BID NOTICE PATTONVILLE FIRE PROTECTION DISTRICT. Matt LaVanchy Assistant Chief

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1 BID NOTICE The Pattonville Fire Protection District is accepting sealed bids per specifications for their Server Migration for the Pattonville Fire Protection District. Specifications may be obtained at the Fire District Administrative Office, St. Charles Rock Road, Bridgeton, Missouri, between 8:00 AM and 4:00 PM Monday through Friday. The RFP also may be obtained at our website, All bids should be marked SEALED BID/SERVER MIGRATION and mailed or delivered to the Fire District Administrative Office no later than 2:00 PM on Friday October 14, All bids are scheduled to be opened by the Board of Directors at their meeting on Wednesday October 19, 2016 at the Fire District Administrative Office. The Pattonville Fire Protection District reserves the right to reject any or all bids, to waive variations or formalities, and to negotiate changes, additions, or deletions. The Fire District reserves the right to accept the bid it deems to be in the Fire District s best interest and will not necessarily be obligated to accept the lowest bid. The Fire District also reserves the right to extend the timeframe to submit bids, as well as extending the timeframes to open the bids. If you should have any questions, than please call (314) and ask to speak with Assistant Chief Matt LaVanchy. The Pattonville Fire Protection District hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for award. PATTONVILLE FIRE PROTECTION DISTRICT Matt LaVanchy Assistant Chief

2 Bid Specifications SERVER MIGRATION Goals Pattonville Fire Protection District Is seeking information /bid for their Server Migration with associated costs. This outlines each customer requirement and associated tasks of the Bidder to accomplish the goal. Move all on-prem servers to Azure or applications to hosted solutions Create new back in Azure Remove old server from the domain Recycle old hardware Project Details: High-level steps needed to complete each phase. Phase 1 Setup site to site with Azure Create Azure Subscription 4 hours Dependent on Office 365 tenant created Use mechanized ID from Office 365 tenant Requires valid credit card to set up Create Site-to-Site VPN 8 hours Work with Charter to build site to site VPN via static gateway Create Azure Network Phase 2 - Migration of domain controller to Azure Create new Azure servers to replace Backup1 and FH3-SRV01 Create Azure Domain Controller 8 hours Create 2 Virtual machines based on Server 2012 R2 template Install and configure domain controller roles Promote to domain controllers and verify replication Move Backup1 services to new Azure server (DNS, DHCP) Move FH3-SRV01 services to new Azure server (DNS, backup DHCP)

3 Decommission old on-prem domain controllers DirSync Build on Primary Azure DC 8 hours Build new DirSync configuration Setup directory synchronization with password sync option Setup server for DirSync on primary Azure DC Filter customer identified OUs for sync Remove on-prem servers 4 hours Verify server functions are no longer needed Decomission domain controllers Shut down servers (Backup1, FH3-SRV01) Phase 3 Storage and Applications to Azure Create new Azure servers to replace Server01, FHmail and PCX Create FireHouse Azure Server 8 hours Create 1 Virtual machines based on Server 2012 R2 template Install and configure FireHouse software Configure software Migrate data from on-prem to Azure server Test functionality Shut down Server01 server Move FHmail Quickbooks Per related quote, move Quickbooks to Quickbooks Online Move FHmail File Storage 16 hours Gather current storage and shares Create new SharePoint storage Migrate on-prem data to SharePoint Train end-users on access to file storage on Azure Shut down FHmail server Move Telestaff to Cloud service 8 hours Gather functional state of current Telestaff application Work with Kronos to price new online version of Telestaff Build new SOW to migrate Telestaff to online

4 Phase 4 Backup of Azure Servers Create new Backup for Azure servers Configure Azure Backup Services 8 hours Create Site Recovery service in Azure Install agent and configure backup Using a single server, test upload and VSS performance Configure all folders to back up on production schedule Document backup solution infrastructure Provide all credentials for Azure Train key IT personnel on setup and maintenance Phase 5 Removal of Legacy on-prem Servers Verify non-use of legacy servers and remove from the network Removal of Legacy Servers 8 hours Review site functionality after servers have been shut down for a period of time Shutdown servers and remove from AD Remove physical servers and schedule for recycling Out of Scope Items: Unidentified adjustments, issues or items not discussed in the documentation above is considered out of scope and can cause the original timeline to be extended and therefore may cause additional hourly charges at the normal billable rate. Additional services should be identified as soon as possible so that project timelines are not interrupted. Additional time for out-of-scope items will be billed as time and materials. Customer approval required before additional out-of-scope time is assigned to the project. Customer Responsibilities, Assumptions and Prerequisites These items will need to be performed by or provided by the customer: Provide administrator-level network access, as it pertains to the project. Provide appropriate datacenter environment including, but not limited to, suitable preparation and allocation of virtual resources. Provide appropriate network infrastructure. Prepare for maintenance tasks after deployment. Customer should be properly licensed, or be prepared to properly license products involved with the project.

5 These items are assumed to be present or understood, otherwise the item may fall out of scope and additional time or resources may be needed: Customer should have reliable topology and services in place, as it pertains to the project. Customer will be handling end-user support during the migration, with unique problem instances being forwarded to DTG for troubleshooting. These items will need to be configured or present, as a requirement for this project. If not present, the item will fall out of scope and additional time or resources may be needed. These are items agreed on or assumed during initial project discovery meetings with the customer: Customer will provide a working, licensed and fully patched set of servers in order to deploy the system onto. Customer will have purchased and can provide appropriate software licenses for the project applications. Customer will provide or purchase any public certs needed. Customer will provide a dedicated, clean work area with power and network access for technician to work. Customer will provide all needed security access to building resources or escorted access when needed. Post Project Support: If identified within the project s scope, the winning bidder will provide additional post cut over support at a rate listed below per request via our support address or directly with a scheduling agent. (Note, this does not pertain to scheduled project times based on customer s system outage restrictions.) Remote support Engineer is able to support the client remotely by either , phone calls, remote sharing session, VPN or other technology without having to travel to the customer s location. This support is based on an hourly rate billed per quarter hour. On-site support Engineer is required to support the client directly by traveling to their location of choosing within a 60 mile radius of the central office. This support is based on an hourly rate billed per quarter hour with a minimum 2 hours. After hour support Engineer is required to work with a client remote or on-site after normal business hours (m-f, 8-5) excluding holidays or personal time. This support is based on an hourly rate of 1 ½ the normal rate billed per quarter hour with a minimum 2 hours.

6 Travel Costs: List if any Project Summary: This scope of work is only valid for 30 day and must be reviewed and resigned after that point. All scoped items in the document are estimates based on product knowledge and experience. These products change rapidly and therefore may affect the actual estimated hours. It is our best intention to stay within the estimated hours and will we will inform the customer of any potential overages before they are incurred. Overages would be billed at the normal time and material rate but may require additional scheduling changes. Azure Hosting Costs: Description Estimated reoccurring cost VPN Gateway connect Azure to on-prem network 3 Virtual machines 2 Domain controller and 1 Firehouse server Additional storage 70 GB data drives for servers Azure backup 2 servers (Domain controller and Firewhouse) Monthly Total: Annual Total: Description Hours Price Project Management Phase 1 Setup site to site with Azure Phase 2 Migration of domain controller to Azure Phase 3 Move storage and applications to Azure Phase 4 Backup of Azure servers Phase 5 Removal of legacy servers TOTAL Cost: