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HomeMy WebLinkAboutRFP - 7250 MICROSOFT EXCHANGE TRANSITIONCity of F6rt Collins �, Purchasing ADDENDUM No. 2 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 7250: Microsoft Exchange Transition OPENING DATE: 3:00 PM (Our Clock) July 8, 2011 Financial Services Purchasing Division 215 N. Mason St. 2"" Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/Purchasing To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following section of this addendum: Exhibit 1 — Questions & Answers Please contact Ed Bonnette, CPPB, CPM, Buyer, Buyer at (970) 416-2247 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Addendum 2 7250 Microsoft Exchange Transition Page 1 of 4 Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 2 of 18 CITY OF FORT COLLINS REQUEST FOR PROPOSALS 7250 Microsoft Exchange Transition — Hosted to Onsite Environment Introduction 1.1 Generallnformadon The City of Fort Collins is soliciting proposals from qualified companies with the resources and experience to design and configure a Microsoft Exchange 2010 architecture, and migrate from a hosted to onsite Exchange environment. Current Environment The City's Exchange environment is currently hosted and consists of Exchange 2007, 2003 MAPI clients, hosted Blackberry Enterprise Server, Outlook Web Access, Ironmail for Spam management, and a private network between the host and City of Fort Collins. Exchange Profile Y Mailboxes (linked accounts) =- 1600 Resources (room, equipment and user) =- 150 Distribution Groups =- 180 Mail Contacts =- 30 Outlook Profile • Desktops/laptops running Outlook 2003 =- 1800 ➢ Windows XP client platform Mobile Device Profile z Blackberry devices =- 450 Future Environment The City's future Exchange environment will be implemented onsite, and will consist of Exchange 2010 on a Windows 2008 R2 platform, Outlook Web Access, Ironport appliance for Spam management. Our preference is to continue to run Outlook 2003 as the client on the City's desktops and laptops, with a future planned upgrade to Outlook 2010 within 6 months following this project. Unknowns The following components of the City's future Exchange architecture are unknown at this point. Proposals should address and bid these items separately: • Mobile devices will be a part of the City's Exchange environment, but they may or may not be Blackberry. Given this, a Blackberry Enterprise Server may or may not be part of the City's ongoing Exchange environment. • A secondary domain for a partner entity may or may not be part of the City's ongoing Exchange environment. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 3 of 18 1.2 Project Phases Discovery City of Fort Collins Requirements Architect New Platform Gap Analysis & Risk Assessment Migration Plan Implementation Post -Migration Support 1.3 Expected Outcomes ➢ Stable, robust, reliable Exchange 2010 architecture 9 High availability and redundancy • Continuity of operations Migration of the hosted MS Exchange environment to an in-house environment ➢ Uninterrupted mail flow with zero data loss during the transition and after go -live • The implementation will be a stable, secure, reliable, highly available and rapidly recoverable MS Exchange/Outlook and mobile device environment; 24-hours a day, 7-days a week ➢ Trained and fully -functional in-house support staff 1.4 Term of Engagement & Budget The Exchange Migration must be completed by November 2011, with post -migration support for at least 6 months following. The project budget is estimated to be $60,000-$80,000. 1.5 Companies submitting proposals are allowed to subcontract, but the name of the proposed subcontracting firm(s) must be clearly identified in the proposal. Top ranked firms will need to include appropriate representation of the subcontractors during the interview/presentation process. Following the award of the contract, no additional subcontracting will be allowed without prior written consent of the City of Fort Collins. 2 RFP Timeline ACTION ITEM OR DELIVERABLE DATE Request for Proposal Issued June 20, 2011 Request for Proposal Due back to City of Fort Collins July 8, 2011 Selection of Top 3 Proposals July 15, 2011 Detailed Presentations by Vendors 'Week of July 29, 2011 Selection of Top Vendor Week of August 5, 2011 Contract Signed Week of August 12, 2011 Contract Implementation August 15, 2011 'Please indicate your availability for travel to Ft Collins this week in the event you make Short List. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 4 of 18 of Work The project will include but is not limited to the following services: Exchange 2010 Architecture Design, Implementation, Testing and Troubleshooting ➢ Implement Data Center Redundancy MAPI Client and Firewall Configurations 9 Application Program Integrations ➢ Migrate existing Exchange 2007 hosted environment to an onsite Exchange 2010 environment, including but not limited to: Mailboxes Calendars & Resources Contacts, Distribution Lists & Owners Policies (retention schedules, mailbox & attachments size limits, forwarding rules, etc.) • Mobile Device Migration and Configuration • Blackberry Enterprise Server Configuration, Implementation and Migration • Outlook Web Access Configuration ➢ Anti -virus and Anti-spam Management (existing Ironport appliance) • Update Outlook Client Configuration and Verification ➢ Knowledge Transfer to City of Fort Collins ➢ Post -Migration Support • Ad -hoc Questions and Inquiries 4 RFP Submittal and Response Requirements 4.1 RFP Submittal In order to simplify the review process and maximize the degree of comparative analysis, the RFP Response should be organized in the following manner: 1. Methods and Approach - Describe your expected or recommended approach and tasks, including a clear and detailed description of your proposed "cutover strategy". Describe the anticipated interaction with the City. Provide an outline of your anticipated schedule for completing consultant tasks. 