REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL Exchange 2010 Migration Project Solution Design and Implementation July 6, 2011 This Request for Proposal (RFP) is being sent to consulting firms to act as the Consultant in the completion of the Exchange 2010 solution design and implementation tasks for the District s GroupWise to Exchange 2010 Migration Project. Proposals for providing these services will be received until 3:00 p.m. on July 22, Late submittals will not be considered. Proposals are to be delivered to: Humberto Sanchez, Director of Information Technology Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, OH ATTN: John Healey, Project Manager Questions regarding this RFP shall be directed to John Healey by calling (216) , ext or at healeyj@neorsd.org. Questions related to the RFP will be answered through July 20, The District will attempt to respond to within one (1) business day. Questions and responses deemed to be of general interest will be distributed to all consultants. The District shall not be responsible for any costs incurred in relation to the preparation of the proposals. The District reserves the right to reject all proposals. A mandatory pre-proposal meeting will be held on Tuesday, July 12, 2011 at 9:30 A.M. in the First Floor Training Room at the NEORSD GJM Building, located at 3900 Euclid Avenue, Cleveland, OH Throughout this document, the Northeast Ohio Regional Sewer District will be referred to as the District. Consulting firms submitting proposals shall be referred to as the Consultant. Microsoft Exchange 2010 shall be referred to as Exchange (unless otherwise identified). Minimum Qualifications: Vendors must meet or exceed the minimum qualifications listed below and will be asked to clearly demonstrate this in their proposal. In the event the vendor does not clearly demonstrate that it meets or exceeds the minimum qualifications, the proposal may be rejected. The Vendor has been in business for at least three years. The Vendor has planned, designed and implemented an Exchange architecture for at least 500 users and for multiple sites and post offices. Not less than eighty percent (80%) of the total Direct Labor shall be Locally Performed Work. Locally Performed Work shall mean the amount of Direct Labor that is subject to local income tax in a community located in Cuyahoga, Lake, Lorain, or Summit Counties as the result of Consultant having performed work in such community

2 The RFP is organized as follows: SECTION I. SECTION II. SECTION III. SECTION IV. SECTION V. SECTION VI. INTRODUCTION SCOPE OF WORK SCHEDULE PROPOSAL FORMAT AND REQUIRED INFORMATION EVALUATION OF PROPOSALS SELECTION PROCESS Figures and Attachments The following attachments and appendices are included with this RFP: Attachment A Attachment B Attachment C Appendix A Appendix B NEORSD Equal Employment Opportunity Form Task/Hour/Cost Summary Form NEORSD Standard Clauses for Professional Services Agreements NEORSD Current Environment NEORSD Logical Network Topology SECTION I - INTRODUCTION Project Overview and Background Through an RFP, the Northeast Ohio Regional Sewer District (NEORSD) seeks proposals from qualified consultants for services required to design and implement an Exchange 2010 architecture for the District. Currently, there are over 600 mailboxes in the Novell GroupWise system and approximately 80 Blackberry users. The scope of this project will be comprised of three major tasks, each of which is outlined in Section II of this RFP. The tasks will include the following items: Requirements validation Exchange architecture and solution design Implementation planning and execution Blackberry server upgrade End-user and Administrator training Post-implementation support Decommissioning GroupWise Project Management In 2009, the District conducted an assessment of the current environment as the first phase of the Exchange migration. One of subtasks of this project will be to validate the current environment data collected from the assessment phase and make additional architecture recommendations based on this data

