RE-ISSUED REQUEST FOR PROPOSAL INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A

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1 INTRODUCTION RE-ISSUED REQUEST FOR PROPOSAL INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A The Milwaukee Metropolitan Sewerage District (DISTRICT) invites qualified Proposers to submit a response to this Request for Proposal (RFP) to provide Remotely Managed Microsoft Exchange 2003 services to the DISTRICT. The Scope of Services for this project is to provide a Microsoft Exchange server managed by Proposer on the DISTRICT s hardware and software located on DISTRICT premises, with the Proposer remotely accessing the server to manage it. BACKGROUND On August 5, 2004, the DISTRICT originally issued an RFP for Remotely Managed Microsoft Exchange Server, (Contract No. P-2420) and issued an RFP for outsourced hosted Exchange services (Contract No. P-2421). A limited number of proposals were received by the DISTRICT for the two RFP s and the DISTRICT has decided to proceed as follows: 1) Contract No. P-2420 for Remotely Managed Microsoft Exchange Server is being re-issued with minor changes, as Contract No. P-2420-A. 2) Contract P-2421 proposals are being rejected, and proposals are being returned to Proposers unopened. Contract P-2421 will not be re-issued at this time. CHANGES TO THE PREVIOUSLY ISSUED REQUEST FOR PROPOSAL P-2420 References to the requirement to have experience with customers on dedicated servers have been expanded to include experience on dedicated servers OR virtual dedicated servers. Regarding uptime reliability of Exchange, we have modified the request for information regarding longest duration service outages to longest duration unplanned service outages. -

2 References to software licensing have been modified to include Proposer or DISTRICT supplying the licensing. The final decision on licensing to be based on configuration, cost and possible licensing restrictions. Ancillary pricing is requested for additional possible software license provisioning by Proposer. A question has been added as to Proposer s company being owned by another company. The DISTRICT currently has approximately 350 existing Exchange-based mailboxes. For the last two and a half years, the DISTRICT has utilized managed (off-premises) Exchange services (on a shared Exchange server platform) by an outsourced vendor and accesses Exchange over the Internet through the use of various versions of Outlook and through the use of Outlook Web Access. Currently, each mailbox is limited to 50 megabytes (mb) of data on the Exchange server. The DISTRICT has a total of approximately 55,000 inbound/outbound messages to/from Exchange server per month which is approximately 3 gigabytes (GB) of data. (This does not include strictly DISTRICT internal messages that originate and are delivered on the same Exchange server). Current support calls from all DISTRICT personnel to vendor average twelve per month. The DISTRICT s current outsourced Exchange services contract will expire in approximately five months, and the DISTRICT intends to continue to outsource the management of Exchange services. However, the DISTRICT wants to bring the hardware in-house to eliminate current issues of lag time associated with connection over the Internet. Also, the DISTRICT has a number of in-house applications for which it needs an on-premises Exchange server in order to complete the functionality of those applications. The DISTRICT s current remotely located Exchange server does not lend itself well for integration of those applications with an Exchange server located off-premises. The DISTRICT intends to receive proposals for this RFP and enter into negotiations on the final details of technical configuration, services and price. SCOPE OF WORK Proposer is to provide a solution, consisting of the specification for equipment, software and configuration thereof, of an Exchange 2003 server on DISTRICT premises, connected to Internet, and managed remotely over the Internet by Proposer. Solution to accommodate approximately 350 mailboxes, and handle virus scanning and spam filtering. Access to Exchange by DISTRICT personnel to be via Outlook and Outlook Web Access. Solution to allow for one user account authentication for DISTRICT applications, including Exchange. With the guidance and assistance of the Proposer, DISTRICT personnel will configure hardware and software to be substantially in conformance with Proposer s specifications. Proposer to import existing mailboxes from DISTRICT s current Exchange host site. -2-

