Migration Services IBM Lotus Notes to MS Office 365

REQUEST FOR PROPOSALS

RFP No. 16-17-210

Migration Services – IBM Lotus Notes to MS Office 365

The City of West Palm Beach IT department is currently seeking proposals from a qualified firm experienced in groupware environment migration services from IBM Lotus Notes/Domino to Microsoft Office 365.

Proposal documents can be acquired electronically and free of charge by logging and register onto the City’s website at:

http://wpb.org/Departments/Procurement/Solicitations/Bids-List Time is of the essence and any proposal received after 3:00 p.m., Thursday, April 13, 2017 whether by mail or otherwise will be returned unopened. The time of receipt shall be determined by the time clock located in the Procurement Department Office. Proposals shall be placed in a sealed envelope, marked in the lower left-hand corner with the Request for Proposal (RFP) number, title, firm name, and date and hour proposals are scheduled to be received. Proposers are responsible for insuring that their proposal is stamped by Procurement Department personnel by the deadline indicated. IMPORTANT: Contact by a Proposer (or anyone representing a Proposer) regarding this RFP with the Mayor, any City Commissioner, Officer, or City employee other than an employee of the West Palm Beach Procurement Department, is grounds for disqualification. A Proposer shall submit one (1) original, five (5) copies and one (1) electronic copy (on CD-ROM or flash drive in MS Word or searchable PDF) of the proposal to the Procurement Department, at the time and date specified in the legal notice. All proposals must be delivered or mailed to:

Josephine Grosch, Sr. Purchasing Agent City of West Palm Beach Procurement Department

401 Clematis Street – 3rd Floor West Palm Beach, FL 33401

Dir: (561) 822-2107/ Main: (561) 822-2100 ENVELOPE MUST BE IDENTIFIED AS: RFP 16-17-210, MS Office 365

BY:_________________________

Frank Hayden PUBLISH: March 19, 2017 on Palm Beach Post

Procurement Director March 17, 2017 on Website

PROCUREMENT DEPARTMENT 401 Clematis Street – 3rd floor

West Palm Beach, FL 33401 Phone: 561-822-2100

Fax: 561-822-1564

http://wpb.org/Departments/Procurement/Solicitations/Bids-List

RFP 16-17-210 MS Office 365 Page 2

Migration Services – IBM Lotus Notes to MS Office 365

SECTION I. SCOPE OF SERVICES

1. ABOUT OUR CITY

The City of West Palm Beach (hereinafter known as “City”) is a full service City operating under a strong mayor form of government with a population exceeding 100,000. Departments report to the Mayor through the City Administrator with multiple divisions in each department. 2. GENERAL INFORMATION The City of West Palm Beach is soliciting responses to this RFP for software and services needed to migrate its groupware environment as defined below from IBM Lotus Notes/Domino version 9.01 to Microsoft Office O365/Exchange. The City desires to select a migration services partner and complete the scope of work described in this section resulting in all City email users being operational on the Office 365 online service no later than October 1, 2017. 3. EXISTING ENVIRONMENT

The City has been standardized on IBM’s groupware/email platform, commonly known as Lotus Notes/Domino, since 1998. The City’s working definition of groupware includes the following:

Email: Individual & Group Mailboxes Email Archiving and Retrieval Email Encryption Spam Filtering Virus Protection

Calendars: individual, delegated and shared

Resources: rooms, projectors, laptops, etc. (places and things)

Scheduling: people, places, things, and time (busy/free)

Address Books: individual, City, and other shared

Smart Phone and Tablet Support (Android, iOS, and Windows Phone)

Number of active user mailboxes: 1550 (note some may be obsolete and not migrated)

Total amount of physical disk space occupied by end user mailboxes: 413 GB

Total amount of physical disk space occupied by full text search indexes: 19 GB

Total amount of physical disk space occupied by DAOS: 2.7 TB

Total amount of physical disk space occupied by the archive mailboxes: 2.5 TB

Total amount of physical disk space occupied by Journaling: 2.5 TB

Total amount of physical disk space occupied by Journaling Full Text Indexes: 54 GB


4. PROJECT GOALS As a result of this RFP, the City will have contracted professional services to ensure a successful migration of its existing email users and associated data and functionality from IBM Lotus Notes/Domino to the Microsoft Office 365 online service/hosted Exchange Hybrid as required.

Specific objectives The selected Proposer will be responsible for providing services for the following items:

i. Implement the Office 365 G3 plan plus archiving/e-discovery for all users and encryption

for those users who require it.

ii. Assist in determining design, installation and configuration of the O365/Exchange

environment which must adhere to FDLE and CJIS requirements.

iii. Assist in setup and configuration of the online O365 tenant.

iv. Develop migration plan utilizing best practices to include record retention requirements.

v. Assist the City in evaluating and selecting migration tools.

vi. Migrate all active mailboxes and email users to Microsoft O365/Hosted Exchange. This

includes individual mailboxes and shared mailboxes

vii. Migrate all identified mail database archives to Microsoft O365/Hosted Exchange

viii. Migrate all active individual and shared calendars to Microsoft O365/Hosted Exchange

ix. Migrate delegated access to mailboxes and calendars to Microsoft O365/Hosted

Exchange

x. Migrate all active resources and reservations to Microsoft O365/Hosted Exchange

xi. Migrate all active address books to Microsoft O365/Hosted Exchange. This includes

contacts and groups within individual address books, the City's address book and other

shared address books

xii. Migrate all access control lists, applied to any of the above items, down to individual

documents

xiii. Configure users with a mobility requirement to securely access their synchronized City

email, calendars and address books from a mobile device

xiv. Configure users who are required to manage other's calendars allowing them to securely

access and update delegated email, calendars and address books

xv. Unless all users are migrated simultaneously, maintain co-existence for the period of time

during which some City users are on Microsoft O365/Hosted Exchange and the remainder

on Lotus Notes/Domino

xvi. Implement spam filtering and malware protection.

xvii. Implement journaling for all users.


