Request for Proposals

Request for Proposals File Migration Assistance to Office 365 ISSUE DATE: 9/14/2017 PROPOSAL DEADLINE: 10/12/2017, 4:30 PM CT PROPOSALS RECEIVED AFTER THE DEADLINE WILL BE RETURNED UNOPENED

Proposal Submission Summary Proposal Due Date: Submit: October 12, 2017 at 4:30 PM Central time 1 printed, signed, original proposal and signed addenda 1 copy of the original proposal 1 CD or flash drive containing the following files: 1. Electronic version of proposal in PDF or Word format. Send to: City of Lake Forest Sealed Proposal: File Migration Assistance to Office 365 Joseph Gabanski, Assistant Director IT Division 800 N. Field Drive Lake Forest, IL 60045 Effective immediately upon release of this Request for Proposals (RFP) and until notice of contract award, all communications from proposers regarding this RFP shall be directed to the City designee: Joseph Gabanski, Assistant Director IT Division gabanskij@cityoflakeforest.com The City or designee shall distribute all official changes, modifications, responses to questions, or notices relating to the requirements of this RFP. Any information from any other source shall not be considered official and proposers relying on information from other sources do so at their own risk. Listed below are specific and anticipated dates and times of actions related to this RFP. An addendum to this RFP will be issued in the event that it is necessary to change any of the specific dates and times in the summary of events listed below: Milestone Anticipated Timeframe Intent to propose requested 09/21/2017 by 4:30 PM Central time Deadline for clarification questions 09/21/2017 by 4:30 PM Central time City distributes final addenda 09/23/2017 Vendor proposals submission deadline 10/12/2017 by 4:30 PM Central time Finalist interviews 10/16/2017 Week of Contract negotiations and award 11/06/2017 Anticipated implementation start 11/13/2017 Anticipated user training start 12/04/2017 Anticipated data conversion 01/08/2018 Anticipated project completion 02/28/2018 Page 2 of 16

Table of Contents 1 Introduction... 4 1.1 Overview... 4 1.2 Definitions... 4 1.3 Project Background... 4 1.4 Scope of Work... 5 1.5 Proposal Evaluation Process... 6 2 Preparing a Proposal... 7 2.1 Deadlines... 7 2.2 Requirements for Signing Proposal... 7 2.3 Intent to Propose... 7 2.4 RFP Clarifications and Questions... 7 2.5 Proposal Submission... 7 2.6 Advice of Omission or Misstatement... 7 2.7 Confidential Information... 7 2.8 Responsibility... 8 2.9 Pricing Eligibility Period... 8 2.10 Additional Charges... 8 3 Submitting a Proposal... 9 3.1 Executive Summary Proposal Section 1... 9 3.2 Proposed Services Proposal Section 2... 9 3.3 Cost Proposal Proposal Section 3... 9 3.4 Staffing Plan Proposal Section 4... 9 3.5 Timeline Proposal Section 5... 9 3.6 Client References Proposal Section 6... 9 3.7 Sample Agreements Proposal Section 7... 10 3.8 Exceptions and Deviations Proposal Section 8... 10 3.9 Additional Materials Proposal Section 9... 10 3.10 Addenda Proposal Section 10... 10 3.11 Contract Terms and Conditions Exception Explanations Proposal Section 11... 10 3.12 General Certification Requirements Form Proposal Section 12... 11 3.13 Identity Theft Protection Form Proposal Section 13... 12 4 Contract Terms & Conditions... 13 4.1 Professional Services Warranty... 13 4.2 Insurance... 13 4.3 Confidentiality... 14 4.4 Non-Performance Escalation Procedures... 15 4.5 Award of Contract... 15 4.6 Equal Opportunity Employment/Nondiscrimination Policy... 15 Page 3 of 16

