6-27TH04 IFB Microsoft Server Licenses FINAL 07-15-26.pdf

INVITATION FOR BIDS

For Information Systems Department

Microsoft Server Licenses

SOLICITATION # 27TH04

BID DUE

Friday, July 31, 2026

12:00 p.m. MDT

QUESTIONS DUE

Wednesday, July 29, 2026

12:00 p.m. MDT

Jordan School District Purchasing Department

Senior Buyer: Tonya Hodges, NIGP-CPP, CPPB 7905 South Redwood Road

West Jordan, Utah 84088-4601

Jordan School District IFB # 27TH04 Microsoft Server Licenses

CONTENTS

PART 1: OVERVIEW AND INSTRUCTIONS

1. PURPOSE OF INVITATION FOR BIDS (IFB)

2. DISTRICT BACKGROUND

3. ISSUING OFFICE AND SOLICITATION NUMBER

4. QUESTION AND ANSWER PERIOD

5. ADDENDA

6. CONTRACT AWARD INTENT

7. LENGTH OF CONTRACT

8. PRICE GUARANTEE PERIOD

9. STANDARD CONTRACT TERMS AND CONDITIONS, EXCEPTIONS, AND

NEGOTIATIONS

10. BOYCOTT RESTRICTIONS

11. COMPLIANCE WITH FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT

(FERPA)

12. PROTECTED INFORMATION

A. PROCESS FOR REQUESTING NONDISCLOSURE

B. REDACTED COPY

13. INSTRUCTIONS FOR SUBMITTING A BID

14. BIDDER’S UNDERSTANDING OF IFB

15. FIRM BID OFFER PERIOD

PART 2: BID REQUIREMENTS

1. MANDATORY MINIMUM REQUIREMENTS (Pass or Fail Criteria)

A. BID RESPONSE TIMELY RECEIVED

B. AUTHORIZED RESELLER

C. BID PRODUCT AS SPECIFIED

D. COMPLIANCE WITH UTAH CODE 63G-27 PUBLIC CONTRACT BOYCOTT

RESTRICTIONS

2. SCOPE OF WORK

A. SOFTWARE: Microsoft Server Licenses, License# S8836343

3. COST

PART 3: IFB EVALUATION AND AWARD

1. IFB EVALUATION PROCESS

A. STAGE 1: Determination of Responsiveness to Mandatory Minimum Requirements (Pass/Fail Criteria) B. STAGE 2: Technical Evaluation C. STAGE 3: Cost Evaluation and Contract Award

INVITATION FOR BIDS

For Information Systems Department

Microsoft Server Licenses

SOLICITATION # 27TH04

This Invitation for Bids (IFB) is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Rule (UAR). If any provision of this IFB conflicts with the UCA or UAR, the UCA or UAR will take precedence.

PART 1: OVERVIEW AND INSTRUCTIONS

1. PURPOSE OF INVITATION FOR BIDS (IFB)

Jordan School District (JSD) is seeking to enter into a contract with a Bidder to provide Microsoft Server Licenses.

If this order exceeds $80,000, it will require approval from the JSD Board of Education at its meeting on August 25, 2026.

2. DISTRICT BACKGROUND

JSD is the fourth largest school district in the state of Utah with an enrollment of more than 57,800 students living in the communities of Bluffdale, Copperton, Herriman, Riverton, South Jordan, and West Jordan. JSD consists of 68 schools: 42 elementary schools, 13 middle schools, 8 high schools, 2 technical schools, and 3 specialty schools. JSD employs 6,456 full-time and part-time employees. For more information about JSD, please visit our webpage at https://jordandistrict.org/.

3. ISSUING OFFICE AND SOLICITATION NUMBER

JSD is the Conducting Procurement Unit for this IFB and all subsequent addenda relating to

it. The reference number for this IFB is Solicitation # 27TH04. This number must be referenced on all bids, correspondence, and documentation related to this IFB.

