Request for Proposal: Google G Suite to Microsoft Office 365 Migration
1.1.1. Broadband Communications North (BCN) is seeking proposals from qualified vendors (Microsoft Partners eligible for FastTrack Deployment desired) to provide Microsoft Office 365 system integration and implementation services. The scope of the project will be migrating BCN from Google G Suite to an Office 365 hosted email service.
1.1.2. The awarded vendor will assist BCN in performing a readiness assessment of the existing infrastructure, including gathering and documenting requirements, developing a migration plan, and executing against this plan. The vendor will provide services needed to migrate approximately 33 mailboxes to Exchange Online with email archiving, eDiscovery, anti-malware, and anti-spam filtering capabilities. The goal is to provide a seamless transition to Microsoft Office 365 Cloud architecture while maintaining secure and robust access to and from cloud services.
Broadband Communications North (BCN) is a not-for-profit incorporated entity. BCN is governed by a Board of Directors that is selected by members of the organization and made up of representatives from tribal councils, territorial political organizations, and independent First Nation communities.
BCN was incorporated in 2002 as a not-for-profit community-driven network that initially targeted 28 un-served and underserved communities in Manitoba. Since then, BCN has actively improved and expanded the network, which now services over 50 rural, northern, and remote communities in Manitoba. As an ISP, BCN has developed the capacity to work with the full range of technologies required to deliver connectivity to customers: satellite, fixed wireless, and fiber.
For many years, BCN has used Google G Suite as its online platform, with a total of 35 users. BCN also has used Microsoft Office 365 for several years, primarily to gain access to the Microsoft Office desktop software, as well as to provide Microsoft Teams for users. Although many of our users have not used Exchange email previously, as a technology company, our staff should generally only require minimal training.
BCN’s existing server and cloud infrastructure is maintained by the Network Operations team. Our local Active Directory domain is already linked to our Office 365 via Azure AD Connect, to provide password hash synchronization and single sign-on.
BCN wishes to move email and calendar from Google G Suite to Office 365 and discontinue G Suite. The other Google applications, such as Google Drive and Google Docs, are seldom used by staff, and so if those are difficult to migrate, their migration can be considered an optional component. BCN also plans to use Sharepoint cloud in the future. BCN is also interested in potentially leveraging Microsoft 365 to deploy applications to the internal staff systems, as that is currently being done manually by an administrator. This would aid in the deployment of Microsoft Teams, which some staff computers currently do not have installed.
Previously, BCN offered email accounts to customers on a separate DNS domain through the now-defunct Google Apps for ISPs service. When that service was discontinued, we moved the few customers using it to our main Google G Suite. Of these, there is only one customer left. This domain needs to be migrated to Microsoft 365 as well, but requires special handling as we do not want this customer to inadvertently be given access to BCN staff systems like Sharepoint Online, and so it may have to be migrated to a completely separate Office 365 tenant as a result.
1.3 SCOPE OF WORK
The Scope of Work will include:
A detailed technical document and solution plan, which will provide a thorough and clearly-defined procedure for a seamless migration to Office 365 including a significant focus on the communication and training requirements.
Office 365 Readiness Assessment, Onsite Discovery, and Planning
- Onsite review of client systems to gather and capture information about existing infrastructure
- Identify potential challenges in this migration and pose solutions
- Recommend a solid communications and training plan for BCN users based on best practices such as: lunch-and-learns, web-based training, and on-desk materials.
- Networking and Naming Services Planning
- Determine required tasks for configuring network and DNS
- User Identity and Account Provisioning Planning
- Review of existing Azure AD Connect synchronization to identify any potential necessary changes
- Review of existing Office 365 user licensing to identify gaps (ex. user not being licensed for Exchange) and recommend the necessary licensing changes.
