ADDENDUM A 02/20/2018. Questions received from proposers along with answers are attached.

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1 Finance Department Purchasing Division REQUEST FOR PROPOSALS (RFP) Specification No C FOR OFFICE 365 EXCHANGE MIGRATION AND ONE DRIVE IMPLEMENTATION PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY Dear Proposer: ADDENDUM A 02/20/2018 Questions received from proposers along with answers are attached. Proposals/bids due date has been changed from Thursday, February 22, 2018 to no later than 2:00 pm, on Tuesday, February 27, All responses must be in a sealed envelope and have OFFICE 365 EXCHANGE MIGRATION AND ONE DRIVE IMPLEMENTATION and Specification No C clearly marked on the outer most mailing envelope. Mail or Hand Deliver To: City of Berkeley Finance Department/General Services Division 2180 Milvia Street, 3rd Floor Berkeley, CA Proposals/bids will not be accepted after the date and time stated above. Incomplete bids that do not conform to the requirements specified herein will not be considered. Thank you for your interest in working with the City of Berkeley for this service. We look forward to receiving your response. Sincerely, Shari Hamilton General Services Manager 2180 Milvia Street, Berkeley, CA Tel: TDD: Fax: finance@ci.berkeley.ca.us Website:

2 ADDENDUM A Questions and Answers for Specification No C OFFICE 365 EXCHANGE MIGRATION AND ONE DRIVE IMPLEMENTATION The City of Berkeley has received questions from some potential respondents regarding Specification No C, OFFICE 365 EXCHANGE MIGRATION AND ONE DRIVE IMPLEMENTATION. In an effort to provide the same information to all, listed below are the questions received to date, with responses from City staff. Q1. Does the City of Berkeley require that the resources be US only, or be onsite only? Can a proposal with a blend of on-site and off-shore resources be considered? A1. No, City would prefer resources from US only due to CJIS, HIPAA and PCI Compliance requirements for the City. Consulting firm needs to agree to the contract terms sent as part of the RFP. Refer to our Professional Services Agreement posted on the City of Berkeley website. Q2. Does the City of Berkeley require that the solution be in an Azure Gov environment? A2: Yes, we need to be in an Azure Gov environment given HIPAA/CJIS requirements. Q3: Does the County have any existing licenses for Microsoft SharePoint 2013/2016 or Office 365? A3: Yes, the City has an existing Microsoft Enterprise Agreement which covers O365 and SharePoint. Q4: Does the City have IT Staff who will take over the management of the system after implementation? A4: Yes, the City has staff who will take over the management of the system after implementation. Q5: What is the current staffing that you have to support your Office 365 environment? A5: We currently have three (3) senior technicians on staff who will support the O365 environment. Q6: Are you thinking about using Team Sites in O365? A: Team Sites is not part of the scope for this project, but can be offered as an optional item at the discretion of the respondent. Q7: Whether companies from Outside USA can apply for this? (like, from India or Canada) A7: See answer to Q1 above. Q8: What would be the estimated budget for this project? A8: The City has researched cost estimates and has budgeted accordingly. Please provide your best proposal. Page 2 of 9

3 Q9: Are you currently or have you previously engaged with a Microsoft Partner? A9: Yes, City has engaged with Microsoft partners in the past for various projects. Q10: How many public folders is the City of Berkeley currently using? What is the total storage size of these public folders? A10: There are 1121 public folders however a small portion of those are in daily use. The combined total size of the public folder databases is 23.4GB. We would assume the ones that are in use would be migrated to shared mailboxes prior to migrating to Q11: How many shared calendars is the City of Berkeley currently using? What is the total storage size of these shared folders? A11: We are unsure of the total number of shared calendars at this time, however we have confirmed that we are currently using 17 Public Folder calendars. Q12: Is the Exchange Service currently in Hybrid mode with O365? A12: No, the current Exchange environment is on premise. Q13: For the pilot milestone, how many users are you planning to pilot? A13: The City is open to suggestions, but we were thinking of 5-10% of our mailboxes for the pilot. Q14: For milestone 6, End User training, what types of training are appropriate? A14: On premise and/or web-based. City would like a video recording of training so it can be published in the knowledge base for future new employees. Q15: If traditional classroom training is required, how many participants do you anticipate and what class sizes are appropriate? A15: The City has a training room which can accommodate up to 20 participants per class. We will offer the class to all City staff (approx. 1500), but do not anticipate everyone taking the class. Q16: Who was responsible for the first phase in this project? A16: We worked with a third party Microsoft vendor to complete the first phase of this project which included Skype for Business and Intune (Mobile Device Management). Q17: What number of mailboxes with archive enabled - What is the City s retention plan for these records? A17: 2041 mailboxes. Our current retention for the archives is permanent. Q18: Does the city want to leverage SharePoint Online s Check-In/Check-Out functionality? A18: Yes. Q19: Does the City require on-site Contractors? Can the contractor perform the work remotely? A19: Yes, portions of work can be completed remotely. This will be negotiated during contract negotiations. Page 3 of 9