3 Management of the Exchange server to include system management and maintenance of both the Exchange application software, as well as the Windows operating system. Proposer will be responsible for the initial and ongoing planning, installation and execution of all major, minor and emergency patches, as well as other related Exchange and Windows system upgrades. All are to be done in a timely manner and coordinated with the DISTRICT s designated technical representative. Provide 99.5% Exchange server uptime. Provide support to specified DISTRICT personnel. Provide online support tool for use by DISTRICT personnel in administering Exchange accounts. Service to commence by mid-january, SUBMITTAL REQUIREMENTS Proposers or individuals wishing to be further considered in the selection process must submit six (6) copies of their response to this Request for Proposal and one (1) separate sealed compensation proposal no later than 2:00 p.m., (CST), September 29, 2004, to: Kathleen Oestreich Contract Administrator Milwaukee Metropolitan Sewerage District 260 West Seeboth Street Milwaukee, WI The proposal package shall be plainly marked with your firm s name in the lower left corner of the cover as follows: DISTRICT Proposal No. P-2420-A Information Services Remotely Managed Microsoft Exchange Server Submittal Date: September 29, 2004, 2:00 p.m. (CST) Submitted by: Proposals received after the designated time will not be considered in the evaluation process and will be returned unopened. The DISTRICT reserves the right to accept or reject any or all RFP s. If it becomes necessary to revise any part of the Request for Proposal or otherwise provide additional information, an addendum will be issued by the DISTRICT and furnished to all Proposers that have received copies of the original Request for Proposal. -3-

4 The proposal shall be signed and shall include the name, title, address, and telephone number, of the person authorized to submit/sign the proposal. The DISTRICT will not be liable for any costs incurred by the respondents in replying to this Request for Proposal. The DISTRICT is not liable for any costs for work or services performed by the selected Proposer prior to a written Notice to Proceed. To the extent permitted under Wisconsin law, all proposals will be kept confidential. In the event any Proposer believes that any information submitted with its proposal is confidential business information, such information should be so identified and marked. The Proposer should also state the reason for such designation. Proposals will only be accepted from Proposers authorized to do business in the State of Wisconsin. Requests for further information or questions regarding this Request for Proposal should be addressed, in writing, to the individual listed below. Any oral communication will be considered unofficial and non-binding on the DISTRICT. Respondents should rely only on written statements issued by the individual listed below. UNAUTHORIZED CONTACT REGARDING THIS REQUEST FOR PROPOSAL WITH ANY OTHER DISTRICT EMPLOYEES OR UNITED WATER SERVICES MAY RESULT IN DISQUALIFICATION. Kathleen Oestreich Contract Administrator Milwaukee Metropolitan Sewerage District 260 West Seeboth Street Milwaukee, WI Telephone: (414) Fax: (414) koestreich@mms d.com This RFP is available on the DISTRICT s web site at However, this copy is unofficial and the DISTRICT must have your firm's address for addendum purposes. SMALL, WOMEN AND MINORITY BUSINESS ENTERPRISE PARTICIPATION It is the policy of the DISTRICT that Small, Women's and Minority Business Enterprises (S/W/MBE) shall have the opportunity to participate in all RFP s. The participation goals for the DISTRICT are currently 5% for small business, 2% for women's business and 13% for minority business enterprises. Minority and Women-Owned businesses proposed to participate on the contract must be certified as a Minority or Women-Owned Business. Small Businesses must be registered with the DISTRICT and are defined as businesses not exceeding $2.5 million in gross sales during the recent calendar or fiscal year. -4-

5 The Firms are expected to take affirmative steps to assure the S/W/MBE's are utilized in this contract. Information on MBE or WBE certification may be obtained by contacting Shaleta Dunn, the DISTRICT's S/W/MBE Coordinator, at (414) , or The DISTRICT will recognize the following certifications performed by the organizations below. Firms interested in obtaining applications for certification should contact those organizations. Minority Business Enterprise (MBE) certification by the Wisconsin Department of Commerce, Bureau of Minority Business Development. Contact: Marketing/Certification Department, (608) Minority Business Enterprise (MBE) certification by the Wisconsin Supplier Development Council Contact: Executive Director, (608) , or Disadvantaged Business Enterprise (DBE) certification by the Wisconsin Department of Transportation provided they reflect certification because of minority or women-owned status. Contact: Office of Disadvantaged Business Enterprise Programs, (608) Disadvantaged Business Enterprise (DBE) certification by the Milwaukee County Office of Disadvantaged Business Development Programs provided they reflect certification because of minority or women-owned status. Contact: DOA, Disadvantaged Business Development Program, (414) Small Disadvantaged Business (SDB) certification by the U.S. Small Business Administration provided they reflect certification because of minority or women-owned status. Contact: Business Opportunity Specialist, (414) , or Women Business Enterprise (WBE) certification by the Business Educational Consortium, Inc. Contact: Executive Director, (414) , or Those firms interested in obtaining Small Business Enterprise (SBE) certification with the DISTRICT should contact the DISTRICT s Small, Women, and Minority Business Enterprise Coordinator: Shaleta Dunn at (414) , or sjdunn@mmsd.com A firm selected by the Proposer can only satisfy one of the three categories. The same firm may not, for example, be listed for participation as a MBE organization and a SBE organization even if the level of participation exceeds each category's goal. All firms must be registered or certified prior to the submittal of the proposal. A Proposer is at risk in that there may be an issue of time to certify or register if it intends to use a firm that is not certified or registered at the time the RFP is submitted. -5-

