City of North Kansas City Request for Proposals Microsoft Office 365 Project Overview The City of North Kansas City, Missouri is soliciting proposals to contract with a vendor to assist the City in the implementation of Microsoft Office 365. Interested vendors should read and understand all specifications included in the attachments and create a proposal that meets or exceeds those specifications. Please refer to Attachment A for the scope of work, Attachment B for the license breakdown and Attachment C for an overview of the current environment. Proposal Requirements Interested vendors should prepare an RFP response that includes the following information presented in the following order: 1. A cover letter introducing the company that clearly identifies the contact person for this response. 2. A completed Cost Sheet (Attachment D) 3. A project approach, which should include how the vendor would address the project goals. 4. Qualifications and experience on similar projects, including at least three references from clients within the past five years, with contact name, phone number, and email address. Submittal Instructions This is a sealed bid project. Interested vendors should submit one electronic copy of their proposal in pdf format on CD or flash drive along with 1 printed copies of the proposal in a sealed package to the City Clerk. The proposal must be clearly marked RFP Office 365 and delivered to: City Clerk; City of North Kansas City; 2010 Howell Street; North Kansas City, MO 64116. All proposals must be received no later than 2:00 pm on Friday, August 12, 2016 at which point they will publicly opened.
Selection Process City staff will choose the vendor by the following process: 1. Staff will evaluate the RFP responses based cost of the project as well as the experience and reputation of the vendor. 2. Staff may contact individual vendors for follow up questions or clarifications. 3. Staff will contact references. 4. Staff will select a vendor to recommend to the City Council for this project. Questions and Clarifications All interested parties are encouraged to email Stephen Roberts (sroberts@nkc.org) to register their intent to respond to this RFP. All firms expressing interest will be notified of any additional information or addendums issued for this RFP Questions about this RFP are to be directed to the Stephen Roberts, IT Manager, via email at sroberts@nkc.org. Special Considerations for Bids The City reserves the right to accept or reject any and all bids and to waive any technicalities or irregularities therein. No submitted bid may be withdrawn for a period of thirty (30) calendar days from the date set for the opening thereof. During the evaluation process, the City reserves the right to request additional information or clarifications from those submitting bids, and to allow corrections of errors or omissions. The City reserves the right to retain all bids submitted and to use any ideas in any bids submitted, regardless of whether or not that bid is accepted. Submission of a bid indicates acceptance by the person submitting the bid of the terms, conditions and specifications contained in this RFP and the standard City contract, a copy of which is attached to and made a part of this RFP, unless clearly and specifically noted in the bid submitted and confirmed in a subsequent contract between the City and the vendor selected. There is no expressed or implied obligation for the City of North Kansas City to reimburse responding companies or individuals for any expenses incurred in preparing bids in response to the RFP. The contents of the bid submitted by the vendor and any clarifications thereto shall become part of the contractual obligation and incorporated by reference into the ensuing agreement. All bids become the property of the City and will not be returned to the vendor.
The City reserves the right to formally amend any portion of the Request for Proposal. Vendors may not claim any indemnity, nor may they contest for whatever reasons, the choice of the City. The lowest bid may not necessarily be accepted. All bids will remain open for acceptance by the City for a period not less than Ninety (90) days from the date of the bid opening. The City is not under any obligation to award a contract, and reserves the right to terminate the Request for Proposal process at any time and to withdraw from discussions with any or all of the vendors who have responded.
Attachment A Scope of Work The scope of work for this project will be to provide the licensing detailed in Attachment B and assist with all tasks necessary to install and configure the Office 365 licenses, configure Single Sign On (SSO) and move mailboxes from the locally hosted servers to the Office 365 cloud servers. The scope of work also includes administrator training for 2 users Attachment B License Type Count The following is the number and type of Office365 licenses that the City will purchase. The license subscription quoted and supplied must be from the Microsoft Government Community Cloud. License Type Qty Office365 U.S. Government E3 70 Office365 U.S. Government E1 78 Attachment C Current Environment The City is standardized on Office 2010 Pro Plus with Exchange 2010 hosted locally. Approximately 130 GB of Exchange stored email Approximately 75 GB of email stored in.pst files. Servers are standardized on Windows Server 2008 R2 Active Directory is at Domain Functional Level 2008 R2
Attachment D Cost Sheet Please fill out this page completely and include it in your RFP response. The City will use this page for the bid tabulation. Attach additional documentation if necessary. License Cost License Type Qty Unit Cost Total Office365 US Government E4 70 Office365 US Government E1 78 Total Cost Consulting Fees Please list the hourly rate for any work to be done by the vendor. Hourly Rate Other Costs Please complete the following table to include all other costs associated with this project. Description Qty Unit Cost Total Training Travel Completed by: Print Name Title Signed Date