IFB 6004 - Microsoft 365 Education

Agency:	Southeast Missouri State University
State:	Missouri
Type of Government:	State & Local
NAICS Category:	541519 - Other Computer Related Services 611430 - Professional and Management Development Training 611710 - Educational Support Services
Posted Date:	Nov 28, 2023
Due Date:	Dec 18, 2023
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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INVITATION FOR BID 6004

TITLE: MICROSOFT 365 EDUCATION

DATE: NOVEMBER 27, 2023

BUYER: LYNDA SEABAUGH

EMAIL: lseabaugh@semo.edu

PHONE: (573) 651-2076

BID MUST BE RECEIVED NO LATER THAN:

DATE: DECEMBER 18, 2023

TIME: 3:30 P.M.

DELIVERY INSTRUCTIONS

For USPS/FedEx/UPS, etc.

Bids must be mailed to:

Purchasing Department

Southeast Missouri State University

One University Plaza, Mail Stop 3280

Cape Girardeau, MO 63701

OR delivered by bidder to:

Purchasing Department

Academic Hall Room 200F

Normal Avenue

Cape Girardeau, MO 63701

The notice of award is made subject to availability and appropriation of funds, and the selection of the lowest and best

bidder is made in accordance with all applicable public procurement laws.

MUST BE SIGNED TO BE VALID

The bidder hereby agrees to furnish items and/or services, at the firm, fixed prices quoted, pursuant to all requirements and

specifications contained herein, upon either the receipt of an authorized purchase order from the Purchasing Department

or when this document is countersigned by the Purchasing Department as a binding contract, and further agrees that the

language of this document shall govern in the event of a conflict with his or her bid. Additionally, the authorized signer of

this document certifies the contractor (named below) and each of its principles are not suspended or debarred by the

federal government.

AUTHORIZED SIGNATURE

PRINTED NAME/TITLE

COMPANY NAME

MAILING ADDRESS

CURRENT DATE

TELEPHONE NUMBER/EXT.

CITY

CONTACT PERSON

STATE

ZIP CODE

CONTACT PERSON EMAIL ADDRESS

DELIVERY DATE:_________DAYS ARO, FOB DESTINATION

PROMPT PAYMENT TERMS:_____% _____DAYS NET_____DAYS

NOTICE OF AWARD (SOUTHEAST MISSOURI STATE UNIVERSITY USE ONLY)

AUTHORIZED SIGNATURE FOR SOUTHEAST MISSOURI STATE UNIVERSITY

DATE

SOUTHEAST MISSOURI STATE UNIVERSITY

MICROSOFT 365 EDUCATION

INVITATION FOR BID 6004

TECHNICAL SPECIFICATIONS/GENERAL CONTRACTUAL REQUIREMENTS

The contractor shall provide a Microsoft Enrollment for Education Solutions License or Microsoft 365 A3

License and the Microsoft 365 A5 License Security Bundle as defined below for Southeast Missouri State

University in accordance with all terms and conditions contained in this document. Southeast needs renewal

licenses only.

The Microsoft Enrollment for Education Solutions must include the faculty/staff option for 1500 FTE

(full-time equivalents). The University reserves the right to increase/decrease the FTEs at the start

of each new contract period.

1.1 The following products must be included in the agreement:



Education Desktop with Core CAL Suite



Windows Server Standard Core Licensing – Quantity 116



Windows Server Datacenter Core Licensing – Quantity 90



Microsoft SQL Server Standard Core Licensing – Quantity 20



Microsoft SQL Server Enterprise Core Licensing – Quantity 2

1.2 The following optional products should be available:



Power Automate Plan EDU – Quantity 5

The contractor must be a Microsoft Authorized Education Reseller.

The contractor shall fully coordinate his/her activities in the performance of the contract with those of

the University.

The contractor shall be responsible for furnishing all material, labor, equipment, and supplies

necessary to perform the services required herein.

The contract shall not bind, nor purport to bind, the University for any contractual commitment in

excess of the original contract period, which shall be February 1, 2024, through January 31, 2027.

The University shall have the right, at its sole option, to renew the contract for successive renewal

periods, or any portion thereof. In the event that the University exercises such right, all terms,

conditions, and specifications of the original contract, as amended, shall remain the same and

apply during the extension period.

5.1 If any option is exercised, the contractor shall agree that the rates shall be negotiated with

the University. However, the University reserves the right to rebid if a mutual agreement

cannot be reached.

All prices shall be as indicated on the Pricing Page of this document, or as specifically provided for

by this document. The University shall not pay nor be liable for any other costs. The contractor

shall not be allowed any additional compensation for any matter of which the contractor might have

fully informed itself of prior to the opening date of the Invitation for Bid.

6.1 In the event the scope of work is revised by the University, additional compensation shall be

considered and negotiated at that time.