xviii. Implement Microsoft compliance Center for fulfilling Public Record Requests and to meet

all other statutory requirements

xix. Conduct a two week initial deployment of the Microsoft O365/Hosted Exchange solution

within the IT Department followed by a two week assessment by another division to

ensure successful user acceptance testing of the base system plus any modifications

needed before full scale deployment

xx. Provide resources for product fixes resulting from errors identified during the initial

deployment

xxi. Provide an electronic version of the system and user documentation for the products

implemented at the City. The Selected Proposer will be responsible for modifying

documentation to reflect the City's final implementation

xxii. Provide the ability for users requiring it to send and receive encrypted email from within

the Microsoft O365/Hosted Exchange system

xxiii. Set up Microsoft O365/Hosted Exchange to provide system alerts to predetermined City

support staff in the event of service failure

xxiv. Provide documentation for a recovery process for mail, calendar, and scheduling

xxv. Provide documentation for best practice monitoring activities that should be performed on

a daily, weekly, and monthly frequency

xxvi. Conduct performance and load testing to ensure the new system performs to best practice

specifications with the City's environment

xxvii. Provide detailed technical documentation for all conversions and implementations

xxviii. Implement an on premise SMTP solution for legacy applications which do not support

authenticated SMTP.

xxix. Establish a method to maintain and publish the City phone directory after the migration.

(This is currently done using Domino.)

xxx. Establish mandatory disclaimers and retain the ability to assign various mandatory

disclaimers to specific users’ email messages based on either Organizational Unit (OU)

membership and/or group membership.

xxxi. Implement Office 365 archiving and e-discovery for all users.

xxxii. Establish Active Directory replication from our current environment to the Microsoft O365

cloud. Recommend best practices for AD cleanup before migration.

xxxiii. Users will authenticate to Office 365 using their Active Directory username and password.

xxxiv. The Office 365 migration and implementation will be compliant with applicable security

and privacy mandates such as, but not limited to, the Federal Health Insurance Portability

and Accountability Act (HIPAA) and State or Federal Criminal Justice Information Services

(CJIS) Security Policy.


xxxv. Provide archive platform solution for data not migrated due to retention policies but to

retain availability for Public Record Requests.

xxxvi. Present a project organization chart, including any third- party consultants, outlining the

reporting structure and primary responsibilities of each position. In addition, the Proposer

shall identify the requirements for the City's management, user, and technical personnel

for the project

xxxvii. Train Administrators. Office 365 administrative roles will be defined and the staff assigned

to those roles will be trained on the administrative functions they will be responsible for.

xxxviii. Train Developers. Office 365 application developer roles will be defined and the staff

assigned to those roles will be trained on the development functions they will be

responsible for.

xxxix. Train Support Staff. Office 365 end user support roles will be defined and the staff

assigned to those roles will be trained on the support functions they will be responsible for.

xl. Train Office 365 end users on how to use Exchange Online and Microsoft Outlook

including core functionality plus encryption, mobile device access, spam filtering,

archiving, and e-discovery

5. SCOPE OF WORK This section describes the major tasks the City requires the Selected Proposer to perform. These details, including identifying project deliverables, will be finalized during the contract negotiation phase with the selected proposer. This draft scope of work is supplied to assist proposers in planning and quoting their proposals. The tasks are not necessarily all inclusive and are likely to vary depending upon each proposer’s solution and approach. Proposers must take into consideration both the tasks outlined below along with all other work the proposer identifies as being required to meet the project goals outlined above.

i. Solution design

ii. Solution pilot

iii. Solution implementation

iv. User migration and authentication

v. Mailbox migration

vi. Archive migration & offline retrieval

vii. Personal and shared calendar migration

viii. Resource and reservation migration

ix. Notes personal address book migration

x. Domino address book migration

xi. Mail encryption migration


xii. Mobile device migration

xiii. Spam filtering and virus protection implementation

xiv. SMTP migration

xv. Archiving and e-discovery implementation

xvi. City directory implementation

xvii. Administrator training

xviii. Service desk training

xix. Desktop support training

xx. Office 365 End User Training

xxi. Documentation

6. APPROACH TO THE PROJECT

As City desires to partner with the selected Proposer to work as a team during the project cycle rather than the Proposer working independently, proposers shall provide detailed specifications for internal staff participation including skills required and time commitment, an estimated implementation plan including all various milestones, training plans, reference and ongoing support for the complete system. 7. EVALUATION FACTORS

Proposals and best value will be evaluated based on the following criteria:

1. Quality of the proposal, responsiveness to requirements and adequacy of information provided.

2. Qualifications of the team

3. Past experience – Must including Lotus Notes to MSO 365

4. References

5. Pricing

6. Impact to local economy in comparison to other proposers.

7.

Any suspension or debarment by any government entity; Any prior conviction for bribery, theft, forgery, embezzlement, falsification or destruction of records, antitrust violations, honest serves fraud or other offense indicating a lack of business integrity or honesty; any prior violation of City or County ethical standards.


8. Consideration of any other factors specific to this RFP.

9. Such other information as may be obtained.

SECTION II. SPECIAL TERMS AND CONDITIONS

1. INSURANCE REQUIREMENTS

The selected Contractor shall procure and maintain for the life of this contract agreement, insurance coverage obtained and written in the State of Florida of the following types and amounts:

A. Comprehensive General Liability: The minimum amount of coverage shall be $1,000,000.00

per person; $2,000,000.00 per occurrence.

B. Automobile Liability: The minimum amount of coverage shall be $1,000,000.00, Combined, Single Limit for Bodily Injury and Property Damage Liability. This policy shall be an “Any Auto” or Comprehensive policy.

C. Worker’s Compensation Insurance: Worker’s compensation insurance must meet minimum statutory limits and comply with Florida Statutes 440, Worker’s Compensation Law. Employer’s liability insurance must be maintained in an amount not less than $100,000.00.

D. Professional Liability or Errors and Omissions: Not less than $2,000,000 per claim, including appropriate prior acts coverage for the period of time the Consultant provided services to the City. Self-insured retentions or deductibles should not exceed $50,000.00 for written agreements or contracts with the City with a value of less than $1,000,000; and $100,000 for contracts with a value of $1,000,000 or more.

