Project Information

Bid Title

RFP - Microsoft Office 365 Licenses

Issuing Agency

Berkeley County

Location

West Virginia

Published Date

Nov 19, 2025

Closing Date

Dec 10, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Title:	RFP - Microsoft Office 365 Licenses
Category:	Berkeley County Commission
Status:	Open

Description: Qualification and Price Proposals are requested from interested parties for Microsoft Office 365 licenses for Berkeley County staff. A Committee (hereinafter after referred to as the “Committee”) representing the County Commission will be evaluating submissions to this request and will ultimately recommend a firm judged to be both responsible and responsive to the request in every way, including having offered the most beneficial, appropriate price proposals. The Committee reserves the right to interview some or all prospective firms to discuss Qualifications & Price Proposals. Inquiries should be directed to Chase Winebrenner, IT Manager at For security reasons, you must enable JavaScript to view this E-mail address. . Publication Date/Time: 11/19/2025 6:00 AM Closing Date/Time: 12/10/2025 4:00 PM Related Documents: RFP for Microsoft Office 365 Licenses 2025

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COUNTY COMMISSION of BERKELEY

COUNTY, WEST VIRGINIA

Request for Proposal (RFP)

For

Microsoft Office 365 Licenses

November 2025

REQUEST FOR PROPOSALS

REGARDING PRICE PROPOSALS FOR

License purchase for Microsoft Office 365

Qualification and Price Proposals are requested from interested parties for Microsoft Office 365

licenses for Berkeley County staff.

A Committee (hereinafter after referred to as the “Committee”) representing the County

Commission will be evaluating submissions to this request and will ultimately recommend a firm judged

to be both responsible and responsive to the request in every way, including having offered the most

beneficial, appropriate price proposals. The Committee reserves the right to interview some or all

prospective firms to discuss Qualifications & Price Proposals. Inquiries should be directed to Chase

Winebrenner, IT Manager at cwwinebrenner@berkeleywv.org.

Two (2) copies of submittals of Qualification & Price information from interested businesses

should be enclosed in a sealed opaque envelope marked “Microsoft Office 365 Licenses”. Proposals

must be submitted and time-stamped into the County Commission Office, Room 201, 400 W. Stephen

Street, Martinsburg, WV, 25401 no later than 4:00 PM, Wednesday, December 10, 2025. Failure to

provide the required information as requested in the RFP for Berkeley County’s review may result in

disqualification.

Proposals will be opened and entered into public record at 10:00 AM on Thursday, December

11, 2025, in the County Commission Meeting Room, 400 W. Stephen Street, Room 205, Martinsburg, WV,

25401.

Berkeley County shall make positive efforts to utilize Disadvantaged Business Enterprises for its

supplies and services and shall allow these sources the maximum feasible opportunity to compete for

contracts. Berkeley County does not discriminate on the basis of race, color, national origin, sex, religion,

age or disability for the provision of services.

Berkeley County reserves the right to accept or reject any or all proposals, to waive technicalities,

and to take whatever action is in the best interest of the Berkeley County Commission.

I. INTRODUCTION:

Proposals are being requested from interested parties to provide bids for Microsoft Office 365

Licenses. Only written responses to this RFP shall be considered. All materials submitted shall

become part of the proposal.

II. SCOPE OF WORK

A. GENERAL

The County Commission is soliciting bids from qualified and interested firms (hereinafter

referred to as the “Proposer”) for providing product only for Microsoft Office 365

Licenses as per the attached specification sheet. The intent of the County Commission is

to contract with a company to provide the equipment as listed herein; however, the right is

reserved by the County Commission to award in part, in whole, or in combination which,

in the opinion of the County Commission is determined to be in their best interest.

B. GUIDELINES AND REQUIREMENTS

1. The Proposer will provide in a timely manner for Microsoft Office 365 Licenses

according to the specification sheet attached.

2. Any deviation from the specification must be duly noted in the Proposer’s bid

package.

