Annual Microsoft 365 Licensing Agreement

The Town of Barrington, RI is seeking competitive proposals from qualified Microsoft Cloud Solution Providers (CSPs) to provide annual licensing for Microsoft 365 Government Community Cloud (GCC) subscriptions.

Scope of Work:

The selected vendor will provide subscription licensing, billing, and administrative support for Microsoft 365 GCC products.

Baseline Licensing Requirement:

• 130 users - Microsoft 365 G3 (GCC pricing)
• 1 user - Microsoft 365 GS (GCC pricing)
• Quantities may increase or decrease during the term. Vendor must allow for adjustments with pro-rata billing.

Non-Negotiables:

• Pricing must be Government Community Cloud (GCC) pricing.
• Vendor must be a Microsoft-certified CSP or authorized reseller.
• Vendor must provide monthly per-user pricing and annual totals.
• Vendor must allow true-up/true-down for license counts.

-Annual agreement.

-All invoices must clearly separate licensing from any additional services.

Deliverables:

• Licensing and billing portal access.
• Named account representative.
• Annual reporting of license usage and costs.
• Option for escalation to Microsoft Premier support if required.

Vendor Proposal Requirements:

Vendors must submit a written proposal including:

1. Pricing table with per-user /month and annual roll-up.
2. Terms and conditions (billing cycle, support response times, SLAs).
3. Proof of Microsoft Partner/ CSP status.
4. References (contact name, phone number, email address) from at least two public sector clients.

Evaluation Criteria:

1. Compliance with licensing requirements
2. Total annual cost
3. Flexibility for license count changes
4. Vendor qualifications and references
5. Support and service structure

Term:

-Agreement term: 1 year

• Option for renewal (up to 5 additional years)

Schedule:

• RFP Issue Date: Tuesday 9/16/2025
• Questions Due: Monday 9/22/2025 at 11AM
• Proposals Due: [10/01/2025 at 11AM
• Target Award Date: [10/06/2025]