The City of West Palm Beach shall be named as additional insured on all applicable policies. Certification of Insurance covering the aforementioned insurance requirements shall be submitted prior to the signing of a contract and maintained current on file with the City of West Palm Beach during the contract period. Thirty days written notice must be provided to the City of West Palm Beach in the event of insurance cancellation.

2. COORDINATION WITH THE CITY The Successful Proposer shall identify the Project Manager to work in close coordination with the City. The City’s Project Manager shall be the City’s point of contact. The City shall approve any changes to the Project Manager or personnel assigned to the project.

During the term of the contract, the Project Manager shall meet on-site with the City’s Project Manager and/or other designated City officials as necessary, for the purpose of discussing and coordinating work to be performed, or performance of work.

3. SURVIVAL Provisions in regards to licensing, indemnification, governing law venue and confidentiality shall survive termination of contract.

4. ACCEPTANCE


The City requires an acceptance period of at least 30 days. During this 30-day period the system must perform without interruption of services and in compliance with all Representations offered in the Proposer's proposal. Should the system or other associated systems/devices fail to perform satisfactorily, the 30-day time frame for acceptance will start over until such time as the system performance is satisfactory for a period of 30 consecutive days. Final payment will be withheld, and the warranty period will not begin, until system acceptance.

5. IMPLEMENTATION

The City anticipates implementation completion (including training and documentation) within 120-150 days from contract award. Please indicate whether this schedule can be met and identify the tasks, including site preparation that the City and the Proposer will perform and/or be responsible for in order to accomplish implementation of the system in this time frame. It will be assumed that any task not specifically stated to be the City's responsibility would be that of the Proposer.

i. Implementation Plan - Within 5-days of contract award, the Selected Proposer must

provide a tentative implementation plan with dates necessary to place the system into

service. This plan must clearly identify the tasks and resource requirements of the City

during the implementation process.

ii. Testing - The City will require confirmation that all system requirements have been met

and sized appropriately. Describe your process for system testing and quality control. The

selected Proposer shall conduct performance and load testing to ensure the new system

performs to specifications with the City environment. The initial deployment and migration

from Lotus Notes/Domino to Microsoft Exchange/Outlook will be to the Information

Systems Department, and one or two other designated divisions. During the two (2) weeks

following these deployments, testing will take place to verify all features are working

properly, migration has been successful and mail flow is working properly. All issues

related to deployment must be resolved before the City will accept full scale deployment.

a. Procedure - The Selected Proposer shall provide a mutually agreeable functional test

and acceptance procedure for the system proposed, which must be reviewed and

approved in writing by the City, before any testing is conducted.

b. Testing shall include a final acceptance test of the entire integrated system.

c. The test plan shall document how each of the functional specifications are to be

tested, the method of verifying the results, and the expected results. The test plan will

also document how the required response times will be tested and validated.

d. Written reports - The City requires that the procedure include a process wherein the

City will be provided with a written report that documents compliance with each test

and which indicates test results, problems and solutions.

e. Notice of acceptance - Upon successful completion of every element of the functional

test(s), the City will execute a written notice of acceptance of the functional test(s).

f. Presence of City representatives - All functional tests shall be conducted in the

presence of a City representative. The City, at its option, may elect not to be present

for all or any part of the Proposer's own testing procedures.

g. Deadline for correcting malfunctions - In the event the system fails to pass any of the

functional tests, the Proposer shall have a minimum of ten (10) calendar days


immediately thereafter in which to correct defects. In the event that defects are not

fixed, the City may elect to cancel the agreement and take any additional steps that

may be appropriate.

iii. Final System Testing and Acceptance

a. Process Description - The Proposer shall describe their final acceptance test process.

The Proposer shall describe their methodology for notification and correction of test

failures.

b. Cutover to live operations - Upon successful completion of all functional testing,

completion of all training, cutover to full migration/implementation and operation will

begin.

c. Notification in writing - The Proposer shall notify the City in writing when the system is

ready for initiation of full deployment.

d. Acceptance - A final period of 30 consecutive calendar days after full deployment is

completed shall be included to demonstrate that all equipment and software is in good

operating condition and meets the specifications of the City.

e. Failure to achieve acceptance - If successful completion of the test period is not

attained within 30 days of the initiation of initial testing (IT Department), the City shall

have the option, at its sole discretion, of canceling the contract at no cost to the City, or

continuing the acceptance tests for an additional period (30 days).

f. Downtime - The system must be fully operational and available 99.999% of the time

during the acceptance test period.

g. Test failures defined - Failure of single client workstations due to faulty connectors,

cabling, damage, etc., will not constitute system failure. Failures of the system due to

scheduled maintenance, City negligence, outside agency action or vandalism will not

constitute test failure. Failures of this type will not relieve the Proposer from completing

tests, but such lost time will not be counted towards the deadline.

SECTION III. GENERAL TERMS AND CONDITIONS

1. Lobbying Prohibited

As to any matter relating to this RFP, any proposer, team member, or anyone representing a proposer are advised that they are prohibited from contacting or lobbying the Mayor, any City Commissioner, City staff, evaluation committee, City representative or Contractor, or any other person working on behalf of the City on any matter related to or involved with this RFP. For purposes of clarification, a team’s representatives shall include, but not be limited to, the proposer’s employees, partners, attorneys, officers, directors, Contractors, lobbyists, or any actual or potential subcontractor or Contractor of the proposer and the proposer’s team. All oral or written inquiries are to be directed to the Procurement Official. Any violation of this condition will be grounded for disqualification. Contact with the Procurement Department shall be for clarification purposes only. The “No-Lobbying” condition is in effect from the date of publication of this RFP and shall remain in effect until the City executes a contract, or otherwise takes action which ends the solicitation process for the project or study.


