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HomeMy WebLinkAboutRequest to Purchase - Technology ServicesApril 27, 2020 For Board of County Commissioner approval, Grant County Department of Technology Services 35 C. St. NW Suite 308 PO Box 37 Ephrata, WA 98823 509.766.3190 - Phone As discussed and approved during the 2019 fall budget process for the 2020 year, the Technology Services Department was awarded capital outlay funds to acquire Microsoft 365 for the County and move our Exchange email to a hosted service. Due to recent events concerning COVID-19, all departments were asked to place capital projects on hold that were funded out of current expense. This was one of those projects. During the week of April 13th through the 17th, Technology Services experienced a number of issues with our on premise Exchange email server. These issues we continue to have are making it increasingly evident that we need to transition this service to a hosted solution that has greater and dedicated resources to maintain uptime and functionality. The amount that was awarded for these services was $95,000. The revised total quote on Jan 28th was for $106,233.36. Technology Services has sufficient funds in their COMPUTER S/W & LICENSE budget line to cover the difference. Technology Services also planned on paying the professional services to migrate Exchange. Technology Services has sufficient funds in our Professional Services budget line to incur that cost ($13,625). Technology Services asks that this project be allowed to continue in order to provide more stable and reliable communication services to the County and the citizens of Grant County. Res Joseph Assistai Grant t Dated this day of �'�_Q_ > 20ot Board of County Commissioners Grant County, Washington App rv Disapprove �— Abstain oe ---^ Carter birector unty Technology Services (16� ? 1�,- Dist # 1 Dist # I V YV' Dist # 2 Dist # 2 3 Dist # /tC hist#3 —I jo RECEIVED 2 8 2020 "� ;NT COUNTY COMMISSIONE -TO MEET CURRENT AND FUTURE NEEDS, SERVING TOGETHER WITH PUBLIC AND PRIVATE ENTITIES, WHILE FOSTERING A RESPECTFUL AND SUCCESSFUL WORK ENVIRONMENT." County of Grant Brittany Rang 35 C ST NW Suite 310 Ephrata, WA 98823 United States Phone: 509-766-3190 ext 3360 Fax: Email: bmrang@grantcountywa.gov Pricing Proposal Quotation #: 18372716 Created On: 1/28/2020 Valid Until: 2/28/2020 Inside Account Manager Bethany Trilone 290 Davidson Ave Somerset, NJ 08873 Phone: 732-652-6427 Fax: Email: Bethany_Tdlone@SHI.com All Pdces are in US Dollar (USD) Product Qty Your Price Total 1 Microsoft Exchange Online Plan 1 - Subscription license -1 user - hosted - GOV - EA 640 $36.52 $23,372.80 Subscription, Government Community Cloud -All Languages Microsoft - Part#: 3MS-00001 Contract Name: NASPO Software VAR Contract #: ADSPOl6-130651 Subcontract #: 06016 Note: Year 1 of 3 2 0365ProPlusGCC ShrdSvr ALNG SubsVL MVL PerUsr 640 $116.89 $74,809.60 Microsoft - Part#: 3WS-00001 Contract Name: NASPO Software VAR Contract #: ADSPOl6-130651 Subcontract* 06016 Note: Year 1 of 3 Subtotal $98,182.40 "Tax $8,050.96 Total $106,233.36 'Tax is estimated. Invoice will include the full and final tax due. Additional Comments Thank you for choosing SHI International Corp! The pricing offered on this quote proposal is valid through the expiration date listed above. To ensure the best level of service, please provide End User Name, Phone Number, Email Address and applicable Contract Number when submitting a Purchase Order. For any additional information including Hardware, Software and Services Contracts, please contact an SHI Inside Sales Representative at (888) 744-4084. SHI International Corp. is 100% Minority Owned, Woman Owned Business. TAX ID# 22-3009648; DUNS# 61-1429481; CCR# 61-243957G; CAGE 1 HTFOSHI International Corp. is 100% Minority Owned, Woman Owned Business. TAX ID# 22-3009648; DUNS# 61-1429481; CCR# 61-243957G; CAGE 1HTFO The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under that applicable line item. h K20-070 OFFICE 365 MIGRATION SUPPORT Statement of Work Prepared for Grant County, WA ZiT Co& K �LL Account• GRANT COUNTY, WA PROPOSAL FOR SERVICES 1. SCOPE OF SERVICES Grant County, WA ("Customer') has engaged SHI International Corp. ("SHI") to assist Grant County, WA with the following services ("Services") on a time and materials basis: Office 365 Migration Support. Grant County currently maintains an on -premise Exchange 2013 environment supporting Mail for approximately 700 users. Grant County would like to migrate to Office 365 Exchange Online. Customer will retain archive data that is currently in place. Ingestion of archived data is not part of this project. As a part of this engagement we will assess the needs of Grant County and assist in the decision- making process around messaging authentication for Grant County. The goal will be to achieve the business needs with as few complexities and mail hops as possible. At the end of the engagement MX records will be modified such that mail is delivered directly into Office 365, where it will be scanned for viruses and spam via Exchange Online Protection (EOP) prior to delivery into the Office 365 