Microsoft 365 Renewal FY25

THIS IS A Sources Sought Notice ONLY.  The U.S. Government currently intends to award a contract for the renewal of the Microsoft 365 Software A5 Education for FY25 on a SOLE SOURCE basis but is seeking vendors that may be able to perform this requirement in order to support a competitive procurement. Accordingly, the U.S. Government highly encourages all interested businesses (large and small) to respond to this Sources Sought Synopsis.  In addition, small businesses, in all socioeconomic categories (including, 8(a) Business Development Program, Small Disadvantage Business, Historically Underutilized Business Zone, Service-Disabled Veteran-Owned, Women-Owned Small Business concerns), must describe their identifying capabilities in meeting the requirements at a fair market price, i.e., information which may help support a set-aside.

The intent is to award the proposed sole source firm fixed price contract to Insight Direct, Inc to procure the Microsoft 365 A5 Education software renewal. Microsoft 365 A5 delivers a secure, data-driven, and collaborative digital education platform, ensuring institutions can enhance learning while maintaining compliance and operational efficiency.

The statutory authority for the sole source procurement is FAR 13.106-1(b)(1): For purchases not exceeding the simplified acquisition threshold (SAT), contracting officers may solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available (e.g. urgency, exclusive licensing agreements, brand name, or industrial mobilization). Attached is the full Sole Source Justification and the Product Specifications document.

Insight is our current distributor for M365 A5 licenses. Transitioning between distributors has historically posed challenges, and Microsoft has confirmed that they cannot guarantee data preservation if a new distributor is awarded the contract. We recently experienced a significant data loss during a transition involving another Microsoft service product. A key issue in that instance was the vendor's unresponsiveness, as they failed to act on Microsoft's requests necessary for maintaining account compliance. This resulted in unplanned, substantial compute costs and extensive CIO ESD team labor hours. Given the current state of our licenses, a similar transition now would likely result in irrecoverable data loss, posing a catastrophic risk to critical information essential for the continuance of USAWC’s core mission. Maintaining Insight as our distributor mitigates this risk and ensures continuity in operations.

This notice does not constitute a Request for Quote (RFQ) or a promise to issue an RFQ in the future. This notice does not commit the U.S. Government to contract for any supply or service.  Further, the U.S. Government is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this sources sought notice.  The U.S. Government will not pay for any information or administrative costs incurred in response to this notice.  Submittals will not be returned to the responder.  A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government.  However, if a competitive solicitation is released, it will be synopsized on the Governmentwide Point of Entry.  It is the responsibility of potential offerors to monitor the Governmentwide Point of Entry for additional information pertaining to this requirement.  The NAICS code is: 513210 Software Publishers; PSC code: 7K20 – IT and Telecom – Storage Products (Hardware and Perpetual License Software).

In response to this Sources Sought, please provide:

1.  Identify any condition or action that may be having the effect of unnecessarily restricting competition with respect to this acquisition and identify alternatives or solution solutions.  Also contact the MICC Advocate for Competition, Scott Kukes, at scott.d.kukes.civ@mail.mil or 210-466-3015, if you believe that this action is unreasonably restricting competition.  Include the subject of the acquisition, this announcement, and the MICC POC information from the Sources Sought Synopsis.  Provide the specific aspects that unreasonably restrict competition and the rationale for such conclusion.

2.  Name of the firm, point of contact, phone number, email address, DUNS number, CAGE code, identify business size (large business or a small business), and if applicable, a statement regarding small business status (including small business type(s)/certifications(s) such as SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.) and the corresponding NAICS code.

3.  Identify whether your firm is interested in competing for this requirement as a prime contractor or not.  Identify subcontracting, joint ventures or teaming arrangement that will be pursued, if any.

4.  Information in sufficient detail regarding previous experience (indicate whether as a prime contractor or subcontractor) on similar requirements (include size, scope, complexity, timeframe, government or commercial), pertinent certifications, etc., that will facilitate making a capability determination.bg

5.  Information to help determine if the requirement (item or service) is commercially available, including pricing information, basis for the pricing information (e.g., market pricing, catalog pricing), delivery schedules, customary terms and conditions, warranties, etc.

6.  Identify how the Army can best structure these contract requirements to facilitate competition, including competition among small business concerns.

7.  Recommendations to improve the Army's approach/specifications/draft PWS/PRS to acquiring the identified items/services.