2. Ethics Requirements

All Proposers are responsible for educating themselves on the various ethics and conflict of interest provisions of Florida law, Palm Beach County Ordinance and City Code. No Proposer may employ, directly or indirectly, the mayor, any member of the City commission or any director or department heard of the City. The City Code prohibits any employee, or member or their immediate family or close personal relation to receive a substantial benefit or profit from any contract entered into with the City, either directly or through any firm of which they are a member, or any corporation of which they are a stockholder, or any business entity in which they have a controlling financial interest. Any affected city employee may seek a conflict of interest opinion from the City ethics officer prior to the submittal of a bid. Additionally, any employee may seek a legal opinion from the State of Florida Ethics Commission regarding state law conflict of interest provisions.

3. Small Business Program

The City’s Small Business Ordinance is set forth in Chapter 66 of the Code of Ordinances and is incorporated herein by reference. Proposers are encouraged to read it in its entirety. Any conflicts between the SB Ordinance and these specifications shall be interpreted pursuant to the SB Ordinance. Please note, regardless of whether a goal is established or not, the City encourages small business participation in all of its procurements.

4. News Releases / Publicity News releases, publicity releases, or advertisements relating to this contract or the tasks or

projects associated with the Project shall not be made without prior City approval.

5. Public Records; Confidential & Proprietary Information The City and its representatives are governed by the Sunshine law and the Public Records law of the State of Florida and all Proposals and supporting data shall be subject to disclosure as required by such laws. All Proposals shall be submitted in sealed form and shall remain confidential for the period permitted by the Public Records laws. Thereafter, any material submitted in response to this RFP will become a public record and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. If a Proposer believes any of the information contained in its Proposal is exempt from the public records law, the Proposer must claim the applicable exemptions to disclosure provided by law in their response to the RFP by identifying materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary and legal, and cite the legal authority for the exemption. No claim of confidentiality or proprietary information in all or any portion of a Proposal will be honored unless a specific exemption from the public records law exists. The City reserves the right to make any final determination of the applicability of the Public Records Law. The City will treat all non-exempt material received as public records.

6. Non-discrimination Proposer shall not discriminate in any way based on race, color, religion, sex, gender identity or expression, national origin, age, genetic information, disability, familial status, marital status or sexual orientation, or any other factor which cannot be lawfully used as a basis for selection, employment or service delivery.

7. Rights and Privileges; No Assignment

The selected proposer will be precluded from assigning, transferring, conveying, subletting or otherwise disposing of the award rights and ensuing contracts, if any, or of any or all of the rights, titles or interest therein, if any, without prior written consent of the City Commission.

8. Procurement Code


Chapter 66 of the Code of Ordinances of the City of West Palm Beach shall govern this RFP.

9. City as Gatekeeper of Documents

This document is issued directly by the City of West Palm Beach and the City shall be the sole distributor of all addendums and/or changes to these documents. It is the responsibility of the Proposer to confirm the legitimacy of procurement opportunities or notices directly with the Procurement Department. The City is not responsible for any solicitations advertised by subscriber publications, or other sources not connected with the City and the respondent/proposer should not rely on such sources for information regarding any solicitation made by the City of West Palm Beach.

10. Right to Contract for similar/additional services

The City reserves the right to provide for similar and/or additional services from other companies if the City so deems necessary. If the City elects to exercise this right the contract awarded under this RFP shall remain in affect as for to all terms, agreements, and conditions without penalty or diminution of ongoing services as contained therein and previously provided by the proposal. No contract with the City is an exclusive contract, unless explicitly stated in such contract.

11. Ownership of Documents

The City shall have full ownership and the right to use, reproduce, or modify, all drawings, surveys, plans, specifications, reports and documents resulting from this solicitation, and regardless of whether in paper or electronic format, without payment of any royalties or fees to the Proposer. Proposer acknowledges that City’s contract will require a full waiver of all intellectual property rights and copyrights in all such documents.

12. Proposal The successful Proposer will be required to assume responsibility for all services offered in

its proposal whether or not such services are provided by Proposer or a subcontractor. Further, the selected Proposer shall be the sole point of contact with regard to all contractual matters.

13. Indemnity

Proposer agrees to indemnify, defend, save and hold harmless the City, its officers, agents and employees, from any claim, demand, suit, loss, cost or expense for any damages that may be asserted, claimed or recovered against or from City, its officials, agents, or employees by reason of any damage to property or personal injury, including death, and which damage, injury or death arises out of or is incidental to or in any way connected with Proposer’s performance of the Services or caused by or arising out of (a) any act, omission, default or negligence of Proposer in the provision of the Services under this Agreement; (b) property damage or personal injury, which damage, injury or death arises out of or is incidental to or in any way connected with Proposer’s execution of Services under this Agreement; or (c) the violation of federal, state, county or municipal laws, ordinances or regulations by Proposer. This indemnification includes, but is not limited to, the performance of this Agreement by Proposer or any act or omission of Proposer, its agents, servants, contractors, patrons, guests or invitees and includes any costs, attorneys’ fees, expenses and liabilities incurred in the defense of any such claims or the investigation thereof. Proposer agrees to pay all claims and losses and shall defend all suits, in the name of the City, its employees, and officers, including but not limited to appellate proceedings, and shall pay all costs, judgments and attorneys’ fees which may issue thereon. City reserves the right to select its own legal counsel to conduct any defense in any such proceeding and all costs and fees associated therewith shall be the responsibility of Proposer under this indemnification provision. To the extent considered necessary by the City, any sums due Proposer under this Agreement may be retained by City until all of City’s claims for indemnification have been resolved, and any amount withheld shall not be subject


to the payment of interest by City. This indemnification agreement is separate and apart from, and in no way limited by, any insurance provided pursuant to this Agreement or otherwise. This paragraph shall not be construed to require Proposer to indemnify the City for its own negligence, or intentional acts of the City, its agents or employees. Nothing in this Agreement shall be deemed to be a waiver of the City’s sovereign immunity under Section 768.28, Florida Statutes. This clause shall survive the expiration or termination of this Agreement.

