RFP #23-075 - Microsoft Office 365 SystemIntegration, Implementation, & Project Management Services for the City and Borough of Juneau (CBJ)

Addendum - Clarification No. 2 - issue 8/15/2022 - See Uploaded Addendum for all Changes. Addendum - Clarification No. 1 - issue 8/8/2022 SCOPE OF WORK UPDATE: CBJ has decided that the SharePoint Migration is no longer a component of the scope of work for this project. Please see Addendum No. 1 for all of the changes and for answers and clarifications to questions. Issued By : Mary Johns, Buyer Issue Date : 7/28/2022 Deadline : 8/30/2022 prior to 2:00 p.m., AK Time Contact & Questions : CBJ Purchasing Division of Finance is the sole point of contact for all matters pertaining to this solicitation. No oral interpretations will be made. Submit any interpretation requests in writing, noting issuing buyer, solicitation number and title, via email to purchasing@juneau.org or the Public Purchase “Ask Questions” link or Fax to (907) 586-4561. Request must be received a minimum of seven (7) business days prior to the solicitation

deadline . Submission Instructions : Timely responses are accepted via Electronic Submission * at Public Purchase www.publicpurchase.com the CBJ’s eProcurement Provider. Late responses will not be accepted. To respond complete the free, easy, and quick online registration. Tips: Registration is a two-step process; Use the ‘Help’ Menu Tab Public Purchase , Register early - Registration may take up to 24-hours to complete. Consultants who successfully register may submit a response by doing the following: Complete online acknowledgements* of the Terms & Conditions (ATTACHMENT A), Insurance Requirements (ATTACHMENT B) and the City and Borough of Juneau Standard Contract Sample (ATTACHMENT C). *Consultants are provided the opportunity to acknowledge, acknowledge with exceptions, or not accept the required documents. Load their PDF RFP Response as specified. Intent : The City and Borough of Juneau (CBJ) seeks proposals from highly qualified consultants, for the provision of Microsoft Office 365, System Integration, Implementation, and Project Management Services. It is the intent of the City to enter into a contract with the successful, responsible and responsive Proposer to complete these as specified in the deliverables. Project Objective/Overview & Timeline : The scope of the project is a multi-phase migration of an on premise Exchange 2013 and SharePoint 2016 Intranet environment to Office 365 hosted email, Teams, OneDrive, and SharePoint online (collaboration) services in a hybrid environment with a single sign on user experience, and MFA integration into both online and workstation environments. The awarded vendor will assist the CBJ Information Technology Department (IT) in performing a readiness assessment of the existing infrastructure including gathering and documenting requirements, developing a migration plan and executing against this plan. Vendor will provide services needed to migrate approximately 930 mailboxes to Exchange Online with email archiving, eDiscovery, anti-malware and anti-spam filtering capabilities. The goal is to provide a seamless transition to Microsoft Office 365 Cloud architecture while maintaining secure and robust access to and from cloud services. It is expected that the migration will be planned for multiple phases with emphasis on a discovery and documentation of legacy systems and connections to ensure functionality is transitioned or replaced without loss of service. Additional emphasis should be placed on training and communication planning. The project timeline will be from Date of Award (Approximately Late August /Early September 2022 through Project Completion estimated to be by January 31, 2023. GENERAL INFORMATION About Juneau : Located in the panhandle of southeastern Alaska, the City and Borough of Juneau (CBJ or City) consists of 3,250 square miles and is only accessible by air or sea. Juneau is Alaska’s capital and has a population of approximately 31,000 people. Juneau is a temperate rain forest and receives around 92 inches of annual precipitation. For more information on Juneau, visit CBJ’s Website at: https://juneau.org/manager/visitor-information Funding, & Budget : Funding for this project is to be provided by CBJ General Operating Funds. The City and Borough of Juneau (City or CBJ) is a government agency and should funds not be appropriated, the Contract will be null and void. If the level of funding is reduced, limited or withdrawn, the CBJ, upon mutual agreement with the Consultant, may reduce the scope of work and make changes in the compensation or terminate the contract. If the contract is terminated, the Consultant will be paid for fully documented work performed prior to termination. The project budget has been estimated to be between $300,000 and $380,000, to complete. Any price proposals that are over the maximum budget may require additional requests for funding and therefore are not guaranteed to be approved for award. Contract Administration & Compliance . In an effort to maintain the expected level of services and ensure that the contracted Consultant is fulfilling all duties and reporting requirements, CBJ will assign Chris Murray, CBJ IT Director or other designee as Contract Administrator for this project. Review of General Terms & Conditions (Attachment A), Insurance (Attachment B) & CBJ ‘Standard’ Contract (Attachment C) . Attached to this RFP are documents required for this project (ATTACHMENTS, A, B & C). Consultants should carefully review all these attachments. The awarded Consultant is expected to comply with these requirements. Contract Changes, including Assignment/Subcontracting : The City does not anticipate changes to the scope of work for this completion of the project; however, unforeseen issues necessitate changes, the contract may be adjusted by mutual agreement. Changes will be made in the form of a written contract amendment, issued by the CBJ Law