CSP



CSP15-10892

Microsoft Office 365 Email Migration

Background:

The MetroHealth System is one of the largest, most comprehensive health care providers in Northeast Ohio, serving the medical needs of the Greater Cleveland community for 175 years. More than 500 primary care and specialty care physicians practice within The MetroHealth System. Affiliated since 1914 with Case Western Reserve University School of Medicine, MetroHealth is a center for medical research and education, with all active staff physicians holding Case faculty appointments.

The MetroHealth System is composed of a major medical center, a rehabilitation hospital, two long-term care/skilled nursing centers, an outpatient surgery center, and a network of community-based health care centers.

MetroHealth Medical Center, located on the near west side of Cleveland, is a leader in trauma, emergency and critical care; women’s and children’s services, including high-risk obstetrical care and neonatal intensive care; comprehensive medical and surgical subspecialties; heart and vascular care; cancer care; senior health; stroke and rehabilitative health care services. MetroHealth Medical Center offers the most advanced techniques in treating complex medical problems.

MetroHealth Medical Center provides care to nearly 28,000 inpatients, including more than 3,400 newborns annually. More than 700,000 visits are recorded each year in the medical center’s outpatient centers. Patient visits to the emergency department exceed 100,000.

CSP Specifications:

Include pricing to be firm for a term of 3-year(s) “Initial Period” with an option to extend for 2 additional 1-year(s) under the exact pricing, terms and conditions as agreed upon in this agreement and correlating addendums or attachments if applicable.

Engagement:

Office 365 RFP – Exchange Online Migration

1. Purpose

a) The MetroHealth System is seeking proposals from qualified vendors to provide Microsoft Office 365 system integration, implementation and migration services. The scope of the project will be migrating The MetroHealth System from a GroupWise 2012 environment to an Office 365 hosted email service

b) The awarded vendor will assist The MetroHealth System in performing a readiness assessment of the existing infrastructure including gather and document requirements, developing a migration plan and executing against this plan. Vendor will provide services needed to migrate up to 10,000 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.

c) The awarded vendor will assist The MetroHealth System in selection of the qualified Office 365 G3 for up to 7,000 users along with purchasing software required to migrate and transfer current data to the cloud services.

2. Scope of Work

The Scope of Work will include:

A detailed technical document and solution plan, which will provide a thorough and clearly-defined plan for a seamless migration to Office 365 including a significate focus on communication and training for IT staff and end users.

Discovery, Planning & Readiness Assessment

• Onsite review of client systems to gather and capture information about existing infrastructure

• Identify potential challenges in this migration and pose solutions

• Recommend Enterprise class communication and training plan for The MetroHealth Systems users based on best practices

• Networking planning

• User Identity and account provisioning planning

• Directory Synchronization planning

• Active Directory Federation Services (w/ SSO) planning

• Exchange online planning

• Develop GroupWise and GWAVA Migration Strategy

• Identify GroupWise PO size and messages that will migrated

• Identify GWAVA archive(s) that will migrate to Office 365

• Determine Mail connected applications (SMTP, etc) and plan for configuration migration

• Conduct Network bandwidth assessment to calculate speed of migration for GroupWise PO and GWAVA archive data

• Corporate phone and BYOD email, calendar and contact sync planning (iOS, Android, Windows Phone)

Prep Environment for Office 365 Deployment

• Prepare end user documentation on Outlook and OneDrive for Business

• Implement SME training with identified SMEs

• Assist with Domain registration and Office 365 registration

• Create DNS records to configure The MetroHealth System domain name for use with Office 365

• Configure on premise Active Directory for DirSync

• Deploy and configure Active Directory Federation Services to enable SSO

• Configure Exchange Online Services

• Enable and configure coexistence with on premise GroupWise and Exchange Online

• Configure compliance center including archive and retention policies

• Configure anti-spam and anti-malware protection

•

Migration

• Assign user licenses

• Migrate and sync mailbox data

• Configure 10 mobile phones for ActiveSync and 10 mobile phones for Outlook app (preferably using MaaS360 MDM)

• Configure OWA

• Perform post migration testing of Office 365 functionality

Post Deployment Support and Office 365 Administration Training

• Onsite or Web Meeting training with IT staff (focus on Tier 1 service desk and Tier 2 Technicians)

• Provide Office 365 Admin best practices

• 30 days of post deployment support

3. Submission Requirements

3.1 Mandatory

• The awarded vendor will provide and execute the Office 365 migration plan

• The migration will be as seamless to the business as possible with final cutover occurring at yet to be determined time

• Office 365 Exchange Online will be in full production within 4 months of project start

• The awarded vendor will be responsible for setup of licensing required for this implementation with our Microsoft EA partner

• The awarded vendor will provide detailed end user documentation with screen shots and easy to read instructions covering how to use Outlook

3.2 Mandatory Bidders Meeting

A mandatory pre-bid meeting will be held on Monday November 30, 2015 from 1pm to 4pm at the Old Brooklyn South Campus location in Conference Room 200.

Address is: 4229 Pearl Road, Cleveland, Ohio 44109.

Please report to the Supply Chain office located on the second floor for entry into the Conference. Conference is to answer questions. If the company does not attend this meeting, they will be unable to submit a bid. A sign-in sheet will be at the door.

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