3 In general the current District system is supported by Novell GroupWise running on nine (9) Novell Netware servers. The current architecture includes approximately 600+ mailboxes distributed across eleven (11) different post offices at five (5) separate locations. Please see Appendix A for additional details on the current GroupWise environment. This appendix is provided as a reference to assist with building a proposal. Additionally, it is the District s intention to purchase any hardware and software generated from the solution design task as a separate procurement from this project. The District will purchase the hardware and software and the Consultant will perform the installation and the configuration of these items. Overview of Related Projects In 2009, the District began the implementation of a Microsoft SharePoint based information system to facilitate the program management workflows for the management of the District s capital plan. While SharePoint is the user interface, the system leverages its collaboration and integration capabilities to distill information and drive dashboard reporting. Additionally, information from the District s Oracle e-business system (project costing), Primavera P6 (project scheduling and budgeting), Primavera Contract Manager, and the document management capabilities will integrate with SharePoint. The District is also developing a strategy for Enterprise Content Management (ECM) that will focus first on the needs of this program and then expand in a phased manner to incorporate all District departments in the ECM Platform. In 2010, the District upgraded to Office 2007 Professional as the standard Office suite which included the Outlook client. However, there were a number of workstations that had Office 2007 prior to the standardization that do not have the Outlook client installed. As part of task B in this RFP, the consultants will be asked to propose an approach for the deployment of Outlook The approach should include verification, deployment and connection testing. Finally, it should be noted that Messaging Architects will be upgrading and fully implementing M+ Archive for the purpose of archiving and ediscovery as a separate project in parallel to this project. Additionally, they ll be performing the data migration for messages, calendars and contacts from GroupWise to Exchange once the Exchange solution has been designed and the architecture is implemented. Even though these tasks will be done as a separate project, the selected vendor will need to collaborate with Messaging Architects throughout the solution design and implementation effort. Business Overview The Northeast Ohio Regional Sewer District is a political subdivision of the State of Ohio created and operating under Chapter 6119 of the Ohio Revised Code. Originally named Cleveland Regional Sewer District, it was created in 1972 to assume ownership, operation and management of wastewater collection, treatment and disposal facilities serving the member communities in the Cleveland metropolitan area

4 District Administration is located at 3900 Euclid Avenue, Cleveland, Ohio This location also includes Engineering & Construction, Operations & Maintenance Administration, Employee Resources, Finance, Law, and Information Technology. In addition to the District Administration Building, the District owns and operates an Environmental and Maintenance Services Center (EMSC) and three wastewater treatment facilities. Current Technical Structure The District utilizes Novell Netware 6.5 SP6 for network services such as authorization, file, print, and desktop management. Windows 2003/2008 servers are used for web/application servers. Windows and Linux are used for database servers running Oracle. VMware ESX 3.5 Update 3/4 and ESXi 4.1 (Update 14) servers run virtual servers for production, test, and disaster recovery. The physical servers utilize the HP DL380 platform and HP BladeSystem c7000 Enclosure with HP BL460c Server Blades. For centralized storage the District has implemented a Dell Compellent SAN at the GJM and EMSC locations. The District's desktop configuration is typically 1GB to 2GB RAM with a processor speed of 1GHz to 2.8Ghz running Windows XP SP3. Standard applications include the Novell Client, MS Office 2007, Norton Antivirus, GroupWise client and Adobe Reader. The District uses Novell ZENworks 6.5 for user and workstation policy management, desktop imaging, desktop management, and application deployment. Generally, the District s five main locations are connected via gigabit Ethernet links in a ring topology through the use of AT&T s GigaMAN (See Appendix B NEORSD Logical Network Topology). GJM and EMSC are one hop from each other on the ring, and are used as disaster recovery sites for each other. The core switches at all sites have gigabit Ethernet ports. SECTION II - SCOPE OF WORK The Exchange 2010 Solution Design and Implementation Project shall include the following Tasks: Task A Exchange Solution Design Task B Exchange Implementation Task C Project Management The Consultant shall provide details as to the method of accomplishing the Scope of Work for each of the tasks noted. The Consultant s proposal shall address all of the objectives for each task as outlined in the Scope of Work

