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2015-06-17 CITY OF CHEHALIS1Request for ProposalsMicrosoft Office 365 MigrationISSUED DATE: JUNE 20, 2015SUBMISSION DATE: JULY 2, 2015, AT 11:00 A.M. PSTTo the City of Chehalis City HallRFP COORDINATOR:JUDY SCHAVE, CITY CLERKCITY OF CHEHALIS350 N MARKET BOULEVARDCHEHALIS, WA 98532(360)345-1042JSCHAVE@CI.CHEHALIS.WA.USWWW.CI.CHEHALIS.WA.US2015-06-17 CITY OF CHEHALIS21. PURPOSE1. The City of Chehalis is seeking proposals from qualified vendors to provide Microsoft Office 365system integration and implementation services. The scope of the project will be migrating City ofChehalis from an Exchange Server 2003 environment to an Office 365 hosted email service.2. The awarded vendor will assist City of Chehalis in performing a readiness assessment of the existinginfrastructure including gather and document requirements, developing a migration plan and executingagainst this plan. Vendor will provide services needed to migrate 120 mailboxes to Exchange Online withemail archiving, eDiscovery, anti-malware and anti-spam filtering capabilities. The goal is to provide aseamless transition to Microsoft Office 365 Cloud architecture while maintaining secure and robustaccess to and from cloud services.3. The awarded vendor will assist City of Chehalis in purchasing the Office 365 Suite Plan G3 for 120users along with purchasing migration software to transfer current data to the cloud services.2. BACKGROUNDCity Profile Staff is not very familiar with Office 365 Exchange and will need training Ed Schonack, contracted IT, is in charge of the network Currently there are 120 network users We are a PC only network We are running multiple domain controllers with an AD version of 2003 Each building has a server Buildings are connected with fiber except for two Backup is done onsite Currently there are no applications running in the Exchange environment that will needtransferred Most servers are currently 20032015-06-17 CITY OF CHEHALIS33. SCOPE OF WORKThe Scope of Work will include:A detailed technical document and solution plan, which will provide a thorough and clearly-defined planfor a seamless migration to Office 365 including a significant focus on the communication and trainingrequirements.Office 365 Readiness Assessment, Onsite Discovery, and Planning Onsite review of client systems to gather and capture information about existing infrastructure Identify potential challenges in this migration and pose solutions Recommend a solid communications and training plan for City of Chehalis users based on bestpractices such as: lunch and learn, web based training and on desk materials Networking and Naming Services Planning Determine required tasks for configuring network and DNS User Identity and Account Provisioning Planning Planning considerations to implement directory synchronization Plan for Active Directory Federation Services for use with single sign-on Exchange Online Planning Develop migration strategy Identify mailbox size and item counts that will be migrated to Office 365 Determine mail-enabled applications and plan for configuration Conduct bandwidth assessment to calculate migration velocity for mailbox dataPreparing Environment for an Office 365 Deployment Implement enterprise wide training with employees through at least three forms ofcommunication Prepare end user documentation on Outlook and the new Office 365 environment Assist with Domain Verification and Office 365 Registration Add and verify City of Chehalis domain name with Office 365 Create DNS records to configure City of Chehalis domain name for use with Office 365 services Configure on-premises AD for directory synchronization Deploy and configure Active Directory Federation Services to enable single sign-on Exchange Online Service Configuration Configure email coexistence with existing server and Exchange Online Mailbox quotas and archival/retention policies Anti-spam and malware protection Configure client computers and end-user experience2015-06-17 CITY OF CHEHALIS4Migration and Cutover Assign licenses to users Migrate and synchronize mailbox data to Exchange Online Update DNS to point to Office 365 Configure Outlook Web Access and Exchange ActiveSync for mobile phones and devices whereapplicable Perform Post-migration Service Testing of Office 365 functionalityPost Deployment Support and Office 365 Administration Training Have resources on-site and able to augment City of Chehalis support staff on the week after themigration is completed Onsite or Webinar Training with IT Staff Administering Office 365 Services