REQUEST FOR QUOTATION For OFFICE 365 MIGRATION SERVICES IT QSP

Transcription

1 CITY OF AVONDALE Finance and Budget Department West Civic Center Drive, Suite 250 Avondale, AZ Phone: Fax: REQUEST FOR QUOTATION For OFFICE 365 MIGRATION SERVICES IT QSP All quotes due by May 26, :00 P.M., Local Time, Phoenix, Arizona. Section I Project Information 1.1 The City of Avondale Information Technology Department (the City ) seeks quotes from qualified vendors to provide services for the migration of the City s Microsoft products and services to cloud-based versions. The selected vendor will assist the City make the transition and prepare City personnel for the introduction and management of a fully functional Office 365 and Microsoft Azure environment (the Project ). Phase One of the Project will be completed by the selected vendor and other Project phases will be completed by City technology staff after pilot migrations are completed jointly by the selected vendor and City staff. 1.2 The Project consists of seven primary outcomes: A. Project planning and analysis, delivery of Project plan and revised schedule. B. Azure Active Directory Sync deployment and completed migration to Exchange Online. C. Complete OneDrive 50 user pilot migration. D. Lync/Skype for business implementation. E. Office 365 deployment to all City staff. F. Enterprise Mobility Suite implementation. (Please note: Mobility Device Management feature will be available in the City s Office 365 tenant later this year.) G. Training materials and/or training services for technical staff and general users. 1.3 The work for this Project is detailed in the Sample Price Sheet, which is attached hereto as Exhibit A and incorporated herein by reference. Vendors may use this format and modify the tasks and percentages, provided the work described is completed, or they may quote alternative approaches. Functional details for Project planning and pricing are contained in Exhibit B and incorporated herein by reference. 1.4 To support the outcomes defined above, Vendors must submit the following information with their quotes:

2 A. Initial migration plan and schedule, which will be updated upon completion of Project discovery. B. References for at least three Microsoft cloud services implementations of similar scale and scope as the City s initiative, containing the following information: 1. Company name. 2. Contact person s name. 3. Contact person s phone number and address. 4. Brief description of solution. 5. Number of years in production. 6. Number of mailbox migrations completed. 7. Previous Unified Communications migrations completed. 8. Number of OneDrive for Business migrations completed. 9. Experience of key personnel likely to be assigned. C. Confirm ability to accept Microsoft promotions and reimbursements under the terms of the respective Microsoft programs. Section II Instructions and Conditions 2.1 Quotation price shall assume F.O.B. Avondale to the designated delivery point within the City. 2.2 Quantities as described in Section I above are estimates only, based upon available information. The City reserves the right to adjust the quantities as necessary to meet its needs. 2.3 Vendors must state the manufacturer of each product quoted on in conformity with the specifications. 2.4 All quotations must contain the quoting firm s name and be signed by an authorized agent, officer or employee. 2.5 Award will be made to the Vendor whose quotation is the most advantageous to the City. 2.6 Please attach your Quotation behind the Exhibit C cover sheet and submit this document to the address above. Responses will also be accepted via facsimile or If you need additional information or have questions please contact Loretta Browning by lbrowning@avondale.org or phone at Section III Pricing and Payment 3.1 The budgeted range for this Project is $3000 to $11,000. In addition, the Project budget may be coupled with promotions and reimbursements from Microsoft consisting of approximately $12,000 for implementation of at least two Enterprise Mobility Suite features, approximately $7,500 for Fast Track deployment of Office 365 and up to two Microsoft Planning Services days. Total potential value is $3,000 to approximately $30,500, depending on how vendors elect to quote. Vendors must be eligible to receive Microsoft promotions and credit if Microsoft funding is proposed. The sample price sheet allows for alternatives and add-options. 2

