AI Overview

The City is planning a direct award for continued use of Microsoft 365 Suite Licensing, which is deeply embedded in their operational infrastructure and supports critical business functions.

Basic Information

Reference Number

00004749109

Issuing Organization

City of Abbotsford

Solicitation Type

NOI - Notice of Intent (Informal)

Solicitation Number

NOI 1220-2025-3876

Title

Notice of Intent to Direct Award - APD - Microsoft 365 Suite Licensing Renewal - Softchoice

Source ID

SCRIBE

Details

Location

British Columbia

Purchase Type

Not Stated

Dates

Publication

2025/10/09 06:44:00 AM EDT

Closing Date

2025/10/17 05:00:00 PM EDT

Contact Information

Sailesh Kapadia

purchasing@abbotsford.ca

Description

File: 1220-2025-3876 – APD – Microsoft 365 Suite Licensing Renewal - Softchoice

Notice of Intent to Award a Contract

Notice is hereby given that the City of Abbotsford (the “City”) is contemplating making a direct award for continued use of Microsoft 365 Suite Licensing, which is currently embedded in our operational infrastructure. The software supports critical business functions and is integrated with multiple systems across the organization.

Justification:

Operational Continuity: The software is deeply embedded in our workflows. Replacing it would cause significant disruption to services and require reengineering of integrated systems.
Disruption to Services: The software supports critical business functions. Replacing it could lead to downtime and service delays.
High Transition Costs: Includes licensing, implementation, training, customization, and support.
Financial Impact: Transitioning to a new platform would incur substantial costs including licensing, implementation, training, and data migration. Transitioning to a new VAR would require internal staff time for onboarding, reconciliation of historical licensing records and training.
Security Vulnerabilities: New systems may introduce unknown risks or require new protocols.
Compliance and Security: The current system meets all applicable security and privacy standards. A new system would require a full compliance review.

Supplier Information:

Vendor Name: Softchoice (Current Partner of Record)
Product/Service: Microsoft 365 Suite Licensing
Estimated Value: Up to a maximum of $650,000.00 CAD plus applicable taxes
Term: 3 Years – April 1, 2026 – March 31, 2029

Objections should be emailed to the attention of Sailesh Kapadia, Buyer III, Procurement Services by Friday, October 17, 2025 no later than 2:00 p.m. local time.

Disclaimer All amendments to the associated notice, including amended documents, plans and specifications (where applicable), are issued on bcbid.gov.bc.ca. MERX asks that you refer to bcbid.gov.bc.ca notice for these amendments. MERX stipulates that potential bidders may also be required to register with the buying authority as a bidder/plan taker. The contact information can be found within the notice abstract.