- Exchange Online Planning
- Develop a migration strategy
- Identify mailbox size and item counts that will be migrated to Office 365
- Determine mail-enabled applications and plan for configuration
- Conduct a bandwidth assessment to calculate migration velocity for mailbox data
Preparing Environment for an Office 365 Deployment
- Implement company-wide training with employees through at least three forms of communication
- Prepare end-user documentation on Outlook and the new Office 365 environment
- Make any necessary changes to the Azure AD Connect synchronization
- Exchange Online Service Configuration
- Configure email coexistence with existing service and Exchange Online
- Mailbox quotas and archival/retention policies
- Anti-spam and malware protection
- Configure client computers and end-user experience
Migration and Cutover
- Assign licenses to users
- Migrate and synchronize mailbox data to Exchange Online
- Update DNS to point to Office 365
- Configure Outlook Web Access and Exchange ActiveSync for mobile phones and devices where applicable
- Perform Post-migration Service Testing of Office 365 functionality
Post Deployment Support and Office 365 Administration Training
- Have resources able to augment BCN support staff on the week after the migration is completed
- Webinar Training with IT Staff
- Administering Office 365 Services
- Office 365 Admin Best Practices
- Managing Azure AD Connect
- Administering Microsoft System Center
- 5 Days of Post Deployment Support
- 20 Hours of Service Desk Support to be used within a 1 Year Term
BCN’s environment (as it concerns this migration) is as follows and accurate as of April 28, 2022:
- Total Google G Suite storage in use (GB): 200
- Total licenses (mailboxes) in use: 35 (including former staff accounts retained for archival)
- Total amount of Mobile users: Approximately 12 (BYOD)
- Types of mobile devices: Mixture of iPhone and Android Phone
- A Windows Server 2012 R2 domain controller with two Windows Server 2019 member servers, one of which runs Azure AD Connect
- Location of employees:
- 21 at head office
- 2 working remotely
- Approximately 80% of BCN staff use desktops as their primary systems
- 3 meeting areas to be used as resource boxes
- Approximately 20 email groups
- A few accounts have many aliases (ex. the account for our help desk system, which has around 15 aliases so that incoming emails can properly be sorted into queues)
RFP submissions will be signed, dated, and will be electronically received by:
Network Operations Manager
Broadband Communications North Inc.
26-30 Fort Street
Winnipeg, Manitoba R3C 1C4
Submissions must be received ON OR BEFORE 4:00PM Winnipeg time on May 27, 2022.
A bid submission received after 4:00 PM will be declared a late bid. Late bids will not be considered, and will be returned to the proponents.
All queries should be made in writing, and submitted via email to:
Network Operations Manager
Broadband Communications North Inc.
Responses to queries or the timing of responses cannot be guaranteed.
4.0 Examination of Documents
4.1 Before submitting a proposal the proponent shall:
- Carefully examine the specifications outlined in this document
- Fully inform itself of all conditions and limitations specified in all parts of this document
- Include in its bid sufficient information to cover all items required by the contract
5.0 Proposal Submission
- MANDATORY REQUIREMENTS
- The vendor will provide and execute the Office 365 migration plan
- All archive and mobile users and data will have to be included in this migration
- The migration will have to be seamless to the business, with a cutover happening on a designated weekend
- Office 365 will have to be in full production by August 1, 2022
- The vendor will be responsible to setup any licensing required for this implementation
- The vendor will require a thoughtful and detailed plan around communication and training
- The vendor will provide end-user documentation, with screenshots and easy to read instructions, covering how to use Outlook and Office 365, lunch-and-learns, and web-based training
- Cover Letter: A cover letter, signed and dated, summarizing the qualifications of the Proponent’s firm to engage in this project
- Overview of the Firm: a brief outline of Proponent’s experience along with pertinent corporate details including full legal company name; year business was established; and number of people currently employed
- Project and Client Management: a detailed description of the approach and methodology for managing projects and client relationships
- Project Management Team: a detailed description of the firm’s project management team including skills, experience and capabilities of relevant staff. A complete CV of the individuals who would be assigned to complete the intended contract will be included as an appendix to the submission
- Project Schedule: a detailed breakdown of all deliverables identified in the Scope of Work including, methods, tools and a timeline to complete the project
- Client Reference List: provide a client list for similar projects completed in the last three years for three different clients. This will include the institution or business, an individual contact name, a daytime phone number, and an email address
- Project Costs: The Proponent shall provide the total fixed price for the project based on the Scope of Work
5.3 SUBMISSION PROCESS
5.3.1 One (1) PDF electronic copy of the RFP submission is to be emailed to the contact indicated in Section 2 & clearly marked with the project name and RFP number on it, on or before the date & time shown on the cover page of this RFP. Submission deadlines are strictly enforced.