Department. If the two parties do not agree, the contract will be terminated and awarded to the next lowest responsive, responsible bidder or re-bid. Any changes or work performed without such approval, even if approved by a contract user, will be at the Consultant's expense and will not be binding. If applicable, any extensions to the contract will be negotiated, mutually agreed upon and documented by contract amendment. The Consultant may not assign or subcontract any part of the contract without the prior written consent of the CBJ Purchasing Division. The Purchasing Division must review and approve any contractual changes. Negotiations & Award . Following the posting of evaluations and scoring, the successful Proposer may be invited to enter into contract negotiations with the City. If held, negotiations will be within the scope of the RFP and limited to those items, which would not have an effect on the ranking of proposals. If an agreement cannot be reached during the negotiation process, the City will notify the Proposer and terminate the negotiations. Negotiations may then be conducted with the next Proposer in the order of its respective ranking. Upon conclusion of successful negotiations and compliance with any pre-award obligations, award will be made in the form of a contract. After contract execution, CBJ will issue a purchase order to the Consultant that will serve as the notice to proceed. Payments . Prior to final award, the Consultant and CBJ will negotiate a mutually agreeable format and timeframe to ensure timely payments. Payments will only be initiated upon receipt of approved invoices and completed required deliverables. PROJECT INFORMATION Minimum Qualifications . To be considered acceptable CBJ is seeking a consultant (or team) with the following minimum qualifications. Is based in North America. Has significant documented experience with mid-to-large organizations in regard to technology, workflow, and organization; from similar-sized cities and/or governmental organizations. Has sufficient documented technical experience to create tactical plans and to cost projects at a detailed level in the following areas: Project costing and organizational structure, Security, including CJIS, SharePoint expertise Microsoft 365, Active Directory, and Azure, Storage, backup, and disaster recovery. Background . Current Environment The CBJ IT department provides service and support for computer and network technologies for the greater CBJ organization. Staff are unfamiliar with O365 administration and use. IT Staff are currently administrating an Exchange 2013 environment. Exchange, mail, Office, network shares, and backups are currently handled by IT Operations. SharePoint is managed by a Program Analyst (currently vacant). Estimated 1000 users in a PC, Android, and iOS environment. City provided equipment consist of Windows PCs and Laptops. Exchange is running 3x virtual CAS and 3x virtual DB servers hosted on 3x physical servers. By fiscal year 2023 SharePoint 2016 will be hosted on a three server virtual farm. All servers are housed at the main data center at the IT Department in City Hall. CBJ’s network is diverse and connects both large and small sites utilizing a variety of technology and speeds. Exchange is backed up with non-active replicas and exports to the back system, moving to tape for long term storage. SharePoint data is replicated to an offsite storage system. There are numerous applications integrated into SharePoint and Exchange, including SharePoint workflows, application email connections, and impersonation. Most hardware is aging and the majority of the servers are 2012R2. All systems are administrated by the IT Department, no support contacts are in place beyond warranty and licensing support. Email runs through additional gateways and KnowBe4 provides phishing campaigns. Bandwidth varies from site to site depending on vendor availability, geographical location, and funding constraints. Network diagram and bandwidth speeds available upon Proposer request. Scope of Work . The Scope of Work must include : A detailed technical document and solution plan, which will provide a thorough and clearly-defined plan for a seamless migration to Office 365 including a significant focus on the communication and training requirements. When possible, all work should be completed with CBJ IT staff participation. The proposed solution must provide the City with a dedicated Project Manager, this person will be the single point of contact for overall communications, project coordination, and accountability. At the end of the deployment, CBJ IT staff should be able to administrate the O365 environment without assistance. Office 365 Readiness Assessment, Onsite Discovery, and Planning. Onsite review of client systems to gather and capture information about existing infrastructure Identify potential challenges in this migration and pose solutions Identify all current integrations and connections and pose solutions to migrated or replace. Recommend a solid communications and training plan for CBJ users based on best practices such as; lunch and learns, web based training and on desk materials. Networking and Naming Services Planning Determine required tasks for configuring network and DNS User Identity and Account Provisioning Planning Planning considerations to implement directory synchronization Plan for Azure AD Connect for use with single sign-on and MFA Exchange Online Planning Develop migration strategy for Exchange, OneDrive, Teams, and SharePoint Identify mailbox size and item counts that will be migrated to Office 365 Identify and procure appropriate Microsoft licensing Determine mail-enabled applications and plan for configuration Conduct bandwidth assessment to calculate migration velocity for mailbox data Preparing Environment for an Office 365 Deployment. Implement enterprise wide training with employees through at least three forms of communication Prepare end user documentation