Microsoft Office 365 Request For Proposal

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1 Microsoft Office 365 Request For Proposal A survey of the formal RFP process currently underway at The Scripps Research Institute to migrate from on premise Exchange 2007 to Office 365

2 Current Exchange 2007 Environment Two CAS/HUB & CCR clusters in La Jolla and Jupiter Using CanIt for anti spam and Internet relay 10 terabytes of stored Avaya Modular Messaging on Jupiter campus Approximately 3000 mailboxes Thousands of ActiveSync clients 40 Blackberry Enterprise Server users 2

3 Scripps drivers for pursuing Office 365 Enhanced Services 50 GB mailbox Cloud file sharing with OneDrive with 25 GB per user 2000 Sharepoint Online websites for the organization Legal discovery capabilities Microsoft Office Included in Academic A3 plan 5 copies of Office on PC, Mac and ipad for all faculty, staff and students, including home use Eliminate E Open Charity licensing model Reduced Operational and Capital Expense Understaffed for on premise Exchange administration Constrained budgets prevent us from replacing dedicated Exchange administration staff and pursuing system upgrades 3

4 The Request For Proposal Process Project Kickoff October 2, 2013 Engage with Procurement Dept. Define goals and objectives Define scope Choose Office 365 suppliers Define timeline Assign resources Procurement Launches Request For Proposal January 22, 2014 Registered in SciQuest 3 of 5 suppliers responded 31 supplemental questions received Final proposals received and reviewed First vendor scorecard completed Formal Supplier Presentations April 1 & 2, hour presentations Followed TSRI demo script Similar methodogies Final vendor scorecard completed 4

5 Technical Requirements On premise Active Directory integration Migration from Avaya MM to Exchange UM Integrate with Avaya VOIP PBX Equivalent support for MS Outlook on Mac and PC Broad mobile client support for ios, Android and MS 5

6 Scope of Work 1. Licenses and Subscription Term Supplier shall provide a Microsoft A3 Office 365 Subscription proposal for 2,800 Users for both a three (3) year and five (5) year term. 2. Project Management Supplier shall include in their proposal Project Management for Planning, System Readiness and Testing, Data Migration and Validation for the entire project. 3. Planning Supplier shall provide a Project plan including a listing of specific tasks, timelines for all phases of the project and resource management for supplier s personnel. 6

7 4. System Readiness and Testing Supplier shall provide a System Readiness and Testing plan to evaluate TSRI s current environment in preparation for migration to Office 365 by verifying system compatibility with the Office 365 environment. Supplier shall correct any configuration issues in the current exchange and active directory environment to the Office 365 environment. Supplier will test and evaluate TSRI s network capabilities to ensure proper Office 365 performance at both campuses. Supplier will make recommendations on any networking related issues found. Supplier shall install and configure all components necessary to enable a hybrid exchange environment at both campuses.

8 5. Data Migration Supplier shall provide a data migration plan including all tasks on the migration process and responsible for the migration of a pilot group consisting of 10% of the current mailboxes to Office 365. Supplier shall provide any automation or migration to TSRI IT Staff for the remaining mailbox migrations. 6. Validation Supplier shall provide the validation plan and protocol for formally validating optimal performance of the system to TSRI. 7. Decommissioning: Supplier shall provide decommission plan and task list for assisting TSRI IT Staff with the decommissioning of the current Exchange 2007 system. Supplier shall assist TSRI IT Staff with the de installation of the Exchange 2007 from the TSRI La Jolla and TSRI Jupiter Exchange and Active Directory environment.

9 8. Knowledge Transfer During the Office 365 implantation, Supplier shall provide knowledge transfer of the data migration process and tools, operational aspect of the Office 365 environment which TSRI will be responsible for, and system management for an IT Staff of seven (5 in California and 2 in Florida) using hands on training and Webex sessions. 9. Blackberry Users Supplier shall migrate 40+ TSRI La Jolla Blackberry users from Exchange 2007 to Office Post Migration Technical Support Supplier shall include a minimum of 30 days post migration technical support via , telephone and if necessary, onsite following the completion of this project. 11.Office 365 Unified Messaging Requirements for TSRI Florida Campus Migrate away from Avaya Modular Messaging to Office 365 cloud based Unified Messaging.

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11 Office 365 MSRP Office 365 Education A2 Students: FREE Faculty and staff: FREE Limited Support Options No SLA Does not include MS Office Office 365 Education A3 Students: $2.50 user/month Faculty and staff: $4.50 user/month Includes 5 MS Office installations per user 99.9% $$ backed SLA Office 365 Education A4 Students: $3.00 user/month Faculty and staff: $6.00 user/month Includes 5 MS Office installations per user 99.9% $$ backed SLA Hosted PBX 11

12 Educational A3 Service Specifics 50 GB mailbox per user. 25 MB message size OneDrive cloud storage with 25 GB per user 2000 Sharepoint sites Spam and Malware protection systemwide Archive and legal hold capabilities with unlimited storage ediscovery across Sharepoint sites and Exchange mailboxes Exchange Unified Messaging 12

13 Post Implementation Support Cloud Vantage Managed Lifecycle Service Lifecycle Management Cloud Strategy and Planning User Adoption Planning and Practices Managed Deployment Office 365 portfolio deployment Enhanced deployment services (they will configure it for you) Managed Support Proactive and reactive support modeled much like Premier Support 13

14 Subscription and Implementation Costs Subscription Cost Range Low: $130,000/year High: $140,000 Implementation Cost Range Low: $50,000 High: $85,000 Professional Services Engagement Length Range Low: 310 hours High: 389 hours 14

15 Estimated Annual Cost Comparison for 3 Years On premise upgrade to Exchange 2013 Expense Area Cost Hardware (annualized) $100,000 Professional Services $10, Exchange FTE $150,000 Premier Support $40,000 Total Annual Cost $300,000 Office 365 A3 with Cloud Vantage Support* Expense Area Cost Annual Subscription $140,000 Professional Services $30,000.5 Exchange Admin FTE $50,000 Cloud Vantage Support $40,000 Total Annual Cost $260,000 *Assumes most expensive subscription and implementation proposal 15

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