3. Berkeley County is tax exempt. ID# 55-6000296. Do not include sales tax.

III. Q&E / TECHNICAL PROPOSAL:

Respondent shall respond to and reference each section and subsection for portion(s) of RFP

proposal. At a minimum, your Qualifications Proposal shall include the following information.

Failure to discuss each item may deem the submittal non-responsive and may result in non-

consideration of respondent’s services.

A. Proposer Information

1. Name, address, telephone number (landline and cell), fax number of Proposing firm

and parent company, if any, from which the project will be managed.

2. Nature of Proposing firm and parent company, if any.

B. Proposer Capabilities

1. Describe the size of your firm/project office as related to size of staff.

C. Firm Principals and Background

1. Submit the names, titles, and resumes of the "principal" staff member(s) who will

be responsible during the performance of the contract. Please assure that the

information provided includes specialized experience and technical competence in

providing relevant services on similar sized projects during the past three (3) years.

2. Describe in depth the operations team available to the "principal" staff member(s).

Include an organizational chart of manpower, titles, qualifications, roles in contract

performance, and availability for telephone consultations and on-site meetings.

3. Provide a list of at least three (3) but no more than five (5) similar and/or relevant

organizations that you have provided Microsoft Office 365 Licenses to during the

past five (5) years. This information must include the business name, contact

person, address, email address, and phone number.

D. Miscellaneous Requirements:

All proposals must provide written proof that:

➢ The selected Company/Proposer is licensed to conduct business in the State of West

Virginia.

➢ The selected Company/Proposer must certify that it is employing only US Citizens

or those persons legally in the United States.

E. All technical proposals should include any conclusions, remarks and/or supplemental

information that is pertinent to this request. Submitters are also required to provide written

information regarding their inability to conform to any of the technical requirements listed

above. Failure to do so will result in disqualification of proposal.

IV. PRICE PROPOSAL:

A. At a minimum, your Price Proposal shall include the following:

1. Completion of Price Proposal (Attachment B) in its entirety. Berkeley County is

tax-exempt. Tax ID# 55-6000296.

2. Fully executed Non-Collusion Certificate - Attachment E.

3. Proof of current business licenses.

4. Statement that only US Citizens or legal immigrants are employed.

5. Proof of minimum insurance requirements as detailed in Section IX below.

6. Any conclusions, remarks and/or supplemental information pertinent to this

request.

V. TERM OF CONTRACT:

A. The contract will commence upon acceptance of the bid by the Berkeley County

Commission.

B. If the Firm and/or Company awarded the bid subsequently fails to comply with the

specifications, it will be given thirty (30) calendar days’ notice to render satisfactory

service. If at the expiration of such thirty (30) calendar days’ notice, the unsatisfactory

conditions have not been corrected, the County Commission reserves the right to terminate

the contract.

VI. USE OF EXISTING DOCUMENTS:

Berkeley County will cooperate to the fullest extent by making available to the Firm/Company all

documents pertinent to this service that may be in the County Commission’s possession. Berkeley

County makes no warranty as to the accuracy of existing documents nor will the County

Commission accept any responsibility for errors and omissions that may arise from the

Firm/Consultant having relied upon them.

VII. PAYMENT:

Invoices must be submitted to:

Berkeley County Commission

400 W. Stephen Street

Suite 201

Martinsburg, WV, 25401

VIII. INSURANCE REQUIREMENTS:

Professional Liability – The successful Bidder must show evidence of professional liability

insurance coverage in the amount of one million ($1,000,000) dollars, with a minimum coverage

of one million ($1,000,000) dollars per occurrence and one million ($1,000,000) dollars aggregate

and must include coverage for errors, omissions and negligent acts, prior to execution of a contract

with Berkeley County.

IX. PERFORMANCE, PAYMENT AND MAINTENANCE BONDS:

No performance bond is required for this project.

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services
• NAICS 611420Computer Training

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