Office 365 Admin Best Practices Managing DirSync Administering Microsoft System Center 30 Days of Post Deployment Support 8 Hours of Service Desk Support to be used within a 1 Year TermCity of Chehalis environment is as follows and accurate as of May 19, 2015: Total storage (GB): 300 Total storage of Archive (TB): 0 Total licenses (mailboxes) in use: 120 Total amount of Mobile users: 49 Types of mobile devices: Android, iPhone Windows 8.1, 7 & XP 90% Desktops, 10% Laptops Approx 4 email groups2015-06-17 CITY OF CHEHALIS54. PROPONENT AND SUBMISSION REQUIREMENTS4.1. MANDATORY REQUIREMENTS The vendor will provide and execute the Office 365 migration plan The migration will have to be seamless to the business, with a cutover happening on a designatedweekend Office 365 will have to be in full production by: October 30, 2015 The vendor will be responsible to setup any licensing required for this implementation The vendor will require a thoughtful and detailed plan around communication and training The vendor will provide detailed end user documentation, with screen shots and easy to readinstructions, covering how to use Outlook and Office 365, lunch and learns, and web-basedtraining4.2. OTHER REQUIREMENTS Overview of firm: a brief outline of Proponent’s experience along with pertinent corporatedetails including full legal company name; year business was established; and number of peoplecurrently employed. Project and Client Management: a detailed description of the approach and methodology formanaging projects and client relationships. Project Management Team: a detailed description of the firm’s project management teamincluding skills, experience and capabilities of relevant staff. Project Schedule: a detailed breakdown of all deliverables identified in the Scope of Workincluding, methods, tools and timeline to complete the project. Client Reference List: provide a client list for similar projects completed in the last three yearsfor three different clients. Project Costs: The Proponent shall provide the total fixed price for the project based on theScope of Work.Any Proponent who submits a proposal will only do so if they meet the following criteria: A duly authorized signing officer of the firm has signed and dated a letter by which they areagreeing to be bound by the proposal and the terms, conditions and description of services A declaration that the Proponent has not given, directly or indirectly, a benefit of any kind toanyone employed by, or otherwise connected with, the City of Chehalis for the purpose ofreceiving favorable treatment2015-06-17 CITY OF CHEHALIS65. TIMELINES ActivityDate and TimeIssue Date of RFPJune 20, 2015Submission DateJuly 2, 2015 – 11:00 a.m.Contract AwardBy August 3, 2015 6. PROPOSAL EVALUATION PROCEDURE6.1. It must be understood and accepted by any Proponent submitting a proposal that all decisions as tothe degree to which a proposal meets the requirements of the RFP are solely within the judgment of theproposed evaluation committee.6.2. Proponents must respond to this solicitation by submitting all data required herein in order for theproposal to be evaluated and considered for award. Failure to submit such data shall be sufficient causefor disqualification or a proposal from further consideration of award.7. PROPOSAL CONTENT & CRITERIA7.1. This RFP does not commit the City to pay any costs incurred by any respondents in the submission ofa proposal or in making studies or designs for the preparation thereof, or for procuring or contracting forthe services to be furnished under the RFP.7.2 The City and respondent filing a proposal hereby both certify that no officer, agent or employee ofthe City, who has pecuniary interest in this RFP, shall participate in any manner in the preparation of thisRFP or evaluation of responses to this RFP; furthermore, the respondent certifies that the proposal ismade in good faith without fraud, collusion or connection of any kind with any other respondent of thesame call for proposals, and that the respondent is competing solely in its own behalf without connectionwith or obligation to, any undisclosed person or firm..7.3 After the proposals are opened, the City will determine a list of qualified companies and notify thosecompanies of the City’s intention to purchase migration services and Microsoft Office 365 licensing. TheCity reserves the right to award services on an individual basis to the lowest proposal received in order toensure the city receives the most competitive price for service.7.4 Any information provided to the City pursuant to this RFP is