mailboxes. Authentication will occur via hashed passwords synchronized with the On -Premises Active Directory each account is associated with. 2. IN -SCOPE ENVIRONMENT The scope of work and pricing for this SOW are based on the following in -scope environment. Any change to the following in -scope environment details has the potential to affect the overall project scope and therefore the associated fees. Current Environment • Exchange 2013 • Two email servers Primary & Secondary • Public folders are used • Veeam is used for backup • Outlook 2007, 2010, 2013 some 2016 o Please note 2007 is not officially supported by Microsoft, and we will not support or troubleshoot Outlook 2010 clients • 700 Mailboxes • Active Directory Domain level is 2016 • Barracuda is currently in use • Current retention policy is 90 days, with a 5GB limit New Environment © 2019 SHI International. All rights reserved. This document contains confidential and proprietary information. • Office 365 (Exchange Online with EOP) 3. OUT OF SCOPE Any services not listed in the Scope of Services section above are considered "out of scope", however, for purposes of clarity, these services are not in scope of this SOW: • On-site support • Bulk migrations • PST and/or archive ingestion • Patching or other maintenance to existing systems (other than Exchange patching) • Remediation of existing Exchange or Active Directory issues • Decommission of current Exchange environment • SharePoint branding or customization • SharePoint data migration • OneDrive data migration • DLP and eDiscovery configurations • Operational, unscheduled, or emergency support • Software/Hardware Purchase/Acquisition • Licensing Purchase/Acquisition/Troubleshooting • Certification Training • Decommissioning of the legacy mail environment • Resolution of End User Desktop issues or installation/upgrade of desktop software. • Other deliverables, installation of hardware or software, or configuration of applications that are not specifically listed © 2019 SHI International. All rights reserved. 4Shy0 This document contains confidential and proprietary information. 2 4. SCOPE OF WORK As part of this project we will perform the following: Phase I: Design and Planning 1. Chair or participate in a kick-off meeting to ensure project goals are understood 2. Conduct the Detailed Design & Planning Workshop (DDW) 2.1. Develop full understanding of business needs 2.2. Determine plan for Office 365 Tenant(s) 2.3. Analyze existing mail server configuration 2.4. Generate Detailed Design Document (DDD) 2.5. Determine Migration plan and schedule 3. Determine Migration tool set 4. Receive Phase I sign -off Phase 11: Build and Test Support Provide support and guidance with the following tasks for the implementation of Office 365 1.1. Provision Office 365 1.2. Validate Tenant settings and configuration 1.3. Run Remote Connectivity Analyzer 1.3.1. Diagnose & resolve any identified issues 1.4. Create Test Mailboxes 1.5. Test Auto -Discover DNS Record 1.6. Test Mailbox Access (From Internal & External Sites) 1.6.1. Outlook (MAPI & RPC/HTTP) 1.6.2. OWA 1.6.3. ActiveSync 2. Support implementation of Directory and Password Synchronization 2.1. Update/Reconfigure existing Synchronization solutions 2.2. Deploy additional Sync Servers if needed 3. Provide support to Grant County Team to Conduct Test Migrations 3.1. Provision test accounts and mailboxes specifically for testing purposes 3.2. Mailboxes will be migrated from current location to Office 365 and remain linked to user accounts in Active Directory. 4. Develop and confirm the customized processes and scripting required for the above 5. Provide support to Grant County Team to Migrate SMTP Relay Hosts to Office 365 5.1. Test SMTP Relay from Identified Hosts 5.2. Reconfiguration of the actual hosts (printers, fax machines, etc.) is the responsibility of the customer, however, SHI will assist in the identification of these senders via log analysis if requested 6. Develop User Information Handout to assist the users with the migration process, highlighting any actual changes but also pointing out that most items that don't change 7. Create and test Office 365 script for mailboxes 0 O 2019 SHI International. All rights reserved. oghv This document contains confidential and proprietary information. 8. Provide support for Pilot Migrations 8.1. Identify Pilot Users (list to be provided by the customer) 8.1.1. Approximately 10 users 8.1.2. Must not include executives, department heads, or administrative assistants 8.2. Test Client Functionality 8.2.1. Mail flow 8.2.2. Calendar 8.2.3. Contacts 8.2.4. Public Folders 8.2.5. GAL Lookups 8.2.6. External Mailbox Connectivity 8.2.6.1.OWA 8.2.6.2. RPC/HTTP 8.2.6.3. ActiveSync 9. Receive Phase II sign -off Phase III — Office 365 Features, Knowledge Transfer, and Project Close 1. Finalize project documentation. Create "As Built" Design and Current State Documentation — this is an updated version of the original Detailed Design Document 2. Conduct documentation review and final Knowledge Transfer/ Turnover (up to two hours) 2.1. Provide Knowledge Transfer to the customer technical team including a Migration