Issue a RFP for Microsoft 365 Licenses and deployment services BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 22-188
ISSUE A REQUEST FOR PROPOSALS (RFP) FOR
MICROSOFT 365 LICENSES AND DEPLOYMENT
SERVICES
WHEREAS, Lewis County Information Services has identified a need to migrate
their Microsoft Licenses to their cloud offerings; and
WHEREAS, guided deployment services are needed; and
WHEREAS, Lewis County is seeking proposals from qualified providers of
Microsoft Licenses and deployment services; and
WHEREAS, publication to solicit for such licenses and services is needed to
contract with a professional provider.
NOW THEREFORE BE IT RESOLVED that the Information Services Director is
instructed to prepare an RFP, evaluate responses and purchase said licenses and
services; and the BOCC Clerk of Board is instructed to proceed with all
appropriate and necessary notifications to advertise for said purpose; and
NOW THEREFORE BE IT FURTHER RESOLVED proposals shall be submitted to
the Lewis County Clerk of the Board of County Commissioners, 351 NW North St,
Room 210, Chehalis, WA 98532, in a sealed envelope marked "Lewis County
Office 365 Licenses and Guided Deployment Services Project" Attention: Rieva
Lester by 4 p.m. July 12, 2022.
DONE IN OPEN SESSION this 28th day of June, 2022.
Page 1 of 2 Res. 22-188
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Kevin A. McDowell Lindsey R. Pollock, DVM
By: Kevin A. McDowell, Lindsey R. Pollock, DVM, Chair
Deputy Prosecuting Attorney
ATTEST: Sean D. Swope
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S;ean D. Swope, Vice Chair
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Rieva Lester F..'�� 'C"" `� F Lee Grose
Rieva Lester, F. Lee Grose, Commissioner
Clerk of the Lewis County Board of
County Commissioners
Page 2 of 2 Res. 22-188
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LEWIS COUNTY NOTICE FOR:
Request for Proposals (RFP)
Lewis County Office 365 Licenses and Guided Deployment Services Project
Lewis County seeks proposals for the purchase of Microsoft Office 365 Licenses and Guided
Deployment Services to move our on-premise exchange server and users to the 365 platform.
Proposal must be marked "Lewis County Office 365 Licenses and Guided Deployment Services
Project”and must be delivered to the Lewis County Clerk of the Board of County
Commissioners,351 NW North St, Room 210,Chehalis,WA 98532 by 4 p.m.July 12,2022.
For more information about the project specifications and submittal requirements,contact
360-740-1337,email Matt.Jaeger@lewiscountywa.gov or visit www.lewiscountywa.gov for an
information packet.
DATED this 28th day of June, 2022.
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REQUEST FOR PROPOSALS
FOR
Lewis County Office 365 Licenses and Guided Deployment
Services Project
OFFERED BY:
LEWIS COUNTY
DEPARTMENT OF INFORMATION TECHNOLOGY
351 NW North St.
Chehalis, WA 98532
Mailing Address:
351 NW North St.
Chehalis, WA 98532
REQUEST FOR
PROPOSALS
ADVERTISEMENT
\LEWIS COUNTY/
I!'a.cbintoa's First County
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LEWIS COUNTY NOTICE FOR
Request for Proposals (RFP)
Lewis County Office 365 Licenses and Guided Deployment
Services Project
Lewis County seeks proposals for the purchase of Microsoft Office 365 Licenses
and Guided Deployment Services to move our on-premise exchange server and
users to the 365 platform.
Proposal must be marked "Lewis County Office 365 Licenses and Guided
Deployment Services Project" and must be delivered to the Lewis County Clerk
of the Board of County Commissioners, 351 NW North St, Room 210, Chehalis,
WA 98532 by 4 p.m. July 12, 2022.
For more information about the project specifications and submittal
requirements, contact 360-740-1337, email Matt.Jaeger@lewiscountywa.gov or
visit www.lewiscountywa.gov for an information packet.
DATED this 28th day of June, 2022.
Rieva Lester, Clerk of the Board of County Commissioners
Lewis County, WA
PUBLISH: The Chronicle -June 28th, 2022.
Lewis County Web Site @www.lewiscountywa.gov
REQUEST FOR
PROPOSAL
REQUIREMENTS
REQUEST FOR PROPOSAL REQUIREMENTS
The Lewis County Department of Information Services is requesting proposals
for Lewis County Office 365 Licenses and Guided Deployment Services Project.