5 Task A Exchange Solution Design This task will consist of producing a system architecture and solution design for the Exchange platform that supports the District s requirements, and provides for considerations for long-term system operation and management. Subtask A-1: Requirements Validation and Configuration Recommendations The consultant shall validate the results of the assessment data in Appendix A. This data is to be used to build an Exchange solution design as part of Subtask A-2. The consultant will also make recommendations on a baseline configuration for both Outlook and Exchange by using a combination of industry best practices and functionality requirements gathered from a selected team of NEORSD End Users through an interview process. Additionally, the consultant shall provide any recommendations based on industry best practices and consultant passed experience for any hardware and software required for the implementation. These recommendations should also consider the long-term impact of system operation and management. The consultant shall also consider whether interviewing key IT staff is necessary. Subtask A-1 Deliverable(s): A narrative that reflects validation of the current environment and any necessary updates and/or recommendations; MS Word format. The report should contain the following elements at a minimum: 1. Executive Summary 2. Environment Overview and General Discussion 3. Environment Analysis 3.1. Current Network Environment 3.2. Current Environment 3.3. Current Blackberry Server and Configuration 4. Recommendations 4.1. Environment Impact 4.2. Design Impact 4.3. Documented configuration requirements to include selected features and functionality for both Outlook and Exchange Subtask A-2: Solution Design The Consultant shall produce a design document that reflects an in-house Exchange solution based on the District s current environment, Exchange system requirements, system migration and implementation best practices, and Consultant expertise and experience

6 Additionally, the solution design shall include the upgrade and integration of the District s current Blackberry server. The Exchange architecture and solution design shall include but not be limited to the following considerations: Impact to Novell edirectory and Zenworks desktop management Impact to Active Directory Leveraging VMware for Exchange servers Impact to Internet firewall configuration Impact to backup and restore Procedures Impact to disaster recovery system fault tolerance Consideration for the integration of the M+ archive solution Upgrade and integration of Blackberry server Mobile device access Future integration with unified messaging The Consultant shall formally present the design to District key stakeholders and staff. The District and the Consultant shall agree on a design review process. The District expects to iteratively review the design, ask questions, and request changes. Subtask A-2 Deliverable(s): Architecture and solution design that includes the base requirements and any additional recommendations; MS Word format for the base document, and MS Visio for all supporting diagrams. The report and diagrams should contain the following elements at a minimum: 1. Executive Summary 2. Solution Design Criteria 2.1. Network Topology and Readiness 2.2. Current Novell GroupWise Environment 2.3. Current and Expected Usage 2.4. Current and Expected Archiving 2.5. Exchange 2010 Environment Requirements 2.6. GAP Analysis 3. Solution Design 3.1. Solution Design Overview 3.2. Enterprise Design 3.3. Individual Location Design GJM EMSC Southerly Westerly Easterly 3.4. Integration of Exchange, Active Directory, Novell edirectory - 6 -

7 3.5. Backup and Restore Process 3.6. Disaster Recovery Process 3.7. Integration and Operation of Blackberry Server 3.8. Mobile device access 4. Migration Considerations 5. Appendix A Required Hardware and Software Specification 6. Provide an evaluation of the benefits of upgrading from Office/Outlook 2007 to Office/Outlook 2010 (Would the District gain anything significant from upgrading?) Task B Exchange Implementation This task consists of developing and executing an implementation plan. Subtask B-1: Develop the Implementation and Transition Plan The consultant shall develop a comprehensive implementation and transition plan. Subtask B-1 Deliverables: Implementation plan should include the following elements at a minimum: o Hardware and software validation o Hardware and software rollout schedule; including Outlook validation, deployment and connection testing at the desktop o Test plan for the design o End user training approach to include Outlook and M+ Archive tool retrieval Note: The training approach should include a combination of classroom and online training. Utilization of a user survey tool should also be considered in the approach to help gage the level of effort required for classroom versus online training. o Six (6) months of post-implementation support for Exchange and Outlook along with a support transition plan to include Help Desk support knowledge transfer o System Administration Knowledge transfer (throughout implementation) o Resource assignments with effort estimates at the task level o A Gantt chart that identifies task dependencies o A list of assumptions on which the plan is based o A list of risks with potential mitigation strategies o Decommissioning of GroupWise o Provide updated environment documentation o Final acceptance and sign-off - 7 -

8 Subtask B-2: Execute the Implementation Plan The consultant shall implement the Exchange solution. The implementation shall adhere to the plan developed in Subtask B-1 Subtask B-2 Deliverables: Hardware and software implementation and configuration per NEORSD requirements Testing and validation of the target solution in a pilot setting Final Acceptance Testing and sign-off Training for end users and administrators Post implementation support for Exchange and Outlook after Messaging Architects completes the migration from GroupWise to Exchange Decommission GroupWise Note: Messaging Architects will be upgrading and fully implementing M+ Archive for the purpose of archiving and ediscovery as a separate project in parallel to this project. Additionally, they ll be performing the data migration for messages, calendars and contacts from GroupWise to Exchange once the Exchange solution has been designed and the architecture is implemented. Even though these tasks will be done as a separate project, the selected vendor will need to collaborate with Messaging Architects throughout the solution design and implementation effort. Task C Provide Project Management This task is intended to provide effective project management for the duration of the project, including development of a project schedule, resource management, budget management, project documentation, and the timely provision of all identified project deliverables. This task also focuses on defining a complete timeline of all tasks and personnel involved in executing the project. As part of task C, the Consultant shall provide coordination between the District and any certified sub-consultants selected to carry out project tasks. Subtask C-1: Project Organization and Management Project Communications The Contactor shall develop a communications protocol between the Consultant, sub-consultants and the District staff assigned to this project. This protocol shall include verbal and written communications, including meetings, presentations and communications between the Consultant, sub-consultants and other District staff

9 Project Schedule The Consultant shall develop and maintain a detailed master project schedule for the Exchange Migration Project in a standard project management format identifying milestones, deliverables, and key coordination meetings. The master schedule shall be regularly updated and forwarded to the assigned District project manager. A preliminary project schedule shall be submitted with the Consultant s technical proposal. Project Staffing The Consultant and any sub-consultants shall maintain the project staff as recommended in the proposal. Any changes in project staffing shall be notified to the assigned District project manager in advance, and they shall maintain an equivalent level of expertise as with the originally proposed staff. The Consultant shall also identify project staff authorized to incur reimbursable expenses such as travel expenses. Project Billing The Consultant shall prepare and promptly submit invoices for the project. The Consultant is responsible for payment to all sub-consultants. The Consultant is responsible for assuring and certifying that invoices are correct and meet project invoicing standards for format and allowable costs. The Consultant shall be responsible for identifying and addressing potential project budget, management and schedule issues. If District action is required, the Consultant shall recommend a suggested course of action. Questions regarding invoicing procedures may be addressed to John Healey at (216) x6860, or at healeyj@neorsd.org. Project Cost Management The Consultant shall monitor the budget closely. The Consultant shall be responsible for identifying and resolving all budget and invoicing issues, including sub-consultant billing summaries affected by the issues, as soon as possible. Consultant budget issues shall be described in detail, and the Consultant shall recommend corrective actions before these issues affect invoicing. In order to control project costs, any expected cost overruns within a task shall be justified in advance by the Consultant and approved by Director of Information Technology and the assigned project manager. Any additional work proposed by the firm awarded this engagement must be first presented in writing to the assigned project manager. If there is an agreement that the additional work should be performed, it must be approved by the Board of Trustees before being actually performed. Any requests for additional fees and/or expenses not so approved will be rejected by the District