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4. QUESTION AND ANSWER PERIOD

All questions MUST be submitted through Utah Public Procurement Place Bonfire (U3P Bonfire) at https://utah.bonfirehub.com during the designated time for questions (Q&A period) listed on U3P Bonfire. Questions submitted through any other channel will not be answered. Questions may be answered in the order that they are submitted or may be compiled into one document and answered via an addendum after the Q&A period has ended.

Answers disseminated by JSD through U3P Bonfire shall serve as the official and binding position of JSD and will constitute an addendum to this IFB. Answered questions or addenda may modify the specifications or requirements of this IFB. Bidders should periodically check U3P Bonfire for answered questions and addenda before the closing date. It is the responsibility of the Bidder to submit their bid as required by this IFB, including any requirements contained in answered questions and addenda.

Notification to JSD of any issues, such as ambiguity, inconsistency, excessively restrictive requirements, or errors in this solicitation, MUST be submitted as a question through U3P Bonfire during the Q&A period. Issues with the solicitation that have not been previously addressed within the Q&A period are not allowed to be addressed within the bid; doing so may result in the Bidder’s bid being considered nonresponsive.

5. ADDENDA

Any modification to this IFB will be made by an addendum issued by JSD. Bidders should periodically check U3P Bonfire for posted questions, answers, and addenda. Authorized and properly issued addenda shall constitute the official and binding position of JSD. An addendum to this IFB may be made for the purpose of making changes to: the scope of work, the schedule, the qualification requirements, or other requirements of this IFB.

After the due date and time (deadline) for submitting a bid to this IFB, at the discretion of JSD, addenda to this IFB may be limited to the Bidders that have submitted bids, provided that, in the opinion of JSD, the addenda do not make a substantial change to this IFB that likely would have impacted the number of Bidders responding to the original publication of this IFB.

Any response to this IFB which has as its basis any communications or information received from sources other than this IFB document or related addenda may be considered nonresponsive and may be rejected at the sole discretion of JSD.

6. CONTRACT AWARD INTENT

It is anticipated that this IFB may result in an award and purchase order to a single Bidder.

7. LENGTH OF CONTRACT

This IFB is intended to result in a one-time purchase of licensing upon mutual agreement between JSD and the awarded offeror.

JSD reserves the right to review the contract resulting from this IFB regularly regarding performance and cost analysis. JSD may negotiate price and service elements during the term of the contract.

https://utah.bonfirehub.com/

8. PRICE GUARANTEE PERIOD

Pricing must be held for one (1) year.

9. STANDARD CONTRACT TERMS AND CONDITIONS, EXCEPTIONS,

AND NEGOTIATIONS

Any contract resulting from this IFB will include, but not be limited to, the JSD Standard Terms and Conditions (see Attachment A).

Exceptions and/or additions to the JSD Standard Terms and Conditions are strongly discouraged. However, Bidders requesting exceptions and/or additions to the JSD Standard Terms and Conditions must submit their request(s) with the bid. Exceptions and/or additions submitted after the deadline for receipt of bids will not be considered. Bidders may submit questions regarding the Standard Terms and Conditions during the Q&A period.

Bidders may not submit requests for exceptions and/or additions by reference to a Bidder’s website or URL; URLs provided with a bid may result in that bid being rejected as nonresponsive.

JSD may refuse to negotiate exceptions and/or additions that are determined to be excessive;

that are inconsistent with similar contracts; to warranties, insurance, or indemnification provisions that are necessary to protect JSD after consultation with the Utah Attorney General’s Office or other applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions; or that are not in the best interest of JSD.

If negotiations are required, Bidder must provide all documents in Microsoft Word format for redline editing. Bidder must also provide the name, contact information, and access to the person(s) who will be directly involved in legal negotiations. Any mandatorily required acceptance of a Bidder’s terms and conditions may result in the bid being determined to be nonresponsive.