5.3.2 BCN reserves the right to accept in part or in whole any proposal. The lowest bid submission will not necessarily be accepted. BCN reserves the right to not award a contract to any or all bidders. Identify any Indigeneous content if any on proposals.
5.3.3 Bid submissions that are unsigned, improperly signed, conditional, illegible, obscure, contain errors, erasures, alterations or irregularities of a kind may, at the discretion of BCN, be declared non-compliant.
5.3.4 No oral, telephone, faxed or emailed modifications will be considered once the deadline has passed.
6.1 Prices will be stated in Canadian Dollars.
6.2 HST is not to be included in pricing.
7.0 EVALUATION AND SCORING
7.1 Evaluation Process
7.1.1. It must be understood and accepted by any Proponent submitting a proposal that all decisions as to the degree to which a proposal meets the requirements of the RFP are solely within the judgment of the proposed evaluation committee.
7.1.2. Proponents must respond to this solicitation by submitting all data required herein in order for the proposal to be evaluated and considered for award. Failure to submit such data shall be sufficient cause for disqualification of a proposal from further consideration of award.
7.1.3. Proposal shall undergo a three-stage evaluation process:
Stage I will consist of a review to determine which proposals comply with all the mandatory requirements.
Stage II will consist of a scoring by BCN of each qualified Proposal on the basis of the Rated Criteria.
Stage III will consist of a scoring of the pricing submitted by Proponents, the evaluation of price/cost shall be undertaken after the evaluation of mandatory requirements and any rated requirements has been completed.
At the conclusion of Stage III, all scores from Stage II and Stage III will be added and, subject to satisfactory reference checks and the express and implied rights of BCN, the highest scoring proponents will be selected for the interview stage.
7.2 EVALUATION CRITERIA
The following is an overview of the criteria and weightings of the rated criteria of the RFP.
|A comprehensive O365 migration project plan with technical details on how the vendor will migrate current contents seamlessly to an O365 environment
|A comprehensive communication, documentation and training section in the overall project plan
|Capability to meet project timelines
|Product and service history
8.0 Contract Documents
8.1 Should BCN proceed with a contract award, the agreement will reference core elements of scope outlined in this RFP document, and the proponent’s response.
8.2 If, in the opinion of BCN, the Proponent cannot provide the services promised in the contract, BCN reserves the right to terminate the contract at any time, in accordance with the contract documents.
8.3 BCN assumes that the personnel named in the proposal will be the personnel working directly with BCN, if awarded the work. If the Proponent wishes to change personnel, a written request shall be submitted to BCN for approval. BCN reserves the right to request additional information regarding the proposed personnel and reserves the right to deny said request.
9.0 Conflict of Interest Disclosure
9.1 The Proponent warrants that, to the best of their knowledge, no potential, real or perceived Conflict of Interest exists with any employee, board member, or agent of BCN, either in their RFP submission or with the organization’s evaluation process.
9.2 Should a conflict of interest exist or arise, BCN, at its sole discretion, may disqualify the bid submission and/or contract as applicable.
10.0 Payment Terms
Payment terms are as follows:
- Net 30 days monthly upon approved invoice
- All invoices should be sent directly to the contact listed in section 2