3 3.2 The Project is to have Project-based costing. The City will make payments by deliverable milestone completed by the vendor and accepted by the City. To support this approach, quotes must: A. Include defined deliverable milestones (See Exhibit A). B. Include corresponding percentages of the total Project cost to be paid upon the completion and acceptance of each deliverable milestone. C. Vendors may propose deliverable milestones with percentages that best reflects the Project they define, but must include a final delivery and acceptance milestone with an amount of no less than 20%. D. No Project services should exist in future years. E. All payments must total 100% of the price quoted, not including add-options, to be included at the City s discretion. 3.3 The Quotation shall be attached hereto as Exhibit C and shall contain pricing. NOTE: Prices offered shall include applicable state and local taxes. Section IV Execution and Submission By executing this document and submitting a quotation to the City of Avondale, the authorized agent agrees (i) he/she has read the City s Standard Terms and Conditions, dated December 3, 2014, as set forth on the City of Avondale website ( which are incorporated into and become a part of the company s quotation offer as if set forth fully herein and (ii) the company shall be bound by the Standard Terms and Conditions, dated December 3, By signing below the company is offering to provide the services set forth in Exhibit C and upon written acceptance of the company s offer by the City, it will have entered into a binding agreement. The offer shall be considered held open for 60 days from the quotes due date set forth above. Signature: Date: Printed Name: Title: Company Name: Address: City: State: Zip: Address: Telephone No. Quotations for $50,000 or greater will not be authorized and will require a formal procurement process. 3

4 ACCEPTANCE OF OFFER AND CONTRACT AWARD (For City of Avondale Use Only) The Contractor Offer is hereby accepted. The Contractor shall not commence any billable work or provide any materials or service under this Contract prior to the date this Contract is executed. City of Avondale, an Arizona municipal corporation. David W. Fitzhugh, City Manager Date: City Attorney Approval:

5 EXHIBIT A TO REQUEST FOR QUOTATION FOR MICROSOFT CLOUD MIGRATION SERVICES [Sample Price Sheet] See following pages.

6 SAMPLE PRICE SHEET FOR MICROSOFT CLOUD MIGRATION SERVICES Vendors are encouraged to submit offers that meet the City s price, functional and technical requirements and shapes to their expertise. Amounts in brackets are examples only, except final acceptance, which must amount to 20% or more of the total Project cost. 1. Project Services Project Cost Retention Item Description $ Amounts % Amounts 1.1. Project planning and analysis; deliver Project plan and revised [10%] schedule 1.2. Azure Active Directory Sync deployment and completed [20%] migration to Exchange Online including successful: On-going synchronization of local domain; Deployment of self-service password reset for City staff; Migration of ~600 Exchange Online mailboxes in stages (Exchange hybrid until migration complete); Migration of existing Unified Communication setup; Migration of spam filtering from Google Apps to Exchange Online Protection; Migration of existing ediscovery, retention rules and journaling; Migration of Autodiscover services; Deploy Office Message Encryption; and Deploy Azure Rights Management Complete OneDrive 50 user pilot migration including successful: [10%] ~50 City employees data migrated from their personal drives to their designated OneDrive account; Provide working method for organization-wide deployment of OneDrive client that maps to their personal OneDrive account; and Administrative access to all OneDrive data ability for IT administrators and department managers to have full access to assigned employees OneDrive accounts Lync/Skype for business implementation for all employees [10%] 1.5. Office 365 deployment to all staff members [10%] 1.6. Enterprise Mobility Suite implementation including: Deployment of mobile device management for up to 50 users; and Implementation of containerization Receipt of training materials and/or training for technical staff and general users Provide training for Enterprise Mobility Suite; [10%] [10%]

7 Project Cost Retention Item Description $ Amounts % Amounts Provided training for Office Message Encryption; and Provide best practices for training City employees on Enterprise Mobility Suite and Office Message Encryption Final acceptance by City of Avondale [>20%] 1.9. Total $ 100% 2. Promotions and Credits (Awarded vendor obtains from Microsoft) 2.1. Microsoft Office 365 Fast Track ~-[$7,500] 2.2. Enterprise Mobility Suite ~-[$12,000] 2.3. Other 2.4. Project Total $ 100% Vendors may also offer additional products and services as add options, to be included at the City s discretion. 3. Add Options Cost 3.1. Post Project Support (Up to 20 hours) $[3,000] 3.2. Other $ Company Name: Date: A-2

8 EXHIBIT B TO REQUEST FOR QUOTATION FOR MICROSOFT CLOUD MIGRATION SERVICES [Functional Details for Project Planning and Pricing] See following pages.