Sealed Proposals shall be delivered to the Lewis County Board of
Commissioners, 351 NW North St., Room 210, Chehalis, WA, 98532-1900 no
later than 4:00 PM on the date specified for opening. Proposals shall be clearly
marked
"PROPOSAL FOR Lewis County Officer 365 Licenses and Guided
Deployment Services Project
Proposals shall be received no later than 4:00 PM, July 12th ,2022 at the
address above.
Delivery Requirements:
Any proposals received after the stated date and time will not be
considered. It shall be the sole responsibility of each proposer to have
their proposals delivered to the Lewis County for receipt on or before the
stated date and time. If a proposal is sent by mail, the proposer assumes
the risk and responsibility for its timely delivery to Lewis County.
Clarification and Addenda:
Each proposer shall examine requests for proposal documents and shall
judge all matters relating to the adequacy of such document. Any
requests concerning clarification, interpretation, or additional
information pertaining to the RFP shall be made to Matt Jaeger, IT
Director, at Matt.Jaeger@lewiscountywa.gov .
If any addenda are issued to this proposal, the Department shall attempt
to notify all prospective proposers. However, it shall be the responsibility
of each proposer, prior to submitting the proposal, to contact the
Department to determine if any addenda were issued and to make such
addenda part of the proposal.
Miscellaneous:
Proposals shall clearly indicate the legal name, address and telephone
number of the proposer (company, firm, partnership, individual).
Proposals shall be signed above the typed or printed name and title of the
signer. The signer shall possess the legal authority to bind the proposer
to the submitted proposal.
All expenses for making proposals to the County are to be borne by the
proposer, with the express understanding that no claims against the
County or the Department for reimbursement will be accepted. All
proposals become the property of the County and will not be returned to
the proposer.
Reserved Rights and Evaluation Process:
The County reserves the right to accept and/or reject any and/or all
proposals, to waive irregularities and technicalities, issue addenda, or
take whatever other action it deems in its best interest. There is no
obligation on the part of the County to award a contract to the lowest
proposer.
The County, with the assistance and advice of its Department of
Information Technology and Department of Internal Services, shall be the
sole judge of a proposal and its decision shall be final. The County also
reserves the right to make such investigation, as it deems necessary, to
determine the ability of any proposer to perform the work or services
provided. Information the County deems necessary shall be provided by
the proposer. The County reserves the right to reject any or all bids,
waive informalities, and to contract as the best interests of the County
may appear. The County will have the final authority to name the
successful proposer.
The Evaluation team will consider how well the vendor's proposed
solution meets the needs of the County as described in the vendor's
response to each requirement. It is important that the responses be clear,
concise and complete so the evaluators can adequately understand all
aspects of the proposal in a concise manner. The evaluation process is
not designed to simply award the contract to the lowest cost vendor.
Rather, the evaluation process shall be a competitive negotiation process
as outlined in (RCW 39.04.270). It is intended to help the County select
the most advantageous vendor, with the best combination of professional
attributes, experience and relevant skill-sets. Price
is also a factor and is based on the evaluation factors.
This RFP provides general and technical information as well as the
required format for responses. Your submitted response will be the
primary source of information used for system evaluation and selection.
Please include all required and appropriate information with your
proposal. No other source of information submitted, either written or
verbal, will be considered part of your proposal.
If a vendor is selected at the completion of the RFP process, the County
will complete contract negotiations with the chosen vendor to provide
these services, representing, but not limited to, solutions that best meet
the County's criteria in design, cost, vendor requirements and references.
Selection &Award:
The County intends to enter into an agreement with the vendor who
provides a submittal that best meets all the below listed evaluation
criteria (and receives the highest score) as determined by the evaluation
team. The intent of this process is to select the vendor deemed most
capable, and the approach deemed most successful, which meets the
County's functional and technical requirements.
uation Criteria Wei_ t
Proposed Fees/Costs 60 pts
Ability to expedite implementation 15 pts
Experience with Similar Projects: Demonstrates adequate 15 pts
experience with guided migrations of Microsoft Cloud
products and services
Familiarity with government specific migrations: 10 pts
Demonstrates experience with guided migrations
specifically of Office 365/Teams to other City and County
governments
Total 100 pts
Lewis County reserves the right to reject any or all submittals, and to
waive any irregularities or information in the evaluation process. The
final decision is at the sole discretion of Lewis County.
SCOPE OF WORK
Scope of Work
Scope:
Background:
Lewis County is looking to migrate off our standard Microsoft Exchange
server and Office licenses to Microsoft "Office" 365 Licenses, migrating to
Exchange online and Microsoft Teams. We are also requesting migration
& consulting services in migrating on-premise licenses and users to
Microsoft's cloud environment. Lewis County will maintain control of all
aspects of this migration.
