MRCS_RFP2026004_Microsoft 365 E5 Licensing & Migration Services.docx

MOUNT ROGERS COMMUNITY SERVICES

REQUEST FOR PROPOSALS (RFP #2026004)

Microsoft 365 E5 Licensing & Migration Services

1. PURPOSE

Mount Rogers Community Services (MRCS) is soliciting proposals to transition from Microsoft 365 E3 (nonprofit pricing) to Microsoft 365 E5 (nonprofit pricing). This document aligns to the CIO’s original request: licensing quotes, a clear migration path with timelines, participation in planning meetings, completion by June 1, 2026, and options for monthly vs. yearly billing and 1/2/3-year contract terms. Optional add-ons may be proposed but must be priced and listed outside the base proposal and shall not affect base pricing or terms if declined.

2. SCOPE OF WORK

Provide nonprofit pricing quotes for: Microsoft 365 E5 (800 licenses), Power Automate Premium (9), Visio (10), Teams Shared Devices (1).

Provide a migration path from the current E3 tenant to E5, including timeline and key milestones.

Confirm participation in all planning/status meetings related to migration.

Complete migration no later than June 1, 2026.

3. PRICING REQUIREMENTS

Please complete the **Licensing** table and the **Migration & Implementation** one-line price table below. No sub-component service pricing breakdown is required.

3.1 Licensing (Required)

3.2 Migration & Implementation (Required – One-Line Price)

Provide a single turnkey price (Fixed Fee or Not-to-Exceed) for all services necessary to complete the migration by June 1, 2026. Any optional ongoing support must be listed separately as Optional Add-ons (Section 6).

4. MIGRATION PATH & TIMELINE (Required) Environment assessment (brief) and readiness confirmation License transition plan and feature enablement (E5 capabilities) Cutover/migration approach and rollback plan Milestones and target dates (must meet June 1, 2026 completion)

5. PARTICIPATION IN PLANNING MEETINGS (Required) Awardee agrees to attend planning and status meetings as scheduled by Mount Rogers Community Services during the migration period.

6. OPTIONAL ADD‑ONS (Outside Scope) *Vendors may include optional add-ons; these must be clearly separated from the base proposal and pricing. Any or all add-ons may be declined without changing the pricing or terms of the original proposal.*

7. BILLING & TERM OPTIONS (Required) Provide **Monthly** and **Annual** billing options where available.

Provide pricing for **1‑year**, **2‑year**, and **3‑year** contract terms where available.

8. SCHEDULE

9. PRE‑BID MEETING DETAILS

Date/Time: **March 30, 2026 at 1:00 PM Eastern Time** Attendance: Optional (non‑mandatory) unless modified by addendum.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/26752354602039?p=ErYCUbCvW0vGqlJ10k Meeting ID: 267 523 546 020 39 Passcode: sS9xJ9rk RSVP: Email both Shaun.Charles@mountrogers.org and korey.kennedy@mountrogers.org.

Questions: Vendors may submit questions at or after the pre‑bid. Written responses/addenda govern.

10. POINT OF CONTACT & SUBMISSION

Primary Point of Contact:

Shaun Charles, Chief Information Officer (CIO) Mount Rogers Community Services Email: Shaun.Charles@mountrogers.org All proposals must be submitted electronically to BOTH:

Shaun.Charles@mountrogers.org; korey.kennedy@mountrogers.org Subject line: "RFP #2026004 – Microsoft 365 E5 Proposal – [Vendor Name]"

11. MINIMUM COMPLIANCE NOTES

This RFP is issued under the Virginia Public Procurement Act (VPPA) as competitive negotiation. MRCS will evaluate based on overall value and ability to meet the required completion date. Do not mark entire proposals or pricing as proprietary. Provide your Virginia SCC ID if applicable. Include Non‑Discrimination and Drug‑Free Workplace certifications in your proposal package.