2. Deliverables - Provide a list and description of expected deliverables, tools, or other items that you will use to provide services and outcomes of your approach. 3. Qualifications and Experience - Provide relevant information regarding previous experience related to this or similar Projects, to include the following (Please limit this to a maximum of two pages!): Brief Company History including time in business Experience in Microsoft Exchange 2010 architecture design and administration Experience in Microsoft Exchange migrations between environments and different versions Certified Microsoft Business Partner — REQUIRED Names and location of similar projects Name, address, and phone number of public agency reference(s) overseeing the planning effort Samples (preferably three via a web link or "pdf" files) of work products for similar systems cutover projects. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 5 of 18 4. List of Project Personnel - This list should include the identification of the contact person with primary responsibility for this contract, the personnel proposed for this contract, and any supervisory personnel, including partners and/or sub consultants, and their individual areas of responsibility. A resume for each professional and technical person assigned to the contract, including partners and/or sub consultants, shall be submitted. The resumes shall include at least three references from previous assignments. 5. Organization Chart/Proposed Project Team — An organization chart containing the names of all key personnel and sub consultants with titles and their specific task assignment for this contract shall be provided in this section. 6. Availability — Describe the availability of project personnel to participate in this project in the context of the consultant firm's other commitments. 7. Estimated Hours by Task — Provide estimated hours for each proposed or optional task, including the time required for meetings, conference calls, etc. 8. Schedule of Rates and Cost by Task — Provide a schedule of billing rates by category of employee to be used during the term of the contract, and an anticipated cost of each task identified in the section "Scope of Work Considerations" or for tasks that are recommended as part of this planning effort. All direct costs (i.e., travel, printing, postage, etc) specifically attributed to the project and not included in the billing rates must be identified. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 6 of 18 Vendor Statement: I have read and understand the specifications and requirements for this bid and I agree to comply with such specifications and requirements. I further agree that the method of award is acceptable to my company. I also agree to complete PROFESSIONAL SERVICES AGREEMENT with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. FIRM NAME: ADDRESS: EMAIL ADDRESS: PHONE: BIDDER'S NAME: SIGNATURE: PRIMARY SERVICES ISSUES CONTACT: TELEPHONE: FAX: EMAIL: CELL: EMERGENCY: BACKUP: Compensation and Contract Process 1. After contract award, progress invoices shall be billed in quarterly installments, subject to review and approval by the City's Project Manager. City payment terms will be Net 30 Days from receipt of invoice. 2. The City reserves the right to award directly as a result of the written proposals. The City may or may not opt to conduct oral interviews. 3. The selected Contractor shall be expected to sign the City's standard Professional Services Agreement prior to commencing Services (see sample attached to this Proposal). 4. The City reserves the right to negotiate with any vendor as meets the needs of the City. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 7 of 18 5 Evaluation Process 5.1 Assessment of Review and Assessment Proposals will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and any optional interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD Does the proposal show an understanding of the project 2.0 Scope of Proposal objective, methodology to be used and results that are desired from the project? Do the persons who will be working on the project have 2.0 Assigned Personnel the necessary skills? Are sufficient people of the requisite skills assigned to the project? Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other 1.0 Availability qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? Do the proposed cost and work hours compare favorably 2.0 Cost and Work Hours with the Project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? Does the firm have the support capabilities the assigned 2.0 Firm Capability personnel require? Has the firm done previous projects of this type and scope? RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 8 of 18 5.2 Reference Evaluation (Top Ranked Company) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Was the Professional responsive to client needs; did the Completeness Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget. Job Knowledge If a study, did it meet the Scope of Work? PLEASE GO TO www.fcgov.com/purchasing TO REGISTER IN OUR E-PROCUREMENT SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE COMMODITY CODES. COMMODITY CODES USED FOR THIS RFP: 918-29 Computer Software Consulting 918-30 Computer Network Consulting RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 9 of 18 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and hereinafter referred to as "Professional'. WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page and incorporated herein by this reference. 