In a multiple award, JSD reserves the right to negotiate exceptions and/or additions to terms and conditions in a manner resulting in expeditious resolutions. This process may include beginning negotiations with the Bidder having the least number of exceptions and/or additions and concluding with the Bidder submitting the greatest number of exceptions and/or additions. Contracts may be executed and become effective as negotiations are completed.

An award resulting from this IFB is subject to successful negotiation of contract terms and conditions (if required). JSD, at its sole discretion, will determine when contract terms and conditions negotiations become unproductive and will result in termination of the award to that Bidder, at which point JSD may move to the next eligible Bidder.

10. BOYCOTT RESTRICTIONS

Please provide a signed copy of the Public Contract Boycott Restrictions Statement (see Attachment B) with your bid response.

In accordance with Utah Code 63G-27-102, vendors contracting with JSD to provide any good or service, including supplies, information technology, or construction services, must certify they are not currently engaged in an “economic boycott” nor a “boycott of the State of Israel” as those terms are defined in that Code section. Bidders must also agree not to engage in either boycott for the duration of the contract (if awarded).

For example, a vendor contracting with JSD may not, without an ordinary business purpose, boycott: the State of Israel; companies engaged in activities related to traditional energy, mining, or agriculture; companies engaged in the manufacture, distribution, sale, or use of firearms; companies that do not meet environmental standards beyond applicable state and federal laws; or companies that do not facilitate access to abortion or sex characteristic surgeries. If a vendor contracting with JSD does engage in such a boycott, it must immediately notify JSD in writing.

11. COMPLIANCE WITH FAMILY EDUCATIONAL RIGHTS AND

PRIVACY ACT (FERPA)

For bids that may include software that would gather student data, JSD’s Student Data Privacy Agreement (DPA, see Attachment E) has been attached for reference. If the awarded Bidder’s bid includes software that would gather student data, and the Bidder has not previously signed a DPA for the software with JSD or another school district in Utah, a copy of the DPA must be signed by the awarded Bidder and submitted with the bid.

For questions regarding the DPA or requested changes to the document, please contact JSD’s Student Data Privacy Manager, Caleb Olson, at caleb.olson@jordandistrict.org.

12. PROTECTED INFORMATION

The Government Records Access and Management Act (GRAMA), UCA 63G-2-305, provides in part that:

the following records are protected if properly classified by a governmental entity:

(1) trade secrets as defined in Section 13-24-2 [Uniform Trade Secrets Act] if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63G-2-309 [Confidentiality Claims];

(2) commercial information or nonindividual financial information obtained from a person if:

(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and mailto:caleb.olson@jordandistrict.org

(c) the person submitting the information has provided the governmental entity with the information specified in 63G-2-309 [Confidentiality Claims];

(6) records, the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except, subject to Subsections

(1) and (2), that this Subsection (6) does not restrict the right of a person to have access to, after the contract or grant has been awarded and signed by all parties:

(a) a bid, proposal, application, or other information submitted to or by a governmental entity in response to:

(i) an invitation for bids…

A. PROCESS FOR REQUESTING NONDISCLOSURE

Any Bidder requesting that a record be protected shall complete and include with the bid a Claim of Business Confidentiality Form (see Attachment D) with the following information:

1. Provide a written Claim of Business Confidentiality at the time the information (bid response) is provided to JSD, and

2. Include a concise statement of reasons supporting the claim of business confidentiality (UCA 63G-2-309[1]), and

3. Submit an electronic “redacted” (excluding protected information) copy of the bid response. Copy must clearly be marked as “Redacted Version.”

Bidder cannot classify price information as confidential or protected. Price information will be considered public information after award of the contract. Bidder cannot identify the entire bid as “PROTECTED,” “CONFIDENTIAL,” or “PROPRIETARY.” If the entire bid is so identified, that bid shall be considered nonresponsive unless the Bidder removes the designation. Bidder acknowledges that notations in the header, footer, or watermark of the IFB response will not be considered sufficient to constitute a request for nondisclosure of protected/proprietary information.

