RFP : Microsoft License Compliance and Optimization Services

Request for Proposal (RFP): Microsoft License Compliance & Optimization Services

Date: August 5, 2025

1. Introduction and Background

Granville Health System is seeking proposals from qualified Microsoft licensing and software asset management (SAM) consultants to assist us in achieving and maintaining compliance with our Microsoft licensing agreements.

We currently have a mix of on-premises software and cloud-based services (e.g., Office 365/Microsoft 365, On-Prem Servers). We need to get a clear and accurate picture of our current licensing position and ensure we are properly licensed for all the Microsoft products we are using. We also want to optimize our licensing to ensure cost-effectiveness and avoid unnecessary spending.

2. Scope of Work

We are looking for a partner to provide the following services:

• Discovery and Inventory: Conduct a comprehensive audit of our current Microsoft software and cloud services usage to identify all deployed licenses. This should include on-premises and cloud-based products.

• Compliance Assessment: Analyze our current usage against our existing licenses and agreements to identify any areas of non-compliance or over-licensing.

• Recommendations and Remediation: Provide a clear, actionable plan to address any compliance gaps. This may include recommendations for purchasing additional licenses, reassigning existing licenses, or changing how we use certain products.

• Licensing Strategy: Advise us on the most cost-effective licensing models for our future needs, taking into account our growth plans and potential shifts to cloud services.

• Ongoing Management (Optional): Please include an optional section in your proposal on how you can assist us with ongoing license management, including "true-up" reporting and renewal support.

3. Our Current Environment

• Approximate User Count: [e.g., 100 employees]

• Primary Microsoft Products in Use: [e.g., Microsoft 365 E3, Exchange Online Kiosk, Exchange Plan 2, Server 201x, RDP, Datacenter, SQL Server 201x,]

• Key Challenge: We believe our license documentation is disorganized and we are not confident in our current compliance posture. We are looking for an expert to help us get a clean slate and a sustainable plan going forward.

4. Proposal Requirements

Please submit a brief proposal (no more than 5 pages is preferred) that addresses the following:

• Your Company's Experience: A brief overview of your company, including your experience with Microsoft license compliance projects and any relevant certifications.

• Your Approach: A summary of your proposed methodology for a project like ours. How would you approach the discovery, assessment, and remediation phases?

• Project Timeline: An estimated timeline for completing the initial compliance assessment and providing us with a remediation plan.

• Pricing: A clear, itemized breakdown of your fees for the services outlined in the Scope of Work. Please include any assumptions or conditions.

• References: Please provide at least two client references who you have helped with a similar Microsoft licensing project.

5. Submission Information

Please submit your proposal to Connie Bullock at cbullock@granvillemedical.com by Nov 30, 2025. We are available to schedule a brief call to discuss this project in more detail.

We look forward to hearing from you.

Sincerely,

[Your Name]

[Your Title]

[Your Company Name]