Managed Office, Badged Access, and Microsoft 365 Administration: one illustrative office
Different services are priced on different things. This is the shape of each model. Full rates and complexity factors are on Pricing Principles.
| Service | Priced on | How it works | |
|---|---|---|---|
| Managed Office | Per managed device, monthly | Volume tiers: $100 for devices 1 to 15, $80 for 16 to 30, $70 for 31 and up. Base service covers up to 6 devices at $600 per month. No separate per-user charge while user count stays at or below device count. | |
| Black-box equipment | Per device, monthly | Imaging systems, specialized printers, and similar equipment supported by a vendor rather than by us. Availability monitoring is the minimum. Where the vendor supports or permits deeper monitoring, that is included at the same rate. Plus vendor and warranty coordination, so you are not the one chasing the manufacturer. Typically about $50 each. | |
| Microsoft 365 Administration | Per user, monthly | $12 standalone, or $16 for the HIPAA-oriented tier. $8 and $12 as a Managed Office add-on. Base includes up to 15 users. Unlicensed or Azure-only identities are $4 and count toward that base. Microsoft license fees are never included. | |
| Badged Access | Fixed-fee project, plus pass-through | Implementation labor is a fixed fee. Reader hardware, badges, and the annual authentication subscription are third-party products, billed at actual cost with a 10% ceiling and your written approval before we exceed it. | |
| Hybrid Identity | Fixed-fee project, plus pass-through | Implementation labor is a fixed fee. Microsoft or Entra plan upgrades are billed at actual cost on the same terms. Priced lower when delivered alongside Badged Access, because the discovery and station work overlaps. | |
| Custom projects | Fixed fee or time and materials | Migrations, new location build-outs, complex integrations. Scoped per engagement. | |
Device Management, Network Security, License Management, and Supporting Services are components of Managed Office rather than separately priced services. Annual Managed Office clients receive 20% off labor rates on project work. That discount applies to labor only, never to hardware or software licenses.
The figures below are for a single hypothetical professional office. They show how Managed Office, Badged Access, and Microsoft 365 Administration are structured—not a quote or an offer. Device and management rates follow Pricing Principles. Actual pricing is set only after an environment assessment and a written proposal.
Typical independent practice (dental, medical, legal, or similar): Microsoft 365 already in use, some shared passwords on clinical or shared stations, and a Business Associate Agreement available for healthcare clients. User-owned phones and tablets used only occasionally are not counted as managed devices unless included by agreement.
There is no separate per-user charge while the number of users stays at or below the managed-device count.
What’s included
Device management and health monitoring, Operations Atlas (Ops Atlas™), the living catalog of your environment, network and endpoint hygiene, Microsoft 365 and identity hygiene, priority local support, and a compliance foundation. For healthcare clients, a Business Associate Agreement is part of the standard engagement. Most ongoing work is remote (monitoring, patching, identity and license hygiene, ticket triage); on-site visits happen when hands-on work or staff collaboration is needed.
Proximity badge login (RF IDeas WAVE ID hardware with a BAA-eligible authentication platform) so shared passwords can be replaced with named-user access in about 1–2 seconds. See Identity & Access for more detail.
| Implementation labor (fixed). Planning midpoint of the 41–80 hour band at $150/hour for this 20-station office. | approximately $9,000 |
| Hardware (estimated pass-through): readers, spare allowance, badges. Billed at actual vendor cost. | approximately $5,200 |
| Software (annual — Year 1 and each year after; estimated pass-through) | approximately $2,900 / year |
| Year-1 project total (fixed labor + estimated hardware + first year software) | approximately $17,100 |
After Year 1, the only recurring Badged Access cost is the annual software. Hardware and software estimates are valid 30 days. If the vendor invoice would run more than 10% over the estimate, we pause and get written approval before ordering.
How the project usually runs
Discovery is a short onsite interview and assessment coupled with testing in a replicated offsite environment. Implementation is often a few focused days sequenced around staff availability. A large share of configuration and identity work is done offsite; on-site time is used where presence at the devices or with staff is required. Staff and stakeholder walkthroughs are included so day-to-day badge login and escalation paths are clear before go-live.
We keep your Microsoft 365 in good order: sign-ins, mailboxes, licenses, and the settings that affect the whole office. This is beyond the identity hygiene already included in Managed Office. This sample uses the HIPAA Managed Office add-on rate (appropriate for a healthcare practice). Microsoft license fees remain a separate pass-through.
| 12 named users · HIPAA add-on $12 / user / month?Every Microsoft 365 Administration option includes a base of 15 users. 12 × $12 would be $144; the base raises the billable amount to 15 × $12 = $180. Full schedule on Pricing Principles. | $180 / month |
| Monthly add-on (base applied) | $180 / month |
Standalone rates (no Managed Office) are $12 / user / month Basic or $16 / user / month HIPAA on a one-year contract. Unlicensed hybrid or Azure-only identities are $4 / user / month on Microsoft 365 Administration only, count toward the 15-user base alongside licensed users, and are not in this sample. See Pricing Principles.
What’s included in the add-on
Day-to-day Microsoft 365 ownership: user and license lifecycle, MFA and Conditional Access hygiene, shared mailboxes and groups, light SharePoint/Teams permissions, and compliance-oriented documentation for healthcare. Baseline Microsoft 365 hygiene remains part of Managed Office; this line is for practices that want RFVIT to fully administer Microsoft 365 for the office.
Final numbers move with the real environment: device count and condition, physical layout, how shared current logins are, travel, staff availability for enrollment and testing, documentation needs, and vendor list pricing at quote time.
These samples are meant to make the structure transparent. A short environment assessment produces a written, client-specific proposal. Nothing on this page is a quote or commitment.
The figures, device counts, timelines, rates, and assumptions on this page are illustrative examples only. They are provided to help prospective clients understand how Roaring Fork Valley IT structures Managed Office, Badged Access, and Microsoft 365 Administration. Actual pricing, scope, and delivery schedules will differ based on your environment, complexity, regulatory needs, physical layout, travel, and the availability of key personnel during planning, enrollment, and testing. No quote or engagement is binding until confirmed in a written proposal or service agreement after an environment assessment. This page does not constitute an offer.
Disclaimer: All figures are hypothetical and for illustration only. They do not constitute a quote, offer, or guarantee. Final pricing and timelines are determined after assessment and are confirmed only in a written agreement. © 2026 Roaring Fork Valley Tech LLC.