14. Disclosures and Disclaimers

This Request for Proposals (“RFP”) is being issued by the City of West Palm Beach (hereinafter known as “City”). Any action taken by the City in response to proposals made pursuant to this RFP or in making any award or failure or refusal to make any award pursuant to such proposals, or in any cancellation of award, or in any withdrawal or cancellation of this RFP, either before or after issuance of an award, shall be without any liability or obligation on the part of the City or their advisors. In its sole discretion, the City may withdraw this RFP either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the RFP. In its sole discretion, the City may determine the qualifications and acceptability of any party or parties submitting proposals in response to this RFP (each such party being hereinafter known as “Proposer”).

Following submission of a proposal, the Proposer agrees to promptly deliver such further details, information and assurances, including, but not limited to, financial and disclosure data, relating to the proposal and/or the Proposer, including the Proposer’s affiliates, officers, directors, shareholders, partners and employees, as requested by the City.

The information contained herein is provided solely for the convenience of Proposers. It is the responsibility of a Proposer to assure itself that information contained herein is accurate and complete. Neither the City, nor their advisors provide any assurances as to the accuracy of any information in this RFP. Any reliance on the contents of this RFP, or on any communications with City representatives or advisors, shall be at each Proposer’s own risk. Proposers should rely exclusively on their own investigations, interpretations and analyses in connection with this matter. The RFP is being provided by the City without any warranty or representation, express or implied, as to its content; accuracy or completeness and no Proposer or other party shall have recourse to the City if any information herein contained shall be inaccurate or incomplete. No warranty or representation is made by the City that any proposal conforming to these requirements will be selected for consideration, negotiation or approval.

The City, and its representatives shall have no obligation or liability with respect to this RFP, or the selection and award process contemplated hereunder. Neither the City nor its representatives warrant or represent that any award or recommendation will be made as a result of the issuance of this RFP. All costs incurred by a Proposer in preparing and responding to this RFP are the sole responsibility of the Proposer. Any recipient of this RFP who responds hereto fully acknowledges all the provisions of this Discloser and Disclaimer and agrees to be bound by the terms hereof. Any proposal submitted pursuant to this RFP is at the sole risk and responsibility of the party submitting such proposal.

This RFP is made subject to correction of errors, omissions, or withdrawal without notice. Information contained in the RFP is for guidance only and each recipient hereof is cautioned and advised to independently verify all of such information. In the event of any differences between this Disclosure and Disclaimer and the balance of the RFP, the provisions of this Disclosure and Disclaimer shall govern.


Formal presentation by the Proposer shall be made before the City which may include one or more Proposers. Contract negotiation will take place with the first choice of the City and if a suitable contractual arrangement cannot be made, negotiations will commence with the second choice or, the City may, at its sole option, withdraw this RFP.

The City reserves the right to select the proposal which in the opinion and sole discretion of the City will be in the best interest of and/or most advantageous to the City. The City reserves the right to waive any irregularities and technicalities and may at its discretion request re-submittal of proposals. All expenses in preparing the proposal and any re-submittals shall be borne by the Proposer.

The City and the Proposer will be bound only if and when a proposal, as it may be modified, is approved and accepted by the City, and the applicable agreements pertaining thereto, are approved, executed and delivered by the Proposer and the City, and then only pursuant to the terms of a contract executed by the Proposer and the City. All or any responses to this RFP may be accepted or rejected by the City for any reason, or for no reason, without any resultant liability to the City.

The City and its representatives are governed by the Sunshine law and the Public Records law of the State of Florida and all proposals and supporting data shall be subject to disclosure as required by such laws. All proposals shall be submitted in sealed bid form and shall remain confidential to the extent permitted by the Public Records law until the date and time selected for opening responses. Upon award recommendation or thirty (30) days after opening, whichever is greater, any material submitted in response to this RFP will become a ”public record” and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. Proposers must claim the applicable exemptions to disclosure provided by law in their response to the RFP by identifying materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary and legal. The City reserves the right /to make any final determination of the applicability of the Public Records Law.

15. Local Government Prompt Payment Act.

Payment of Fees will be made in accordance with the Local Government Prompt Payment Act, Section 218.70, et al., Florida Statutes, as amended, which provides for prompt payment, interest payments, and dispute resolution provided detailed invoices are submitted in compliance with the terms of the contract.

16. Proposal Costs

All costs and expenses incurred by any Proposer or party in responding to this RFP, preparing a Proposal and any re-submittals, are the sole responsibility of the Proposer.

17. No Return of Proposals

All Proposals shall become the property of the City and shall not be returned.

18. Public Entity Crimes Act. Consultant represents that the execution of this Agreement will not violate the Public Entity Crimes Act (Section 287.133, Florida Statutes), and certifies that Consultant and its sub-consultants under this Agreement have not been placed on the convicted vendor list maintained by the State of Florida Department of Management Services within 36 months from the date of submitting a proposal for this Agreement or entering into this Agreement. Violation of this section may result in termination of this Agreement and recovery of all monies paid hereto, and may result in debarment from City's competitive procurement activities.

19. Applicable Laws; Procurement Code


Chapter 66 of the Code of Ordinances of the City of West Palm Beach shall govern this RFP. Proposer shall, in its Proposal and any resulting contract or provision of services, comply fully with all applicable local, state and federal laws and regulations.

20. Inspector General

The Inspector General of Palm Beach County has the authority to investigate and audit matters relating to the award, negotiation and performance of the contract, and may demand and obtain records and testimony from the Proposer and its subcontractors and lower tier subcontractors. Proposer shall agree that in addition to all other remedies and consequences provided by law, the failure of Proposer or its subcontractor or lower tier subcontractors to fully cooperate with the Inspector General when requested may be deemed by the City to be a material breach of the contract justifying its termination.