B. REDACTED COPY

If a Bidder submits a response that contains information claimed to be business confidential or protected information, the Bidder must submit one electronic redacted version for public release, with all protected business confidential information either blacked out or removed, clearly marked as “Redacted Version.” Bidder acknowledges that their IFB response or redacted copy will be made public upon JSD’s receipt of a GRAMA request. Bidder will not be notified of any GRAMA request made to JSD for Bidder’s IFB response. If Bidder submits a redacted copy, then JSD will respond to a GRAMA request for Bidder’s IFB response with Bidder’s redacted copy. However, if Bidder fails to submit a redacted copy, then JSD will respond to a GRAMA request with Bidder’s IFB response, which will result in Bidder’s protected/proprietary information, if any, being made public.

13. INSTRUCTIONS FOR SUBMITTING A BID

Bids MUST be submitted electronically through U3P Bonfire. Bids must be received by the due date and time (deadline) posted on U3P Bonfire. Bids received after the deadline will be late and ineligible for consideration. If applicable, submit both an unredacted copy and a redacted copy (see Section 1.12).

When submitting an electronic copy of your bid to U3P Bonfire, please allow sufficient time to complete the online forms and to upload bid documents. The IFB will end at the deadline. If a Bidder is in the middle of uploading a bid when the deadline arrives, the system will stop the upload process and the bid will not be accepted by U3P Bonfire; the attempted submission will be considered late and ineligible for consideration.

Electronic bids may require uploading of electronic attachments. U3P Bonfire will accept a wide variety of document types as attachments. However, JSD is unable to view certain documents. Therefore, DO NOT submit documents that are embedded files (ZIP), movies, WMP, encrypted, or MP3 files. All documents must be uploaded to U3P Bonfire as separate files.

Bids will NOT be accepted via email or via fax.

14. BIDDER’S UNDERSTANDING OF IFB

By submitting a bid to this IFB, the Bidder acknowledges and agrees that the requirements, scope of work, and the evaluation process outlined in this IFB are understood, fair, equitable, and are not unduly restrictive. The Bidder further acknowledges that they have read this IFB, along with any attached or referenced documents, including the General Provisions (see JSD Invitation to Bid Form). It is expected that all Bidders responding to this IFB are prepared (if awarded a contract) to comply with the specifications contained in this IFB.

All costs incurred by a Bidder in the preparation and submission of a bid are the responsibility of the Bidder and will not be reimbursed.

15. FIRM BID OFFER PERIOD

Bids submitted in response to this IFB shall constitute a firm offer and shall remain valid and binding for one (1) year from the bid due date. During this period, the Offeror may not withdraw, modify, or alter its proposal except as permitted by the Utah Procurement Code and applicable administrative rules.

PART 2: BID REQUIREMENTS

1. MANDATORY MINIMUM REQUIREMENTS (Pass or Fail Criteria)

This section contains mandatory minimum requirements that must be met for a bid to be considered responsive. All of the items described in this section are nonnegotiable. Failure to meet any one of the mandatory requirements/qualifications will result in the bid being rejected. A rejection of a bid due to it not meeting mandatory minimum requirements can occur at any time in the evaluation process.

Bidders must provide sufficient evidence and/or documentation demonstrating that the Bidder is compliant with the following mandatory minimum requirements:

A. BID RESPONSE TIMELY RECEIVED

Bid response must be timely received by the due date and time listed in this IFB.

B. AUTHORIZED RESELLER

Bidder must be a manufacturer or authorized reseller of Microsoft Server Licenses.

Please provide a letter from Microsoft indicating your Authorized Reseller Status. If this software is available on a State of Utah Contract, those resellers on an active contract may provide a list of authorized resellers from the contract as documentation.

C. BID PRODUCT AS SPECIFIED

Bidder must quote products as specified in the Scope of Work. Alternate bids will not be accepted. Alternate software programs have not been approved, vetted, nor tested through a Proof of Concept. Please do not quote any other products, including other Microsoft products, other than what is indicated.