Microsoft Licensing Requirements
1. 575 Licenses of Office 365 Plan G3 / 12 month term / Price per
user, per month
2. 575 Licenses of Defender Plan 1 GCC / 12 month term / Price per
user, per month
3. 2 Licenses of Azure AD Prem P2 / 12 month term / Price per user,
per month
Guided Deployment Services Requirements
1. Provide Assessment of current email and applicable systems for
diagnosis of issues and creation of migration plan
2. Setup assistance of the Office 365 Admin Console and initial
configuration of the Office 365 tenant to include testing, Azure AD
Connect Sync.
3. Guidance in the migration of Office 365 users utilizing a hybrid
approach. (Please note we are looking at hybrid approaches only,
not a sunset date on the cut-over)
4. At least 5 (or more)separate training sessions covering the topics of
Office 365 Admin Center, Exchange Admin Center, Teams Admin
Center, and SharePoint Admin Center.
5. Ensure Lewis County's Office 365/Azure environment is meeting
all security and compliance best practice standards.
6. Provide post mailbox migration guidance for decommissioning the
Exchange hybrid model.
Current Software
Lewis County uses:
1. Office 2013, 2016, 2019
2. Microsoft Exchange 2016, 2019
Instructions to Proposers
The "COUNTY" is the owner and at all times acts through its Board of County
Commissioners. The contact representative for the COUNTY will be Matt Jaeger,
Information Technology Director or his designee.
1. Examination of Site
It is mutually agreed that submission of a proposal shall be considered evidence that
the bidder has made such examination and is satisfied as to the conditions to be
encountered, and as to the requirements of the specifications and other contract
documents.
Failure to take this precaution will not release the successful bidder from entering into
contracts nor excuse him from performing the work in strict accordance with the terms
of the contract. CONTRACTOR shall employ, so far as possible, such methods and
means in the carrying out of his work as will not cause and interruption or interference
with any other contractor
2. Interpretation of Proposed Contract
If any person contemplating submitting a bid for the proposed contract is in doubt as to
the true meaning of any part of the specifications or other proposed contract documents,
he may submit to the COUNTY a written request for an interpretation thereof. The
person submitting the request shall be responsible for its prompt delivery. Any
interpretation of the proposed documents will be made only by addendum duly issued
and a copy of such addendum will be mailed or delivered to each person receiving a set
of such documents. The COUNTY will not be responsible for any other explanations or
interpretations of the proposed documents. All requests for interpretations shall be
received by the COUNTY not later than seven (7) calendar days prior to bid opening time.
3. Laws and Regulations
The bidder is assumed to be familiar with all Federal, State and County laws and
regulations which in any manner affect those engaged or employed in the work, or in
the materials and equipment used in the proposed work or which in any way affect the
conduct of work, and no pleas of misunderstanding will be considered on account of
ignorance thereof.
Should the bidders discover any provision in the specifications or other contract
documents which are contrary to or inconsistent with any law, any such correction to
the specifications or other contract documents resulting will be answered by addendum
addressed to all bidders.
4. Evidence of Qualifications
A bidder whose proposal is under consideration shall, upon request, within 2 business
days, furnish satisfactory evidence of his financial resources, his experience, and the
organization and equipment he has available for the performance of his contract. The
contacted bidder will furnish : (1) Similar contracts performed in the last 12 months, (2)
Contact name and number for those contracts, (3) Evidence of adequate equipment and
personnel for timely completion of work, (4) List of 5 references, including governmental
references if available.
5. Prohibition of Alterations
Except as otherwise provided herein, proposals which are incomplete, or which are
conditioned in any way, or contain erasures, alteration, or items not called for in the
proposal, or which are not in conformity to the laws, may be rejected as informal.
6. Execution of Proposal Forms
The bidder shall submit his proposal on the forms furnished in the specifications. All
blank spaces in the proposal form shall be properly filled in. Any sum of money shown
on the proposal form shall cover all work included in the bidding documents together
with any addenda thereto, and/or any unit prices called for and/or any alternates
called for shall include all items of labor, material, equipment, overhead and
compensation to complete all of the work under each particular heading.
Any sum of money shown on the proposal form and any agreed variations thereof shall
include all taxes imposed by law, excepting Washington State Sales Tax.
If a proposal is made by a partnership or co-partnership, it shall contain the names of
each partner and shall be signed in the firm name, followed by the signatures of the
partners. If the proposal is made by a corporation, it shall be signed in the name of the
corporation, followed by the written signature of the officer signing, and the printed or
typewritten designation of the office he holds in the corporation. The address of the
bidders shall be typed or printed on the proposal in the space provided. Bidder's
Contractor's License registration number must be stated.
