Scope of Work Microsoft Infrastructure Upgrade

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1 Introduction Scope of Work Microsoft Infrastructure Upgrade The University of Texas M. D. Anderson Cancer Center (M. D. Anderson) in Houston, Texas, celebrating six decades of Making Cancer History, is one of the world s most respected institutions devoted exclusively to cancer patient care, research, education and prevention. Created by the Texas Legislature in 1941 as a component of The University of Texas System, M. D. Anderson continues to rank among the nations top cancer hospitals in U. S. News and World Reports America s Best Hospitals survey since its inception 15 years ago. M. D. Anderson s Division of Information Services currently operates an institution-wide network infrastructure comprised of wired and wireless network services. Network assets under management include, fiber and copper cable infrastructure, network switches and routers, SAN switches, wireless access points, terminal servers, uninterruptible power supplies (UPS), network sniffers and probes, as well as Wintel, Unix and Macintosh servers. It is also responsible for managing and maintaining systems related to Domain Name Service (DNS), Dynamic Host Control Protocol (DHCP), IP and Cable Record databases, Network Management systems, Authentication Servers, Remote Access (dial-in and VPN), and the Mail (SMTP) Hub. The current infrastructure supports well over 500 (Wintel, Novell, Macintosh, and other) servers, many of which are clustered. As part of ongoing enhancements to our information technology infrastructure, M. D. Anderson began implementing Microsoft Corporation s Active Directory (AD) as a replacement for the installed Novell Directory Services (NDS) schema. To date, between 3,000 and 4,000 clients (out of close to 20,000 workstations) have been migrated to eight AD systems, including those supporting such key areas as Human Resources, Diagnostic Imaging, and Radiation Oncology. M. D. Anderson began implementing Lotus Notes as a solution for electronic mail, calendaring, and collaboration in the mid-1990s. To date, the Institution has undergone three version release Notes upgrades and is now faced with another costly upgrade (to Release 6), as well as significantly increased per user licensing costs. Finally, we are unable to effectively leverage usage volumes across the State of Texas government and/or The University of Texas System due to the very low prevalence of this platform across other state agencies and universities. RFP for Microsoft Infrastructure Upgrade Page 1 of 15

2 At present, there are over 15,000 Lotus Notes end users with over 1,500 Notes applications and databases across the M. D. Anderson enterprise. Of those applications, as many as 80 are considered to support critical workflow processes (e.g., personnel evaluations). Section I. Purpose of the RFP M. D. Anderson has prepared this Request for Proposal (RFP) document to facilitate the selection of a Contractor to complete the following key activities: 1. Development of a design for the campus-wide rollout of Microsoft Corporation s Active Directory (AD) architecture, 2. Development of a design for the campus-wide rollout of a Microsoft Exchange based infrastructure as a replacement for Lotus Notes electronic mail and calendar functions, 3. Development and execution of an integrated project plan that implements AD, file and print services and Exchange during a single visit to a client workstation, and 4. Campus-wide implementation of AD, Microsoft file and print services, and Microsoft Exchange based mail and calendar functions as replacements for the current infrastructural components. Finally, only proposals from firms familiar with the current M. D. Anderson infrastructure (including the current AD and Novell Directory Services as well as Lotus Notes implementation, along with our mission critical ClinicStation application) will be considered. Section II. RFP Design and Implementation Intention M. D. Anderson intends to issue this RFP in order to select a single vendor to develop the designs requested in this RFP. Additionally, the selection of this vendor will be based on their experience in successfully implementing these types of solutions. The following are the steps and options which will be followed: 1. Responses to this RFP shall provide pricing and detailed approach for the specified design activities, deliverables and timeline/milestones. The RFP response must provide references and qualifications. 2. M. D. Anderson will select a vendor and negotiate an agreement for the specified design activities and deliverables. RFP for Microsoft Infrastructure Upgrade Page 2 of 15