on Outlook and the new Office 365 environment Assist with Domain Verification and Office 365 Registration Add and verify CBJ’s domain name with Office 365 Create DNS records to configure CBJ’s domain name for use with Office 365 services Configure on-premises AD for directory synchronization Deploy and configure Azure AD Connect to enable single sign-on and MFA Exchange Online Service Configuration Configure email coexistence with existing server and Exchange Online Mailbox quotas and archival/retention policies Anti-spam and malware protection Assist with configuration of client computers and end-user experience Migration and Cutover. Assign licenses to users Migrate and synchronize mailbox data to Exchange Online Update DNS to point to Office 365 Configure Outlook Web Access and Exchange ActiveSync for mobile phones and devices where applicable Perform Post-migration Service Testing of Office 365 and SharePoint functionality Migration of public folders and SharePoint environment Propose a backup solution for Office 365, server and data Configure Teams and other Office 365 services Post Deployment Support and Office 365 Administration Training. Have resources available augment CBJ IT support staff in the week after the migration is completed Onsite or Webinar Training with IT Staff Administering Office 365 Services Office 365 Admin Best Practices Managing DirSync Responding to e-discovery and legal hold requests Creating reports System Center, Intune, and MFA integration After deployment support CBJ environment is as follows and accurate as of 7/1/22: Total licenses (mailboxes) in use: 1000, 2.5TB of storage. Total amount of Mobile users: ~600 Types of mobile devices: Android and iOS Windows 10 Pro on all workstations 360 desktops, 180 laptops 10 Poly Studio X50 units to be used as resource boxes Approx. 620 email groups Deliverables & Deadlines . The vendor will provide and execute the Office 365 migration plan in multiple phases, bringing each system online fully before proceeding to the next. All active staff and mobile users and data will have to be included in this migration The migration will have to be seamless to the business, with a cutover happening on designated weekends. Office 365 will have to be in full production no later than 3/1/2023, ideally by 1/1/23. The vendor will be responsible to setup any licensing required for this implementation The vendor will require a thoughtful and detailed plan around communication and training The vendor will provide detailed end user documentation, with screen shots and easy to read instructions, covering how to use Outlook and Office 365, lunch and learns, and web-based training. Information Provided By CBJ . The IT department will provide organization charts, network diagrams, asset information, security information, needed data, and appropriate access to the winning bidder. An executed non-disclosure statement will be required prior to release of information and access. Travel Expenses . CBJ seeks to achieve the best, most comprehensive and inclusive project results, while still allowing the Consultant to determine how to best complete the project. With regards to all tasks and deliverables the Consultant must determine, if an in-person consulting element is necessary. Consultant’s responses must identify which deliverable(s) require(s) an in-person component and describe what processes or activities will be completed in-person, the length of time expected, the size of team needed, all required resources, i.e. meeting rooms, etc. and any expected or required assistance needed from CBJ to complete these tasks. Consultants must provide an all-inclusive estimate of the anticipated costs for Travel Expenses, i.e. lodging, transportation, per diem, etc. The costs must be detailed and added as a separate line item on the submitted price or fee proposal. The CBJ Project Manager reserves the right to negotiate with the selected Consultant on any part of the in-person component that the Consultants identify as necessary. EVALUATION CRITERIA & PROPOSAL CONTENT Evaluation Criteria . To determine the most advantageous proposal for the CBJ, an evaluation committee, of subject matter experts will be formed and they will review, evaluate, score and rank proposals in accordance with criteria and categories identified below and as stated in the Proposal Evaluation Form. Clarification of submitted material may be requested during the evaluation process. Interviews by telephone or in-person with top ranked Proposers may be conducted at the discretion of the evaluation committee. If interviews are held, finalists will be notified of any interview requirements. Note: If eight (8) or more responses are received; CBJ reserves the right to complete a brief, preliminary pre-evaluation of all responses to narrow the field to only the top five (5) responses. Responses that are not considered for full evaluation will be given a reason but may not be fully scored. Example: Consultant did not meet the minimum qualifications as specified by the RFP, and was removed from consideration. Submittal, Title Page & Letter of Transmittal . Proposals are to be prepared in such a way as to provide a concise delineation of the Vendor’s capabilities to satisfy the requirements of this RFP. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements or scope of work and on completeness. The clarity of content should be identified by a table of contents that includes page numbers and follows a defined sequence for deliverables as requested in the RFP. The page limit for this RFP is 50 pages ; however excludes CV’s or resumes, required relevant work samples or examples as specified, copies of required business or professional licenses, and professional references. Include a Transmittal Letter that is less than two pages and includes all the following: a. The RFP number and title b. Proposer’s name (legal name of entity) c. Complete mailing address d. Telephone number(s) and Fax number(s) e. Email addresses for all parties involved in the project f. Web site address (if available) g. Briefly describe your understanding of project and summarize qualifications and capabilities to meet RFP requirements. Identify any challenges associated with implementing the work. h. Identify person(s) authorized to represent the company during contract negotiations and the term of the contract. Include their title(s) and contact information. i. Acknowledge receipt of any addenda issued for this RFP. j. Provide notice that you qualify as a “Juneau Proposer” k. The transmittal letter must be signed by the person who has authority to bind the company. The name and title of the individual signing the proposal must be clearly shown immediately below the signature. Understanding & Management Plan . (Weight 25%) Points will be awarded based on how well your firm describes your approach for completing the scope of work and fulfilling requirements. Include the following: a. Demonstrate a thorough understanding of the purpose, objectives and scope of work by providing a comprehensive narrative that illustrates your understanding of the scope, objectives and requirements of the project. b. Include information that indicates your understanding of the project schedule for deliverables, by identifying any major tasks, and/or any challenges associated with implementing the work. c. Describe the management plan that you intend to practice and exhibit how it will accomplish the project goals. d. Discuss any problem solving approaches, techniques, standards or creative methods that will be used with the implementation of your management plan. e. Provide an organizational chart specific to personnel assigned to accomplish the work, including any sub-consultants. NOTE: Sub-consultants cannot be added after contract award without the prior, written consent of the Purchasing Division. f. List all individuals responsible for decision-making and accountable for the completion of work (project manager), provide his/her level of authority and the extent to which this individual will be available to the City. g. Define your accountability system, lines of authority and communication. h. Discuss how this project fits into your overall organizational structure and the current workload. i. Discuss your management approach to potential contractual disputes. Experience & References .(Weight 25%) Points will be awarded based on how well your firm provides a comprehensive narrative describing your proposed project team’s experience, capabilities, and abilities in performing and accomplishing similar work within budget and on time. Include the following: a. A list of projects (of similar size & complexity) and previous work experience over the past five (5) years that demonstrate your ability to administer this project successfully; b. References (contact name, current phone number, current email, and project name) for three (3) completed projects listed above; verify that the contacts will be available to provide references during the evaluation period. c. A sample of your work from a project similar to this one. d. Ability to provide services within budget. Personnel & Qualifications. (Weight 25%) Points will be awarded based on how well your firm provides information that describes your proposed project team’s specialized experience, capabilities, training and unique qualifications for the performance of the work. Include the following: a. Description of the approach to the work including staff supervision and training. b. Resumes for each Proposer’s staff to be assigned work in the project including any sub-consultants. Resumes must describe each individual’s education, specialized training, certifications and experience in the area assigned. c. Resumes for all personnel identified in your organizational chart provided. d. Identify the project manager and key personnel assigned to the project. e. dentify whether project managers will have decision-making authority and their availability to the City via telephone or email during normal business hours. Price or Fee Proposal . (Weight 20%) The evaluation committee will award points based upon value of services proposed or offered as compared to the fees or prices proposed by the Consultant. Provide an all-inclusive Comprehensive Fee or Price Proposal indicating a description of services and compensation that you expect to receive for the performance of the contract . Detail by deliverable, the cost associated with each task. If needed, include budgets for costs, by task, for quarterly or twelve months of operations. Provide any additional info that you consider necessary as consideration for fees and services that your company provides. If necessary, provide an all-inclusive estimate of the anticipated costs for Travel Expenses, i.e. lodging, transportation, per diem, etc. NOTE: These associated travel costs must be detailed and added as a separate line item on the submitted price or fee proposal. Juneau Proposer Preference (JPP) . (Weight 5% - 50 or 0 points) of the total evaluation points will be given to any Proposer who submits a statement and demonstrates how they qualify and/or meet the criteria outlined in the City Ordinances 53.50.010 and 5 3.50.050 Firms must be qualified as described by the ordinances at the time of submittal of your proposal to receive preference points. (JPP Points are determined by CBJ Purchasing) Evaluation Form ‘Sample’ . Evaluator No.____ Proposer________________ Maximum Score Achievable = 1,000 points CRITERIA Weight % Score (0 – 10*) Total Points = (Numerical Score X Weight) Understanding & Management Plan 25 Experience & References 25 Personnel & Qualifications 25 Price or Fee Proposal 20 Juneau Proposer Preference 5 Determined by Purchasing Rank __________ Grand Total *Point Guide : Outstanding (10 points)Adequate to Good (6 to 8 points) Marginally Acceptable (3 or 4 points)Unacceptable (0 or 1 point)No scores using numbers 2, 5 or 9