ARFQ TPK2700000006_Addendum_NO._01.pdf

S – Addendum Number:

The Purpose of this addendum is to modify the solicitation identified as (“Agency Solicitation”) to reflect the change(s) identified and described below.

Applicable Addendum Category:

[ ] Modify bid opening date and time

[ ] Modify specification of product or service being sought

[ ] Attachment of vendor questions and responses

[ ] Attachment of pre-bid sign-in sheet

[ ] Correction of error

[ ] Other

Description of Modification to Solicitation:

This Addendum issued to publish and distribute the attached documentation to the vendor community.

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference.

Terms and Conditions:

1. All provision of the Agency Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Agency Solicitation by completing an Addendum Acknowledgement, a copy of which is included herewith. Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

TPK2700000006

Addendum No. 01 Is issued to publish and distribute the attached vendors questions and responses to the vendor community

RFQ

Revised 04/21/2021

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.:

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below. Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No. 6 [ ] Addendum No. 2 [ ] Addendum No. 7 [ ] Addendum No. 3 [ ] Addendum No. 8 [ ] Addendum No. 4 [ ] Addendum No. 9 [ ] Addendum No. 5 [ ] Addendum No. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid.

I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

ARFQ TPK2700000006

West Virginia Parkways Authority

ARFQ TPK2700000006 – Microsoft 365

Vendor Questions and Answers

Q1: Can WVPA clarify whether the 250 Microsoft 365 Business Premium licenses will be provisioned into an existing Microsoft tenant (via CSP partner relationship authorization) or if a new tenant enrollment must be created?

A1: We are an existing tenant. Data Center Warehouse, our current CSP would be responsible for the transfer.

Q2: Regarding the 24-hour provisioning requirement, does this SLA apply to standard business hours (e.g., Monday through Friday, 8:00 AM to 5:00 PM EST) or 24/7/365 calendar hours?

A2: 24-hour provisioning going by business hours.

Q3: Under Microsoft New Commerce Experience (NCE) annual commitments, seat reductions are typically restricted outside of the initial 7-day cancellation window. Will WVPA's subscription terms align with standard Microsoft NCE annual terms, or does WVPA require monthly commitment flexibility for downward seat adjustments?

A3: WVPA currently aligns with Microsoft’s NCE through DCW. While monthly flexibility is a plus, WVPA does not anticipate reductions in licensing.

Q4: Can WVPA confirm the specific format and content required for the product identification documentation to be submitted with the bid?

A4: Product identification documentation shall be submitted in PDF format and shall contain the information required by the applicable RFQ specifications.

Q5: Regarding the written statement confirming compliance with all mandatory RFQ requirements, is a standard signed letter on vendor letterhead acceptable?

A5: Yes

Q6: For the experience requirement (at least 5 years of experience providing Microsoft Business licensing to an entity of 250+ users, with 3 consecutive years), is the attestation required at the time of bid submission, or only upon request prior to award?

A6: At the time of the bid submission.

Q7: What specific functionalities does WVPA expect from the centralized license management portal (e.g., self-service seat allocation, license reservation, automated reporting, billing analytics)?

A7: Currently we have self-service access to Microsoft 365 Business premium as well as the rest of the Microsoft service catalog. We can add licensing for 365 and other Microsoft products ourselves through the portal that the CSP provides. We don't use any sort of analytics or anything.

Q8: Regarding payment via WVPA Purchasing Card (P-Card), will WVPA permit standard credit card processing fee terms, or must the unit price fully absorb all credit card transaction processing fees?

A8: Unit price must be final total price including any credit card processing fee.

Q9: In the event of mid-billing-cycle license additions, will billing be prorated based on the exact calendar day of provisioning through the end of the monthly billing period?

A9: Yes

Q10: Can WVPA clarify whether technical support/escalation services are required directly from the CSP reseller beyond subscription administration and Microsoft partner escalation?

A10: No. WVPA does not require technical support or escalation services from the CSP reseller beyond subscription administration and Microsoft partner escalation

Q11: Will WVPA confirm whether good standing with the West Virginia State Tax Department must be complete at the exact time of bid opening or prior to final contract award?

A11: Good standing with the West Virginia Secretary of State and the West Virginia State Tax Department is preferred at the time of bid submission. If not completed at the time of bid submission, the successful vendor must obtain good standing with both agencies within five (5) business days of receiving the Intent to Award and prior to contract award.

Q12: Can WVPA confirm the expected initial base term length of the Agency Master Agreement (e.g., one year from November 1, 2026, through October 31, 2027)?

A12: Yes, November 1, 2026, through October 31, 2027

Q13: Are there specific Microsoft GCC (Government Community Cloud) tenant requirements for WVPA, or is standard commercial Microsoft 365 Business Premium required?

A13: Standard commercial Microsoft 365 Business Premium is required. Microsoft GCC is not required.

Q14: Can WVPA confirm whether any specific data sovereignty or access restrictions apply to the assigned Account Manager and licensing administrative personnel?

A14: Yes. WVPA requires the assigned Account Manager and any licensing administrative personnel with access to WVPA account or licensing information to be located within the United States. Any access to or administration of WVPA account or licensing information must occur from within the United States.

Q15: What is the anticipated budget for this contract?

A15: WVPA has not established an anticipated budget for this contract. Vendors should provide their most competitive pricing in accordance with the RFQ.

Q16: Is there already an incumbent provider providing Microsoft 365 Business Premium licenses?

A16: Data Center Warehouse, LLC

Q17: May a vendor satisfy the five-year Microsoft licensing experience requirement through its authorized Microsoft CSP distributor or subcontractor, provided that partner supports the resulting contract and has the required experience serving organizations of similar size?

A17: No. The Vendor submitting the bid must independently meet the five-year Microsoft licensing experience requirement. Experience of an authorized Microsoft CSP distributor or subcontractor may not be used to satisfy this requirement.

Q18: Please clarify what you expect of respondent for the tasks listed? Vendor must provide licensing administration and support for Microsoft 365 Business Premium subscriptions, including subscription changes, renewals, provisioning, license management, and coordination with Microsoft as necessary.

A18: See A7 and A10.

Q19: Please clarify whether the requested separation of Microsoft subscriptions is intended within a single Microsoft tenant or across multiple tenants? If all subscriptions reside within a single tenant, licensing can generally only be allocated by organization or department through billing and reporting mechanisms, such as cost center tracking. If multiple tenants are involved, subscriptions would need to be provisioned separately within each tenant, requiring distinct CSP accounts. Additionally, can the client clarify what is meant by "enrollment number," as this term is typically associated with Microsoft Volume

Licensing agreements and does not generally apply to CSP subscriptions in the same manner?

A19: WVPA operates within a single Microsoft tenant. Licenses are maintained as a single pool and are not separated or allocated by department, organization, cost center, or other similar breakdown. WVPA does not have a specific requirement associated with an “enrollment number” for this solicitation. If tenant or other licensing identifiers are required by the successful Vendor during onboarding or transition, WVPA will provide the necessary information as part of implementation.

Q20: Is this request 24 hour 7 days per week, or is the expectation Mon- Friday (Business days) excluding holidays?

A20: See A2.