3 3. The selected vendor shall complete the activities within the scope of this RFP, including developing a proposal for implementation of the integrated project plan that includes the pricing, timeline/milestones, and approach. 4. M. D. Anderson will evaluate the design, proposed pricing, timeline/milestones and scope from the vendor engaged for this RFP. M. D. Anderson may take one of the following actions based on the results of this evaluation: a. Complete the implementation developed in the initial phase with internal resources. b. Negotiate the design implementation scope, price, and schedule with the vendor and continue the implementation based on the revised agreement. This may include removing deliverables, or changing the timeline to meet the available budget, staffing, or other needs of M. D. Anderson. c. Failing to negotiate an acceptable agreement for implementation with the design vendor, M. D. Anderson will prepare a new RFP to select another vendor based on the design created from the initial phase. Section III. Engagement Scope M. D. Anderson has identified the following scope components as being essential to the success of the contract service engagement. Each of these scope areas are detailed in the sections that follow: 1. Section IV. Active Directory Design (below) 2. Section V. Microsoft Exchange Design (on page 5) 3. Section VI. Microsoft File and Print Services Project Plan (page 7) 4. Section VII. Integrated Conversion Project Plan (on page 8), and 5. Implementation of Microsoft Infrastructure Conversion Solution (page 8). Section IV. Active Directory Design M. D. Anderson Goals M. D. Anderson has identified the following fundamental expectations for this engagement component: 1. Assessment of the current infrastructure environment as well as the design of the enterprise-wide AD architecture must be conducted in a highly collaborative forum that relies on consensus focused team meetings as opposed to interviews with selected individuals. Specifically, we expect to engage between seven (7) RFP for Microsoft Infrastructure Upgrade Page 3 of 15

4 and ten (10) representatives from key AD constituent organizations as part of the assessment and design activities. 2. As part of this engagement, M. D. Anderson is seeking baseline training for the M. D. Anderson design team regarding AD technology and best practice based design and implementation. 3. Within the context of collaboration with key AD participants, M. D. Anderson requires that this engagement provide an opportunity for understanding all issues and decisions that need to be made in order to produce a successful AD implementation. This is to include a discussion of the options and capabilities of group policies. 4. This engagement must provide a venue for group discussions of potential designs and associated trade-offs, leading to a consensus regarding the AD conceptual design that would best meet enterprise-wide core needs. Key Activities Assessment The Assessment phase of this engagement component shall include (at minimum) the following, along with any other activities needed to assess the current M. D. Anderson infrastructure and the potential impact of migrating the entire campus to use of Active Directory (AD): 1. Gather information about the current AD environment at M. D. Anderson 2. Build an understanding about the (campus-wide) operational environment that is to be supported by AD 3. Identify the potential (customer) impact of AD as a new architecture upon support delivery functions 4. Identify any gaps, major issues and risks associated with deploying AD on a campus-wide basis Design The Design phase of this engagement component shall result in a comprehensive design for deployment of Active Directory (AD) technology across the M. D. Anderson campus. Specific activities that must occur within this engagement phase include: 1. Development of the preferential future state including features and functionality of AD to be deployed at M. D. Anderson, RFP for Microsoft Infrastructure Upgrade Page 4 of 15

5 2. Identification of design component integration or interactions that must occur in order to deploy the needed AD framework across the Institution, 3. Development of a high-level AD design, along with any corresponding deployment options, 4. Development of group policies for an enterprise implementation, 5. Cost estimation for hardware and software needed to implement the developed AD design (across the M. D. Anderson enterprise), 6. Preparation of an overall cost estimate for the implementation of AD based on the developed high-level design and set of assumptions, and 7. Development of a formal Active Directory Component Project Plan for the implementation of the campus-wide Active Directory solution. Section V. Microsoft Exchange Design M. D. Anderson Goals M. D. Anderson has identified the following fundamental expectations for this engagement component: 2. Determination of the high-level strategy for migrating from Notes to Microsoft Exchange, including selection of the appropriate version (e.g., Microsoft Exchange 2003, 2007, etc.) 3. Determination of the overall cost of migrating from Notes to Microsoft Exchange, including messaging, applications, and ongoing operations 4. Assessment of the current Notes environment as well as the design of the enterprise-wide Exchange architecture must be conducted in a highly collaborative forum that relies on consensus focused team meetings as opposed to interviews with selected individuals. Specifically, we expect to engage between seven (7) and ten (10) representatives from key Notes constituent organizations as part of the assessment and design activities. 5. Incorporation of the following into the proposed Exchange design: a. Equivalent or higher service levels as a result of the migration b. Lowered hardware footprint and bandwidth usage c. Documented and agreed upon migration path d. Operation of proposed Exchange environment as a utility RFP for Microsoft Infrastructure Upgrade Page 5 of 15

6 6. Delivery of baseline training regarding Microsoft Exchange technology and best practice based design and implementation. 7. Provide an opportunity for collaboratively communicating and understanding all issues and decisions that need to be made in order to produce a successful Exchange implementation. 8. Facilitation of group discussions of potential designs and associated trade-offs, leading to a consensus regarding the Exchange conceptual design that would best meet enterprise-wide core needs. Key Activities Assessment The Assessment phase of this engagement component shall include (at minimum) the following, along with any other activities needed to assess the current M. D. Anderson infrastructure and the potential impact of migrating the entire campus to use of Microsoft Exchange: 1. Gather information about the current Lotus Notes environment at M. D. Anderson and any related strategic directions established by management: a. Strategic direction including application architecture and technologies, enterprise directory, and messaging/collaboration, b. Current messaging environment including architecture (centralized, distributed), current products (Exchange, Lotus Notes), as well as any other collaboration solutions, c. Current Notes/Domino application environment including number of applications, geographic distribution of applications and users, number of users, and number of key, heavily developed, custom developed solutions, 2. Build an understanding about the (campus-wide) operational environment that is to be supported by Microsoft Exchange 3. Identify the potential (customer) impact of Exchange as a new architecture upon support delivery functions 4. Identify any gaps, major issues and risks associated with deploying Exchange on a campus-wide basis 5. Prepare a high-level Microsoft Exchange migration strategy that includes the specific Microsoft Exchange version (e.g., 2003, 2007, etc.) RFP for Microsoft Infrastructure Upgrade Page 6 of 15

7 Design The Design phase of this engagement component shall result in a comprehensive design for deployment of Microsoft Exchange technology across the M. D. Anderson campus. Specific activities that must occur within this engagement phase include: 1. Development of the preferential future state including features and functionality of Exchange to be deployed at M. D. Anderson: a. Active Directory infrastructure (including migration of current Notes Name and Address Book), b. Exchange messaging environment, c. Microsoft collaboration services (i.e., Windows SharePoint Services), d. Application infrastructure to support.net applications (i.e., SharePoint Portal Server), and e. Deployment of any client software (if required), 2. Identification of design component integration or interactions that must occur in order to deploy the needed Exchange framework across the Institution, 3. Development of a high-level Exchange design, along with any corresponding deployment options, 4. Plan for continuing support or migration of the current Notes applications. Based on the design analysis a plan must be developed for customer access to all applications. Migration plans and schedules will be based on the estimated cost and budget allocation. This may be a multi-year migration. 5. Cost estimation for hardware and software needed to implement the developed Exchange design (across the M. D. Anderson enterprise), 6. Preparation of an overall cost estimate for the implementation of Exchange based on the developed high-level design and set of assumptions, and 7. Development of a formal Exchange Component Project Plan for the implementation of the campus-wide Exchange solution. Section VI. Microsoft File and Print Services Project Plan M. D. Anderson Goals M. D. Anderson has identified the following fundamental expectations for this engagement component: RFP for Microsoft Infrastructure Upgrade Page 7 of 15