6 NON-DISCRIMINATION The DISTRICT has adopted a Non-Discrimination and Equal Employment Opportunities policy. The following is an excerpt from that policy: It is the DISTRICT s policy to encourage equal employment opportunity practices on the part of private businesses. Persons seeking to do business with the DISTRICT are expected to comply with applicable Federal and Wisconsin State laws, regulations and orders relating to equal employment and nondiscrimination with regard to employees and subcontractors. To this end, the DISTRICT shall include equal employment opportunity and non-discrimination requirements as part of the DISTRICT s purchasing and contacting procedures. In accordance with this policy, the DISTRICT requires that the Proposers complete and submit the Certification of Non-Discrimination (Attachment G) and the Equal Employment Opportunity Data (Attachment H ) with the Proposal. Copies of the required forms are included with this Request for Proposal. SELECTION PROCESS AND SCHEDULE The proposals considered in the selection process will be evaluated by a Selection Advisory Committee (SAC) according to the criteria and point system presented below. The DISTRICT will not release the names of committee members and requires that Proposers direct any questions to the aforementioned DISTRICT contact person. The SAC will evaluate the proposals and make a recommendation to either select a Proposer based on the proposals alone or to interview a short list of Proposers. Following selection of the best proposal, the DISTRICT will negotiate contractual terms and final scope of services. Upon successful negotiations, the SAC will recommend an award. Contract award will be made to the Proposer whose proposal best complies with the Request for Proposal and will be the most advantageous to the DISTRICT. The DISTRICT, because of time constraints and depending upon the thoroughness of the proposals, may at its sole option, award a contract based upon the initial proposal submittal. Do not assume there will be an opportunity for submittal of additional information. Submit your proposal as if it were your best and final offer. SCHEDULE The following is the anticipated schedule for this project. The DISTRICT reserves the right to modify this schedule as necessary, and will provide RFP amendments as needed should a schedule change arise: September 3, 2004 September 29, 2004, 2:00 p.m. October 10, 2004 November 15, 2004 December 10, 2004 January 21, 2005 Release of RFP for Contract P-2420-A Deadline for Proposal Submittals Proposal Evaluation and Selection by Committee Approval by DISTRICT Commission Sign Negotiated Contract and Notice to Proceed Service Commencement -6-

7 PART 1: TECHNICAL PROPOSAL 1. Proposer and Contact Information (Attachment A) Authorized submittal - Include name, signature, title, telephone number of the person authorized to submit/sign the proposal, as well as other Proposer contact information. 2. Proposer References (Attachment B) Provide references as requested and submit as part of Attachment B. 3. Proposer Experience, Capabilities and Proposer Qualifications (Attachment C) Describe the Proposer's qualifications to perform the Scope of Services within the project schedule and include the information requested as part of Attachment C. 4. Proposer Structure, Merger History and Contract Language (Attachment D) Provide information regarding the business structure of your firm, the history of mergers and acquisitions that make up your company, and the typical contract language you suggest for managing Exchange server on customer premises and submit as part of Attachment D. 5. Designation of Proprietary and Confidential Information (Attachment E) The DISTRICT acknowledges that some of the information provided by the Proposer is of a confidential nature and the DISTRICT shall make all reasonable efforts to ensure that no such confidential information is disseminated by it or its employees. 6. S/W/MBE Involvement (Attachment F) Provide S/W/MBE information as noted in Attachment F. 7. Certificate of Non-Discrimination and Equal Employment Opportunity (Attachments G and H) Provide appropriate information as noted in Attachments G and H. -7-