7. Modifications of the Proposal
Modifications of proposals already received will be considered only if the request for the
privilege of making such modifications is granted and the modification is made prior to
the scheduled closing time for the receipt of the proposals. All modifications must be
made in writing over the signature of the bidder.
8. Withdrawal of the Proposal
At any time prior to the scheduled closing time for receipt of proposals, any bidder may
withdraw his proposal, either personally or by written request (on the bidder's
letterhead signed by the bidder). If withdrawal is made personally, the person making
the withdrawal shall present written request and give proper receipt. No telephonic
request for withdrawal of proposal will be considered. After the scheduled closing time
for the receipt of proposals, or before award of the contract, no bidder will be permitted
to withdraw his proposal unless said award is delayed for a period exceeding that noted
in the proposal form. Any bids received after the said scheduled closing time for receipt
of bids shall be returned to the bidder unopened.
9. Receipt of Proposals
Proposals will be received at the time and place stated in the Advertised Request for
Proposals. At the time and place set for opening and reading of proposals, each and
every proposal (except those which may have been withdrawn in accordance with
"Withdrawal of Proposal") received prior to the scheduled closing time for receipt of
proposals will be publicly opened and read aloud, irrespective of any irregularities or
informalities in such proposals.
10. Submission of Proposals
No oral, telephonic or telegraphic proposals will be considered. Each proposal, together
with bid information, shall be completely sealed in a separate envelope marked as
indicated in the Request for Proposal.
11. Acceptance or Rejection of Proposal
The COUNTY reserves the right to reject any and /or all proposals. The COUNTY also
reserves the right to waive any informalities in connections with said proposal or bid.
12. Contract Documents
Upon acceptance of the successful bidder's proposal, the COUNTY shall prepare, and
the successful bidder shall execute, a contract for the work.
13. Protection of Persons and Property
It shall be the responsibility of the CONTRACTOR to comply with all requirements of the
Occupation Safety and Health Act of 1971 (OSHA) and the Washington Industrial Safety
& Health Act (WISHA). The methods of compliance with safety and health precautions
are the responsibility of the CONTRACTOR and are not shown on the contract
specifications.
CONTRACTOR shall be governed at all times by applicable provisions of Federal, State
and County law(s).
Contractor shall furthermore indemnify and hold harmless the COUNTY and their
agents and employees from and against all fines or penalties levied by any public
authority for any failure by the contractor to comply with all applicable laws,
ordinances, rules, regulations and orders relating to public safety and health.
14. Evaluation of Proposals
Evaluation of proposals will be based upon economic factors and (1) experience and
responsibility, (2) ability prosecute the work in a timely manner, (3) other factors as
outlined in Section (4) above.
15. Insurance
The CONTRACTOR shall not commence work under this contract until he has obtained
all insurance required hereunder, nor shall the CONTRACTOR allow any sub-contractor
to commence work on this contract until all insurance required of the sub-contractor
has been so obtained. Each and every CONTRACTOR and sub-contractor shall
maintain all insurance required under this article during the life of this contract, and
for not less than one (1) year thereafter.
The CONTRACTOR shall furnish a"Certificate of Insurance" on the Lewis County form,
based on the coverage outlined herein. This certificate must have a"Notice of
Cancellation" clause stating the following: "Should any of the above described policies
be cancelled before the expiration date thereof, the issuing company will deliver 30 days
written notice to Lewis County". Furthermore, the Certificate of Insurance must also
state that "This Certificate does not amend, extend or alter the coverage of the policies
below". The required Certificate of Insurance document, with the appropriate wording
is attached. The Certificate of Insurance shall state that all liability policies are issued
on an "occurrence basis" and not on a"claims made"basis. Each and every policy shall
contain an endorsement stating that the insurance company will not, prior to
completion of the project or any policy expiration date shown on the policy and
certificate, whichever occurs first, terminate the policy or change any coverage therein
without first delivery, by registered mail, written notice of such action at least thirty (30)
days prior to the termination or change, to the COUNTY at whose request the policy and
certificate are issued.
The insurance required is as specified below and in the amount indicated:
a) Workmen's Compensation and Employer's Liability Insurance Statutory: Amounts
and coverage as required by law of the place of work.
Employers Liability: $100,000 each accident.
b) Comprehensive General Liability Insurance, other than automobile: Including
premises, elevators, products, completed operations and contractual; limits not less
than those stated below.
Bodily Injury Liability: $250,000 each person, $1,000,000 each occurrence.