8 1. Determination of the overall cost of migrating from Novell Netware based file and print services to those provided within the proposed Microsoft file and print infrastructure, 2. Delivery of baseline training regarding current Microsoft file and print services technology and best practice based design and implementation, 3. Collaboratively communication and understanding of all issues and decisions that need to be made in order to produce a successful Microsoft file and print services implementation, and 4. Development of a File and Print Services Component Project Plan for the replacement of Novell file and print services with that based in industry standard, Microsoft networking technology across the M. D. Anderson campus. Key Activities This engagement component shall result in a File and Print Services Component Project Plan for deploying of Microsoft file and print services technology across the M. D. Anderson campus (as a replacement for the current Novell Netware based infrastructure). Specific activities that must occur within this engagement phase include: 1. Review and confirmation of the preferential future state including features and functionality of Microsoft file and print services to be deployed at M. D. Anderson, 2. Preparation of a plan for integration and synchronization with the installed Novell Identity Manager application. This process will be done in coordination with the Identity Management application team. 3. Cost estimation for hardware and software needed to implement the developed Microsoft file and print services design (across the M. D. Anderson enterprise), 4. Preparation of an overall cost estimate for the (campus-wide) implementation of Microsoft file and print services based on the developed high-level design and set of assumptions, and 5. Development of a formal File and Print Services component project plan for the implementation of the campus-wide Microsoft file and print services solution. Section VII. Integrated Conversion Project Plan M. D. Anderson Goals M. D. Anderson has identified the following fundamental expectations for this engagement component: RFP for Microsoft Infrastructure Upgrade Page 8 of 15

9 1. Development of an Integrated Microsoft Infrastructure Conversion Solution Project Plan that addresses needed server infrastructure and client workstation migration and is based on a single visit to a client workstation for purposes of implementing Microsoft Active Directory (AD), file and print services and Exchange, that includes: a. Internal (M. D. Anderson) staffing resources, b. Training requirements (end users, technical support staff) c. Contract services d. Hardware e. Software / tools f. Other expenses g. Migration schedule h. Testing requirements (end users, technical support staff) i. Communication plans (end users, technical support staff, others) j. Other plan components as defined by the applied project management methodology Section VIII. Implementation of Microsoft Infrastructure Conversion Solution M. D. Anderson Goals M. D. Anderson has identified the following fundamental expectations for this engagement component: 1. Establishment of a fully funded capital information technology project for the Microsoft Infrastructure Conversion Solution, as approved by M. D. Anderson s Technology Infrastructure and IS Standards IS Steering Committee (based on the established M. D. Anderson Project Management Methodology) 2. Complete, campus-wide execution of the Integrated Conversion Project Plan, and 3. Formal post implementation review of the project, as guided by the Project Management Methodology, along with communicating the outcome of the review to appropriate M. D. Anderson stakeholders. RFP for Microsoft Infrastructure Upgrade Page 9 of 15

10 Key Activities This engagement component shall result in the deployment of Microsoft Active Directory (AD), Exchange, and file and print services technology across the M. D. Anderson campus. Specific activities that must occur within this engagement phase include: 1. Submission of the Integrated Conversion Project Plan to M. D. Anderson s information technology (IT) governance bodies 1 for review, approval and funding 2. Execution of the approved Integrated Conversion Project Plan resulting in the implementation of the prescribed Microsoft infrastructure as a replacement for the current Novell edirectory, Novell file and print services, and Lotus Notes messaging and collaboration 3. Execution of the approved Integrated Conversion Project Plan resulting in the implementation of the prescribed Microsoft infrastructure at client workstations across the campus 4. Completion of a formal post-implementation review of the Microsoft Infrastructure Conversion Project, that addresses: a. Planned budget to actual expenditures variance analysis, b. Planned scope to actual delivered scope variance analysis, c. Planned schedule to actual implementation timeframe variance analysis, and d. Lessons learned from the project. Section IX. Timetable M. D. Anderson is requiring that this engagement be completed within a three-month time frame after the execution of an agreement. The following is a tentative timeline for the RFP. M. D. Anderson reserves the right to revise this timeline at anytime. August 7, 2006 Request for Proposal posted on M.D. Anderson s website. All questions with regard to the SOW must be submitted via or in an MS Word document to Garmond Joe at gjoe@mdanderson.org no later than August 18, 2006, 12:00PM CST. 1 M. D. Anderson s information technology governance bodies, for purposes of this RFP include (1) the Technology Infrastructure and IS Standards IS Steering Team and (2) the Technical Review Committee. Other governance bodies, such as a project steering team, etc. may also be applicable for this project. RFP for Microsoft Infrastructure Upgrade Page 10 of 15