Runbook for bulk migrations 2.2. Provide details on how to perform the MX record cutover that will remove the on -premise Exchange system, along with instructions on how to decommission legacy Exchange servers 3. Conduct Close -Out Meeting and receive Project Sign -Off All support will be provided in a scheduled manner and as a Best Effort within the hours allocated to this engagement. As part of this project, SHI will assist with the tasks listed above as requested by the customer and scheduled by SHI. All support will be provided in a scheduled manner and as a Best Effort within the hours allocated to this engagement. SHI makes no guarantee that all of the tasks listed can or will be implemented within the estimated hours referenced in this SOW. If the project exceeds the estimated number of hours, SHI will make a request for more hours via the Change Order process. A. © 2019 SHI International. All rights reserved. �� 2 This document contains confidential and proprietary information. 4 5. PROJECT MANAGEMENT METHODOLOGY This project will be managed using the SHI Project Management Methodology, which is based on the Project Management Institute's Framework, as follows: Planning •Confirm i• Manage • Reassign work • Prepare final project scope resources to the -Adjust project deliverables and objectives project plan plan -Close open • Develop • Conduct status • Manage scope issues project plan meetings with change -Conduct -Determine and -Communicate requests customer close schedule project status • Identify risks meeting and resources -Track open project review -Confirm issues and risks 1 equipment i -Monitor project availability status 6. PROJECT DURATION The estimated project duration is 1.5 weeks*. Note that Time and Materials budgets and durations are estimates. The final project duration is affected by the actual time provided by all resources against the budget. Unless otherwise detailed, the Customer purchase order will be used without precedence of resources and may distribute budget dollars across resources in other than defined in Section 9. 7. PROJECT TEAM SHI will provide the following resources for this engagement: Resource Role Involvement Project Manager Responsible for overall execution of the project. Monitors Part Time progress against overall delivery. Primary interface between SHI and Customer. Solutions Architect Responsible for providing Office 365 Migration Support. Full Time 0 © 2019 SHI International. All rights reserved. This document contains confidential and proprietary information. 5 8. ASSUMPTIONS The services and associated price quoted within this Statement of Work are based on the following assumptions. Should any element(s) of these assumptions be lacking during execution of services, additional time and associated fees and expenses may be required to complete this Statement of Work. 1. SHI is not responsible for lost data. SHI recommends that Grant County, WA perform a full working backup of their data prior to the commencement of services. 2. Please note that the time designated for knowledge transfer is throughout the engagement. Grant County, WA is responsible for providing a resource dedicated to this engagement and the extent of the knowledge transfer is dependent upon the availability of this resource. 3. Minimum lead-time for scheduling is fourteen (14) business days from our receipt of the signed SOW and Purchase Order. Should you require more aggressive scheduling once these documents are received, please contact SHI to determine availability. 4. SHI will not develop applications as a part of this Statement of Work. 5. Grant County, WA will provide the necessary hardware to complete the engagement. 6. SHI is not responsible for delays caused by failures, including but not exclusive to systems, personnel or environmental causes or in receiving data from Grant County, WA. 7. Any restrictions or requirements regarding the SHI consultants' use of personal equipment must be stated in advance of the commencement of the engagement. 8. Grant County, WA will provide, to the extent necessary, administrative usernames and passwords available to meet necessary obligations. 9. Grant County, WA will provide necessary and accurate information regarding their current network environment. This information will include the technical configuration of the domain environment. 10. Grant County, WA will provide the necessary workspace and network access to provide the above services. 11. Grant County, WA will provide access to building(s) and room(s) as necessary to complete the services described above. 12. All hardware and/or software and licensing required to perform the above services will be provided by and is the responsibility of Grant County, WA. All wiring, hardware, and software required to perform the above services are in working order. 13. Grant County, WA will provide a technical point of contact during the time of this project. 