The Commonwealth of Massachusetts

Massachusetts Office of Information Technology (MassIT)

1 Ashburton Place

Boston Ma

Rm 801

Request for Quote (RFQ)

Document Title: Cloud Email, Communications, Collaboration, and Productivity SuiteServices

Software-as-a-Service

COMMBUYS Bid#: BD-16-1060-ITD00-ITD00-00000005719

MassIT RFQ16-19

Revised 10-26-2015

Revised 10-9/2015

Posted on10-2-2015

Request

THIS AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL BECOME PUBLIC RECORD AS OF THE DATE THE CONTRACT REFERENCED HEREIN IS AWARDED, AND CAN BE OBTAINED FROM THE INFORMATION TECHNOLOGY DIVISION’S LEGAL UNIT BY SENDING AN EMAIL TO . ANY PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL STILL BE CONSIDERED PUBLIC RECORD.

PORTIONS OF THE CONTRACT REFERENCED HEREIN AND MATERIALS RELATED THERETO MAY BE EXEMPT FROM PUBLIC RECORD REQUESTS PURSUANT TO EXEMPTION G. L. c. 4, § 7(26)(n) OF THE PUBLIC RECORDS LAW.

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on COMMBUYS ( All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

Table of Contents

I.General Procurement Requirements and Specifications

A.General Procurement Information

B.Eligible Bidders

C.Bidders’ Responsibility

D.Addendum or Withdrawal of RFQ

E.Other Specifications

II.About MassIT

III.Procurement Scope and Description

A.Background Information; Pilot and Pilot Cap

B.Services Required

IV.Mandatory Bidder Qualifications

A.Bidder certifications and affiliations

B.Company Experience.

C.Employee Requirements.

References

V.Detailed Requirements

A.General

B.Specific

VI.Required RFQ Responses of Vendors

A.Structure of Response

VII.Structure of Procurement Process

VIII.Evaluation Criteria

A.Overall Evaluation Notes

B.Compliance with Mandatory Submission Requirements:

C.Rating Responses

IX.Acquisition Method to be used for Contract(s):

X.Single or Multiple Contractors for Contract Performance:

XI.Performance and Payment Timeframes That Continue Beyond Duration the RFQ.

XII.Anticipated Duration of Contract

XIII.Table A: Event Calendar

A.Locating Bid Q&A

B.Useful CommBuys Links

XIV.Additional Mandatory Submission Requirements

A.Standard Contract Form

B.Business Reference Form

C.Other RFQ Attachments

XV.Review Rights

XVI.System and Data Security

XVII.Warranties and Representations

XVIII.Resulting Contract

XIX.Miscellaneous

XX.RFQ – Other Specifications

A.Bidder Communications

B.Reasonable Accommodation

C.Costs

D.Acceptance of Response Content

E.Public Records

F.Confidentiality

G.Incorporation of RFQ

H.Option to Modify Scope of Work

I.Authorizations and Appropriations

J.Electronic Communication/Update of Bidder’s/Contractor’s Contact Information

K.Restriction on the Use of the Commonwealth Seal

L.Payment Provisions

M.Contractor and Subcontracting Teaming Partners Policies

N.HIPAA: Business Associate Contractual Obligations.

XXI.Appendix 1 Required Terms

A.Bidder’s Contact Information

B.Publicity

XXII.Appendix 2 Required IT Terms

XXIII.Glossary

Attachments

ATTACHMENT A- SAAS TERMS

ATTACHMENT B - ACCESSIBILITY OBLIGATIONS FOR RFQ BIDDERS

Overview

Definitions

XXIV.ATTACHMENT C- Business Reference Form

ATTACHMENT D- ITS58 Reseller Certification Letter

Exhibits Available On CommBuys

I.General Procurement Requirements andSpecifications

A.General Procurement Information

Contacts:John Merto

Address:200 Arlington Street

Suite 2100

Chelsea, MA 02150

Telephone:617-660-4488

E-Mail Address:

B.Eligible Bidders

Only vendors on the following statewide contracts are eligible to bid on this RFQ: ITS19 (Oracle), ITS41designatedITD (IBM); ITS53 (solutions providers and technical specialists); and software publishers willing to provide software as a service (“SaaS”) through statewide contract ITS58 (software resellers).

ITS58 Software Resellers include CDW, Dell, Insight Public Sector, PCMG, and SHI.

Software publishers who are not on any of the above contracts may (1) submit a bid through a software reseller on the ITS58 statewide contract, or (2) submit a bid containing a certificate signed by an authorized ITS58 reseller in the form attached to this RFQ as Attachment D along with a quote from the reseller. Software publishers will be able to submit their bids through Commbuys.Software publisher bids will not be accepted without the reseller quotes and certificate.

