Migration Services IBM Lotus Notes to MS Office 365

Transcription

1 City of West Palm Beach 401 Clematis Street, 3rd Floor West Palm Beach, FL TEL: (561) FAX: (561) Migration Services IBM Lotus Notes to MS Office 365 April 3, 2017 Addendum No. 1 RFP # Each recipient of this Addendum acknowledges all of the provisions set forth in the Request for Proposal (RFP) and agrees to be bounded by the terms thereof. This addendum shall modify, clarify, change or add information and become part of the above referenced RFP. The purpose of this addendum is to respond questions. The other terms and conditions remain the same unless otherwise modified in this addendum. A. Questions and Answers 1. What is the estimated cost for this effort? Answer: Based on replies from previous RFI, we are expecting the budget to be in the $375k range. 2. What funding source has been allocated for this? If none, what funding sources will be/are being sought (grants, bonds, taxes, etc.)? Answer: Bond. 3. What vendors responded to the IBM Lotus Notes to MS Office 365 Migration Services RFI # /JG? Answer: We received seven (7) responses for Request for Information (RFI No ) in 2016: Auxis, New Signature, Catapult, Planet Technologies, Corus Group, Polymorph, and Managing Partner, ISC. 4. 1) The Routing MAP; 2) Number of Routing Domains; 3) Has your budget already been approved? 4) What is the budget for this project? 5) Does WPB offer the possibility to perform the work offsite? Answer: Routing Map is attached at end of document. Number of routing domains =3. Budget approved and approximately $375k. While some minor tasks may be completed off-site, we expect most work to be performed onsite so that our internal team may shadow. 5. Are you looking to use the archiving / e-discovery and encryption features within Office 365 or can an alternative cloud solution which integrates with office 365 be considered? Answer: While we would prefer a single integrated solution, we are open to discussions if better solutions are available. 1

2 6. Since a scope of work needs to be provided as part of this RFP response, can we make assumptions on what migration tools we would recommend so we can better lock down the scope of work? Answer: Yes, we are relying on consultant knowledge and best practices to recommend the best tools for migration. 7. Will the Microsoft Enterprise Mobility + security product be used to secure mobile devices and provide mobile device management? Answer: Possibly. We are looking to implement an MDM solution if this solution meets our needs. 8. Are you looking to use the spam filtering and malware protection features within office 365 or can an alternative cloud solution which integrates with office 365 be considered? Answer: We have subscribed to and plan to use Microsoft ATP but are open to recommendations and alternatives. 9. What version of Domino is running in the environment and are there any notes application within Domino that will be part of the scope for this migration? Answer: Mail server: 9.0.1FP3 HF515, Internet gateway: 9.0.1FP6, Traveler: 9.0.1FP3 HF515. Notes applications (other than reservations, scheduling and phone directory) are not in scope. 10. What format are the notes archives in? Is there a third party archiving system in play? Answer: nsf format. No third party archiving system. 11. What hygiene is in place today? What SPAM filtering/virus protection is in place for today? Answer: Symantec Messaging Gateway MimeShield 2.5.1b. 12. How is encrypted today (both internally and externally)? Answer: Certain mailboxes have FDLE or CJIS requirements to be encrypted. 13. Have you purchase your Office 365 licenses yet? 14. Will all users receive G3/E3 licensing? 15. What desktop operating systems are in use today? Answer: A Mix of environments. Win XP/7/10 and some OSX devices. 2

3 16. What versions of office are in use today? Answer: 2010 & Is an Office upgrade part of the deployment? 18. Is Outlook installed on the desktop systems today? Answer: No. 19. Is there a desktop management platform in use today, if so which one? Answer: No. 20. Is there an MDM in use today, if so which one? Answer: No. 21. Are book-in/out policies (who can book a room/resource) expected to migrate? 22. What level of coexistence is desired? Basic (SMTP coexistence only) or rich (smtp, free/busy lookup from one environment to the other)? Answer: Depends on the timeline of the migration. Assuming the migration cannot happen over a long weekend, rich coexistence would be required. 23. What is the desired behavior of the implementation of journaling rules? Why do they want journal rules? What s the use for them? Answer: Need journal rules to capture information about all traffic within the system for reporting and traceability. 24. Should the city phone directory be publically accessible? Answer: No. But we would like the option of publishing through a Sharepoint Portal in the future. 25. Are users organized or tagged in AD today appropriately to scope the disclaimers? Are all groups provisioned in AD today? Is all other mail objects provisioned in AD today? Is there a sync? Answer: Users are organized by department within AD so we would be able to attach disclaimers per department. While we have groups in AD, there is no interaction with Mail or Notes. No other mail objects are provisioned in AD. There are no syncs between AD and Notes. 26. Is there a requirement for two-factor (MFA) authentication? 3

4 27. How many administrators will be trained? How many developers and on what topics will they be trained? How many support staff and on what topics will they be trained? Answer: System Administration team 4, Developers 2, Support Staff 10. The scope of training materials is to be worked out with vendor. 28. How many Mailboxes are going to be moved in Total? How many Distribution groups, Is there multiple Domains? Answer: There are about 1600 mailboxes, some may not be active. 481 groups - 1 Domino domain. 29. When will the RFP award be announced and how will the winner be notified? Answer: Procurement Department will send out an invitation to all proposers to come in and observe the Selection Committee meeting. The Selection Committee will discuss each submitted proposal then short list or rank them. Procurement will make the announcement by to each proposer after the Selection Committee Meeting. 30. Will the partner be expected to coordinate migrations with the Microsoft FastTrack Group? 31. If the migration is waved based, does availability or Free\Busy need to be maintained between Domino and Office 365? 32. How many CJIS mailboxes are identified in the city environment? Answer: Can you clarify what journaling means to the city? Does it mean archiving using Office 365 or integration with a 3rd party journaling tool. Answer: Journaling means that a copy of every inbound and outbound will be saved to the journal database. The actual method is to be determined. 34. Does End User Training need to be classroom style, online video based, or train the trainer style? Answer: All of the above. 35. Are individual address books synced with server based mailboxes today? Answer: This is optional; some users choose to do that. 36. What is the current mobility functionality in the Domino environment today? Answer: We utilize Traveler for mobile devices plus a web mail portal. 4

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