Microsoft License and Support

The School District of Polk County, Florida, issued a competitive bid (043-TEC-0419) seeking Microsoft License and Support services from qualified Authorized Education Partners (AEP). The procurement covers a comprehensive range of Microsoft licensing products including Azure, SQL Server, Windows Remote Desktop, Office 365, Microsoft 365, Project Online, Power BI, and Core Server Platform licenses. The original solicitation was released on April 8, 2019, with sealed bids due on April 26, 2019, at 3:00 PM, and an initial contract period spanning approximately three years from June 1, 2019, to May 31, 2022. The district presented two primary configuration options: Option 1 (Microsoft M365 EDU A5) and Option 2 (Microsoft M365 EDU A3), with the intent to evaluate bids on a composite "all or none" basis. Bidders were required to be Microsoft Authorized Education Partners, with no product substitutions permitted, and the district reserved the right to adjust license quantities as needed throughout the contract period. Bid quantities ranged from 1 to 13,000 units across various licensing categories, and pricing was required to remain firm for the initial contract term and potential renewal periods.

The contract did not specify specific set-aside designations or restrictions for disadvantaged enterprises. The incumbent vendor prior to this solicitation was En Pointe Technologies, who had provided Microsoft licensing services for the previous five years. The bid evaluation process involved comparing pricing across multiple vendors, including Connection, Crayon Software Experts, Insight Public Sector, Softchoice Corporation, and vTECHio. Total bid pricing varied significantly between vendors, with Option 1 total prices ranging from $1,498,276 to $1,770,017 and Option 2 total prices ranging from $1,223,503 to $1,292,787. Ultimately, Crayon Software Experts LLC was recommended for award, covering Items 1-14 and Items 17-20 (Option 2), with subsequent contract renewals approved through May 31, 2028. The district's procurement policy, outlined in Policy 6320, authorized the Superintendent to approve and execute contracts involving public funds expenditures up to $250,000, providing flexibility in contract management.