8 PART II: COMPENSATION PROPOSAL The Compensation Proposal must be provided under separate cover in a sealed envelope. Do not provide compensation information with the Technical Proposal. Provide the information requested in Attachment I. List total not-to-exceed fees, including expenses, to accomplish the Scope of Services listed in this RFP (Attachment I) within the project schedule. A total not-to-exceed price must be listed. The DISTRICT may consider a fixed fee or estimated fee proposals as non-responsive. PROPOSAL EVALUATION CRITERIA The RFP shall be evaluated with regard to the Proposer's qualifications, ability to provide specified services, cost and S/W/MBE participation. There are a total of 100 points available for the proposal evaluation. The following information must be included in each proposal and will form the basis of the evaluation. The DISTRICT will thoroughly review and evaluate each proposal. Responses should be clear, concise and complete. Proposals must address all sections in the Request for Proposal. Any deviations of other considerations in any section should be outlined in detail in your response. The point number is the weight of each criterion. Interviews may be conducted to obtain additional information regarding the proposal. PROPOSER QUALIFICATIONS (35 points) Proposer should have demonstrated experience in performing the services as specified. Proposer responding to this RFP must have at minimum: Two (2) current or past customers in the last 12 months in which Proposer managed an Exchange server at a customer site, and the management was done remotely over the Internet. To demonstrate the ability to manage Exchange servers for a customer base, Proposer must also be hosting a minimum of 5 current customers, either on Proposer s premises, or customer premises, each on a dedicated or virtual dedicated server with each customer having at least 100 mailboxes and those customers having been a customer for 12 months or longer. Proposer must currently be hosting Exchange 2003 customers. ABILITY TO PROVIDE SPECIFIED SERVICES (35 points) Responsiveness - Evaluation of the Proposer's approach to the Scope of Services requested by the DISTRICT, including: An understanding of services delivery to be provided. -8-

9 Ability and capacity to provide resources and staff to maintain a high level of uninterrupted service. Ability to provide comprehensive troubleshooting capability over the life of the service contract. Currency of technical approach as to hardware, system software, data storage and networking. Ability to commence service per the anticipated project schedule. An explanation of the process to import DISTRICT s current mailboxes to the new system, and a description of the DISTRICT s responsibility and hours the Proposer expects of DISTRICT staff, related to importing mailboxes. A explanation of the Proposer s process for setting up and configuring an Exchange server on DISTRICT s premises, and the DISTRICT s responsibility and hours the Proposer expects of DISTRICT staff related to this task. PRICE (25 points) The compensation proposal should include information as requested under the compensation section of this RFP for the Scope of Services. A total not-to-exceed price must be identified in the compensation proposal. S/W/MBE INVOLVEMENT (5 points) Include a list of Small/Women/Minority Business Enterprise firms proposed to work on this project. For each S/W/MBE firm, the list should include the proposed percentage participation in the project and experience of the firm in the type of work. These goals are separate initiatives and one firm cannot be used to satisfy more than one goal. The percent involvement, the meaningfulness of the involvement, and the capability of the S/W/MBE firm to perform the work will be evaluated under the criteria. The Request for Proposal, and the selected proposal will become part of the contract. In the event of any conflict between the Request for Proposal and the proposal, the Request for Proposal will govern. The selected provider will be expected to enter into an agreement with the DISTRICT. -9-

10 INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER REQUEST FOR PROPOSAL P-2420-A ATTACHMENTS A. PROPOSER AND CONTACT INFORMATION B. PROPOSER REFERENCES C. PROPOSER EXPERIENCE, CAPABILITIES AND PROPOSER QUALIFICATIONS D. PROPOSER STRUCTURE, MERGER HISTORY, AND CONTRACT LANGUAGE E. DESIGNATION OF PROPRIETARY AND CONFIDENTIAL INFORMATION F. S/W/MBE INVOLVEMENT G. CERTIFICATE OF NON-DISCRIMINATION H. EQUAL EMPLOYMENT OPPORTUNITY DATA SHEET I. COMPENSATION PROPOSAL

11 The following must be signed. ATTACHMENT A INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A PROPOSER AND CONTACT INFORMATION Person authorized to submit/sign the proposal (signature): Name (typed or printed): Title: Phone No: 1. BIDDING / PROPOSING COMPANY NAME FEIN Phone FAX Toll Free Phone Address City State Zip Name the person we may contact in the event there are questions about your bid / proposal. Name Title Phone FAX Toll Free Phone Address Address City State Zip All Proposers that are awarded over $25,000 on this contract will be required to submit affirmative action information to the department. Please name the person in your company we may contact about this plan. Name Title Phone Toll Free Phone FAX Address City State Zip + 4 This document can be made available in accessible formats to qualified individuals with disabilities. ATTACHMENT A -1-

