Request for proposals: Outsourced IT Service Management

To ensure a fair evaluation, all proposals (in English) must be structured as follows:

• Executive Summary: A brief overview of your proposal and why your company is the best fit.
• Company Introduction: Your company's background, size, and relevant experience. Include 2-3 client references, preferably for clients where you have performed a similar M365/Intune migration and provide ongoing support.
• Understanding of Requirements: Demonstrate your understanding of our needs and objectives.
• Proposed Solution: Detail how you will deliver each service outlined in Section 3.
• Detailed Transition & Migration Plan: A specific, phased plan for the initial migration project. This is a critical evaluation component. The plan should be including:
  • Discovery Phase: How will you profile existing context, devices and user population?
  • User Communication Plan: A draft communication plan outlining what users can expect before, during, and after their migration.
• Team Structure: Introduce the key personnel who will be assigned to our account (e.g., Account Manager, primary on-site technician).
• Pricing:
  • Provide a fixed monthly fee for all ongoing services described.
    • Please mention separately the “optional: Microsoft 365 & Intune Administration” service
  • Provide a separate, one-time fixed fee for the initial Transition & Migration Project.
  • Confirm that the monthly fee can be adjusted annually based on changes in user count.
• Acceptance of Terms: Acknowledge your ability to comply with the terms mentioned in Section 9 (Terms & Conditions).

• RFP Issue Date: August 27, 2025
• Deadline for Vendor Questions: September 15, 2025
  • By default, all questions will be consolidated and answered in an XLS spreadsheet shared back with all vendors, if you have a “private” question please mention it specifically.
• Proposal Submission Deadline: September 30, 2025
• Vendor Presentations (for shortlisted vendors): Week of October 15, 2025
• Final Decision Date: October 30, 2025
• Go-live: January 2026 (exact date to be determined with the new provider)

All questions and final proposals should be submitted electronically to: [email protected]

Proposals will be evaluated based on the following criteria:

• Overall cost and value for money.
• Quality and feasibility of the proposed Transition & Migration Plan.
• Demonstrated experience with Microsoft 365, Microsoft Intune, and similar migrations.
• Quality and experience of the proposed team.
• Ability to act as a consultative partner, providing expert advice.
• Client references and reputation.
• Cultural fit with our organization.

• Confidentiality: All information in this RFP is confidential. The selected provider will be required to sign a Non-Disclosure Agreement (NDA).
• Data Protection: The provider must comply with all applicable data protection regulations, including GDPR and the Swiss Federal Act on Data Protection (FADP).
• Contract Term: We anticipate an initial contract term of two (2) years, with the possibility of extension.

We thank you for your time and look forward to receiving your proposal.