The ITS58 vendors are:

Vendor / Contact / Email / Phone
CDW / Sean Hart, Sales Manager
Andrew Arenella,
Field Account Executive II /
/ 855.822.5157
203.851.7180
Dell / Roy Ramirez
Stephanie Beyer /
, / 603.369.0235
512-513-3039
Insight / Sean Phillips, Account Executive AJ D’Agostini, Inside Sales Manager /
/ 480-409-6238
800-467-4448 x5308
PCMG / RoseMarie Pavlick, SLED Mgr.
Rick Cardoza, SLED Sales /
/ 800-625-5468, x82443
508-524-3952
SHI / MA SLED Team
Amanda Spence, Business Dev. Mgr. /
/
800-527-6389 ext 7162 (office) | 732-589-6601 (cell phone)

C.Bidders’ Responsibility

It shall be the Bidder’s responsibility to read this entire document, review all referenced attachments, and comply with all requirements. If a Bidder discovers an inconsistency, error or omission in this RFQ, the Bidder should request a clarification by posting a question on the
“Q & A” Tab for this RFQ on CommBuys. All of the required specifications and forms for this RFQ and the contract awarded under this RFQ areidentified under the “Attachments” tab in the Bid on CommBuys. Bidders are responsible for reviewing CommBuys for all the listed specifications and the required Forms that should be submitted with the RFQ Response (in order to be considered for selection) or upon contract award and execution. Failure to submit the required forms with the RFQ Response, as specified, will be considered sufficient grounds for rejection of the Bidder’s Response.

D.Addendum or Withdrawal of RFQ

MassIT reserves the right to amend the RFQ at any time prior to the deadline for submission of responses and to terminate this procurement in whole or in part at any time. If MassIT decides to amend or clarify any part of this RFQ, any amendment will be posted on CommBuys.

E.Other Specifications

This Request for Quotes (RFQ) does not commit the Commonwealth of Massachusetts (Commonwealth) or the Massachusetts Office of Information Technology (MassIT) to approve a contract, pay any costs incurred in the preparation of a Bidder’s response to this RFQ or to procure or contract for products or services.

MassIT reserves the right to accept or reject any and all proposals received as a result of this RFQ and to contract for some, all or none of the products and services as a result of this RFQ. MassIT further reserves the right to negotiate with any or all qualified Bidders and to cancel in part or in its entirety this RFQ if it is in the best interest of MassIT or the Commonwealth of Massachusetts to do so.

II.About MassIT

The Massachusetts Office of Information Technology (MassIT) is responsible for overseeing all information technology investments for the Commonwealth of Massachusetts. MassIT provides the processing and application programming services for many Commonwealth entities, and also supports municipalities in leveraging technology.

MassIT has a vision of both fostering innovation and revolutionizing the speed of delivery of IT services to its constituents, be they state agencies or citizens and in a manner that is consistent with the expectations of its IT customers. MassIT envisions an overall service delivery mechanism that is both highly efficient and responsive to customer needs,and most effective from a capital investment standpoint, and fully secure from a risk management perspective.

The Executive Department’s email, collaboration tool and productivity suite environment is described in Exhibits D and E and comprises critical information for the Bidder.

III.Procurement Scope and Description

A.Background Information; Pilot and Pilot Cap

The purpose of this procurement is to enter a contract with a vendor who will provide and implement a SaaS solution including email, conferencing, instance messaging, desktop collaboration services and an officeproductivity suite (word processing, spreadsheets, presentations, calendars, to do list, etc.)(collectively the “The Solution ”). Such services providepresent an opportunity to realize cost savings,add additional service capabilities,enhance productivity andsecurity, make rapid changes and updates to email, productivity suites,and related applications, and reduce costs. Thesecollaboration services are changing rapidly to an ecosystem of communication options and rich collaboration and sharing environments. Furthermore, Collaboration services in a cloud environment have changed with industry requirements to offer a more robust collaborative tool than was possible in previous years.

Through the contract entered into under this RFQ, MassIT will acquire a government-client-only community cloud System.

The Commonwealth’s intent is that this SaaS procurement will result in the planning, design, configuration, testing, and implementation of the Solution, data migration and Active Directory recommendations (“Implementation Services”),and the ongoing provision of SaaS services in a pilot project through which the Solution will be providedto a limited number of the Commonwealth’s current central email system (“MassMail”) users (the “Pilot”). Through this pilot, MassIT willevaluate the potential for expanding the Solution or a similar solution to the entire Executive Department.