The contractor represents itself to be an independent contractor offering such services to the general

public and shall not represent itself or its employees to be employed by the University. The sole

relationship between the University and the contractor is as established by this contract. The

contractor acknowledges responsibility for filing all returns and paying all taxes, FICA, employee fringe

benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc.,

associated with the performance of the contractual requirements herein, and agrees to indemnify,

save, and hold the University, its officers, agents, and employees, harmless from and against, any and

all losses, costs, attorney fees, and damage of any kind related to such matters. Upon request, the

contractor will provide to the University evidence of compliance with these requirements.

The contractor shall indemnify, defend and hold harmless the Board of Regents of the University, as

well as the University’s officers, agents, and employees, from and against all claims, loss or expenses

from any cause of action arising from or incidental to the contractor's performance of the contractual

requirements herein. The contractor agrees to reimburse the University for any such loss, damage or

claim, including its attorney(s) fees. The contractor agrees to have in effect, throughout the duration of

the contract, liability insurance coverage of the contractor for its acts, failure to act, or negligence,

arising out of or caused by the activity which is the subject of the contract.

The contractor shall not be responsible for any injury or damage occurring as a result of any negligent

act or omission committed by the University, including its Board of Regents, agencies, employees, and

assigns.

10. The contractor agrees and understands that the contract shall not be construed as an exclusive

arrangement and further agrees that the University may secure identical and/or similar services from

other sources.

SOUTHEAST MISSOURI STATE UNIVERSITY

MICROSOFT 365 EDUCATION

INVITATION FOR BID 6004

BIDDER’S INFORMATION

This portion of the IFB pertains to any interested party, which wishes to be provided an opportunity to submit

a bid.

Southeast currently issues all solicitations via the University’s website at www.semo.edu/finance-

admin/vendors.html. In addition to the original solicitation document, all amendments (if any)

added during the solicitation process will be posted to the website. Please note that it is the

bidder’s sole responsibility to check the website to obtain any additional information posted for the

IFB. Additionally, the University will update the website upon award.

Bids must be priced, signed, and returned (with all necessary attachments) to the Purchasing

Department by the closing date and time as specified. The unaltered, signed IFB cover sheet and

signed cover sheets for any amendments, if applicable, should be placed at the beginning of the

bidder’s package.

2.1 The bidder should include one (1) physical copy and one (1) complete USB flash drive

copy of the bid for distribution to the appropriate evaluation personnel. The University only

requests copies of any pages completed by the bidder and any additional pages added by

the bidder. Copies of the original Invitation for Bid package or any attachments thereto are

not needed.

Any bidder with questions should contact Lynda Seabaugh, Director of Purchasing and

Accounts Payable, via email at lseabaugh@semo.edu. Bidders may not contact other

University employees regarding any of these matters while the IFB and evaluation are in

process. It shall be the bidder’s responsibility to ask questions, request changes or clarification,

or otherwise advise the Purchasing Department if any language, specifications, or

requirements of the IFB appear to be ambiguous, contradictory, and /or arbitrary, or appear to

inadvertently restrict or limit the requirements stated in the IFB to a single source. The bidder

must submit such in writing no later than seven (7) calendar days prior to the IFB opening date

via email to lseabaugh@semo.edu.

If the bidder requires the University execute some type of contract, agreement, etc., in addition to

this Invitation for Bid, the bidder must submit an exact replica of such with his/her response.

However, such agreements must not amend, contradict, or delete any terms, conditions, and/or

requirements set forth in or referenced in this IFB and any amendment or attachment thereto.

Failure to submit such an agreement with the original bid but require the execution of such at a

later date may result in the rejection of the bid.

Business Information: It is the intent of Southeast Missouri State University to seek and solicit

vendor participation from certified minority, women, Missouri service-disabled veteran owned

businesses, and blind/sheltered workshops. Therefore, the bidder is requested to complete and

return Attachment 1 with the bid response. Completion of this Attachment does not affect contract

award.

W-9 Form: Vendors doing business with Southeast Missouri State University must ensure a W-9

form is on file prior to contract award. Vendors may access the current W-9 form at

https://semo.edu/finance-admin/vendors.html. The completed W-9 form may be submitted with the

bid response.

The attached Terms and Conditions, Invitation for Bid (revised 08/27/19), are hereby

incorporated. Bidder’s terms and conditions which conflict with this Invitation for Bid and/or the

attached Terms and Conditions could result in rejection of the bid.

SOUTHEAST MISSOURI STATE UNIVERSITY

MICROSOFT 365 EDUCATION

INVITATION FOR BID 6004

PRICING PAGE

The bidder must state a firm, fixed price for each option listed item. The price must include all applicable charges.

Please provide annual prices based on a 3-year contract.

1.1 Microsoft Enrollment for Education Solutions - Anticipated quantity is 1500 FTE.

$___________ firm, fixed price per FTE per year

Education Desktop with Core CAL Suite

$___________ firm, fixed price per year

Windows Server Standard Core Licensing - Anticipated quantity is 116.