12 ATTACHMENT B INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A PROPOSER REFERENCES Provide company name, contact person, telephone number address and nature of services Proposer has provided for seven (7) of Proposer s current or past Exchange customers. All references must be for dedicated or virtual dedicated Exchange platform customers. At least three (3) of those references must be for Exchange 2003 customers. At least two (2) of the references must be related to the Proposer firm remotely managing an Exchange server on customer site. If Proposer is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement. Submit the Proposer References list as Attachment B to the Proposal. This document can be made available in accessible formats to qualified individuals with disabilities. ATTACHMENT B -1-

13 ATTACHMENT C INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A PROPOSER EXPERIENCE, CAPABILITIES AND PROPOSER QUALIFICATIONS Provide the following information regarding your firm s experience and capabilities, and submit as part of Attachment C to this RFP: Number of employees Number of employees categorized as Senior Systems Analyst/Engineer, Senior Network Analyst/Engineer or similarly classified Number of current Exchange hosted customers Number of Exchange mailboxes you currently host on a shared platform Number of Exchange mailboxes you currently host on servers dedicated to one customer Number of current Exchange customers that you have in which you are remotely managing the Exchange server located on customer premises Number of Exchange customers you had 12 months ago Number of Exchange mailboxes you hosted 12 months ago Version(s) of Exchange you are currently running Version(s) of Windows server operating system you are currently running What, if any, other messaging software do you host other than Exchange? Does you firm offer an on-line knowledge base? Does your firm currently provide Outlook Mobile Access Services? SECURITY Describe the hardware/software security, including spam filtering and virus scanning as it would be configured under this proposal. Include vendor names of software or services used. ATTACHMENT C -1-

14 Does your spam filtering occur on a separate server from Exchange server? How many spam filtering options do you provide? RELIABILITY Provide aggregate uptime statistics for all your Exchange customers over the last twelve (12) months. Of your existing or prior Exchange customers, what were the top three (3) longest duration unplanned service outages of any Exchange customers, in the last twelve (12) months? Explain the circumstances of each of the outages. Of your remotely managed Exchange customers, what was the longest duration unplanned service outage in the last 12 months? Explain the circumstances of the outage. Describe the process by which you monitor Exchange Server How often do you backup and domain data? Where is data backed up to? Describe your backup and restore process LOCATION If spam filtering and virus scanning are done on a server provided by Proposer, provide the street address of the location of the facility where the server would be housed. NETWORK OPERATING CENTER AND CONFIGURATION Depending upon Proposer s technical solution, the DISTRICT may or may not have messages routed through Proposer s facilities. As a way to assess the technical capabilities of Proposer, provide the following information about your Network Operating Center: Describe your Network Operating Center. Where is it located? Describe your connections to the Internet. How many servers do you have as primary, and how many as backup? ATTACHMENT C -2-

15 Describe your configuration of front-end or back-end servers used in conjunction with your managed Exchange servers. Do you have a Storage Area Network used in conjunction with your Exchange Servers? Describe standby power capability. Describe your network monitoring. SUPPORT The base contract is written to include Proposer support of eight (8) named users for support on System, Outlook and configuration questions. Separate pricing is also asked for to include system and Outlook support for all users. As part of your proposal, with this Attachment submit Proposer s documentation for Proposer s on-line administrative tool for managing user accounts. Submit Proposer s hardware and software specification/configuration for Exchange server so DISTRICT can understand the technical solution proposed and the type of hardware the DISTRICT would need to purchase. Note: The hardware purchase and software licensing for operating system, Exchange, client access licensing and anti-virus licensing is anticipated to be by DISTRICT. However, if your remotely managed Exchange Server business model will allow for licensing provisioning by your firm, indicate on the pricing page. Set up of the server hardware and networking will be by DISTRICT personnel, in substantial conformance with Proposer s specifications. As part of this Attachment, provide any additional information regarding your firm's qualifications to perform the Scope of Services within the project schedule. Include information about pertinent prior experience, specialized expertise, and resources the firm can bring to the project. If the firm is using a third party to provide any portion of the proposed services, please indicate the third party s name, address, contact person and phone number along with a description of the relationship and services proposed. This document can be made available in accessible formats to qualified individuals with disabilities. ATTACHMENT C -3-