9 FUNCTIONAL DETAILS FOR PROJECT PLANNING AND PRICING 1. Migration Plan and Schedule. All vendors must provide a migration plan and Project schedule. The migration plan to Office 365 must include minimal to zero downtime for the City s on-premise Microsoft applications and network drives. The design must include the security and access to all required cloud-based applications and files. The schedule should have all Phase One Project milestones completed by, or close to, July 30, Local Active Directory Replication to Microsoft Azure. All City user-based Active Directory objects (user and group) must be replicated to Microsoft Azure Active Directory. City users must be able to change/reset their password from Microsoft Azure and replicate back to the City s local Active Directory. Replication frequency must be hourly unless network bandwidth is affected. 3. Working Exchange Online Platform. The City requires its on-premise Exchange 2013 environment to be migrated to Exchange Online, accounting for the following features, functions and actions: A. Google Apps Anti-Spam migration to Exchange Online Protection. B. Mailbox account migration pilot with strategy. C. Current DLP policies migrated and deployed. D. Current retention policies migrated and deployed. E. Litigation hold history migration and litigation hold deployed. F. Administrator PowerShell access to the City s Exchange Online environment. G. Exchange journaling mailbox moved and deployed. H. Autodiscover services migrated and implemented correctly, internal and external to the City. 4. Working Lync Online (Skype for Business). The City requires Lync Online to be available on the City s network and outside of the City s network. The City requires presence, instant messaging and internal/external web conferencing features. The City also requires full administrative control on all features for all City users. 5. Unified Communications Integration. The City requires its on-premise Unified Communications environment to be integrated with Office 365 with the following features, functions and actions: A. User s voic will be available through their Exchange Online mailbox. B. Selected vendor will work with City staff to ensure voic integration with Office 365. C. All existing on-premise voic s will be migrated to Exchange Online and be accessible post migration. D. City staff will handle all network/voic related tasks.

10 6. OneDrive Implementation. The City requires its on-premise personal network drives to be migrated to OneDrive. The City requires the following features, functions and actions related to the OneDrive migration: A. Plan and deploy pilot personal network drive move. B. Users will have access to their own network drive. The user s manager will have modify rights to the employee s network drive. 7. Enterprise Mobility Suite Implementation. The City requires Microsoft s Enterprise Mobility Suite ( EMS ) to be implemented. requirements for EMS are: The A. Plan and deploy Mobile Device Management with Intune. B. Implement data protection with Azure Rights Management. C. Provide containerization for unapproved devices. D. Layer with mobile antimalware (if possible.) E. Provide best practices in administering and using EMS. 8. Office Message Encryption. The City requires the ability to encrypt that contains sensitive information. The encryption requirements are: A. Auto-encrypt containing PII data. B. User-based rules to manually encrypt containing PII data. C. Internal and external users must be able to decrypt and encrypt that contains sensitive data. 9. Office 365 Application Accessibility. The City requires that all users have access to all Office 365 applications. Internal and external users must have the ability to access Office 365 applications on City equipment and personal devices. 10. Training. The City requires training resources be provided in order to assist in the transition to Office 365. Users will need help with Office 365 applications, as well as with their newly migrated and files. The City will require one or more of the following training options: A. Provide online training. B. Provide in-person classes to train City staff. C. Create/provide tools to train City staff. B-2

11 EXHIBIT C TO REQUEST FOR QUOTATION FOR MICROSOFT CLOUD MIGRATION SERVICES [Vendor s Quotation]