subject to public disclosure pursuant topublic records law. Any information that is deemed by the Respondent to be exempt from disclosureshould be plainly marked and separated from the remainder of the proposal.2015-06-17 CITY OF CHEHALIS78. PROPOSAL SUBMISSION INSTRUCTIONS8.1. Sealed proposals are to be addressed and delivered to:City of ChehalisJudy Schave, City Clerk350 N Market BoulevardRoom 101Chehalis, WA 985328.2. Proponent must submit (3) three original Proposals signed by an authorized representative in a sealedenvelope and mailed or delivered to the City of Chehalis Attention: Judy Schave, City Clerk, 350 NMarket Boulevard, Room101, Chehalis, Washington 98532. The outside of the envelope shall plainlyidentify the subject of the proposal and the name and address of the firm.8.3. Proposals submitted by facsimile or email will not be considered.8.4. Late submissions will be disqualified and returned unopened.8.5. City of Chehalis will not be responsible for any costs incurred in the preparation of the Proponent’ssubmission. Once received the submission becomes the property of City of Chehalis.9. INQUIRIES9.1 All questions and any form of communications with City of Chehalis regarding this RFP must be inwriting and only be directed to the RFP Contact named on the cover page of this RFP unless otherwiseadvised in writing from the RFP Contact. Verbal responses to enquiries are not binding on any party. TheCity of Chehalis may issue a response, in the form of an addendum to the RFP, if a substantiveclarification is in order. The addendum will be posted on the City’s website at the following URL:http://www.ci.chehalis.wa.us.10. INVESTIGATION OF REQUIREMENTS10.1. The submission of a proposal for the provision of this service will be considered a representationthat the Proponent has carefully investigated all conditions which may affect the delivery of the servicesoutlined in this proposal and that the Proponent is fully informed as to the conditions which may beencountered and the volume and the quantity of the work to be performed.11. ACCEPTANCE, AWARD AND REJECTION11.1. City of Chehalis reserves the right to terminate the process without awarding the contract.11.2. City of Chehalis reserves the right to accept or reject any part, or all, of each proposal submissionand/or not to make an award if none of the proposals received meet the requirements.11.3. City of Chehalis may negotiate minor adjustments with the selected proponent prior to the finalaward of the contract.2015-06-17 CITY OF CHEHALIS811.4. The awarding of the contract is subject to the availability of funds for this statement of work. Shouldall proposals received exceed the specific budgeted funds and the highest ranked Proponent’s costs arewithin City of Chehalis total current year budget, we reserve the right to negotiate with the highest rankedProponent.11.5. City of Chehalis will not be responsible in law or in equity to any proponent for any claim for lossesor damages, or any other relief, arising out of the RFP process including the selection or rejection of anyparticular section of this proposal.11.6. City of Chehalis interpretation of the contents of the official proposal documents shall prevail.11.7 All proposals will become part of the public file, and subject to public disclosure, without obligationto the City.12. AWARD AND EXECUTION OF CONTRACTCity of Chehalis will provide written notice to the successful Proponent, to advise that the proposal hasbeen accepted.The successful firm shall be required to enter into a contract with City of Chehalis.13. CONFIDENTIALITYThe Proponent shall treat and maintain as confidential any and all information provided by City of Chehalisin connection with the RFP.14. CONFLICT OF INTERESTThe Proponent shall disclose in its proposal if (anytime thereafter that it becomes aware that) any personwho is an employee, officer, or director of City of Chehalis or any person at non-arm’s length from suchperson is or becomes an employee, officer, director, partner, controlling shareholder, Broker or advisor ofthe Broker. City of Chehalis reserves the right to deem any such situation a conflict of interest andsufficient grounds to preclude awarding the contract to that Proponent.15. BANKRUPTCY INSOLVENCY OR CHANGE IN CONTROLProponent shall notify City of Chehalis if the proponent becomes bankrupt, insolvent or undergoes achange in control after submission of its proposal but before the awarding of the contract, which eventshall constitute sufficient grounds for City of Chehalis to not award the contract to that Proponent.