SECTION IV. INSTRUCTIONS FOR SUBMITTAL

A. Preparing Proposal for Submission: Each Proposer is required, before submitting its Proposal, to carefully examine the requirements and to completely familiarize themselves with all of the terms and conditions that are contained within this RFP. Ignorance on the part of the Proposer will in no way relieve the Proposer of any of the obligations and responsibilities which are a part of this RFP. This RFP constitutes the complete set of specification requirements and forms. It is the responsibility of the Proposer to insure that all pages are included. Therefore, all Proposers are advised to closely examine this package and their Proposal prior to submittal. Proposals shall submit one (1) original, five (5) copies and one (1) electronic copy (on CD-ROM, in MS Word or searchable PDF) in a clear and concise format, on 8 ½" x 11" papers, in English. Each tabbed set shall contain all the information required by this RFP. Omission of required data may be cause for disqualification. Any other information thought to be relevant, but not applicable to the enumerated sections, should be provided as an appendix to the statement. The proposer is asked to limit marketing materials and excess verbiage yet, sufficiently their qualifications, cost, and other information pertinent for evaluation. The original Proposals must be enclosed in a document/binder labeled as the “original”. Proposal documents in the “original” submittal shall be typed or written in ink, and must be signed in ink by an officer or employee having authority to bind the company. Original signatures are required where indicated in the original proposal documents; photocopies are not accepted. The City’s evaluation of the Proposal’s compliance with the requirements of this RFP shall be based solely on the Proposal marked as “original”, regardless of whether the submitted copies or electronic version comply. Failure of the “original” Proposal to comply with the requirements of this RFP may be cause for disqualification or rejection of Proposal. Only one proposal may be submitted by each Proposer. No modifications to those proposals already submitted will be permitted prior to award, except in those cases where the City requests more information for clarification and/or enhancement purposes from all of the Proposers. Proposals shall be placed in a sealed envelope, marked in the lower left-hand corner with the RFP number, RFP title, deadline date and hour for receipt of Proposals. B. Clarification/Interpretation & Addenda Registration

No interpretation or changes to the meaning of the Request for Proposal will be made to any firm


orally, except by written addendum. All questions that change the scope of work or alter the contents of these documents will be answered via addendum. Addendums will form an integral part of the proposal and shall modify and become part of the RFP document. Each Proposer is requested to register under the designated solicitation via the Procurement Department website in order to receive any addenda(s) to this RFP:

http://wpb.org/Departments/Procurement/Solicitations/Bids-List

It is the responsibility of each Proposer to ensure that it receives all addenda. The City shall have no responsibility to provide any addenda issued under this RFP to any firm or Proposer not registered under the designated RFP in the City’s Procurement website. All questions regarding this RFP should be submitted under “Add a Question” section of designated solicitation and must be entered no later than 6:00 p.m., Friday, March 30, 2017. The City may issue written addenda to all recipients to clarify, comment, correct or as otherwise required to facilitate the selection process. Should any questions require revisions to the specifications as originally published such revision will be by formal written addendum only. For information concerning Procurement website, please contact:

Josephine Grosch, Sr. Purchasing Agent

City of West Palm Beach City Hall, Purchasing Department

401 Clematis Street, 3rd Floor West Palm Beach, FL 33401

Office (561) 822-2100 ▪ Direct (561) 822-2107 ▪ Email: [email protected]

C. Proposal Formatting In order to insure a uniform review process and to obtain the maximum degree of comparability, it is required that proposals be organized in the manner specified. The Proposal must be divided into separate sections by tabs as in the prescribed order. Where indicated, the City forms must be completed and submitted: Section 1: Proposer Information – Attachment A Complete the Proposer Information form found in Attachment A. Indicate the primary person responsible for this project. Form must be signed by an individual authorized to bind the Proposer.

Proposal shall include narrative including the following.

1.1 Contract Termination for Default

Has the Proposer’s company had a contract terminated for default in the last five years? Termination for default is defined as notice to stop performance which was delivered to the Proposer due to the Proposer's non-performance or poor performance and the issue of performance was either not litigated due to inaction on the part of the Proposer; or litigated and determined that the Proposer was in default.

If the company has had a contract terminated for default in this period, submit full details including the other party's name, address, and the phone number. Present the company’s position on the matter. City will evaluate the facts and may, at its sole discretion, reject the RFP on the grounds of its past experience.


1.2 Contract Litigation/Legal Proceedings

The Proposer shall identify any pending lawsuits, past litigation relevant to subject matter of this RFP, providing a statement of any litigation or pending lawsuits that have been filed against the Company in the last five years.

If an action has been filed, state and describe the litigation or lawsuit filed, and identify the

court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filed against the company, provide a statement to that effect.

Section 2: Addenda

Include a copy of the addendum, or addenda associated with the RFP, if applicable. Incomplete

proposals will not be considered.

Section 3: Approach to the Project

Proposal shall include narrative including your understanding of the Scope of Work.

Following must be submitted under this section by sub-tabs:

3.1 Area of Responsibility The City desires to partner with the selected Proposer to work as a team during the project cycle rather than the Proposer working independently. Provide detailed specifications for internal staff participation including skills required and time commitment. 3.2 Project Team Members The Proposer shall list each project team member, their role and their credentials including individual relevant experience. 3.3 Project Cost & Deliverable/Schedule Please provide an estimated implementation plan including all various milestones with projected hours and costs as outlined in the RFP Sec. 5 - Scope of Work herein.

3.4 Training Proposer shall include in their proposal a discussion of the on-site training. The training plans shall describe the procedures that the Proposer will employ to adequately accomplish training related to the implementation of their proposed system, including, but not limited to:

i. Proposed training plan and philosophy.

ii. Description of the training plan and materials offered.

iii. Description of the training provided relative to the operation of the system

proposed.

iv. Other educational services that may be of interest to the City relating to the

operation of the system.

v. Description of the training in terms of number of training sessions, length, type, etc.


vi. Proposers should include in the proposal a proposed agenda and a sample class

syllabus for each class described below.

vii. Must provide, as a minimum, training for the following type and number of City

personnel.

a. Train the Trainer Training - The Proposer shall provide instruction for designated

training coordinators, to ensure their complete understanding of the functional use of

the system. These individuals, at the completion of training, must be capable of

administering a training program for other individuals at a later date and have an

understanding of the advanced features available within the Microsoft Exchange

system (contact sharing, calendar delegation, etc).

b. System Administrator Training - The Proposer shall provide training and

documentation for designated City personnel, to ensure their complete understanding

of the administration of the Microsoft Exchange system. These individuals, at the

completion of training, must be capable of administering, configuring, managing and

troubleshooting a Microsoft Exchange environment. Include network integration, server

configuration and troubleshooting, desktop deployment, backup, archiving, journaling,

spam filtering, mobile device synchronization and other peripheral components.

c. End User Training - shall provide training and documentation for all City personnel

in the use of the new system. Including but not limited to customizing outlook settings,

automating outlook, creating and managing rules, searching, creating messages,

formatting messages, organizing messages, creating and managing calendars,

appointments, meetings and events, create and manage notes and tasks, create and

manage contacts and groups. Training to also include outlook web access.

viii. Proposers must submit implementation costs that include all necessary training.