1.1 Overview 1 Introduction The City of Lake Forest, Illinois (City) implemented Office 365 for email in November 2016, under a Microsoft Office 365 U.S. Government Community G3 license. The City did not utilize the Microsoft FastTrack program at that time. The City is currently soliciting proposals from qualified Vendors to provide IT professional services in two distinct areas. The first (1 st ) is to prepare the Office 365 SharePoint and OneDrive environment for City staff to transition data stored from an on premise file server. The second (2 nd ) is to provide training and training documentation to City employees in the use of this change. Proposers may submit a proposal for a portion of these services or all, and the City may award contracts to multiple vendors if deemed in the best interest of the City. The City considers this to be a change management project with aspects of technical data migration. It is expected that the chosen Proposer recommend best practices for this project with minimal disturbance to the end user. It is expected that the scheduling of this change will be recommended by the successful Proposer and communicated so that the City s IT Division can manage the project successfully. 1.2 Definitions The following definitions are used in the RFP: Client or City refers to the City of Lake Forest, Illinois. Vendor or Proposer refers to a firm, company or organization submitting a proposal in response to this RFP. 1.3 Project Background The City of Lake Forest currently has three (3) networked drives in scope for moving data to Office 365 a shared by the entire City (S Drive), a share for individual departments (G Drive), and a user home folder for each user (M Drive). These drives all reside on an on premise file server. It is anticipated a successful Proposer will assist the City s IT Division in preparing the Office 365 environment for IT to migrate chosen data to Office 365, under the direction of the City s departments. It is anticipated that a Proposer will also be chosen to train on its day-to-day use. Page 4 of 16

1.4 Scope of Work Vendors may submit a proposal for all or a portion of the desired outcomes identified in this section. The desired outcomes include: 1. Data File Migration Assistance a. Vendor to prepare Office 365 OneDrive environment for City IT to migrate data located in user home folders (M Drives). Total migration size for M Drive is estimated at 800 GB. b. Vendor to prepare Office 365 SharePoint Online environment for City IT to migrate City shared folder to (S Drive). Total migration size for S Drive is estimated at 200 GB. c. Vendor to prepare Office 365 SharePoint Online environment for City IT to migrate of all Department s Drives (G Drives). Total migration size for S Drive is estimated at 900 GB. d. Vendor to assist the City IT in making the data accessible to the end users through Group Policy Objects (GPO) or potentially third party tools e. Vendor to be consulted to assist in the verification of accuracy of data migration 2. Provide training and training documentation for approximately 200 users a. To be on premise or web based b. Prepare a one (1) to two (2) page take-away reference sheet for the Basic users c. Desired Timeframe for Basic Users: i. Basic users attend one hour of training ii. Twenty (20) sessions in total iii. To span across two (2) weeks d. Desired Content for Basic Users: i. The operational change from shared drives to OneDrive and SharePoint Online ii. Access to the Office 365 environment with mobile devices iii. Integration of email and OneDrive / SharePoint iv. Safely sharing data outside the organization v. Use of Office 365 Groups e. Desired Timeframe for Administrative Users: i. Up to four (4) admins ii. A single, two hour session f. Desired Content for Administrative Users: i. Control of user account data permissions ii. Distribution of Office 365 data in Windows and mobile environments iii. Onboarding and off boarding of user accounts iv. Data management after off boarding process As an optional outcome, which should be quoted separately, the HR department maintains an employee website that hosts calendars, documents, links, and other information pertinent to city operations. Optional outcomes include: 3. Migration Assistance of City employee information website to SharePoint Online a. Current location is http://www.citylf.org/eip b. Currently hosted by Network Solutions c. Vendor to setup the publicly accessible environment to facilitate file storage d. Vendor to setup the environment to facilitate calendaring functionality e. Must retain similar look and feel as current site Page 5 of 16