4 Q20: Does the City desire the use of Metadata in their SharePoint Online configuration? A20: Yes, the use of Metadata is a critical component. Q21: Does the City desire an extensive search configuration? A21: Yes, please provide options for intelligent search capabilities so documents and data are based on recent access and relevance. Q22: What is the City doing to manage records and their security of its records? A22: The City doesn t have a Document Management software at this time. The City has data security measures in place and has deployed various anti-virus, malware and firewall security tools. The City Clerk s Office maintains the records retention schedule for the City. Q23: Is the City considering the use of SharePoint Online as a records store? A23: City has not made a decision on Document / Records Management System at this time. We currently have OnBase which is used for Agenda Management System and can be expanded to use as Document Management System in the future. Q24: Does the city have a migration tool purchased? If so, what is it? How many licenses? A24: No, please suggest this as part of the proposal. Q25: In Milestone 4, sections a, b, and c, what does the City mean by prepare? A25: Setup, configure, implement, establish end user permissions so that end users can add data to OnBase and SharePoint. Q26: Does prepare mean, establishing Office 365 SPO architecture? A26: Yes. Q27: Does the City want portal pages for each department? A27: The scope of the first phase is Exchange Migration and One Drive. The SharePoint basic setup is included. Q28: Does the City want department sites linking to the collaboration page for the city? A28: Yes. Q29: Does the City want integrated navigation, between department, city and other collaboration areas? A29: Yes. Q30: If City desires an Intranet, what level of participation will be expected by department champions? A30: The City does not desire an intranet as part of this effort. Q31: In Milestone 4. bullet c). Is this supposed to be G Drive? A31: Yes. Q32: Does the City have a current Intranet? If so, what platform (SharePoint, Cold Fusion, etc.) Page 4 of 9

5 If so, how many sites? If so, how much data? A32: Yes. Our current intranet is custom pages built using.asp and JavaScript. Intranet is not part of the scope of this RFP. Q33: What third party tools does the vendor think may need addressed? A33: Trend Micro for anti-virus and Proofpoint for spam filtering. Q34: Are there any third party tools the city is already using? If yes, what are they? A34: Yes, we use Trend Micro for anti-virus and Proofpoint for spam filtering. Q35: What medium would City like/accept for training - classroom, webinar, and/or recorded training catalog? A35: We are open to on premise and web-based training. We are also open to recorded training videos for future reference. Q36: Is the City open to modifying the training duration and categories, to include features such as Skype for Business and Intune? A36: Yes. Please itemize training options so we can compare like for like training offerings between submissions. Q37: Would the City like training manuals as a leave behind so that City can host/hold future trainings? A37: Yes, the City would like the training manuals in electronic format so it can be used for future trainings. Q38: What facilities does City have for classroom training? A38: The City has a computer training room with 20 PCs and a projector. Q39: Will the City and its employees be prepared to use Skype for 'live' training? A39: Yes. Q40: Who is your current Cloud Service Provider? A40: We support this ourselves, with occasional calls to Microsoft. Q41: If no support is provided by CSP, are you open to transferring to a different CSP that can include O&M as part of license? A41: Yes. Q42: Will the City accept Federal work of similar activity as a suitable reference? A42: Yes. Q43: Will the City considering reducing E&O/Professional Liability limits from $2M to $1M A43: No. Q44: Since we will not receive answers to questions until the 16th, will the City considering extending the due date for the response? Page 5 of 9