10 Project Management Documentation The Consultant shall be responsible for maintaining a complete project library and master files of all contract and subcontract actions and reports. The Consultant shall develop a Districtapproved, PC-based master spreadsheet on which all contract budgets, billings, and invoice actions will be tracked through the project. The Consultant shall provide summary reports and analyses of contract and budget issues upon request of the District. A chronological report of contract actions is to be submitted to the District as part of contract closeout procedures. Subtask C-2: Progress Meetings and Reports Progress meetings between the District and the Consultant shall be held, in general, on a weekly basis. The Consultant shall prepare weekly status reports to be submitted to the assigned District project manager at least two (2) working days prior to the meeting. The project status reports shall set forth the following information, for both the Consultant and any sub-consultants: Current scope of work completion status versus anticipated status Updated project schedule Current contract cost status versus anticipated status Project information and decision needs including the anticipated source, expected response time and any issues or problems that could delay the expected response Anticipated tasks and accomplishments for the coming month Questions, comments, problematic issues and suggestions Identification of out of scope task work Invoicing issues and proposals to address such issues In addition to the aforementioned weekly progress meetings, the Consultant shall conduct periodic coordination meetings as deemed necessary with District staff and any sub-consultant to explain and receive input on project issues. Prior to payment of the final invoice, the Consultant shall deliver to the District all plans, documents, reports, and memoranda related to the project and as required by the project manager, as well as all non-expendable personal property purchased and approved by the District. Business Opportunity Program Goals The District has set a goal of 8% of the contract cost to be completed by an MBE and or a WBE firm. A link to the NEORSD certified Directory can be found at (sub-consultants must be certified with the District.) The Consultant shall be responsible for the overall quality of task work, including tasks performed by sub-consultants. The Consultant is expected to maintain a strong and responsive local presence to assure effective sub-consultant management and prompt response to District questions and concerns

11 Note: If your organization is selected as the Consultant for this project, the following will apply: The Office of Contract Compliance monitors participation on all Northeast Ohio Regional Sewer District (NEORSD) contracts with subcontracting goals. In order to assist the Office of Contract Compliance in the monitoring process, your company will have an account created after the contract has been awarded. You must login to your account in the Contract Compliance Management System and provide the requested sub-consultant payment information for all NEORSD certified sub-consultant(s) working on the contract. SECTION III SCHEDULE Project Schedule Exchange Migration Project This Project is envisioned as a five month effort. A detailed milestone schedule for the RFP process is listed below. The District reserves the right to modify the schedule as needed. Issue RFP to Consultants July 6, 2011 Mandatory Pre-Proposal Meeting July 12, 2011 at 9:30 AM Questions Deadline July 20, 2011 Proposals Due to the District by 3:00 p.m. EST July 22, 2011 Consultant Oral Presentations August 8, 2011 Consultant Selection August 12, 2011 Start Contract Negotiation August 13, 2011 Consultant Contract Award September 15, 2011 Notice to Proceed September 20, 2011 Perform Scope of Work October 3, 2011 February 29, 2012 SECTION IV- PROPOSAL FORMAT AND REQUIRED INFORMATION Each Consultant shall submit one (1) printed original proposal and ten (10) copies, plus one (1) copy on CD-ROM using Microsoft Word or Adobe Acrobat file format. The proposal shall be formatted as follows: Cover Letter (1 page) Executive Summary (3 pages or less) Section 1 - Company History (5 pages or less)

12 Section 2 Anticipated Approach to the Project (15 pages or less) Discuss the anticipated approach to the project. Section II - Scope of Work contains a number of requests for items to be discussed in the proposal. In developing the level of effort (hours by tasks), the Scope of Work as provided herein shall be assumed as the base proposal. For each alternative task proposed, a total level of effort for the proposed alternative shall be separately identified and an appropriate deduction or addition of task hours shall be included. The consultant shall also discuss expected challenges during the project and potential approaches to these challenges. This part of the proposal will be used to evaluate the extent to which the Consultant understands the project, its magnitude and its complexity. The District has set a goal of 8% of the contract cost to be completed by an MBE and or a WBE firm. Please include how an SBE firm will be utilized in this project. Section 3 Consultant Qualifications (6 pages or less) A statement of the consultant s qualifications, including a list of three (3) of the most recent similar projects completed. The following information shall be included for each project: Start and end dates of project Consultant s role in the project, and similarities with the Exchange Migration Project Contact information (name, address, phone number) of individual responsible for project at the contracting agency Section 4 Consultant Personnel and Time Commitment (6 pages or less) Include the résumé of the proposed Project Manager and his or her proposed time commitment to the project. The District reserves the right to approve the proposed Project Manager, and if that individual leaves the firm during the project, to subsequently approve their replacement. Also, include the résumés of key staff members and/or sub-consultants proposed to work on the project. The roles proposed for each sub-consultant as well as their qualifications in that area shall also be identified in the proposal. The District fully expects that personnel included in the proposal will be assigned to the project. Any personnel added to the project team or changes of personnel in significant roles shall be subject to advance approval by the District. Describe the availability and commitment of resources for this project. Section 5 Preliminary Schedule (10 pages or less) A preliminary schedule showing the key tasks and activities and anticipated dates necessary to meet the Project deadline identified in Section III - Schedule