1.5 Proposal Evaluation Process A City selection team consisting of various stake holders will evaluate responses to this RFP. At any point in time during the evaluations a Vendor may be excluded from further consideration. At the conclusion of the process, the finalist Vendors will be judged on all information collected to date against the following criteria: Round 1 Evaluation: As part of the Vendor's RFP response, the following minimal criteria must be met for a proposal to be considered for further evaluation. Failure to meet all of these criteria may disqualify the Vendor's response from further consideration: 1. Response Timeliness RFP response is submitted by the due date and time 2. Response Authorization The RFP response contains an original signature signed by a company officer on the General Certification Requirements Form. 3. Response Completeness Vendor complied with all instructions in the RFP and provided a response to all items requested with sufficient detail that provides for the proposal to be properly evaluated and include all required forms. Round 2 Evaluation: For those Vendors whose proposals pass the minimal criteria, the following categories of criteria will be used to further evaluate the proposals with no order preference: 1. Staffing Proposed Required criteria met experience of proposed staff members to be assigned. 2. Investment and Costs One-time costs On-going costs / Maintenance costs 3. Ability to Deliver Comply with City Timeline Round 3 Evaluation: The top Vendors in the second round evaluation will then proceed to an additional level of due diligence that will include the following activities: 1. Follow-up Questions and Answers/Finalist Interviews 2. Reference Checks Page 6 of 16

2.1 Deadlines 2 Preparing a Proposal See Proposal Submission Summary on Page 2 for deadlines. 2.2 Requirements for Signing Proposal Each Vendor, by making a proposal, represents that this RFP document has been read and is fully understood. The proposal must include the General Certification Requirements Form signed in ink by an individual authorized to legally bind the person, partnership, company, or corporation submitting the proposal 2.3 Intent to Propose Prospective Vendors are encouraged to submit an intent-to-propose document via email. See Proposal Submission Summary on page 2 for deadline and recipient. Submitting an intent-to-propose document does not obligate the Vendor to submit a proposal and is not mandatory to submit a proposal. 2.4 RFP Clarifications and Questions If any person contemplating submitting a proposal is in doubt as to the true meaning of any part of this RFP, they may submit to the City a written request for an interpretation thereof. See Proposal Submission Summary on page 2 for deadlines and recipient. Responses to questions will be emailed to Vendors who have submitted a timely intent to propose document via an addendum to this RFP. Vendor will acknowledge receipt of each addendum issued by stating so in proposal submitted. 2.5 Proposal Submission Sealed proposals shall be sent by Federal Express (or comparable carrier) or hand delivered to the address indicated in the Proposal Submission Summary. The full name and address of the proposer will be clearly marked on the package. Proposals received after the deadline will not be accepted and will be returned to the sender unopened. Proposals may not be delivered via facsimile or e-mail. 2.6 Advice of Omission or Misstatement In the event it is evident to a Vendor responding to this RFP that the City has omitted or misstated a material requirement to this RFP and/or the services required by this RFP, the responding Vendor shall advise the City designee identified in the Proposal Submission Summary on page 2 of such omission or misstatement. 2.7 Confidential Information Information contained in the Vendor s proposal that is confidential must be clearly identified in the proposal itself. The City will be free to use all information in the Vendor's proposal for the City s purposes. Vendor Page 7 of 16

proposals shall remain confidential until the City s Selection Team makes a recommendation to City Council. The Vendor understands that any material supplied to the City may be subject to public disclosure under the Freedom of Information Act. Any information, including materials, drawings, designs, documentation, and other property or data, disclosed to the Vendor shall not be used, reproduced, appropriated, or otherwise disseminated to anyone other than the City. 2.8 Responsibility The City reserves the right to waive any irregularities; accept the whole, part of, or reject any or all proposals; and to select the firm which, in the sole opinion of the City, best meets the City s needs. The Vendor is responsible for any and all costs incurred by the Vendor or his/her subcontractors in responding to this RFP. 2.9 Pricing Eligibility Period All Vendor proposals are required to be offered for a term not less than 120 calendar days in duration. A proposal may not be modified, withdrawn or cancelled by the Vendor during the 120 day time period following the time and date designated for the receipt of proposals 2.10 Additional Charges No additional charges, other than those listed in the proposal shall be made. All travel expense costs must be included in the Vendor s proposal. The City will not make a separate payment for reimbursable expenses. Per Force Majeure, the City shall not be liable for additional travel costs incurred due for any reason outside City s control. Page 8 of 16

