Finance Department Purchasing Division REQUEST FOR PROPOSALS (RFP) Specification No. 17-11152-C FOR OFFICE 365 EXCHANGE MIGRATION AND ONE DRIVE IMPLEMENTATION PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY Dear Proposer: ADDENDUM B 02/23/2018 Due to an administrative oversite, the following questions were not included in Addendum A. Proposals due date has been changed from February 27, 2018 to no later than 2:00 pm, on Tuesday, March 6, 2018 (Extended timeline). All responses must be in a sealed envelope and have OFFICE 365 EXCHANGE MIGRATION AND ONE DRIVE IMPLEMENTATION and Specification No. 17-11152-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 94704 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 94704 Tel: 510.981.7320 TDD: 510.981.6903 Fax: 510.981.7390 E-mail: finance@ci.berkeley.ca.us Website: http://www.ci.berkeley.ca.us/finance
ADDENDUM B Questions and Answers for Specification No. 17-11152-C OFFICE 365 EXCHANGE MIGRATION AND ONE DRIVE IMPLEMENTATION The City of Berkeley has received questions from some potential respondents regarding Specification No. 17-11152-C, OFFICE 365 EXCHANGE MIGRATION AND ONE DRIVE IMPLEMENTATION In an effort to provide the same information to all, listed below are additional questions received to date, with responses from City staff. Q1: RFP cover letter states that As a Request for Proposal (RFP) this is not an invitation to bid. Please confirm that this is an open bid and not is a typo here. If otherwise, please clarify what does the City mean by this statement? A1: A bid process simply selects the lowest cost bid. An RFP process takes other factors into consideration, and not just cost. Q2: Do we need to make hard copy submission using recycled paper? A2: No. Q3: We request the City to share editable copies (word version) of the Attachments that needs to be submitted along with the proposal? A3: Please fill out the PDF version of the attachments Q4: Does City have any pre-defined Price Proposal format? If yes, please share the same. A4: No, we do not have a pre-defined price proposal format, though we prefer things be itemized as much as possible to help us make comparisons between submissions. Q5: We assume that City requires ongoing support and maintenance window to be available only during the business hours (Monday Friday). Please confirm. A5: We did not specify support hours. Please submit a proposal as you see fit. Q6: For estimating the ongoing support and maintenance, can we assume the support to be available remotely via email/telephone? A6: Yes, you can assume remote support. Q7: Is there any timeline duration pre-determined by the City for this project? What is the expected Go-Live date? A7: No, we will discuss the project timeline with the awarded vendor. Q8: From our understanding of the RFP, we assume that all costs other than the licenses needs to be factored while estimating the cost for this project. Please confirm. A8: Yes. Page 2 of 7
Q9: We assume that this is a fixed bid project. Please confirm. Can we provide hourly rates of the roles in the proposal? The same will be utilized in case of Change Requests. A9: You may submit a proposal that includes contingency funding at an hourly rate. Q10: Will City provide remote access of its environment to the vendor? A10: Yes, we will provide remote access. Q11: Has the City predetermined the staff roles for the desired team? If Yes, please share the list of identified staff roles. A11: No, we have not predetermined staff roles. Q12: Do we need to provide resume of the proposed resources? A12: No, you do not need to provide resumes. Q13: Does City have any incumbent vendor helping on Office 365 assessment and associated initiatives? A13: No, the City does not. Q14: Did City engaged any firm to assess their needs for this project? If yes, what is the name of the firm and is the incumbent allowed to bid for this RFP? A14: No, the City did not engage a firm to do a needs assessment. Q15: What is/are the name(s) of the vendor(s) that implemented City s Office 365 environment, Skype for Business and Microsoft InTune? What are the challenges that City faced while dealing with the above vendor(s)? A15: We do not wish to disclose this information at this time. Q16: Is vendor's local office in Berkeley a preference for the City? A16: No, this is not a preference. Q17: Background section of RFP states The City employees access their email from Windows 7 and Windows 10 computers using Microsoft Outlook 2013. Does the City plan to upgrade users to Outlook 2016 to improve O365 Exchange performance? Does the City plan to upgrade users with Windows 7 computers? A17: Yes, we plan to upgrade to Office 2016 and Windows 10, but not as part of this Exchange migration. Q18: Milestone 1 requirement states include an assessment of any applications that currently leverages Exchange for purposes of email delivery and/or calendaring, to ensure that the Office 365 migration maintains all functionality. In concern to the same, we request City to provide a current list of applications that make use of Exchange for email? A18: Yes, we can assist with providing this information for the awarded vendor. Please provide details of the following: Q19: Exchange Server 2010 Farm details (Roles per server, Service Pack & Rollup)? A19: We have four (4) servers two (2) Client Access Servers and 2 Mailbox servers. Exchange Page 3 of 7