13 Section 6 Required Forms and Statements (4 pages or less) A completed District Equal Employment Opportunity form. A blank form is included in this RFP in Attachment A. A statement indicating that the consultant has examined background reports and data and agrees to acquire the additional information needed to perform all aspects of the work as outlined in this Request for Proposal. Statements confirming that no personal or organizational conflicts of interest are known to exist between the District and the Consultant and Sub-consultants. A statement confirming that all supplements have been received and reviewed by the Consultant. A statement confirming that Attachment C - NEORSD Standard Clauses for Professional Services Agreements was reviewed and any potential items for discussion are noted in the proposal. Section 7 Task/Hour/Cost Summary (6 pages or less) Task/Hour/Cost Summary Form and Hardware and Software Costs Form (Attachment B) completed for each activity necessary to fulfill the terms of this RFP. An electronic file spreadsheet in Excel format of these proposal forms accompanies the RFP for the consultant to use in their proposal. A hardcopy of the completed Task/Hour/Cost Summary Form should also be included in each copy of the proposal (Note: The hardcopy and CD copy should include identical information). The consultant shall break the project down by the tasks identified in the Scope of Work (i.e., Subtask A-1, A-2, etc.). The total of the hours for all tasks shall accurately reflect the total effort needed to perform the entire project as outlined in the RFP. Hours in all tasks shall be identified by labor category for each activity. Hardware and software costs shall be broken down by District site. All proposed subconsultants should also have completed proposal forms. The District will use these forms to assist in the evaluation of the proposals. The District reserves the right to request additional task / hour / cost information. A prompt response of one (1) working day shall be adhered to in these requests. Section 8 Oral Presentation The top three consultants by score will be given the opportunity to conduct an oral presentation on the day listed below. If you are selected, you ll be notified by 3 p.m. on Monday, August 1, 2011 of your assigned time and the location. o Monday 8/8/11 8:30 a.m. - 10:00 a.m. o Monday 8/8/11 11:00 a.m. - 12:30 p.m. o Monday 8/8/11 1:30 a.m. - 3:00 p.m

14 SECTION V - EVALUATION OF PROPOSALS Proposals submitted to the District for the Exchange Migration Project shall be evaluated by the project selection committee utilizing the following criteria: Pass/Fail Screening Criteria Proposals not in compliance with the following pass/fail criteria will not receive additional consideration: 1. Compliance with the Equal Employment Opportunity Policy of the District. 2. Avoidance of personal and organizational conflicts of interest as prohibited by State and local law. 3. Required information as specified in the RFP. The District will reject incomplete proposals. 4. Proposal conforms to Section IV, Proposal Format and Required Information. Emphasis will be on whether the proposal demonstrates an understanding of the project scope and the District s needs and requirements as specified in the RFP. 5. The Vendor has planned, designed and directly managed a GroupWise-to-Exchange migration for two (2) different organizations for at least 500 users each and for multiple sites and post offices. 6. Proposals must be received on or before the deadline date. Proposals that comply with the above will be scored based upon the criteria listed below. Scoring Criterion I Method of accomplishing the Scope of Work 30% of the total score Scoring will be based on consideration of the following: 1. Proposed organization of the work effort to include the following: Collection, organization and display of data Allocation of project staff to the different tasks and subtasks Project communications Problem definition, alternative development and alternative ranking 2. Innovations, alternatives, and enhancements to the Scope of Work as presented in the proposal. 3. Unique capabilities with likely high-impact applicability to the project. 4. Understanding of the appropriate levels of effort (hours) for various task areas. This evaluation will be based upon the estimated hours of effort for task areas as presented in the proposal