14. No overtime services will be provided without a change order authorizing such charges. "Overtime" is defined as any work performed outside the hours of 8:00 AM to 5:00 PM local time. 15. All parties agree that personnel shall not be asked to perform, nor volunteer to perform, engineering and/or consulting tasks that lie outside the skill sets and experience of personnel. Oh© 2019 SHI International. All rights reserved. l% This document contains confidential and proprietary information Personnel have the right to decline on a service request if the request falls outside the scope of their experience and expertise. 16. One (1) hour per day minimum for remote services. 17. Eight (8) hours per day minimum for onsite services. 18. Subcontractor will not provide licenses, hardware or software under the terms of this agreement. 19. Technical resource(s) will be made available during the time of this project. 20. Weekly time reports will be provided. Hours are considered approved by both SHI and Customer if no comment is received in writing within ten business days of report distribution. 21. The cost associated with this project is based on the services outlined in the Scope of Work. 22. Work associated with this project will be performed remotely, during normal business hours. 23. The customer will provide designated points of contact to facilitate access to the network environment, connectivity to network segments, and any additional clarification of the environment as needed. 24. The customer will provide SHI access to existing server and network devices including remote access and access to the facilities containing these devices. 25. SHI consultants will have adequate administrative access and connectivity including remote connectivity to perform the tasks required for the project. a. Domain Admin for on -premise systems. b. Exchange Admin for on -premise systems and Global Admin for the Office 365 Tenant. c. Remote Access capability such as Cisco VPN, Nortel Contivity, etc., which will allow SHI consultants to independently access the customer network and work on the project. Alternative forms of access which are dependent upon customer personnel such as using a shared desktop accessed via WebEx or similar solutions are out of scope. 26. Change Management — SHI will participate in the customer's Change Management system for technical changes provided this involvement is minimized during fixed-price engagements. Total time related to technical Change Management for this engagement was estimated not to exceed one hour. Additional technical Change Management can be provided via a project change request. 27. Unless specified otherwise within this Statement of Work, SHI will provide two hours of dedicated Knowledge Transfer and turnover at the conclusion of the project. Time in excess of this amount due to customer requests for technical support, additional training, additional documentation, or other requests will be addressed via a change order. 28. A standard document template will be utilized for this service delivery. Additional or extended documentation requests are out of scope. 29. Remediation of existing issues found during the engagement is the responsibility of the customer unless specified otherwise stated within this Statement of Work. 30. In the event that timely approval of any necessary change requests is not provided, it is understood by the customer that the delivery team will cease activities until it is provided. h© 2019 SHI International. All rights reserved. i.t This document contains confidential and proprietary information. 31. Other deliverables, installation of hardware or software, or configuration of applications that are not specifically listed are out of scope. 9. CUSTOMER RESPONSIBILITIES Both Grant County, WA and SHI are responsible for the successful execution of this Project. Grant County, WA agrees to the following assigned responsibilities: • Prior to the start of this engagement, Grant County, WA will indicate to SHI in writing a person to be the point of contact. All project communications will be addressed to such point of contact (the "Customer Contact"). • The Customer Contact will have the authority to act for Grant County, WA in all aspects of the Project; however any changes that affect the scope of this SOW, schedule or price will require that an amendment to the SOW be executed between the parties. • The Customer Contact shall have the authority to resolve conflicting requirements. • The Customer Contact will ensure that any communication between Grant County, WA and SHI is made through the SHI project manager. • The Customer Contact will obtain and provide project requirements, information, data, decisions and approvals within one working day of the request, unless both parties agree to a different response time. • The Customer Contact will ensure that SHI project personnel have reasonable and safe access to the project site and adequate office space, if required. • The Customer Contact will help resolve project issues and ensure that issues are brought to the attention of the appropriate persons within the Customer organization, if required. • The Customer Contact will provide technical points -of -contact ("Technical Contacts"), who have a working knowledge of the enterprise components to be considered during this engagement. SHI may request that meetings