ADDENDUM 1 & 2 June 22, 2016 Request for Proposals: IT Technical Services for Office365 Transition

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1 Following are the questions submitted on or before June 17, 2016, in accordance with RFP specifications. All questions are published verbatim as received, without regard to errors in spelling, punctuation, or grammar, in order to avoid misrepresenting any submission. The City s responses to questions, clarifications of material, or corrections are indicated in green after each question. From Pre-Proposal Conference, held June 16, 2016 and ed questions: 1. What is the driving force behind a hybrid Solution? Would you be open to a cutover migration if it could be done with minimal client interruption? The driving force behind the hybrid solution is for ease of administration after the transition and that downtime is minimized during the transition. The City looks to the proposing vendor to provide a solution that would meet these objectives. 2. How many portable devices? There are 217 devices that have actively synchronized with the current Exchange environment utilizing ActiveSync within the last 90 days. Additionally, there are 57 laptop devices that are configured with Outlook Anywhere. 3. Are there any public folders? There are some legacy public folders however, none are anticipated to be migrated over to Office365 with this project. 4. Are you using a signature software that injects an HTML or other special signature requirement? There are no third parties that inject signatures however, an Exchange outbound rule is set to inject a plain text legal disclaimer on all City s to outbound recipients. 5. Do you have any applications that integrate with Exchange, such as an ERP or CRM? Yes. Please refer to the RFP. 6. How many users are using the Archiver to access s? There are approximately 24 users who have the archive plug-in and can access archived Can you provide a list of all devices that are relaying off of the Exchange server? The City s financial system, the IT notification system, the Recreation Center s class scheduling system, the City s golf course scheduling system, and approximately 40 printers all relay to the current Exchange environment. 8. What are you doing for SPAM protection today? The City utilizes a Barracuda Spam Firewall, model 400. Page 1 of 5

2 9. Section 3.5: What type of agreement(s) does the City want to see? Between the Prime and the City? Between Prime and Subcontractor? The goal of replying to section 3.5 is to get an understanding of the terms and conditions between the City and the Proposer to whom the City would potentially entering into a contract with for goods and services and paying for such. 10. What is the requested format for pricing? Has a pricing form been provided? Does the City want pricing submitted as a separate document and treated separately? No pricing form has been provided. The pricing quotation should be included in the vendor s proposal as a single document. A supplemental Excel spreadsheet may be included, if deemed appropriate by the vendor. 11. What are the Board s approval criteria? Are there budgeting thresholds in place? I.e. below/above a certain $ amount requires different types of approval? Per the City s purchasing policies and procedures, all procurements in amounts greater than $20,000 must be approved by a Department Supervisor, the Department Head, the Finance Department, the City Manager, and the City Council. 12. What licensing is in place? Please indicate current licensing levels/types. Please refer to the RFP. 13. Will the City be providing the requested server or will the server be requested as part of the Vendor s quoted delivery? The City anticipates that any server(s) will be virtualized and be hosted in the current City environment. 14. How many students will need to be trained? Three (3) students will be trained. 15. Can you please list the companies that attended the pre-proposal conference? The Pre-proposal attendance sheet has been provided in this addendum. 16. Is there an incumbent currently providing these services? No. City IT staff currently maintains the environment. 17. Are you just migrating to Office 365 or are you migrating and the entire Office suite to O365 (example sharepoint as well) This project, we are only migrating . In subsequent years, the City may elect to move forward with other aspects of Office365 if budgetary funding is available. Page 2 of 5

3 18. Its says you are getting the E3 tier of O365. Is that optional. We could do the archiving and you could do E1 and it would be more cost effective for you. The City currently has an E3 agreement with Microsoft and would prefer not to renegotiate the contract. 19. What model appliance and firmware level is on the Barracuda Message Archiver? Firmware v , Model: Do you have an active support contract for the Barracuda Message Archiver appliance? Yes, the City has a current maintenance agreement with Barracuda. 21. Do you have an existing virtual environment to deploy new Servers if required? Yes, the City will provide the hosted environment for the new server. 22. Do you have adequate MS licensing for VM environment for server licensing if new servers need to be deployed Yes, the City maintains an Enterprise Datacenter license agreement with Microsoft. 23. Are the Kemp appliances utilized for anything other than Exchange Load Balancing? No, the Kemp appliances are not used for anything other than Exchange. 24. What level of licensing was purchased for o365 for accounts? E3 25. What are your search criteria requirements for ediscovery? Search criteria vary by request. Historically searches have been performed by name and street address. 26. Is there public folders in use in the environment? There are some legacy public folders however, none are anticipated to be migrated over to Office365 with this project. 27. For the Barracuda Message Archiver & Export/import of existing archival , do you intend to do this on a per-mailbox basis, or all within a single mailbox export? The City requests that the vendor propose a solution to export mailbox data. Page 3 of 5

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5 ACKNOWLEDGMENT OF RECEIPT OF ADDENDA The Addenda to the Specifications have been received and have been considered in response to this Request for Proposals: Signed Date: Printed Name Company Page 5 of 5