University of North Texas System Enterprise IT Microsoft Licensing RFP769-26-011526BS
University of North Texas | State of TexasHigher Ed · Denton, TX- Due
- Jul 1, 2026
- Deadline passed
- Posted
- May 6, 2026
- Contract term
- 3 years
- Primary contact
- Barry Sullenberger
The 30-second brief
The University of North Texas System (UNTS) is seeking proposals from qualified Microsoft licensing partners or resellers to perform a comprehensive assessment and provide pricing for its upcoming Microsoft Enterprise Agreement (EA) renewal. The scope includes a review of current licensing entitlements, identification of underutilized or non-compliant licenses, and strategic recommendations for an optimized renewal across UNT, UNT Health, UNT Dallas, and UNT System Administration. Key deliverables include a Licensing Assessment Report, a Cost-Savings Proposal, and a formal Licensing Quotation. The initial contract term is three years with one three-year renewal option. Proposals must be submitted electronically through the UNTS E-PRO system by July 1, 2026. A pre-proposal conference is scheduled for May 20, 2026, and the deadline for written questions is June 3, 2026.
Comprehensive Licensing Assessment Report, Optimization and Cost-Savings Proposal, Formal Microsoft Licensing Quotation, Implementation and Support Roadmap
Quality and clarity of assessment methodology, Competitiveness and transparency of quoted pricing, Microsoft licensing and higher-education experience, Ability to quantify cost-saving opportunities, References and track record, Customer Support, HUB program support, Academic Initiatives
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Summary
The University of North Texas System (UNTS) is seeking proposals from qualified Microsoft licensing partners or resellers to perform a comprehensive assessment and provide pricing for its upcoming Microsoft Enterprise Agreement (EA) renewal.
The scope includes a review of current licensing entitlements, identification of underutilized or non-compliant licenses, and strategic recommendations for an optimized renewal across UNT, UNT Health, UNT Dallas, and UNT System Administration. Key deliverables include a Licensing Assessment Report, a Cost-Savings Proposal, and a formal Licensing Quotation. The initial contract term is three years with one three-year renewal option. Proposals must be submitted electronically through the UNTS E-PRO system by July 1, 2026. A pre-proposal conference is scheduled for May 20, 2026, and the deadline for written questions is June 3, 2026.
EVALUATION CRITERIA
8- Quality and clarity of assessment methodology
- Competitiveness and transparency of quoted pricing
- Microsoft licensing and higher-education experience
- Ability to quantify cost-saving opportunities
- References and track record
- Customer Support
- HUB program support
- Academic Initiatives
REQUIRED DELIVERABLES
4- Comprehensive Licensing Assessment Report
- Optimization and Cost-Savings Proposal
- Formal Microsoft Licensing Quotation
- Implementation and Support Roadmap
REQUIRED ATTACHMENTS
7- Cover Sheet
- Table of Contents
- Eligibility Documentation
- Background of Proposer
- Response to Scope of Work
- Evidence of Insurability
- HUB Subcontracting Plan
- Submit to
- https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UNTS
- Scope location
- Denton, TX
- Reported agency
- University of North Texas System
Questions about this RFP
How do I respond to this RFP from University of North Texas | State of Texas?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is July 1, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UNTS. For questions, contact Barry Sullenberger.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including University of North Texas | State of Texas in TX, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Barry Sullenberger. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Comprehensive Licensing Assessment Report, Optimization and Cost-Savings Proposal, Formal Microsoft Licensing Quotation, Implementation and Support Roadmap. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Quality and clarity of assessment methodology, Competitiveness and transparency of quoted pricing, Microsoft licensing and higher-education experience, Ability to quantify cost-saving opportunities, R..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from University of North Texas | State of Texas?
All active and historical solicitations from University of North Texas | State of Texas are tracked and searchable. As a higher ed agency, University of North Texas | State of Texas regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 3 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover Sheet, Table of Contents, Eligibility Documentation, Background of Proposer, Response to Scope of Work, Evidence of Insurability, HUB Subcontracting Plan. Review the full document from University of North Texas | State of Texas for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Denton, TX. Review the full solicitation for detailed scope requirements.