2. The Work Schedule. (Optional) The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page, and incorporated herein by this reference. 3. Contract Period. This Agreement shall commence 200 and shall continue in full force and effect until 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Professional and mailed no later than ninety (90) days prior to contract end. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 10 of 18 All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: With Copy to: City of Fort Collins City of Fort Collins , Purchasing Attn: PO Box 580 PO Box 580 Fort Collins, CO 80522 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Proiect Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits and errors and omissions insurance in the amount of $ Optional: according to the Insurance Requirements attached hereto as Exhibit " ", consisting of one (1) page. 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs. All such fees and costs shall not exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 11 of 18 EXHIBIT 1 Questions and Answers 1. Does the City of Ft. Collins have a preferred hardware vendor (i.e. Dell, HP, Other)? Are we to recommend and specify specific hardware and specific storage solution(s) for the deployment? I am wanting to understand how we can best integrate the Exchange 2010 deployment into existing operations, processes (for example, for hardware maintenance and replacement) and relationships the City may have. HP is our server hardware standard; we are looking for guidance and recommendations for hardware sizing and specifications. 2. Is there capacity in existing City of Ft. Collins Data Center(s) for the new Exchange 2010 deployment? Is there capacity in 2 different geographically dispersed data centers so that the design can mitigate against local disasters in one data center? This migration will be to a single datacenter, which includes sufficient physical and virtual capacity for the new environment. 3. Does virtualization play any major role in the current City of Ft. Collins infrastructure? If so, what platforms/products are in production? Should consideration be given to virtualizing the Exchange 2010 deployment? The City of Fort Collins uses VMWare, and we hope to leverage virtualization in the migration whereever possible. 4. We know the desktop environment includes Outlook 2003. What are the desktop Operating Systems? The desktop environment is primarily Windows XP sP3 operating system. 5. Is there a workstation per user? Or does some percentage of the 1600 user base share workstations? Refer to RFP for total count of workstations. In some cases, there are multiple devices per user (e.g. desktop and laptop). 6. What percentage of the 3.5 TB of data to be migrated is in mailboxes? All of the data to be migrated is in mailboxes, including attachments. 7. Does the City of Ft. Collins support or require mailbox quotas? If so, what are the existing and/or desired quotas or quota tiers? The current mailbox is 2GB; we anticipate this quota remaining post -migration. Addendum 2 7250 Microsoft Exchange Transition Page 2 of 4 statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. [Optional] Insert Subcontractor Clause Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 8. Project Drawings. [Optional] Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 12 of 18 information on the project as constructed. Drawings shall be of archival, prepared on stable Mylar base material using a non -fading process to provide for long storage and high quality reproduction. "CD" disc of the as -built drawings shall also be submitted to the City in an AutoCAD version no older then the established city standard. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 13 of 18 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and agrees that: a. As of the date of this Agreement: 1. Professional does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Professional will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 14 of 18 b. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. C. Professional is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Professional obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Professional shall: 1. Notify such subcontractor and the City within three days that Professional has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Professional shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Professional shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8- 17.5-102 (5), C.R.S. f. If Professional violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Professional shall be liable for actual and consequential damages to the City arising out of Professional's violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Professional violates this provision of this Agreement and the City terminates the Agreement for such breach. 18. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " pages, attached hereto and incorporated herein ", consisting of by this reference. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 15 of 18 THE CITY OF FORT COLLINS, COLORADO By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] or Doing business as [insert name of business] Lfi Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary (Corporate Seal) RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 16 of 18 INSURANCE REQUIREMENTS 1. The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional's general liability and automobile liability insurance.policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this agreement: Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 17 of 18 [Optional] EXHIBIT " " CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to this Agreement (the "Agreement"), the Professional hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as "information") that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Professional has agreed to perform, the Professional hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Professional agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City , or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City) . The Professional shall not disclose any such information to any person not having a legitimate need -to -know for purposes authorized by the City. Further, the Professional shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Professional understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Professional shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Professional ceases to perform services for the City, or the City so requests for any reason, the Professional shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Professional understands and agrees that the City's remedies at law for a breach of the Professional's obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 18 of 18 8. Are there any Terminal Services/Remote Desktop/Citrix Servers in the environment, used by users as their desktop environment? No. 9. What Forest functional level is the City of Ft. Collins Active Directory Forest currently running at? Both Forest and Doman functional levels are Windows Server 2003. 10. What version(s) of Windows Server are the Domain Controllers currently running? Are they running x64 or x86 versions of the OS? Root domain controllers are Windows Server 2008 112; domain controllers are Windows Server 2003 (32-bit). 11. Does CoFC wish to have the Exchange 2010 organization span multiple Datacenter locations for Disaster Recovery? Yes, however, not as part of this migration. Please see Question 2. 12. Does CoFC have a preference for Physical Servers or Virtual Servers hosting the Exchange 2010 services? Please see Question 3. 13. What involvement will CoFC IT staff have in the building and configuration of the new Exchange 2010 organization? Should the vendor assume that all work will be completed by Vendor Resources and CoFC will only take over the environment once all mailboxes and data has been migrated? The vendor should assume full responsibility for the design and configuration of the new Exchange 2010 environment. 14. What Forest and Domain Functional level is currently deployed for the on -premise Active Directory environment? Please see Question 9. 15. Is there a synchronization mechanism today for on -premise Active Directory accounts to the current hosting provider? The current synchronization method is a manual process. 16. Do Active Directory accounts exist for all mailbox users and resources in the on -premise Active Directory? Addendum 2 7250 Microsoft Exchange Transition Page 3 of 4 Yes. 17. Do we have an idea of the size of the mail storage in the hosted environment? We expect to migrate approximately 3.5 Terabytes of data. 18. How fast is the connection with the hosted provider, or internet connection, whichever one is utilized for connectivity with the hosted provider? VPN tunnel between firewalls limited to 100 Mb. 19. What are the number of physical sites where Exchange will be located? Please see Question 2. 20. Are you utilizing public folders, if so how much public folder data is present? No. 21. Who is the current hosting company? The City of Fort Collins is currently in a shared services model, with email being hosted by Poudre School District. 22. Does the current hosting company provide a way for extracting and migrating data? This is unknown at this time. Addendum 2 7250 Microsoft Exchange Transition Page 4 of 4 F6rtCi/'�'CollinsO Purchasing ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 7250: Microsoft Exchange Transition OPENING DATE: 3:00 PM (Our Clock) July 8, 2011 Financial Services Purchasing Division 215 N. Mason St. 2n° Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov. corn/purchasing To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following section of this addendum: Exhibit 1 — Questions & Answers Please contact Ed Bonnette, CPPB, CPM, Buyer, Buyer at (970) 416-2247 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Addendum 1 7250 Microsoft Exchange Transition Page 1 of 4 EXHIBIT 1 Questions and Answers 1. What level of cooperation can we expect from your current host? Virtually any software used to migrate mailboxes is going to require administrative access to the Source (hosted) Exchange environment. We need to know if it is reasonable to expect that we will have that level of access, or if we need to bid on this as though we will have no administrative access in that environment — it makes a huge difference. We expect full cooperation from our current Exchange host. 2. Does the proposed budget of $60k-$80k include any software that might be required, or does that figure account for consulting hours and software would fall into a different category? The $60K-$80K estimate is for consulting hours only. Required software should be identified as a separate item in the response. 