ARFQ_TPK2700000006_Microsoft_365_Specifications.pdf

REQUEST FOR QUOTATION

Microsoft 365 Business Premium

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Parkways Authority is soliciting bids to establish an open-end contract for Microsoft 365 Business Premium licenses per the specifications outlined below.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in Section 2 of the General Terms and Conditions.

2.1 “Contract” is the binding agreement that is entered into between the West Virginia Parkways Authority and the Vendor to provide the items requested in the solicitation.

2.2 “Contract Item” or “Contract Items” means the list of items identified in Section 3 below.

2.3 “Solicitation” means the official notice of an opportunity to supply the West Virginia Parkways Authority with goods or services that is published by the WVPA.

2.4 “Vendor” means any entity submitting a bid in response to this solicitation, the entity that has been selected as the lowest responsible vendor, or the entity that has been awarded the Contract as context requires.

2.5 “WVPA” or “Agency” means the West Virginia Parkways Authority.

3. GENERAL REQUIREMENTS:

3.1 Vendor must be an authorized Microsoft Licensing Solution Provider (LSP) or Cloud Solution Provider (CSP) authorized to provide the Microsoft 365 licensing specified in this RFQ.

3.2 Vendor must have at least five (5) years of experience in providing Microsoft Business licensing to an entity of similar size (250 users) with at least three (3) years being consecutive. Vendor must provide attestation upon request.

3.3 Vendor must be authorized to sell Microsoft 365 Business Premium and related Microsoft products and subscriptions that may be required to support the WVPA’s Microsoft 365 environment.

3.4 Vendor must provide Microsoft 365 Business Premium licenses, including Microsoft Teams, as offered and licensed by Microsoft.

3.5 Vendor is responsible for establishing, signing, and maintaining Enrollments.

3.6 Vendor must provide the licensing in a timely manner upon receiving an order from the WVPA.

3.7 Vendor must work with points of contact for each Enrollment to provide renewals, updates, additional licensing, savings opportunities, and other opportunities advantageous to the WVPA.

3.8 The Microsoft 365 subscription shall be provided on an annual subscription term with monthly billing. The Authority shall be invoiced monthly for the licenses in use during each billing period.

3.9 The Contractor shall permit the Authority to increase license quantities during the subscription term as operational needs and staffing levels change. Additional licenses shall be added at the applicable contracted monthly rate, with appropriate prorated billing when applicable. License reductions shall be permitted to the extent allowed under the applicable Microsoft/CSP licensing terms and shall be reflected in subsequent billing when permitted.

3.10 The 250 licenses identified in this solicitation are for bidding purposes only and do not constitute a guaranteed minimum purchase quantity. The Authority reserves the right to increase the number of licenses purchased during the contract term based upon actual requirements and to decrease license quantities to the extent permitted under applicable Microsoft/CSP licensing terms.

3.11 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.

3.12 Vendor will act as a liaison between the WVPA and Microsoft, as needed.

3.13 Vendor must provide a main point of contact (Account Manager) for the WVPA.

While others may be necessary for implementation and usage of the contract, the Account Manager will be the single point of contact for the WVPA. The Account Manager will be expected to respond to the WVPA’s requests and questions within a maximum of two (2) business days. The WVPA reserves the right to request, and the Vendor must provide a new Account Manager for any reason.

3.14 Vendor must ensure that Microsoft 365 services are provided through Microsoft-supported environments that maintain applicable industry-standard security and compliance certifications.

3.15 Vendor must provide the WVPA with the ability to apply, manage, track, reserve, and remove licensing through a centralized portal. Each Enrollment will only need to see its licensing, so multiple accounts must be created and/or continued to ensure appropriate separation.

3.16 The WVPA requires the ability to make monthly payments for licensing purchased under this Contract.

4. CONTRACT AWARD:

4.1 The Contract shall be awarded to the lowest responsive and responsible Vendor whose offered Contract Items meet all mandatory specifications as shown in wvOASIS.

4.2 Pricing Page: Vendor shall enter the bid price per license, per month in the Unit Price field. The quantity of 250 licenses is for bidding purposes only and does not represent a guaranteed purchase quantity. Unit pricing shall include all fees, charges, and other costs necessary to provide the Contract Items. Vendor should complete the Pricing Page in full, as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

4.2.1 Vendor shall submit its completed Pricing Pages electronically through wvOASIS. Vendor should enter the pricing information directly into wvOASIS, if that functionality is available, or upload completed Pricing Pages as an electronic document. Pricing Pages may be downloaded from the wvOASIS Vendor Self Service website. If Vendor completes the Pricing Pages in paper format, Vendor shall download or print the assembled ARFQ document bearing the highest version number, enter the unit price and extended cost for each item, scan the completed pages, and upload them as part of its electronic bid submission through wvOASIS. Physical delivery of a paper bid does not constitute submission.

4.3 Contract Commencement: The resulting contract shall commence on November 1, 2026, and no services, licenses, or other contract items shall be provided or billed under the resulting contract prior to that date.

VENDOR MUST PROVIDE:

• Vendor shall provide documentation identifying the Microsoft 365 Business Premium product offered and a written statement confirming compliance with all mandatory requirements of this RFQ.

• Signed Agency terms and conditions.

Failure to provide complete documentation may result in disqualification of the bid.

5. PAYMENT:

5.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND PROVISIONING:

6.1 License Provisioning: Licenses must be provisioned within 24 hours of order receipt, including emergencies.

6.2 Delayed Provisioning: WVPA must be notified in writing if provisioning of the Contract Items will be delayed for any reason. Any delay in provisioning that could cause harm to the WVPA will be grounds for cancellation of the Contract and/or obtaining the Contract Items from a third party.

6.3 License Errors and Credits: If licenses are provisioned incorrectly or otherwise fail to conform to the Contract requirements due to Vendor error, Vendor shall promptly correct the issue at no additional cost to WVPA. Vendor shall provide any credits or refunds available under the applicable Microsoft licensing terms for licenses ordered or provisioned in error. Vendor shall not impose any administrative, cancellation, or restocking fee unless the charge is imposed by Microsoft and disclosed to WVPA.

7. VENDOR DEFAULT:

7.1. The following shall be considered a vendor default under this Contract.

7.1.1. Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2. Failure to comply with other specifications and requirements contained herein.

7.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

7.1.4. Failure to remedy deficient performance upon request.

7.2. The following remedies shall be available to WVPA upon default.

7.2.1. Immediate cancellation of one or more release orders issued under this Contract.

7.2.2. Immediate cancellation of the Contract.

7.2.3. Any other remedies available in law or equity.