16 ATTACHMENT D INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A PROPOSER STRUCTURE, MERGER HISTORY, AND CONTRACT LANGUAGE Provide the following about your firm s structure, merger history and standard contract language and submit as part of Attachment D. Are you a public or private company? If you are owned by another company, provide company name How long has your firm been providing managed Exchange services? How long has your firm been providing remote management of Exchange server on customer premises? Name the companies you have acquired or merged with in the last 36 months, and name the companies those companies have acquired or merged with in the last 24 months. SERVICE LEVEL AGREEMENT Submit a copy of your standard master service level agreement language and include with this Attachment. Provide a copy of any other legal template documents you would anticipate having us sign prior to commencing service and include with this Attachment. Minimum of 99.5% uptime is required, except for scheduled off-hour maintenance and emergency off-hour maintenance, and time related to Virus/Worm/Denial of Service Attacks, and shall not include downtime related to failure of DISTRICT hardware or network equipment strictly under DISTRICT control and not managed by Proposer. SERVICE LEVEL FAILURE AND TERMINATION CLAUSE Failure and Termination: If during the noted DISTRICT business operation hours, more than three (3) failures occur in a 30-day period or more than six (6) failures occur in a 365-day period, then DISTRICT would have the right to terminate the contract with Proposer without penalty. A failure is defined as downtime of more than 15 minutes during normal business operation hours. If in a given month, more than 0.5% downtime occurs, then DISTRICT would have the right to terminate the contract with Proposer without penalty. ATTACHMENT D -1-

17 Operational Downtime: Proposer will provide service with no more than 15 minutes of downtime, measured daily during normal DISTRICT business operation hours for access to Exchange via Outlook Web Access or via Outlook. Total Downtime (Includes Off-Hours): In addition to the operational downtime calculation, Proposer will provide service with no more than 0.5% total monthly downtime, based on all hours in a month. DISTRICT Business Operation Hours: DISTRICT business operation hours are between 5:00 a.m. and 9:00 p.m., Monday through Friday, and 5:00 a.m. to 2:00 p.m. Saturday. (Times are Central Time.) All other times would be considered off-hours. Downtime Definition: Any time in which a majority of DISTRICT users cannot access Exchange server via Outlook or Outlook Web Access, because of a problem with the Exchange server that is under the control of Proposer, or because of other failure of Proposer or third-party equipment in the Proposer s Network Operation Center, including network carrier s equipment at or interfacing with Proposer s Network Operation Center, shall be considered downtime, except downtime shall not include scheduled off-hour maintenance and emergency off-hour maintenance, or time related to Virus/Worm/Denial of Service Attacks, and shall not include downtime related to failure of DISTRICT hardware or network equipment strictly under DISTRICT control and not managed by Proposer. This document can be made available in accessible formats to qualified individuals with disabilities. ATTACHMENT D -2-

18 ATTACHMENT E INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION The attached material submitted in response to CONTRACT NO. P-2420-A includes proprietary and confidential information that qualifies as a trade secret, as provided in s (5), Wis. Stats. or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval. Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential. Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s (1)(c), Wis. Statutes. as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or process, to which all of the following apply: 1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use. 2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances. We request that the following pages not be released: Section Page # Topic IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF CONFIDENTIALITY. Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination and copying. The DISTRICT considers other markings of confidential in the bid/proposal document to be insufficient. The undersigned agrees to hold the DISTRICT harmless for any damages arising out of the release of any materials unless they are specifically identified above. Company Name: Date: Authorized Representative: Signature Authorized Representative: Printed ATTACHMENT E -1-

19 ATTACHMENT F INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A S/W/MBE INVOLVEMENT Include a list of the S/W/MBE firms proposed to work on this project. The list should include the proposed work to be assigned, the amount of fees, and the qualifications and experience in the type of work to be assigned for each S/W/MBE firm included in the proposal. Submit as Attachment F. This document can be made available in accessible formats to qualified individuals with disabilities. ATTACHMENT F -1-