D. COMPLIANCE WITH UTAH CODE 63G-27 PUBLIC CONTRACT BOYCOTT

RESTRICTIONS

Bidder must sign the Public Contract Boycott Restrictions Statement (see Attachment B).

2. SCOPE OF WORK

JSD is seeking bids for Microsoft Server Licenses. This is intended as a one-time purchase of these licenses.

The JSD Information Systems department determined these specific Microsoft licenses will work well in the JSD environment. Therefore, no substitutions will be allowed. Only bids for the specified product will be accepted as part of this IFB process.

Please extend any Education Discounts that may be offered in your bid response. Also, please note if pricing is based on a State of Utah or National Cooperative Contract; if so, note the contract number in your response.

A. SOFTWARE:

Microsoft Server Licenses, License# S8836343

A1. Quantity 16 each, part# EP2-70833-SLP Microsoft SQL Server Standard Core 2025 License, 2 cores.

A2. Quantity 24 each, part# EP2-71231-SLP Microsoft SQL Server Enterprise Core 2025 subscription license, 2 licenses, all languages

A3. Quantity 208 each, part# EP2-25018-SLP Microsoft Windows Server 2025 Datacenter license, 2 cores

A4. Quantity 280 each, part# EP2-24972-SLP Microsoft Windows Server 2025 standard license, 2 cores.

A5. Quantity 5,394 each, part# EP2-24899-SLP Microsoft Windows Server 2025 license, 1 device CAL

Please note: JSD reserves the right to purchase a portion of these licenses if it is determined that we do not have enough budget to purchase all licenses at this time. The awarded vendor will be notified if a quantity change would occur prior to the purchase order being placed.

3. COST

Please provide a quote with the unit price for each item listed on the Cost Form (Attachment C). Please quote items as specified; no substitutions will be allowed. Please also provide a copy of your bid on your usual bid template form.

JSD is tax exempt. Please do not list sales tax on your bid. Please note in your bid response if you need a copy of JSD’s Utah State Tax Commission Exemption Certificate (TC-721G) sent to you.

PART 3: IFB EVALUATION AND AWARD

All bids in response to this IFB will be evaluated in a manner consistent with the Utah Procurement Code, Utah Administrative Rules, JSD purchasing policies, and the evaluation criteria in this IFB. Bidders bear sole responsibility for the items included or not included within the bid submitted by the Bidder.

1. IFB EVALUATION PROCESS

A. STAGE 1: Determination of Responsiveness to Mandatory Minimum Requirements (Pass/Fail Criteria)

In Stage 1 of the evaluation process, the JSD Buyer will review all bids timely received. Nonresponsive bids (not addressing or unable to meet the Minimum Mandatory Requirements of the IFB) will be eliminated from further consideration.

Responsive bids will advance to Stage 2: Technical Evaluation.

B. STAGE 2: Technical Evaluation

Bids that pass Stage 1 will be evaluated to determine that they meet or exceed the scope of work. Any bid that does not meet or exceed the scope of work will be deemed as non-responsive and disqualified from further consideration. Bids that meet or exceed the scope of work will advance to Stage 3: Cost Evaluation.

C. STAGE 3: Cost Evaluation and Contract Award

All bids that meet or exceed the scope of work shall be evaluated on cost. The JSD Purchasing Department, pursuant to Section 63-6a-606(3) of the Utah Procurement Code, shall:

1. award the contract as soon as practicable to:

a. the lowest responsive and responsible Bidder who meets the objective criteria described in the Invitation for Bids.

JSD will award to the Offeror with the best price for the software as specified.

Or

b. if the procurement officer or the head of the conducting procurement unit disqualifies the lowest responsive and responsible bidder, the next lowest responsive and responsible bidder who meets the objective criteria described in the invitation for bids; or

2. cancel the invitation for bids without awarding a contract.

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3. COST