be scheduled with Technical Contacts. • Grant County, WA will inform SHI of any necessary access issues and security measures and provide access to all necessary hardware and facilities as required. • Grant County, WA will provide, at no expense to SHI: computer hardware, software, and necessary access to the Customer network as required to complete the work described in this Statement of Work. • Grant County, WA is responsible for providing necessary telecommunications equipment, and related infrastructure as required for the successful completion of this engagement. • Grant County, WA will provide SHI consultants with adequate remote access and connectivity such as Cisco VPN, Nortel Contivity, etc., which will allow SHI consultants to independently access the Customer's network to perform the work described in this SOW. • © 2019 SHI International. All rights reserved. AN, This document contains confidential and proprietary information. NOTE: Alternative forms of access which are dependent upon Customer personnel such as using a shared desktop accessed via WebEx or similar solutions will INCREASE the time SHI consultants need to perform their work and therefore increase the cost associated with this SOW. • Grant County, WA agrees that all related information regarding this project will be communicated to SHI as expeditiously as possible. 10.PRICING AND PAYMENT SCHEDULE The following tables detail the pricing for delivery of the services outlined in this proposal. This quote is valid for 60 days from 2/27/2020. PROJECT MANAGER $125 13 $1,625 SOLUTIONS ARCHITECT $200 60 $12,000 TOTAL ESTIMATED FEE $13,625 On a weekly basis, SHI will submit timesheets to Grant County, WA for review and approval. Grant County, WA will have 10 calendar days to dispute any submitted timesheet. After such time, SHI will consider the timesheet approved in abstention. For disputed timesheets, SHI will work with Grant County, WA to resolve any issues. If SHI and Grant County, WA are unable to resolve the issue(s) associated with the disputed timesheet(s), SHI and Grant County, WA will follow the arbitration process outlined in the Master Services Agreement. Any additional work that is required outside the scope of this SOW shall follow the Change Control Process or initiate a new SOW. 10.1. Billing Terms SHI will invoice Grant County, WA monthly (or at project completion, whichever comes first) for services based on the number of hours consumed by SHI and approved by Grant County, WA since the last invoice. All invoices are due and payable within 30 calendar days of the invoice date. The total estimated fee does not include applicable taxes. Invoice(s) will include any applicable taxes due. v 20195H1 International. All rights reserved. ishr) This document contains confidential and proprietary information. 10.2. Digital Partner of Record Potential fees, commission or compensation may be received from Microsoft, in connection with the products or services being procured. 11.TRAVEL No travel is required for this engagement. 12.TERMS AND CONDITIONS This statement of work (SOW) is subject to and governed by the terms of the services agreement Software Value -Added Reseller (SVAR) Services ADSP016-130651 ("Agreement") between Grant County, WA and SHI. 13. CONTACT INFORMATION Project Point of Contact (Customer Contact) Name: John Martin Email Address: jmartin@grantcountywa.gov Phone Number: 509-797-3074 Send Invoices To: Name/Department: Grant County Address: 35 C St. NW City, State, Zip: Ephrata, WA 98823 Email Address: Phone Number: Can invoices be sent via email? Yes ❑ No ❑ 4hOc 2019 SHI International. All rights reserved. , This document contains confidential and proprietary information. 10 Work Location Address: Work to be performed remotely City, State, Zip: Work to be performed remotely 14.STATEMENT OF WORK ACCEPTANCE The project scope, terms and conditions are as outlined in this document. Once fully executed, this document will become the Statement of Work for the project defined in this document. The Customer's signature below authorizes SHI to begin the services described above and indicates the Customer's agreement to process and pay the invoices associated with these services. The SHI assigned project manager and your account executive will be in touch to schedule a Project Kickoff meeting and confirm desired start and completion dates as soon as possible after SOW acceptance. Before the Project Kickoff, the SHI project manager and the SHI Practice Manager will allocate project resources in our best attempt to satisfy your scheduling desires. At the Project Kickoff, the SHI Project Manager will review the SOW, present the proposed timeline, resource requirements, and project deliverables. The project manager will also review the change control process to be followed, confirm the Customer Contact information, and any other project administrative items. Grant CoLofj. WAI f, SHI International Corp Si nature: Si nature: Print Name: 0 p Print Name: Title: C L LP4 A -r, re— Title Date: S� - 0 Date: © 2019 SHI International. All rights reserved. This document contains confidential and proprietary information. 11