6 A44: The RFP due date has been extended to Tuesday, February 27, Q45: Is the existing SharePoint environment being leveraged currently? A45: No. Q46: Is it the City of Berkeley s intent for the Vendor to migrate the data from the file servers, or just prepare, implement and train the City of Berkeley to perform the data migration? A46: It is our intention for the vendor to migrate data. Respondents should itemize the migration costs. Q47: What is the average size of mailboxes? A47: The mailbox size limit is 250mb per mailbox with the exception of the Management staff which is generally between 2 GB 4GB. Q48: How Many OU groups are you working with? A48: We have AD Groups. We are already synching with Azure AD. Q49: How many domains are involved? A49: Two (2). Q50: Are there any security or distribution groups that need to be recreated in the new O365 environment? A50: No. We are synching with our on-prem AD. Q51: Are there mailbox permissions that need to be recreated? A51: We are assuming existing permissions will migrate with the mailboxes. Q52: Are you keeping your on-prem AD environment? A52: Yes. Q53: Is there a hybrid configuration? A53: No. Q54: How many Public Folders do you have in your current environment? How much data is stored in public folders? A54: See answer to Q10 above. Q55: Is there any data you do not intend to migrate? A55: Yes. We intend to purge select data before migration. Q56: Are there multiple locations? Multiple Data Centers? A56: There are two (2) Data Centers Civic Center Building and Public Safety Building. Q57: Are you comfortable providing access to the registrar settings, AD environment, OWA Page 6 of 9

7 environment, Data Center? A57: Yes, the selected vendor will have to abide with the contract terms and remote access policy for the City. Q58: Are there any additional devices that need to be migrated, such as printers, faxes, scanners, etc.? A58: Maybe, if these are required to enable the printing capabilities from the SharePoint portal. Q59: Will users be logging in with a username, or an address? A59: User name. Q60: Do you have an or a set of s that plan to use as a test to complete Milestone 2? Q60: Yes. Q61: What is the bandwidth to the internet? What is the typical saturation / utilization of the internet connection? A61: 500Mbps up and down. Typical saturation is 150Mbps Q62: To verify, you mentioned in the RFP that, The City of Berkeley owns an Office 365 Enterprise G4 Suite. Does this mean that the licenses for all users have already been acquired? A62: Yes. Q63: Do you plan on layering on any additional spam filtering and / or security components, such as security, endpoint security, Office 365 backup, etc.? A63: Yes. Trend Micro for anti-virus and Proofpoint for Spam filtering. Q64: What is the average mailbox size? A64: See answer to Q47 above. Q65: What is the combined size of the public folder? A65: See answer to Q47 above. Q66: Are any custom attributes used in Active Directory? A66: Yes, for example Exchange and Skype for Business. We are already synching with Azure AD. Q67: Are there any address policies? A67: Yes. We have our default policy and one for Office 365. Q68: What is the current Service Pack for the Exchange 2010 servers? A68: Service Pack 3 Rollup 15 Q69: Are there any SMTP filters utilized within the environment? A69: Yes. We utilize ProofPoint for spam filtering. Q70: Are there currently any users in the destination O365 tenant? If so, are these users licensed Page 7 of 9

8 and/or using both on-prem and O365? A70: Our Active Directory is synchronized in our O365 tenant, but all mailboxes are still on premise. We have Microsoft Enterprise Licensing for O365. Q71: Is there a.local domain suffix utilized within the environment? A71: Yes. We will provide this information to the awarded vendor. Q72: When you say Exchange User training you mean O365 - Outlook Cloud or combination of Outlook Client and Cloud? A72: Outlook Client and Cloud Q73: The Milestone indicates a one hour delivery for end user training, to confirm 1 hour for each (Exchange and OneDrive) for a total of two-hours? A73: We anticipate one (1) hour of training to cover both topics, however if you feel that we would need more time feel free to include that in your proposal. Q74: Could you confirm that the training you envisioning for the end user would be - Demo/Lecture delivery verse hands-on with students labs. A74: Please provide the various modes of training delivery as part of your proposal. Q75: Do the Administrative Users have any experience with Office 365 Web console? A75: Yes, the Administrative Users have any experience with Office 365 Web console. Q76: Would the City of Berkeley be interested in a training video that they could re-purpose for new hires that is unique to your particular environment? A76: Yes, the City is interested in the training video. See revised schedule on following page. Page 8 of 9

9 SCHEDULE (dates are subject to change) Issue RFP to potential bidders: 01/31/2018 Questions Due 02/14/2018 Issue Addendum including Q&A 02/20/2018 Proposals due from potential bidders 02/27/2018 Complete Selection Process 02/28/2018 Council Approval of Contract (if over $50k) 04/03/2018 Award of Contract 04/04/2018 Sign and Process Contract 04/16/2018 Notice to proceed 04/17/2018 Page 9 of 9

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