The Bidder must provide the pilot conducted under this RFQ, including all discovery, implementation, configuration, Active Directory recommendations and SaaS services for the initial term of the Contract entered hereunder for less than $552,572 (the “Pilot Cap”). Because any technology implementation can be expected to involve cost change orders due to unanticipated scope changes, Bidders must include in their Cost Proposals a change order margin of at least 10% of the Pilot Cap.

Based on the results of the Pilot, MassIT will make a determination as to the feasibility of extending the Solution to the entire Executive Department (“Phase I”);MassIT reserves the right to go out to bid at any time in connection with the Phase I expansion of the Solution or a competing cloud service following the Pilot,if such a procurement is requiredby law, or meets MassIT’s business or technical needs.

The Solution, while applied to a limited number of mailboxes during the Pilot, must be scalable to the Executive Department’s roughly 58,000 employees.

B.Services Required

All services are a mandatory part of the Solution.

  • Conduct a PILOT, for a limited number of Executive Department MassMail users, and with a maximum obligation of less than the Pilot Cap, of an overall Cloud Email, Communication, Real Time Collaboration and Productivity Suite Solution (the Solution).
  • The Solution must
  • provide the capability for use on a cloud infrastructure,
  • be accessible on demand, 24 x 7 x 365
  • meet service levels set forth in this RFQ and its attachments and Exhibits,
  • The Solution mustinclude, among other things:
  • Messaging: Includes e-mail/calendaring/resource scheduling, voice mail, and related messaging capabilities;
  • Conferencing: Includes audio, video, and Web conferencing, and integrated desktop conferencing solutions;
  • Instant Messaging/Presence: Includes Instant Messaging (IM), presence, and rich presence aggregation (the ability to aggregate and publish presence and location information from multiple sources); and
  • Applications: Includes applications that have both productivity and integrated communication functions; including office productivity and collaboration suites (e.g. word processing, spreadsheets, slide presentations, etc.), notification, and integration with mobile device platforms in a consolidated communications enabled environment. For purposes of clarity, MassIT seeks a solution that will migrate its current on premises productivity suite, both its communications functions and its standalone desktop features, to the cloud.
  • Scalability: Although the Pilot Phase will involve only a limited number of mailboxes, the winning Bidder must provide a Solution that will easily scale up to the entire Executive Department’s potential 58,000 users during Phase I.
  • Limited Pilot Cost - The total cost of implementing, configuring and testing the Solution, and providing SaaS services for the duration of the first term of the Contract entered hereunder must be less than the Pilot Cap, including a 10% buffer for change orders.
  • Mailboxes: The Bidding Vendor will propose the number of mailboxes that can be migrated and supported under the Pilot Cap.
  • Provide Interoperability. The Commonwealth has and will make significant investments in its recently procured collaborative file share (One Drive); its eArchiving solution (EMC One Source); its mobile device management system, (AirWatch), its current Active Directory structure; and its SendMail Sentrion solution. The Commonwealth will only consider solutions that will interoperate seamlessly with these Commonwealth services. The Commonwealth is not seeking an archive and e-discovery service from the Bidder. Should the winning bidder identify additional systems with which the System must interoperate during the discovery period, or should MassIT identify such systems during the Bidder’s conference, the Bidder’s solution must also be capable of interoperating with these systems as well (i.e. Secure Mail, Identity and Access Management)
  • Provide Implementation Services. The winning Bidder will provide planning, design, , implementation, configuration, data migration, testing and training services related to transitioning the selected mailboxes and productivity suites from the MassMail exchange environment and the current productivity suite to the Solution.
  • Provide Written Recommendations: The winning Bidder will also make written recommendations during the Pilot as to how, specifically,it recommends the Commonwealth re-architect its Active Directory structure to best industry standards and support the System. At MassIT’s discretion, MassIT may, hire the winning Bidder to implement these recommendations.

IV.Mandatory Bidder Qualifications

The winning Bidder must have the following qualifications.

A.Bidder certifications and affiliations

/
  • At a minimum, Bidders must be ISO 20001, ISO 27001 and ISO 27002 certified.
  • Be a FedRAMP-Compliant Service Provider.

B.Company Experience.

/ Bidders must have experience within the last three years providing the services described in this RFQ to individual public sector customers with user populations of at least 60,000.

C.Employee Requirements.

