Windows Server Datacenter and Standard Editions licenses

The California State Library has issued a Request for Quotation (RFQ) numbered CSL-0000003048 for procuring Windows Server licensing, specifically seeking 86 units of Windows Server Datacenter Core Academic Pricing licenses and 60 units of Windows Server Standard Core Academic Pricing licenses. The procurement is designed to secure software licensing for a three-year period from February 1, 2026, through January 31, 2029. Responses to this solicitation must be submitted via email to jessica.truong@library.ca.gov by January 7, 2026, at 3:00 PM Pacific Time, with an anticipated contract award date of January 14, 2026. The evaluation criteria focus on selecting the lowest cost bid from a responsible and responsive bidder, considering final total cost including preferences and incentives, but excluding taxes and shipping fees. Bidders must submit comprehensive documentation including completed cost worksheets, bidder declarations, payee data records, generative AI disclosures, and conflict of interest statements. All equipment must be new and in current production, with shipment quoted F.O.B. Destination only.

The RFQ includes specific provisions for small business participation, offering preferences of up to 5% for certified California small businesses, though disabled veteran business enterprise preferences are waived due to the nature of Microsoft Licensing Agreements. The maximum funding limit for this agreement is set at $100,000.00 per state policy, with any bids exceeding this amount subject to rejection. Funding for the contract remains contingent upon annual appropriation by the State Legislature, and the State Library reserves the right to cancel or amend the agreement if full funding is not available. The procurement is structured on an "All or None" basis, meaning the entire contract will be awarded to a single vendor meeting all requirements. No specific incumbent vendors are mentioned, and no bidders' conference or site visit is specified in the solicitation. The contract represents a strategic acquisition of software licensing to support the California State Library's technological infrastructure and operational needs.