20 ATTACHMENT G INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A CERTIFICATION OF NON-DISCRIMINATION The Proposer hereby certifies not to discriminate and to comply with the DISTRICT's Non-Discrimination provision of this Request for Proposal. The DISTRICT's Commission Policy on Non-Discrimination requires compliance with applicable Federal and Wisconsin state laws, regulations and orders relating to equal employment opportunity and non-discrimination. Proposer Signature Title Date This document can be made available in accessible formats to qualified individuals with disabilities. ATTACHMENT G -1-

21 ATTACHMENT H INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A EQUAL EMPLOYMENT OPPORTUNITY DATA Below please provide the Milwaukee Metropolitan Sewerage DISTRICT with the total number of females and minorities employed by your firm. In addition, we require you to state the percent of minorities and females that are available in the labor market from which you draw your workforce. These figures may be obtained from your local Job Service, State Labor Department or the U.S. Census Bureau. Any questions you have may be addressed to Shaleta Dunn, Small, Minority and Women Business Coordinator, at (414) DATA A. Total number of Employees B. Total Number of Minorities \ Hispanic \ % African American \ % Native American \ % Asian \ % C. Total Number of Females \ Hispanic \ % African American \ % Native American \ % Asian \ % Please use the total number of employees as base when calculating percentage for each group. D. Local Market Availability: Minorities % Females % FIRM NAME: ADDRESS: CITY/STATE: CONTACT PERSON: TELEPHONE NO: NOTE: The 2001 Milwaukee Metropolitan Statistical Area labor market availability figures are: Minorities 16.2%, Females 48%. ATTACHMENT H -1-

22 ATTACHMENT I INFORMATION SERVICES REMOTELY MANAGED MICROSOFT EXCHANGE SERVER CONTRACT NO. P-2420-A COMPENSATION PROPOSAL This is a part of Compensation Proposal and must be provided under separate cover in a sealed envelope. Do not provide compensation information with the Technical Proposal. 350 Exchange 2003 hosted mailboxes for access by Outlook over DISTRICT internal network and connected to Internet for external delivery and receipt; including Outlook Web Access use on internal DISTRICT network or Internet; using DISTRICT hardware (server and networking equipment) substantially in conformance with Proposer s specifications located on DISTRICT premises; using DISTRICT software (Exchange 2003, Windows 2003, Exchange client access licenses, Outlook Web Access, Outlook server anti-virus software); spam filtering; Tech/Admin system support for up to 8 named users for support of Exchange, Outlook and Outlook Web Access; unlimited access use of Proposer s online Administration tool; Exchange and Windows ongoing remote management and maintenance by Proposer. Proposer s Proposer s Total Service $ per Mailbox Not-to-Exceed per Month Price for Period 350 $ for 12 months $ (no set term) contract 350 $ for 12 months $ (12-month contract) 350 $ for 24 months $ (24-month contract) 350 $ for 36 months $ (36-month contract) Price for configuration of DISTRICT s Exchange server and Connection to Internet, and configuration of remote connection for Proposer s ongoing management, in conjunction with DISTRICT s technical personnel. Assumes no travel and all work can be done remotely via network connections and conference calls with DISTRICT personnel. ATTACHMENT I -1- $

23 ANCILLARY PRICING Technical phone support for all DISTRICT users, for Outlook and Outlook Web Access, per mailbox/mo. Cost per mailbox for import/migration of existing mailboxes Cost per mailbox/mo. for virus scanning and spam filtering on Proposer s spam/filter server Cost for Proposer supply of Exchange 2003 license (if business model allows) Cost for Proposer supply of Exchange client access license, Outlook Web Access, Outlook 2003 client license (if business model allows) Cost for Proposer supply of Exchange server anti-virus software license. (if business model allows) $ /mailbox/mo. $ /mailbox $ /mailbox/mo. $ $ /mailbox/mo. $ /mailbox/mo. With this Attachment to the Proposal, include the following: Proposer s spam filtering and virus scanning for externally received is proposed to occur on: DISTRICT S Exchange server, or Proposer s separate filtering server, located at Proposer s premises. Describe spam filtering and virus scanning included in the above pricing. If you offer additional spam filtering and virus scanning beyond that listed above, describe filtering and pricing. List any significant assumptions made relative to your total fees. List in your proposal any deviation in what your firm proposes versus that in the RFP. ATTACHMENT I -2-