/ Commit that all vendor or sub-contractor staff assigned to the planning, design, implementation, configuration, migration, testing training, and recommendation activities described in this RFQ must have the following mandatory experience and qualifications. Experience:
  • With Microsoft Exchange, Microsoft Outlook and other third party software required to operate the Solution.
  • Designing and deploying the Solution in a multi-email organization environment.
  • Delivering high quality solutions in aggressive timelines.
  • Bidder staff working on these activities must hold current certifications in their respective technologies.
  • Planning for, designing and implementing a migration from a mixed Exchange 2007 and Exchange 2013 on-premise email system to The Solution cloud service in, at a minimum, a 40,000 user multi-domain multi-facility Microsoft Active Directory environment.
  • Migrating from On-premises Exchange 2007 through 2013 in a multi-domain multi-facility Microsoft’s Active Directory environment to an cloud environment with over 40,000 users, in the last 12 months
  • Knowledge of/familiarity with SendMail’s Sentrion solutions (See Exhibit C)
  • Working knowledge of/familiarity with EMC Source One
  • Working knowledge of/familiarity with CommVault Simpana software.
  • Working knowledge of/familiarity with the Scattered Files technology and other storage approaches.
  • Bidder resources must be certified in current versions of Exchange and Active Directory with each resource having at least 5 years of experience in use of this technology.
  • Knowledge of/familiarity integrating cloud-based Microsoft Exchange 2007, 2010 and 2013 with local (not cloud-based) industry standard email archiving solutions.

References

/
  • Bidder must provide a minimum of three recent (within past two years) business references who can discuss Bidder’s experience, products and services, using Attachment C hereto, Business Reference Forms.

V.Detailed Requirements

A.General

Bidders for this cloud solution mustprovide, implement, configure, test, provide training, and manage the hardware, software, storage, infrastructure,platformand networking components for the Email, Communication,Collaboration and Productivity Suite Solution detailed in this RFQ. During the Pilot, the Solution must serve the number of mailboxes proposed by the Bidder to fit under the Price Cap. The Solution must also be scalable, for a potential Phase I engagement, to the Executive Department’s 58,000 users.

Bidders will provide, support and host all the infrastructure and platform components of Hosted Email, Communications, and Collaboration services.

B.Specific

  • SaaS. The Bidder shall commit to manage and control the System’s underlying cloud infrastructure, network, servers, operating systems, or storage.
  • The Solution must be and remain a government community cloud in the Contiguous U.S. The private cloud and all technicians working on it must l be located at Vendor’s or Sub-Contractor’s data centers within the contiguous United States (including the District of Columbia).
  • The Bidder’s SaaS services must meet the requirements set forth in Attachment A – SaaS Terms. An Apparent Successful Bidder will have the opportunity to comment on those terms and MassIT will consider the Bidder’s issues and concerns.
  • Bidder must preserve the integrity and security of personal and confidential information in a way that meets state and federal information privacy and security laws and statutes detailed in this RFQ, detailed in Exhibits I-1 and J
  • The Bidder must implement the solution on an aggressive timetable,
  • The Bidder must enter a HIPAA Business Associate Agreement as required by the HIPAA privacy rule and the HITECH Act, and a CJIS Agreement as required by Federal law.
  • The Bidder’s Solution must provide complete audit, tracking, logging capability.
  • The Solution must comply with all of the security controls set forth this RFQ, specifically at Exhibit I-3, Exhibit I1 line S-31, and in the Commonwealth’s Enterprise Technical Reference Model for which a link is provided in Appendix 2 hereto .
  • Ensure that the cost of the engagement, including all of the roadmap tasks referenced in Exhibit F hereto, all other Implementation Services described herein, and the Solution subscription fees, total less, in the aggregate, than the PILOT CAP, with a 10% buffer for Change Orders
  • Ensure that all deliverables are consistent with MassIT’s applicable Policies and Standards, available online at and consistent with the RFR specification for IT contracts, set forth in Appendix 2 hereto.
  • The Solution and all training must comply with the Mandatory Accessibility Requirements e set forth in Exhibit H – Mandatory Accessibility Requirements.
  • The Solution must meet, as of the time of the bid, the technical, administrative and physical security requirements of the laws, regulations, policies and executive orders to which current MassMail users are subject, referenced in Exhibit I-1 - Mandatory Legal Security Requirements; Exhibit J - Mandatory Legal Privacy Requirements, and Exhibit K, Mandatory Additional Legal Requirements. Note that encryption alone cannot be relied upon to comply with many of the requirements set forth in this RFQ (including without limitation legal and security requirements). Accessing encrypted data (even if the data is not decrypted) may be considered “access” to that data under certain laws. Thus, even though Exhibit K contains a requirement that data be encrypted at rest and in transit, compliance with that requirement does not obviate the need for a Bidder to adequately respond to other requirements set forth in this RFQ (including without limitation legal and security requirements).

VI.Required RFQResponses of Vendors

A.Structure of Response