per User 1 1 1 Visio P2 FSA GCC Renewal Sub Per User 1 1 1 Visio P2 GCC Sub Per User 1 1 1

Win OLS Activation User GCC Sub Per User 1065 (No Cost) 1065 (No Cost) 1065 (No Cost) Teams AC with Dial Out US/CA GCC Sub Add-on 1065 (No Cost) 1065 (No Cost) 1065 (No Cost) Yammer Enterprise GCC Sub Add-on To O365 M365 F3 E5 1045 (No Cost) 1045 (No Cost) 1045 (No Cost)

SQL Server Enterprise Core ALng SA 2L 6 6 6 Win Server DC Core ALng SA 2L 24 24 24

Additional Line Items

Copilot Studio GCC

Copilot Studio Messaging Pack GCC (25,000 Copilot Credits per month)) 1 1 1 Defender Suite Gov GCC Sub Per User (G3) 695 725 755 Defender Suite Gov GCC Sub Per User (F3) 600 630 660 Additional A La Carte Exchange Space Per User (For user's who are on F3 & only need additional Exchange storage - Does Not Include OneDrive space)

Purview Suite Gov GCC Sub Per User (G3) 695 725 755

Optional Line Items M365 G5 GCC Sub Per User

APPENDIX 1

(50 ILCS 505/) Local Government Prompt Payment Act

(50 ILCS 505/1) (from Ch. 85, par. 5601) Sec. 1. This Act shall be known and may be cited as the "Local Government Prompt

Payment Act".

(Source: P.A. 84-731.)

(50 ILCS 505/2) (from Ch. 85, par. 5602) Sec. 2. This Act shall apply to every county, township, municipality, municipal corporation, school district, school board, forest preserve district, park district, fire protection district, sanitary district and all other local governmental units. It shall not apply to the State or any office, officer, department, division, bureau, board, commission, university or similar agency of the State, except as provided in Section 7.

(Source: P.A. 85-1159.)

(50 ILCS 505/3) (from Ch. 85, par. 5603) Sec. 3. The appropriate local governmental official or agency receiving goods or services must approve or disapprove a bill from a vendor or contractor for goods or services furnished the local governmental agency within 30 days after the receipt of such bill or within 30 days after the date on which the goods or services were received, whichever is later. If one or more items on a construction related bill or invoice are disapproved, but not the entire bill or invoice, then the portion that is not disapproved shall be paid. When safety or quality assurance testing of goods by the local governmental agency is necessary before the approval or disapproval of a bill and such testing cannot be completed within 30 days after receipt of the goods, approval or disapproval of the bill must be made immediately upon completion of the testing or within 60 days after receipt of the goods, whichever occurs first. Written notice shall be mailed to the vendor or contractor immediately if a bill is disapproved.

(Source: P.A. 94-972, eff. 7-1-07.)

(50 ILCS 505/4) (from Ch. 85, par. 5604) Sec. 4. Any bill approved for payment pursuant to Section 3 shall be paid within 30 days after the date of approval. If payment is not made within such 30 day period, an interest penalty of 1% of any amount approved and unpaid shall be added for each month or fraction thereof after the expiration of such 30 day period, until final payment is made.

(Source: P.A. 84-731.)

(50 ILCS 505/5) (from Ch. 85, par. 5605) Sec. 5. If the local governmental official or agency whose approval is required for any bill fails to approve or disapprove that bill within the period provided for approval by Section 3, the penalty for late payment of that bill shall be computed from the date 60 days after the receipt of that bill or the date 60 days after the goods or services are received, whichever is later.

(Source: P.A. 84-731.)

(50 ILCS 505/6) (from Ch. 85, par. 5606) Sec. 6. The time periods specified in Sections 3, 4 and 5, as they pertain to particular goods or services, are superseded by any greater time periods as agreed to by the local government agency and the particular vendor or contractor.

(Source: P.A. 87-773.)

(50 ILCS 505/7) (from Ch. 85, par. 5607) Sec. 7. If the funds from which the local governmental official or agency is to pay for goods or services are funds appropriated or controlled by the State, then the local governmental official or agency may certify to the State Treasurer, Comptroller and State agency responsible for administering such funds that a specified amount is anticipated to be necessary within 45 days after certification to pay for specified goods or services and that such amount is not currently available to the local governmental official or agency.

The State Treasurer, Comptroller and State agency shall than expedite distribution of funds to the local governmental unit to make such payments. The certification shall be mailed on the date of certification by certified U. S. mail, return receipt requested. Any interest penalty incurred by the local governmental unit under Section 3 or 4 because of the failure of funds to be distributed from the State to the local governmental unit within the 45 day period shall be reimbursed by the State to the local governmental unit as an amount in addition to the funds to be otherwise distributed from the State.

(Source: P.A. 85-1159.)

(50 ILCS 505/9) (from Ch. 85, par. 5609) Sec. 9. Payments to subcontractors and material suppliers; failure to make timely payments; additional amount due. When a contractor receives any payment, the contractor shall pay each subcontractor and material supplier in proportion to the work completed by each subcontractor and material supplier their application less any retention.

If the contractor receives less than the full payment due under the public construction contract, the contractor shall be obligated to disburse on a pro rata basis those funds received, with the contractor, subcontractors and material suppliers each receiving a prorated portion based on the amount of payment. All interest payments received pursuant to Section 4 also shall be disbursed to subcontractors and material suppliers to whom payment has been delayed, on a pro rata basis. When, however, the public owner does not release the full payment due under the contract because there are specific areas of work or materials the contractor is rejecting or because the contractor has otherwise determined such areas are not suitable for payment, then those specific subcontractors or suppliers involved shall not be paid for that portion of the work rejected or deemed not suitable for payment and all other subcontractors and suppliers shall be paid in full.

If the contractor, without reasonable cause, fails to make any payment to his subcontractors and material suppliers within 15 days after receipt of payment under the public construction contract, the contractor shall pay to his subcontractors and material suppliers, in addition to the payment due them, interest in the amount of 2% per month, calculated from the expiration of the 15-day period until fully paid. This Section shall also apply to any payments made by subcontractors and material suppliers to their subcontractors and material suppliers and to all payments made to lower tier subcontractors and material suppliers throughout the contracting chain.

(Source: P.A. 94-972, eff. 7-1-07.)