11 August 21, 2006 September 6, 2006 September 29, 2006 Responses to questions will be posted via an addendum to the RFP at by 4:00PM CST. Request for Proposal closing date at 2:00 PM CST - proposal opening to follow at M.D. Anderson Supply Chain Services/Procurement Department located at 1020 Holcombe Blvd., Suite 230, Houston, TX (Located in the Bank of America Building between Main and Fannin Streets). Attendance is not required. Completion of proposal evaluations and finalist notified. Section X. Decision Criteria The final selection of a vendor for this engagement will be made by the decision making team based on the following criteria: Cost of Proposal Firm experience with large-scale infrastructure-level implementation engagements at large, diverse academic medical centers and/or other similar enterprises, Methodology to be used for (1) performing any assessments included within the scope of this engagement, (2) developing any component project plans, (3) developing the consolidated project plan for all infrastructural changes covered by the scope of this project, and (4) executing and controlling the implementation effort. Firm and individual expertise in referenced Microsoft infrastructural components such as Active Directory, Exchange, and file and print services, including applicable certifications held, based on provided resumes of proposed team members, Firm and individual experience with (1) the current M. D. Anderson infrastructure that includes both (a partial implementation of) Microsoft Active Directory as well as Novell Directory Services and Lotus Notes, and (2) some of the most key applications in use at M. D. Anderson, including ClinicStation. Other items which may benefit M. D. Anderson that will be provided through the proposed methodology that have not been specifically requested by the Institution. Section XI. Acceptance or Rejection of Proposals The RFP is not an offer to contract. Acceptance of a proposal neither commits M. D. Anderson to award a contract to any Respondent nor limits M. D. Anderson s rights to 1) RFP for Microsoft Infrastructure Upgrade Page 11 of 15

12 accept or reject any or all proposals in part or whole; 2) request clarification on any specific response, omission, or claim made in a response to the RFP; 3) to further evaluate one or more proposals via additional interviews/presentations, site visits, reference checks, and other additional criteria; and 4) to further negotiate the terms submitted in a proposal, including price, prior to final award of an agreement in order to provide an optimum solution. Section XII. Response Requirements 1. Corporate a. Provide an overview of your firm s services both in general and specific to Microsoft infrastructure migration and deployment. b. Provide a list of applicable references regarding engagements of this type. c. Provide an overview of your firm s experience with the governmental, academic and healthcare sectors. d. Provide an overview of your firm s experience and expertise in the following key activities of this engagement: i. Conducting a Microsoft Active Directory (AD) design effort in a highly collaborative manner, with participants from several key (technical) stakeholder groups ii. Reviewing an organization s current directory services environment iii. Determining the optimal AD design for an organization iv. Developing the AD road map by which an organization can implement the optimal design v. Developing a project plan for implementing Microsoft Active Directory technology in a large enterprise vi. Conducting a Microsoft Exchange design effort in a highly collaborative manner, with participants from several key (technical) stakeholder groups vii. Reviewing an organization s current electronic mail, calendar and collaboration environment viii. Determining the optimal Microsoft Exchange design for an organization ix. Developing the Exchange road map by which an organization can implement the determined optimal design x. Developing a project plan for implementing Microsoft Exchange technology in a large enterprise (i.e., 15,000 or more seats) RFP for Microsoft Infrastructure Upgrade Page 12 of 15