Also include a daily rate for post installation training to be used only if additional

days are requested by the City.

ix. Taping - All training is subject to video and/or audio taping by the City for future

reference.

x. Proposers may provide their own online/video training materials in lieu of recording

live training by the City.

3.5 On-Going Support

i. Overview - Proposers shall provide recommendations for ongoing support for the

complete system. Include support for mail, calendar and mobile devices.

ii. Qualified Personnel - Indicate the number of service personnel qualified to

maintain the proposed system should the City need ongoing support. This should

include factory-trained personnel, personnel trained by the Proposer and all other

individuals who can perform technical services on the system.

iii. Hourly Service Rates - Indicate the hourly rate the City can expect for ongoing

support services for the proposed system.

Section 4: Reference & Past Experience


Provide at least 3 references of similar installed systems in the area. The references must be for migration to Microsoft O365/Exchange systems from Lotus Notes/Domino, with a minimum of 300 mailboxes. While you are free to provide any references, ideally, the City would like to talk with other local government references. Be advised, references are a major element of the customer's selection criteria. These references must include, as a minimum: name of client, contact person, address, telephone and email address of all previous migration services as well as a general description of the project and dates of performance. The contact person must have been informed that they are being used as a reference and that the City may check references. Poor references provided for the Proposer shall be cause for disqualification. Letters of Commendations or Recommendation may be included in this section.

Section 5: Options

Proposer may submit additional options, which are not included in the original scope. Each option should be independently listed, and include the projected benefits, along with the implications of costs, resources and schedule clearly identified.

Section 6: Forms The following City forms must be completed and submitted:

Representations and Disclosures, Attachment B


SECTION V. PROCUREMENT PROCESS

1. No Lobbying: Contact by a Proposer (or anyone representing a Proposer) with the Mayor, any City Commissioner, officer, OR City employee (other than an employee of the West Palm Beach Procurement Department), regarding this RFQL, is grounds for disqualification. Contact with the Procurement Department shall be for clarification purposes only.

2. Submittal Time is of the essence and any Proposals received after the date and time set forth in the Schedule for this RFP will be returned unopened. PROPOSALS NOT RECEIVED BY THE SUBMITTAL DEADLINE WILL BE REFUSED. The time of receipt shall be determined by the time clock located in the office of the Procurement Department. Proposers are responsible for ensuring that their proposal is stamped as received by the deadline indicated. Proposals shall be in envelopes and marked as described in this RFP. Proposals shall comply with the requirements of this RFP.

3. Evaluation Upon the receipt of written Proposals, but prior to final selection, the City may request that one or more Proposers submit additional materials or information. The City may conduct interviews with, and may require presentations from, one or more Proposers regarding their qualifications, experience, and ability to provide the required capital and services. The City reserves the right to request presentations from Proposers and conduct interviews with any, all or none of the Proposers. It shall be the City’s sole decision on whether any presentations are made or interviews are held and with which Proposers interviews are conducted. The City may select a Proposer that was not interviewed or did not make a presentation. The City reserves the right to make a selection based upon a response to this RFP alone and without presentations or additional information. The City also reserves the right to make no selection as a result of this RFP process. The City intends to select the Proposal and qualifications deemed to be in the best interests of and the most advantageous to meeting the needs of the City, and offering the best value to the City. Each Proposal will be evaluated individually and in the context of all other proposals. The selection of a Proposer(s) with whom to negotiate shall be based on the best value to the City. Best value means the overall value to the City, in the City’s sole discretion, as determined by considering the factors set forth in the City’s procurement code, along with those factors set forth in this RFP as Minimum Requirements and Evaluation Criteria. Submittals must be fully responsive to the requirements described in this RFP and to any subsequent requests for clarification or additional information made by the City through written addenda to this RFP. Proposals failing to comply with the submission requirements, or those unresponsive to any part of this RFP, may be disqualified. The City reserves the sole right to determine the Proposer’s performance history based on references or its own investigation. The City may require additional information from one or more Proposers to supplement or clarify the Proposals submitted. The City may conduct investigations with respect to the qualifications and experience of each Proposer and any team members. The Procurement Official reserve the right to waive any irregularity or technicality in the Proposals received. The City reserves the right to reject any and all Proposals received either in whole or in part, with or without cause, or to waive any qualification requirement, formalities or deficiencies in any Proposal, if such action is deemed by the City to be in the best interest of the City to obtain the required services.


This document is intended to be used as the instrument to transmit proposals and to define the terms, conditions and specifications desired by the City to receive proposals. It is the intent of the City to select a single proposer to supply the services necessary as defined herein, but the City retains the right to contract with more than one proposer for the services or to contract for a portion of the services. Nothing in this RFP is intended to restrict the City of West Palm Beach in any way in the selection of the proposal that best meets the needs of the City. The City reserves the right to reject any or all offers and to negotiate changes in proposals or best and final offers. The City may select another firm or use in-house staff to perform any of the above described items, in whole or in part.. The City reserves the right to reject any or all proposals or responses made during the course of discussions and negotiations concerning a proposed contract, to discontinue its efforts to seek services or to pursue another process to acquire such services.

4. Contract The City of West Palm Beach shall be entitled to enter into a contract with the selected Proposer through this RFP under the terms and conditions negotiated by City. The City reserves the right to contract for a portion of the services offered by a Proposer, subject to the mutual agreement of that Proposer.

