Mount Rogers Community Services - Microsoft 365 E5 Licensing & Migration Services

Mount Rogers Community Services (MRCS), a Virginia-based organization serving York County and Winchester City, issued RFP #2026004 on March 20, 2026, to procure Microsoft 365 E5 licensing and associated migration and implementation services. The procurement seeks to upgrade MRCS's current Microsoft 365 E3 nonprofit environment to Microsoft 365 E5 nonprofit pricing, with specific quantities including 800 Microsoft 365 E5 licenses, 9 Power Automate Premium licenses, 10 Visio licenses, and 1 Teams Shared Devices license. Vendors must provide comprehensive migration services with a detailed migration path, timeline, and milestones, with all migration activities required to be completed by June 1, 2026. The procurement requires vendors to participate in planning and status meetings throughout the migration period and to price migration and implementation services as a single turnkey line item using either a fixed fee or not-to-exceed model. Vendors must provide nonprofit pricing quotes with options for both monthly and annual billing cycles and contract terms of 1, 2, or 3 years. Proposals will be evaluated using a weighted methodology based on cost, technical approach, vendor experience, implementation timeline, and support offerings in accordance with Virginia's Public Procurement Act. An optional prebid meeting is scheduled for March 30, 2026, at 1:00 PM Eastern Time via Microsoft Teams; written questions are due by 5:00 PM ET on April 3, 2026; and proposals must be submitted electronically to Shaun.Charles@mountrogers.org and korey.kennedy@mountrogers.org by 5:00 PM ET on April 8, 2026, with award anticipated on April 13, 2026.

The RFP does not specify any set-aside designations or restrictions on the types of organizations that can respond; however, vendors must be able to provide nonprofit pricing, indicating eligibility for organizations authorized to offer such rates. Vendors must provide a Virginia SCC ID if applicable and submit NonDiscrimination and Drug-Free Workplace certifications as required. MRCS's current infrastructure utilizes Microsoft 365 E3 nonprofit environment, which vendors will need to integrate with and migrate from as part of their implementation services. Optional ongoing support services may be proposed separately and will be subject to acceptance or rejection without affecting base pricing. The specific budget or award value is not disclosed in the RFP documentation; however, the scope encompasses licensing for 800 users and comprehensive migration services, suggesting a substantial procurement value dependent on vendor pricing and contract term selections.