Office 365 EA Request for Proposals REQUEST FOR PROPOSALS (RFPs)
FOR
Office 365 EA
INFORMATION AND INSTRUCTIONS TO SUBMITTERS
1 GENERAL INFORMATION
1.1 Pursuant to the authority granted to it under MCA Title 7, Chapter S, Part 43, the City of
Kalispell is soliciting proposals for services and/or materials for Office 365 EA to provide such
services and or materials for the City of Kalispell.
1.2 The sealed and labeled Proposal must be received by the City Clerk at 201 First Avenue East,
Kalispell, Montana, by 3 PM local time, December 22, 2025.
1.3 General questions pertaining to the project should be directed to Erika Billiet at 406-758-7751
or ebillieto,kali spell.com.
1.4 The City of Kalispell shall not be held responsible for any oral instructions. Any changes to
this Request for Proposals (RFP) will be in the form of an addendum, which will be furnished to
all registered RFP holders.
1.5 The City of Kalispell reserves the right to reject any or all Proposals, to waive any informality
or irregularity in any Proposal received, and to be the sole judge of the merits of the respective
Proposals received.
2 -ANTICIPATED SCOPE OF WORK
After being selected, the successful Vendor will execute an agreement with the City to provide
services and/or materials to fulfill the following scope of work:
The City of Kalispell will renew the Microsoft Office 365 licenses covered under Enrollment
Agreement number 59200866.
New Agreement Term: l/l/26 — 12/31/28
Annual invoices shall be billed 1 year at a time, each of the 3 years in the 3-year term.
Included Items:
Description Product# Quantity
Defender Office 365 P2 GCC Per User GLN-00001 250
Entra ID P2 Gov Per User MQN-00001 245
Exchange Online Archive GCC Per User 4ES-00001 20
Exchange Online P1 GCC Per User 3MS-00001 20
M365 Apps Enterprise GCC Per User 3WS-00001 1
Office 365 G3 GCC Per User AAA-11894 245
Teams AC w/Dial Out US/CA GCC Add On NYH-00001 245
The EA should allow increases to quantities of part numbers if the City chooses to do that in the
3-year term at the same price per part number at the start of the EA term.
3 - PROPOSAL SELECTION CRITERIA
3.1 The Proposal will be selected through the following selection process. Firms interested in
providing the above-described scope of services to the City of Kalispell must submit a Proposal
that addresses the following evaluation criteria. Applicants are encouraged to organize their
submissions in such a way as to follow the general evaluation criteria listed below. Information
included within the RFP may be used to evaluate your firm as part of any criteria regardless of
where that information is found within the RFP. Information obtained from the RFP and from any
other relevant source may be used in the evaluation and selection process.
3.2 Cover Letter (I-page) containing at a minimum: Company name, contact name, address, fax
number, and email address.
3.3 Qualifications Criteria
3.3.1 General Information
Description of company
Legal company organization; organization chart with names
List of applicable Montana licenses
3.3.2 Relevant Company Experience
a. Applicant's overall reputation, service capabilities and quality as it relates to this
Proposal.
b. Referrals and references from other municipalities or local governments.
c. List and describe any litigation; arbitration; claims filed by your firm against any other
jurisdiction as a result of a contract dispute; any contract or negligence claims filed against
your company; premature termination from a services agreement.
d. Applicant's capacity and intent to proceed without delay if selected.
3.3.3 Company Qualifications
a. Describe the company's history in the industry. Provide resumes of key personnel in
Appendix A. List professional continuing education.
b. Briefly describe certifications and licensure held by the company in the state of Montana.
3.3.4 Contract Understanding and Approach
a. Describe your understanding of the scope of work and the particular expertise your
company has in this area of work.
b. Identify and discuss any potential difficult issues your company may face in providing
services within Flathead County.
c. Identify and discuss methods to mitigate these difficulties.
3.3.5 Approach to Contract Management
a. Describe your company's approach in initiating and establishing the service that meet
the needs and requirements of the City.
b. Describe systems used for planning, scheduling, estimating and managing manpower
requirements.
c. Describe the firm's experience in maintaining training and certifications of personnel.
3.3.6 Proposal for Project
a. Provide a work schedule with beginning and ending times that meet the scope criteria.
b. Provide a full schedule of proposed work methods that meet the scope criteria.
c. Provide a full schedule of costs for each component of the work scope.
3.3.7 Other Factors
a. Current contracts and ability to proceed promptly.
b. Willingness to abide by the City's needs and requirements with few or no objections or
changes.
c. Relevant factors impacting the quality and value of service.
4 - SUBMITTAL REQUIREMENTS
4.1 The Proposal shall include a one-page cover letter plus a maximum of fifteen (15) pages to
address the RFP criteria specified in Section 3 (excluding resumes). Table of Contents and section
divider pages do not count towards the total page count.
4.2 One copy of the Proposal must be submitted to the City Clerk at 201 First Avenue East,
Kalispell, Montana, 59901 by 3 PM local time, December 22, 2025. Please submit an electronic
copy after this date and time to cityclerk@kalispell.com.
4.3 Failure to comply with the following criteria may be grounds for disqualification:
Receipt of submittal by the specific cut-off date and time.
The number of originals and/or copies of the submittal specified.
Adherence to maximum page requirements.
4.4 Adherence to the maximum page criteria is critical; each page side (maximum 8 1/2" x 11")
with criteria information will be counted.Pages that have photos, charts and graphs will be counted
towards the maximum number of pages.
5 - SELECTION PROCESS AND SCHEDULE
5.1 Proposals shall be evaluated according to the above criteria. The highest ranked firm will be
recommended to the City Manager and City Council for contract award.
5.2 Requests for debriefings or selection decisions shall be made in writing to the City. All
information submitted by firms and related rankings shall be considered confidential until after
contract execution and award by the City Council.
5.3 The City will enter a contract upon selection of the firm for the project to be submitted to the
City Council for approval. If the selected firm determines not to enter into a contract with the City,
the City may then contact the second or third highest ranked team until a contract is executed or
may decide to terminate the selection process.
Publish: December 7, and December 14, 2025