3. How much total mail and PF data must be migrated? Approximately 3.5 Terabytes. 4. What is the connectivity (type and bandwidth) between the hosted location and the destination location? VPN tunnel between firewalls limited to 100 Mb. 5. What are the packet round trip times between the two sites? Two to eight milli -seconds. 6. What does the network topology look like for the CoFC environment? The network topology includes fiber ring with a VPN tunnel between hosted location and City of Fort Collins environment. 7. Will vendor be allowed to Synchronize email data 24x7? This question is unclear and not specific enough to accurately respond. Addendum 1 7250 Microsoft Exchange Transition Page 2 of 4 8. Will CoFC purchase, and will vendor have the rights to run Quest Migration Manager, or is another migration tool required? The City of Fort Collins will consider purchasing recommended tools to ensure a successful migration. Please identify this as a separate item in the response. 9. Will the CoFC helpdesk handle support calls escalating as required to vendor, or is vendor required to be the frontline for calls? The City of Fort Collins HelpDesk will be the first respondent to calls and escalate to the vendor as necessary. 10. What level of support is expected for the 6 months post -migration? Presumably only lingering migration -related issues, is that correct? The post -migration support will include any and all outstanding migration - related issues, knowledge transfer to City of Fort Collins staff, Exchange administration Support, and Exchange architecture optimization. 11. Will the migration be into the existing production Forest, or will we be building a new local resource Forest for this migration? The migration will be into an existing forest. If it's a new Forest, a. Will this environment be built by CoFC personnel? b. Can CoFC personnel handle all Antispam, MIX record, infrastructure routing, etc. issues as needed? 12. If using the production forest, please provide details of that forest (Sites, User Count, Topology)? Sites = 1 User Count =- 1600 (as defined in the RFP) Topology = single forest with multiple domains Addendum 1 7250 Microsoft Exchange Transition Page 3 of 4 13.If BES is migrated (we understand that this is still undecided), will CoFC personnel build out the target server(s) for BES or will vendor be expected to handle this task? The vendor will be expected to handle all aspects of the BES migration. 14. If BES is migrated, will CoFC obtain a temporary SRP to use in the new BES environment for the duration of the migration? This is unknown at this time. 15. Does CoFC have an existing Support agreement with RIM? No. 16. Will the users' Primary email addresses be expected to change during the migration? Users primary email addresses will not change as part of the migration. There will, however, be a small percentage of users that will have their username change as part of post -migration cleanup (e.g. "jsl@fcgov.com" to "js@fcgov.com"). 17. Are there dates and/or times when mailboxes must not be migrated (blackout dates)? The blackout dates will need to align with departmental hours of operation. 18.Is there any integration into the Hosted Exchange with such products as Rightfax, Cisco Unity, Office Communications Server, etc? M 19. What are the change management processes/timelines within CoFC? This question is unclear and not specific enough to accurately respond. Addendum 1 7250 Microsoft Exchange Transition Page 4 of 4 Cityit / Financial Services O* V r 1 Purchasing Division 215N Mason St 2ntl Floor F6rt Collins PO Box 580 Fort Collins, CO 80522 970.221.6775 P u rc h a s i n 9 970.221.6707 rcgov.com/purchasing REQUEST FOR PROPOSAL 7250 Microsoft Exchange Transition The City of Fort Collins is soliciting proposals from qualified companies with the resources and experience to design and configure a Microsoft Exchange 2010 architecture, and migrate from a hosted to onsite Exchange environment. Written proposals, four (4) copies, will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2n° floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), July 8, 2011 and identified as Proposal No. 7250. If delivered, they are to be sent to 215 North Mason Street, 2ntl Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, CO 80522-0580. Questions concerning the scope of the project should be directed to Project Manager Jamie Heckman, MIS, (970) 221-6636 or Iheckman(a fcgov.com . Questions regarding bid submittal or process should be directed to Ed Bonnette, CPPB, C.P.M., Buyer (970) 416-2247 or ebonnette(a)fcgov.com . A copy of the Proposal may be obtained as follows: Download the Proposal/Bid from the BuySpeed Webpage, www.fcqov.com/eprocurement 2. Come by Purchasing at 215 North Mason St., 2ntl floor, Fort Collins, and request a copy of the Bid. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. RFP 7250 Microsoft Exchange Transition for the City of Fort Collins Page 1 of 18