13 xi. Reviewing an organization s current file and print services environment xii. Developing the Microsoft file and print services road map by which an organization can migrate from the Novell Netware platform xiii. Developing a project plan for implementing Microsoft file and print services in a large enterprise xiv. Developing a consolidated project plan for implementing the three specific components of Microsoft infrastructure by which a given client workstation is visited one time xv. Preparing a post-implementation review of the project e. Provide a listing of health care, academic, and governmental organizations with which your firm has previously engaged for purposes of Microsoft infrastructure conversions of this type. f. List any certifications your firm has been granted, related to (1) Active Directory design and implementation, (2) Microsoft Exchange design and implementation, (3) Microsoft file and print services implementation, as well as (4) project management. g. Describe your firm s internal plans for the deployment and use of Microsoft infrastructural technologies to be implemented as part of this engagement, including Active Directory, Exchange and file/print services. 2. Service Team a. Describe how your firm will staff the project, both in terms of the individual key engagement phases, as well as the overall migration project as a whole. Address the use of any use of subcontractors to fulfill this engagement. b. Provide an organizational chart showing the structure and specific personnel for the team that you propose will serve M. D. Anderson. Include the resumes of these team members in an appendix to your response. Resumes should include a brief discussion of each individual s proposed responsibilities at M. D. Anderson, the estimated percentage of their time dedicated to M. D. Anderson, and any unique skills they bring to the engagement. (Note: Only provide resumes for personnel who will be active on the engagement.) c. Describe the proposed staff s knowledge about Microsoft Active Directory, Exchange, and file and print services, along with project management. RFP for Microsoft Infrastructure Upgrade Page 13 of 15

14 d. Describe the proposed staff s experience in working within (1) large academic healthcare and (2) highly distributed computing environments. e. Describe any certifications held by the proposed staffing team, including Microsoft Certified Architect 3. Process and Delivery a. Describe your firm s approach for: i. Conducting an assessment of directory services and developing a design for Microsoft Active Directory implementation, ii. Conducting an assessment of electronic messaging, calendar and collaboration technology and developing a design for Microsoft Exchange implementation, iii. Developing a plan for migration from Novell to Microsoft based file and print services, and iv. Implementing the planned migration. b. Describe your firm s approach for monitoring and controlling an implementation project of this type so that specified budget, scope and schedule are achieved. c. Describe the policies and practices your firm utilizes in order to ensure accuracy, consistency and confidentiality of the work performed. d. Describe the process for identification and resolution of any issues encountered during the course of the engagement. e. Provide a proposed timeline for this project. Use the specific assumptions you utilized to develop this proposal to identify the key activities and/or milestones, along with the length of time and provide a proposed timeline from the award to the completion of the deliverable documentation. f. Describe the participation of M. D. Anderson in performing the project tasks. Include an estimate of the required staff participation and the percentage of their time that will be required, based on you experience with engagements of this type. 4. Documentation a. Provide documentation of one or more AD design and implementation engagements. Include such sample documentation in an appendix to your response. RFP for Microsoft Infrastructure Upgrade Page 14 of 15

15 5. Tools b. Provide documentation of one or more Microsoft Exchange design and implementation engagements. Include such sample documentation in an appendix to your response. c. Provide documentation of one or more Microsoft file and print services implementation engagements. Include such sample documentation in an appendix to your response. d. Provide documentation of one or more engagements for implementing multiple Microsoft infrastructural components across a large enterprise. Include such sample documentation in an appendix to your response. a. Describe any (hardware, software) tools that will be used in support of completing this engagement b. Will such tools be available for use by M. D. Anderson after the project is completed? c. Will there be any cost associated with acquiring or using such tools? Section XIII. Pricing Schedule 1. Respondents shall itemize and provide pricing for all costs associated with this RFP below. RFP for Microsoft Infrastructure Upgrade Page 15 of 15