2010 Service Pack 3, Rollup 15. Q20: Exchange Servers are physical or virtual? Configuration details (CPU, Memory & HDD)? A20: Virtual CAS servers: 12gb ram, 2cpus, 100gb; Mailbox Servers: 12gb 4cpus, 3tb Q21: Do users send emails to the mail-enabled Public Folders? A21: No, users do not send emails to the mail-enabled Public Folders. Q22: Any Archiving solution and Archive Policy details? A22: We don t use an archiving solution. We use the builtin online archive folders which staff manually move archival items to. Q23: Existing Email protection & Spam filtering? A23: We utilize ProofPoint for spam and email protection as well as Trend Micro antivirus on mailboxes. Q24: Any PST files to be migrated to Office 365? A24: No, we don t utilize PST files in our environment. Q25: Exchange Server using database availability group (DAG)? A25: Yes, we utilize a database availability group in our environment Q26: How frequent do you backup Exchange Servers and Databases? A26: We backup twice per day. Q27: Network bandwidth (On-premise to Cloud)? A27: 500mbps sychronous to the internet Q28: Are your users managing their own Distribution list through outlook client? A28: Yes, users manage their own distribution lists. Q29: Network latency (On-premise to Cloud) A29: 5milliseconds. Q30: Network throughput to move data to the cloud? A30: 500mbps synchronous to the internet Q31: Exchange Server backup mechanism & frequency? A31: We backup using a Barracuda Backup Appliance, we backup twice per day. Q32: Microsoft Active Directory Domain details? A32: Active Directory Server 2012 R2 Native Q33: Does City have multiple e-mail domains? A33: Yes, cityofberkeley.info and ci.berkeley.ca.us Page 4 of 7
Q34: Are there any SharePoint online sites are currently in use? A34: No, there are not any SharePoint online sites currently in use. Q35: Is Network drives data is backed up frequently? If yes, are these Full or Incremental backups? A35: Yes. We perform incremental backups nightly, and take snapshots/shadow copy twice a day. Q36: Outlook client are using cached mode? A36: No, we disable this via group policy. Q37: Are you using any email security (like Advance threat Protection or Barracuda)? A37: Yes. We use ProofPoint Data Loss Prevention, Spam Filtering, Antivirus, FortiNet UTM Q38: Domain Controllers Operating System and Domain functional level. A38: Active Directory Server 2012 R2 Native Q39: End users are using local, Roaming, Mandatory or temporary windows profiles. A39: The City uses local profiles only. Q40: Do you have any existing network limit policy for upload and download rate for One Drive for Business? A40: No, the City does not have a One Drive policy in place. Q41: Do you have SMTP Relay devices configured to send out email if yes, how many devices? A41: Yes, the City uses two (2) ProofPoint Servers in a cluster. Q42: Are you using Azure Active Directory Connect or DirSync to sync users to Office 365? A42: Yes, the City has Azure Active Directory Connect. Q43: Is Active Directory federation in use? If yes, which version? A43: Yes, Server 2012 R2 ADFS v3 Q44: Any third- party application integration required for SSO? A44: Yes, we are currently using ADFS for SSO with ServiceNow and ArcGIS Online. Q45: Does cleanup (or purge) is performed for old/expired/stale accounts and Mailboxes? A45: Yes, we purge old accounts and mailboxes. Q46: When is the last time Domain Controller and Exchange Servers were updated with latest Service pack and patch update? A46: Updates are installed monthly. Q47: Any assessment done for checking One Drive for business limitations for Network Shared drives? A47: No, nothing has been done to date. Page 5 of 7
Q48: Any clean up performed on network shared drives for OneDrive for Business migrations? A48: No, nothing has been done to date. Q49: Any file equals or greater to 15 gigabytes? A49: Yes. Q50: Does files and folders name contain long characters? A50: Yes. Q51: Do we have Terminal Services or Remote desktop services in use for End users profiles? A51: No. Q52: Do we have any MAC clients to use Sync files and folders to OneDrive for Business? A52: Yes, we have a few Mac clients. Q53: Are OneDrive for Business clients available in end user desktop? A53: No, but can be deployed. Q54: Are there any 3rd party plug in and Add-in are in use with Outlook Clients? A54: Yes. Q55: Any 3rd party application or Software relying on Exchange for notifications? A55: Yes. Q56: We request the City to run the Microsoft PowerShell script listed at the following link and share the generated Exchange 2010 environment report. https://gallery.technet.microsoft.com/exchange/generate-exchange-2388e7c9 A56: We will be happy to run this for the awarded vendor. See updated schedule (next page). Page 6 of 7
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 03/06/2018 Complete Selection Process 03/16/2018 Council Approval of Contract (if over $50k) 04/24/2018 Award of Contract 04/25/2018 Sign and Process Contract 05/11/2018 Notice to proceed 05/14/2018 Page 7 of 7