Property Damage Liability, including XCU (explosion, collapse and underground
damage): $50,000 each occurrence, $250,000 aggregate.
c) Comprehensive Automobile Liability Insurance, including owned, non-owned and
hired vehicles; with limits not less than:
Bodily Injury Liability: $250,000 each person, $500,000 each occurrence
Property Damage Liability: $50,000 each occurrence.
d) The valuation of fire, extended coverage and vandalism insurance shall be in an
amount equal to one hundred percent (100%) of cost of replacement at time of
replacement, state sales tax and COUNTY'S fees.
Coverage shall include liability arising from water damage to property in care, custody
and control of CONTRACTOR and personal injury liability.
The COUNTY assumes no risk of loss by fire to any portion of the work or equipment
thereof, whether complete, in process of construction or installation, or stored on the
premises during the life of any contract for any portion of the work. The making of
partial payments to the CONTRACTOR shall not be construed as creating and insurable
interest by or for the COUNTY, or as relieving the various contractors or their sureties of
responsibility for loss by fire or other casualty occurring prior to final acceptance of the
project. The entire work of the CONTRACTOR shall be at the sole risk of the
CONTRACTOR until same shall be promptly repaired, replaced or rebuilt by the
CONTRACTOR after any loss or damage.
It is understood that the whole of the work under this contract is to be done at the
CONTRACTORS risk, and that he has familiarized himself with the conditions and
other contingencies likely to affect the work, and has made his bid accordingly, and that
he is to assume the responsibility and risk of any loss or damage to material or work
which may arise from any cause whatsoever prior to completion.
The Loss Clause shall be made payable to the Lewis County Treasurer as trustee for the
insured.
The inception date of this policy will be the date the CONTRACTOR is ordered by the
COUNTY to proceed with the contract.
PROPOSAL SUMMARY SHEET
Name of Proposer:
Address:
City, State, ZIP:
Telephone:
UBI or Contractor License #
Name of authorized representative of the above named company:
Title:
Signature:
Lewis County Office 365 Licenses and Guided Deployment Services Project Total
Cost $
Itemized unit pricing
Item Qty. Required Price per Unit
1.
2.
3.
4.
5.
6.
7.
BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: June 28, 2022
Suggested Wording for Agenda Item: Agenda Type: Legal Notice
Issue a request for proposals (RFP) for Microsoft 365 Licenses and deployment services
Contact: Matt Jaeger Phone: 3607403346
Department: IT - Information Technology
Description:
Lewis County Information Services is seeking a vendor to provide Microsoft 365 Licenses and
Guided Deployment Services
Approvals: Publication Requirements:
Publications:
User Status The Chronicle, The Lewis County Website
PA's Office Pending
Additional Copies: Cover Letter To:
AFFIDAVIT
OF PUBLICATION
STATE OF WASHINGTON 122787 RFP
COUNTY OF LEWIS LEWIS COUNTY
NOTICE FOR:
RequestforP
Cindy Thayer,and/or Sarah Burdick,and/or Ronda Pogorelc roposals(RFP)
and/or Cheyenne Denman says that she is the legal clerk of Lewis County Office
365 Licenses and
EI)e Guided Deployment
egrouttir
Services Project Lewis County seeks pro-
posals for the purchase of
a semi-weekly newspaper,which has been established,published Microsoft Office 365 Licen-
in the English language,and circulated continuously as a ses and Guided Deploy-
semi-weekly newspaper in the City of Centralia,and in Lewis ment Services to move our
County,Washington,general circulation in Lewis County for on-premise exchange serv-
more than six(6)months prior to the date of the first publication er and users to the 365
of the notice hereto attached,and that the said Chronicle was on platform.
the 7th day of July 1941,approved as a legal newspaper by the Proposal must be marked
Superior Court of said Lewis County.And that the attached is a 'Lewis County Office 365
true copy and was published in regular issues(and not in
Licenses and Guided De-
supplement form)of said newspaper as LEGAL#122787 ployment Services Project"
and must be delivered to
RE:RFP the Lewis County Clerk of
the Board of County Com-
once eac fora period of 1 missioners, 351 N W North
St, Room 210, Chehalis,
commencing on 06/28/2022 and ending on 06/28/2022 WA 98532 by 4 p.m. July
12, 2022.
and both regularly distributed to its subscribers during all of said For more information about
period.That the full amount of the fee charged for the foregoing the project specifications
publi .lion is the sum of S 14.88 ‘1111,
and submittal require-
ments , contact
360-740-1337, email
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iiiiiiJune 28,2022