15 5. Appropriate project financial and management controls to include the following: Level of effort tracking Quality assurance Scoring Criterion II Experience and past performance of the firm on similar projects 20% of the total score This score will be based on: 1. The firm's experience in conducting projects of similar nature and complexity. 2. The ability of the firm to draw upon this experience to benefit the project. 3. The firm s history of innovations in applicable project areas. Scoring Criterion III Experience, qualifications, and commitment of proposed key project personnel 20% of total score. Scoring will be based on consideration of the following: 1. The experience of proposed project personnel. Key project personnel must have held responsible project positions for similar projects. 2. The ability of the firm to provide appropriate back-up personnel for key project positions. 3. The degree to which the project personnel and team bring experience in the full range of skills needed to accomplish the Scope of Work. 4. The specific commitments made in the proposal for staffing key project positions, including percent of Project Manager s time dedicated to the project. Scoring Criterion IV Cost 10% of the total score Scoring Criterion V Written quality of the proposal 10% of the total score Scoring will consider the responsiveness of the proposal to the requests and requirements of the RFP. Additionally, proposals are expected to be organized, concise and well written. Scoring Criterion VI Quality of the oral presentation of the proposal; clarity 10% of the total score

16 The primary basis for the score will be comprised of the following: Presentation of the selected approach and of the qualifications of key project personnel Answers to questions that may arise from the project selection committee during the interviews Questions arising from the presentation team Demonstration of the project team's understanding of the District's goals for the project Please note: All proposals will be evaluated against the first five criteria listed. Only the top three ranked proposals will be be evaluated against Scoring Criteria VI. SECTION VI - SELECTION PROCESS Once all proposals have been received, the following steps will be followed to select the Consultant: 1. Proposals will be reviewed by the Selection Committee. Additionally, a phone survey may be conducted to evaluate the past performance of the participating firms on similar jobs. This survey will be limited to the contacts provided in the proposal as required in Section IV, Consultant Qualifications. 2. Each member of the selection committee will evaluate the Consultants based upon the predetermined selection criteria outlined in Section V of this RFP. All consultants who meet the minimum qualifications and comply with the pass/fail criteria will be scored up to and including the fifth criteria outlined in Section V. Only the top three proposals, based on score, will be given the opportunity to be evaluated against criteria VI. Consultants not selected for the presentation will be notified. After the presentations, the selection committee will then meet to conduct the final steps of the evaluation process. The selected consultant will be notified. 3. Negotiations will be conducted with the highest ranked firm to agree upon a final Scope of Work and the fees for those services as proposed in the Proposal. The Consultant must be prepared to immediately begin contract negotiations upon notification of the award. If the Consultant is not able to begin contract negotiations, the District will disqualify the selected Consultant and begin negotiations with another Consultant-candidate. The District intends to negotiate a not-to-exceed price for this project. After the final Scope of Work and fees have been negotiated, the maximum not-to-exceed price of the contract shall not be increased without written authorization by the District. Upon satisfactory completion of the contract, the District shall retain all remaining unused funds. 4. The Consultant Selection Committee will report to the Board of Trustees and will make a recommendation to enter into a contract based on the outcome of the selection process. All other finalists that were not selected will be notified via after the Contract is awarded

17 END OF RFP ATTACHMENTS TO FOLLOW

18 -18- Attachment A (Reference Attachment) NEORSD Equal Employment Opportunity Form Exchange 2010 Migration Request for Proposal July 6, 2011

19 -19- Attachment B (Reference Attachment) Task/Hour/Cost Summary Form Exchange 2010 Migration Request for Proposal July 6, 2011