3 Submitting a Proposal To facilitate the analysis of responses to this RFP, the Vendor is required to prepare their proposals in accordance with the instructions outlined in this section. Failure to follow these instructions may result in rejection. The proposal should be organized as follows: 3.1 Executive Summary Proposal Section 1 This part of the response to the RFP should be limited to a brief narrative not to exceed two (2) pages describing the Vendor s ability to provide the City s solicitation identified in this RFP. Vendors must provide information about their company so that the City can evaluate the Vendor's stability and ability to support the commitments set forth in response to this RFP. 3.2 Proposed Services Proposal Section 2 The requirements defined in Section 1.4 Scope of Work contain the overall desired outcomes of the proposed services. Each Vendor should review the desired services requested and respond as to their availability. 3.3 Cost Proposal Proposal Section 3 All one time and on-going/recurring costs must be provided in the proposal. In the event services are provided at no additional cost, the item should be noted as, "no charge." Do not use, To Be Determined, or similar annotations, as the City is asking Proposers to provide pricing for all desired outcomes with the understanding that they may have to make assumptions. Such assumptions should be stated in this section. Vendors may submit multiple versions of pricing forms to reflect multiple proposal options, if offering multiple options. The pricing forms should be clearly named to distinguish each option. 3.4 Staffing Plan Proposal Section 4 The Vendor must detail the qualifications of staff that are proposed to provide services. If the Vendor is using a subcontractor, please include information on subcontracting staff being used and their specific role. 3.5 Timeline Proposal Section 5 In this section, the Vendor must describe their ability to adhere to the anticipated project schedule as identified in the Proposal Submission Summary on page 2 with the proposed staff. 3.6 Client References Proposal Section 6 The Vendor must provide at least three references from current clients that are similar in size and complexity to the City with a preference of minimum of 1 local government agency (e.g. Cities, Townships, Counties, special districts, or authorities). Page 9 of 16

3.7 Sample Agreements Proposal Section 7 Sample contractual agreements must be provided in this part of the Vendor's response for all services proposed. 3.8 Exceptions and Deviations Proposal Section 8 If the Vendor finds it impossible or impractical to adhere to any portion of these specifications, it shall be so stated in this section. 3.9 Additional Materials Proposal Section 9 The vendor may include any additional materials or brochures regarding the proposed services in this section. 3.10 Addenda Proposal Section 10 Include all original signed copies of City provided addenda of this RFP in this section. 3.11 Contract Terms and Conditions Exception Explanations Proposal Section 11 For all items the Proposal takes exception to in the Contract Terms and Conditions section of this RFP, a Vendor must fully explain the exception in the proposal. These contract terms and conditions are expected to be agreed to by the Vendor as part of contract negotiations. Exceptions must be explicitly noted in the Vendor proposals. Lack of exceptions shall be considered acceptance of all of the terms and conditions as presented in this RFP. Page 10 of 16

3.12 General Certification Requirements Form Proposal Section 12 All proposals submitted in response to this RFP must include a fully executed certification: STATE OF COUNTY OF PROPOSER S CERTIFICATION The undersigned, being first duly sworn on oath, deposes and states that all statements made herein are made on behalf of Proposer, that this deponent is authorized to make them, and that the statements contained herein are true and correct. Proposer deposes, states, and certifies that Proposer is not barred from contracting with a unit of state or local government as a result of (i) a delinquency in the payment of any tax administered by the Illinois Department of Revenue unless Contractor is contesting, in accordance with the procedures established by the appropriate revenue Act, its liability for the tax or the amount of the tax, as set forth in 65 ILCS 5/11-42.1-1; (ii) a violation of either Section 33E-3 or Section 33E-4 of Article 33 of the Criminal Code of 1961, 720 ILCS 5/33E-1 et seq.; or (iii) a violation of the USA Patriot Act of 2001, 107 Public Law 56 (October 26, 2001) (the Patriot Act ) or other statutes, orders, rules, and regulations of the United States government and its various executive departments, agencies and offices related to the subject matter of the Patriot Act, including, but not limited to, Executive Order 13224 effective September 24, 2001. DATED This Day Of, 20. Attest/Witness: Proposer s Name: By: By: Title: Title: Subscribed and Sworn to My Commission Expires: before me this day of, 20. Notary Public [SEAL] Page 11 of 16

