EDUCATIONAL PRICING MICROSOFT 365 A5 LICENSE

Solicitation / RFP / RFQ

This document is an addendum to FAR Clause 52.212-1 (Instructions to Quoters) and FAR Clause 52.212-2 (Evaluation – Commercial Items) for an upcoming Request for Quote (RFQ). It provides specific instructions for bidders responding to the solicitation.

• Offers must be submitted electronically via email to the Contract Specialist (john.r.thoman4.civ@army.mil) with a copy to the Contracting Officer (christine.a.cairo.civ@army.mil).

• Contractors must confirm receipt of their quote submissions.

• All questions must be submitted in writing via email.

• Quotes will be evaluated using source selection procedures in FAR Part 12, with criteria under FAR Clause 52.212-2 and this addendum.

• The Government intends to award without discussions, so bidders should present their best technical, past performance, and price in their initial submission.

• RFQ Deadline: No Later Than (NLT) 24 April 2026 at 5:00 PM EDT.

• Quote Preparation: Must be submitted in four volumes:

  • Volume 1: General (includes acknowledgments, representations, certifications, SAM UEI)
  • Volume 2: Technical Capability (15-page limit)
  • Volume 3: Past Performance (20-page limit)
  • Volume 4: Price (separate file)

• Format: Digital copies in Microsoft Word, PowerPoint, and/or Excel. Specific formatting requirements for text, page numbering, and file types are detailed.

• Evaluation Factors: Technical, Past Performance, and Price.

  • Technical and Past Performance are approximately of equal importance and are more important than Price.
  • An "Acceptable" rating is required in all non-price factors for award consideration.
  • Technical and Past Performance ratings are "Acceptable" or "Unacceptable."
  • Price will be evaluated for reasonableness.

• Not specified in this document.

• Faxed submissions will not be accepted.

• The Government will retain all unsuccessful quotes.

• Page limits are strict; excess pages will not be read or considered.

• The Government may evaluate its option to extend services (FAR 52.217-8) by adding six months of the final option period price.

Solicitation / RFP / RFQ

This is a Combined Synopsis/Solicitation for the Chief Information Office Educational Microsoft 365 A5 License FY26 contract at the U.S. Army War College (USAWC). The solicitation number is W91QF026QA007 and is issued as a Request for Quotation (RFQ) pursuant to FAR Part 12. It incorporates provisions and clauses effective through FAC 2025-05 and DFARS.

• The procurement is for Microsoft 365 A5 (Education Faculty Pricing) licenses.

• Quantity: 300 Each (includes 12000 STUDENT LICENSES at no additional cost).

• Product Service Code: DA10, IT & TELECOM BUSINESS APPLICATION/APPLICATION DEVELOPMENT SOFTWARE AS A SERVICE.

• The description of all requirements is in the Product Specifications.

• Contract Type: Firm Fixed Price.

• Period of Performance: 28 April 2026 to 27 April 2027.

• Estimated Value: Not explicitly stated, but NAICS code 513210 has a small business size standard of $47M.

• Quotes are due No Later Than (NLT) 24 April 2026 at 5:00 PM EDT.

• Quotes must be emailed to Contract Specialist John R Thoman (john.r.thoman4.civ@army.mil) and Contracting Officer Christine A Cairo (Christine.a.cairo.civ@army.mil).

• All information on the solicitation must be filled out completely and returned. Incomplete submissions may be rejected.

• Award will be issued on Standard Form (SF) 1449.

• NAICS code: 513210.

• Small Business Size Standard: $47M.

• All contractors must be registered in the System for Award Management (SAM).

• Vendors are advised to register in SAM upon receipt of this solicitation due to potential time lags.

• Payment will be made via Wide Area WorkFlow (WAWF) and requires specific document routing and submission procedures as detailed in the solicitation.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for the Chief Information Office Educational Microsoft 365 A5 License FY26 contract for the U.S. Army War College (USAWC). The solicitation is issued as a Request for Quotation (RFQ) pursuant to FAR Part 12.

• The procurement is for Microsoft 365 A5 License FY26.

• The Product Service Code is DA10, IT & TELECOM BUSINESS APPLICATION/APPLICATION DEVELOPMENT SOFTWARE AS A SERVICE.

• Detailed requirements are in the Product Specifications (not provided in this document).

• The contract will be issued on Standard Form (SF) 1449.

• Quotes are due No Later Than (NLT) 24 April 2026 at 5:00 PM EDT.

• Quotes must be emailed to Contract Specialist John R Thoman (john.r.thoman4.civ@army.mil) and Contracting Officer Christine A Cairo (Christine.a.cairo.civ@army.mil).

• All information on the solicitation must be filled out completely and returned. Incomplete submissions may be rejected.

• The associated NAICS code is 513210 with a small business size standard of $47M.

• All contractors must be actively registered in the System for Award Management (SAM) to receive a Department of War contract.

• This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-05 and Defense Federal Acquisition Regulation Supplement (DFARS).

• Full text of clauses and provisions can be accessed at https://www.acquisition.gov/.

• Contractors are advised to register in SAM upon receipt of this solicitation due to potential time lag. Registration for SAM is free, but a notarized letter may be required.

Solicitation / RFP / RFQ

This document is a Memorandum for Record justifying limiting competition for the renewal of Microsoft 365 Educational licenses for the U.S. Army War College. The action is for a brand name requirement, specifically Microsoft 365 A5 for Education (EDU).

• 300 each – Microsoft 365 A5 for Faculty licenses (Annual Education Pricing)

• 12,000 each – Microsoft 365 A5 for Students (NOT SEPARATELY PRICED)

• The Microsoft 365 A5 EDU suite is required to support academic, administrative, and cybersecurity operations.

• The solution must integrate with the Army War College's existing Microsoft 365 tenant environment and support multi-factor authentication (MFA).

• Essential services include productivity tools, cloud collaboration, advanced endpoint and identity protection, compliance tools, analytics, and secure device management.

• Contract Type: Purchase Order

• Pricing/Contract Type: Fixed Price

• Funds: FY26 Operations & Maintenance, Army (OMA)

• Period of Performance: Not explicitly stated, but implied as a renewal.

• Public display and synopsis requirements of RFO FAR 5.101(a) and FAR 5.101(d) will apply.

• Justification will be posted in accordance with RFO FAR 5.201(c)(3), unless it is a brand name restriction under FAR Part 12, in which case it will be redacted and posted with the solicitation.

• This is a brand name justification, indicating a sole-source or limited competition approach.

• Market research confirmed the availability of multiple authorized resellers for Microsoft licenses, ensuring adequate price competition.

• The document details significant risks and negative impacts of not renewing the Microsoft 365 licenses, including disruption to academic instruction, security risks, loss of data and continuity, and increased costs and delays associated with transitioning to an alternative platform.

• Alternative products were found to be incompatible with the current environment and lack the required unified, centrally managed platform features.