20 -20- Attachment C (Reference Attachment) NEORSD Standard Clauses for Professional Services Agreements Exchange 2010 Migration Request for Proposal July 6, 2011

21 -21- Appendix A - NEORSD Current Environment The Production Novell GroupWise Infrastructure 1.1 Messaging Platform Summary NEORSD s current messaging platform is Novell s GroupWise with the following organizational characteristics: Messaging Platform Key Characteristics Major Software Version Novell GroupWise Version # of Novell Netware Servers in GroupWise System 9 # of Physical Sites with Post Office Servers 5 # of Post Offices 11 Current Supported / Licensed Mailboxes 550 Client Platform 99% are Windows XP Based # of End-users Not in Active Directory 85% # of End-users using MS Outlook 2007 Fat Client 15% Mailbox Quotas None Anti-Virus / Malware / SPAM Scanning (External) MailWatch Message Archiving GW Archive Post Office Statistics The GroupWise post offices have the following characteristics: Location Post Office Name Post Office Size GJM Building AdministrationPO 73.6 GB GJM Building AnnexPO 49.9 GB GJM Building ITPO 2.7 GB EMSC EMSCPO 35.1 GB EMSC UEMSCPO.48 GB Southerly SoutherlyPO 34.4 GB Southerly USoutherlyPO.73 GB Westerly WesterlyPO 5.25 GB Westerly UWesterlyPO.63 GB Easterly EasterlyPO 7.4 GB Easterly UEasterlyPO.38 GB Exchange 2010 Migration Request for Proposal July 6, 2011

22 -22- Appendix A - NEORSD Current Environment Message Statistics Average Message Size Maximum Message Size Maximum Attachment Size Size 99 KB 15 MB 15 MB 1.3 GroupWise Servers The table below and Visio diagram illustrate the existing GroupWise messaging environment. Each table lists the Server Name in gray and each table represents one (1) server. The table also lists the Post office and Server Hardware Info. Server Type / Model Server Name IP Address GJMGW1 XX.X.XX.XX GJMGW2 XX.X.XX.XX GJMBM2 XX.X.XX.X ADMIN4 XX.X.XX.XX EAST1 XX.X.XX.XX WEST1 XX.X.XX.XX SOUTH1 XX.XX.XX.XX EMSCGW1 XX.X.XX.XX Virtual Machine EMSCGW2 XX.X.XX.XX Exchange 2010 Migration Request for Proposal July 6, 2011

23 -23- Appendix A - NEORSD Current Environment 1.4 Logical Network Diagram (SMTP Message Flow) Exchange 2010 Migration Request for Proposal July 6, 2011

24 -24- Appendix A - NEORSD Current Environment 1.5 Client Connectivity Currently, the NEORSD community accesses the production GroupWise messaging platform in the following manner: % of End-users Accessing Using: Percent Novell GroupWise Client 85% Web Access 100% Windows Mobile Devices <1% MS Outlook /2007 <15% RIM Blackberry Devices 7% VPN Connections <2% In addition, the following conditions exist within the production GroupWise messaging environment: 1. Currently all desktop are running Windows XP. 2. Desktops all have the Novell Client installed on them. 3. NEOSRD already owns the full office suite and most of the clients have Outlook NEOSRD has Zen works to push out software to the desktops. 1.6 Internet (SMTP) Message Handling The table below lists the internet gateway components. Internet Mail Routing Connection Speed to the internet GigaMAN/OPT-E- MAN Internet SMTP gateway servers 1 Anti-Virus / Malware / SPAM Scanning (External) Mailwatch Internet Message Volume How many messages are processed by your SMTP gateway servers on a daily basis? What percentage of inbound SMTP messages are discarded by the Mailwatch service? 94,828 80% + Exchange 2010 Migration Request for Proposal July 6, 2011

25 -25- Appendix B NEORSD Logical Network Topology Exchange 2010 Migration Request for Proposal July 6, 2011