3.13 Identity Theft Protection Form Proposal Section 13 All proposals submitted in response to this RFP must include a fully executed certification: All City Vendors with access to sensitive material must acknowledge receipt of a copy of the City of Lake Forest s identity theft prevention program policy. The policy can be found at the following website: http://www.citylf.org/eip/files/2914/1279/6037/dir3-4_id_theft.pdf IDENTITY THEFT PREVENTION PROGRAM CERTIFICATION I certify that I have read, understood and agree to comply with The City of Lake Forest s Identity Theft Prevention Program. Institution Signature Title Date Page 12 of 16

4 Contract Terms & Conditions The contract will be fully negotiated after a Vendor s proposal is accepted by the City. Responses to the contract terms outlined in this section will be considered in the selection process and such terms will be considered part of the final contract. 4.1 Professional Services Warranty 1. Vendor agrees at all times to maintain an adequate staff of experienced and qualified employees for efficient performance under this Agreement. Vendor agrees that, at all times, the employees of Vendor furnishing or performing any services shall do so in a proper, workmanlike, and dignified manner. 2. Vendor agrees that all persons working for or on behalf of Vendor whose duties bring them upon the City s premises shall obey the rules and regulations that are established by the City and shall comply with the reasonable directions of the City s officers. The City may, at any time, require the removal and replacement of any of Vendor's employees for good cause. 3. Vendor shall be responsible for the acts of its employees and agents while on the City s premises. Accordingly, Vendor agrees to take all necessary measures to prevent injury and loss to persons or property located on the City s premises. Vendor shall be responsible for all damages to persons or property caused by Vendor or any of its agents or employees. Vendor shall promptly repair, to the specifications of the City, any damage that it, or its employees or agents, may cause to the City s premises or equipment; on Vendor's failure to do so, the City may repair such damage and Vendor shall reimburse the City promptly for the cost of repair. 4. Vendor agrees that, in the event of an accident of any kind, Vendor will immediately notify the City s contact person and thereafter, if requested, furnish a full written report of such accident. 5. Vendor shall perform the services contemplated in the Agreement without interfering in any way with the activities of the City s staff or visitors. 6. Vendor and its employees or agents shall have the right to use only those facilities of the City that are necessary to perform services under this Agreement and shall have no right to access any other facilities of the City. The City shall also extend parking privileges to properly identified members of Vendor's full-time staff on the same basis as they are extended to the City s staff. 7. The City shall have no responsibility for the loss, theft, disappearance of, or damage to equipment, tools, materials, supplies, and other personal property of Vendor or its employees or subcontractors. 4.2 Insurance The following requirements are baseline standards for insurance to be provided. They may require adjustment from time to time based on a variety of factors, including the nature, scope, duration, and value of the procurement, and are subject to approval of the City. Page 13 of 16