Proposer(s) shall not assign or transfer any or all of its rights, dut ies or obligations under the contract without the prior, written consent of the City.

The contract shall be construed and interpreted, and the rights of the parties hereto determined, in accordance with Florida law without regard to conflicts of law provisions. The City and Proposer shall submit to the jurisdiction of Florida courts and federal courts located in Florida. The parties shall agree that proper venue for any suit concerning this Agreement shall be Palm Beach County, Florida, or the Federal Southern District of Florida. Proposer shall agree to waive all defenses to any suit filed in Florida based upon improper venue or forum nonconveniens. To encourage prompt and equitable resolution of any litigation, each party shall waive its rights to a trial by jury in any litigation related to the contract.

5. Protest Procedures Protest procedures are provided in Section 66-151 of the Code of Ordinances of the City of West Palm Beach. A protest must be addressed to the Procurement Official, in writing, identifying the protester, the solicitation and the basis for the protest and must be received by the Procurement Official within seven (7) calendar days of the first date that the aggrieved party knew or should have known of the facts giving rise to the protest. The protest is considered filed when it is received by the Procurement Official. Failure to file a protest in accordance with the Procurement Ordinance shall constitute a waiver of said protest. The City’s final determination of the Proposal that offers the best value or is in the best interest of and/or is most advantageous to the City is a final determination that may not be appealed.


ATTACHMENT A

PROPOSER INFORMATION

Company Name: ______________________________________ FEIN: _____-_______________

State of Incorporation: Attach copy of Letter of Incorporation and/or evidence of authorization to do

business in Florida

Principal Office: Address: ________________________________________________________________ Street

________________________________________________________________

City State Zip Code

Telephone: _______________________________ Fax: _________________________

Company Official: ________________________________________________________________ Name Title

Primary Contact Person: ___________________________________________________________ Name Title

Telephone: _______________________________ Fax: _________________________

E-Mail Address: _________________________________________________________________

Number of years in business: ______ years. Total Number of Employees: __________

Number of staff would be assigned for this project_________

Note: Please attach a Federal Tax ID (W-9) Form and copy of State of Incorporation to demonstrate the proposer is registered/ authorized to do business in Florida in this section.

Signature of Officer Authorized to bind the firm: Signature:_________________________________________________

Officer’s Name: _____________________________ Title: ____________________________ Date: _________________________________________


ATTACHMENT B

REPRESENTATIONS AND DISCLOSURES

RFP No. 16-17-210

STATE OF ______________________________________} } SS: COUNTY OF ____________________________________} I am an officer of the Proposer firm, named below, submitting its qualifications under a RFP and am authorized to make the following Representations and Disclosures on behalf of the Proposer. I certify or affirm that to the best of my knowledge and belief, the following statements are true: 1. No Lobbying. Proposer acknowledges that contact by a Proposer, or anyone representing a Proposer, regarding this RFP with the Mayor, any City Commissioner, officer, City employee, other than an employee of the West Palm Beach Procurement Department, is grounds for disqualification. 2. Conflict of Interest. Proposer has disclosed any actual, apparent or potential conflicts of interest that are present or could develop with respect to providing services under this solicitation any parties to this solicitation or any third parties. Proposer has identified the name of any officer, director, employee or agent who is also an employee or official of the City of West Palm Beach or the West Palm Beach Agencies. Further, Proposer has disclosed the name of any City official or employee or Official who owns, directly or indirectly, interest of ten percent (10%) or more in the Proposer’s firm or any of its affiliates or team members. The existence of any such conflicts of interest will not automatically disqualify any Proposer from consideration. The City will evaluate such disclosures and determine whether they are disqualifying or subject to possible mitigation measures.

3. Good Faith. Proposer represents that the Proposal is made without connection with any persons, company or party submitting another proposal, and that it is in all respects fair and in good faith without collusion or fraud. 4. Financial. Proposer certifies that Proposer has not filed for bankruptcy in the past five (5) years.

5. Criminal. Proposer certifies that neither Proposer nor any of Proposer’s principals have been convicted of a felony or fraud. Indicate if any principals have been indicted for a felony or fraud.

6. Procurement. Proposer certifies that Proposer and any parent corporations, affiliates, subsidiaries, members, shareholders, partners, officers, directors or executives thereof are not presently debarred, proposed for debarment or declared ineligible to bid or participate in any federal, state or local government agency projects and are not listed on the Florida convicted vendor list. Pursuant to F.S. 287.133, a person or affiliate who has been placed on the convicted vendor list maintained by the State of Florida may not submit a proposal to the City of West Palm Beach for 36 months following the date of being placed on the convicted vendor list.

7. No Solicitation or Contingent Fee. Proposer warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for Proposer, to solicit or


secure an award under this RFP and that it has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for Proposer, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from an award under this solicitation.

8. Use of Funds. Proposer certifies to the best of its knowledge and belief that no funds or other resources received in connection with an award of a contract from this RFP will be used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state agency.

9. No Liability. Proposer recognizes and agrees that the City will not be responsible or liable in any way for any losses that the Proposer may suffer from the disclosure of Proposal information to third parties. 10. Proposer agrees that its proposal may become part of any contract entered into between the City and the Proposer. 11. Proposer recognizes and agrees that the City will not be responsible or liable in any way for any losses that the Proposer may suffer from the disclosure of Proposal information to third parties. I certify or affirm that to the best of my knowledge and belief, the above representation and disclosure statements are true.

Proposer Firm: _________________________________________________________________

Officer’s Name: _____________________________ Title: ____________________________

Signature:_________________________________________________

AFFIRMED AND SIGNED before me this ______ day of ________________ , 20___

by ______________________________________ (name) as

________________________________ (title) of

______________________________________________________ (Proposer firm), who is

personally known to me or produced

___________________________________________________ as identification.

Notary Signature: _____________________________________ Print Name: ______________________________________ Notary Stamp or Commission No. _______________________________________ In the event Proposer cannot execute this form as drafted, Proposer may substitute a similar Representations and Disclosure certifying to the facts applicable to the Proposer.

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