4.2.1 Worker s Compensation and Employer s Liability with limits not less than: 1. Worker s Compensation: Statutory 2. Employer s Liability: a. $500,000 injury-per occurrence b. $500,000 disease-per employee c. $500,000 disease-policy limit Such insurance shall evidence that coverage applies in the State of Illinois. 4.2.2 Comprehensive Motor Vehicle Liability 1. With a combined single limit of liability for bodily injury and property damage of not less than $1,000,000 for vehicles owned, non-owned, or rented. 2. All employees shall be included as insureds. 4.2.3 Comprehensive General Liability 1. With coverage written on an occurrence basis and with limits no less than: 2. $2,000,000 Bodily Injury and Property Damage Combined Single Limit 3. Coverage is to be written on an occurrence basis. 4. Coverages shall include: a. - Broad Form Property Damage Endorsement b. - Blanket Contractual Liability (must expressly cover the indemnity provisions of the Contract) c. - Independent Contractors d. - Personal Injury (with Employment Exclusion deleted) e. - Broad Form Property Damage Endorsement f. - Bodily Injury and Property Damage 4.2.4 Professional Liability Insurance With a limit of liability of not less than $2,000,000 per occurrence and $2,000,000 in the aggregate and covering the consultant s errors and omissions. 4.2.5 Umbrella Policy The required coverages may be in any combination of primary, excess, and umbrella policies. Any excess or umbrella policy must provide excess coverage over underlying insurance on a following-form basis such that when any loss covered by the primary policy exceeds the limits under the primary policy, the excess or umbrella policy becomes effective to cover such loss. 4.2.6 Additional Insured The City shall be named as an Additional Insured on all policies except for: Worker s Compensation Professional Liability (if applicable) Each such additional Insured endorsement shall identify the City by name and also include its elected and appointed officials, its officers, employees, agents, attorneys, consultants, and representatives. 4.3 Confidentiality Both parties recognize that their respective employees and agents, in the course of performance of this Agreement, may be exposed to confidential information and that disclosure of such information could violate rights to private individuals and entities. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein shall survive the termination or cancellation of this Page 14 of 16

Agreement. This obligation of confidentiality shall not apply to (a) information that at the time of the disclosure is in the public domain; (b) information that, after disclosure, becomes part of the public domain by publication or otherwise, except by breach of this Agreement by a party; (c) information that a party can establish by reasonable proof was in that party s possession at the time of disclosure; (d) information that a party receives from a third party who has a right to disclose it to that party; or (e) information that is subject to Public Records requests or Freedom of Information Act (FOIA) requests. 4.4 Non-Performance Escalation Procedures In the event that the City determines that Vendor is not performing in a manner consistent with the intent and spirit of this Agreement or in a manner consistent with commonly accepted business practices, then the City shall have the right to, in the sequence shown: (a) formally notify Vendor of non-performance, (b) reserve the right to withhold any and all payments pending, including support and maintenance agreement fees, until the non-performance is corrected, (c) request a joint meeting of Vendor and City decision makers to attempt to resolve the non-performance, (d) require a Vendor employee to be on-site at City s location until the nonperformance is resolved, (e) request arbitration in the City of Lake Forest, IL per terms of the American Arbitration Association or at City s sole option, commencing suit in the Lake County Circuit Court, the venue of which is agreed to by Vendor, (g) terminate the agreement. 4.5 Award of Contract The Vendor shall be deemed as having been awarded a contract when the City s System and Services Agreement has been duly served upon the intended awardee by an authorized agent of the City and authorized agent of the Vendor. The successful Vendor, at the time of contract execution, must be licensed to do business in the State of Illinois. Should there be a conflict in wording between the Technology System and Services Agreement and the Vendor s proposal, the Technology System and Services Agreement shall prevail. 4.6 Equal Opportunity Employment/Nondiscrimination Policy It is the policy of the City that all vendors who provide goods and services to the City by contract, shall, as a condition of providing goods and services, adhere to all Federal, State and Local laws, ordinances, rules and regulations, and policies, and if applicable, prohibiting discrimination in regard to persons to be served and employees and applicants for employment including, but not limited to, the following: The Elliott-Larsen Civil Rights Act, 1976 PA 453, as amended. The Persons with Disabilities Civil Rights Act, 1976 PA 220, as amended. Section 504 of the Federal Rehabilitation Act of 1973, PL 93-112, 87 Stat 355, as amended, and rules adopted thereunder. The Americans with Disabilities Act of 1990, PL 101-336, 104 Stat 327 (42 USCA 12101 et seq.), as amended, and regulations promulgated thereunder. All vendors shall, as a condition of providing goods and services, as required by law and/or the City s Equal Opportunity Employment/Nondiscrimination Policy, not discriminate against persons to be served or an Page 15 of 16

employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment, or a matter directly or indirectly related to employment because of race, color, religion, national origin, age, sex, sexual orientation, ancestry, disability height, weight, marital status, or political affiliation that is unrelated to the individual s ability to perform the duties of a particular job or position. Page 16 of 16