ADDENDUM #1 RP Provision of Gwinnett County s Migration from SharePoint 2010 to SharePoint 2016 Project

Transcription

1 November 6, 2018 ADDENDUM #1 RP Provision of Gwinnett County s Migration from SharePoint 2010 to SharePoint 2016 Project Change: Proposals will be received until 2:50 p.m. local time on November 15, 2018, at the Gwinnett County Department of Financial Services - Purchasing Division 2 nd Floor, 75 Langley Drive, Lawrenceville, Georgia To: Proposals will be received until 2:50 p.m. local time on November 29, 2018, at the Gwinnett County Department of Financial Services - Purchasing Division 2 nd Floor, 75 Langley Drive, Lawrenceville, Georgia See attached sign in sheet from the pre proposal conference. Please see the below summation of the questions and answers that have been received regarding the above solicitation. 1. In order to provide the exact estimation, please provide the exact number of web applications and site collections. The County currently has two web applications and three main site collections. Going forward, Gwinnett County would like to organize this into multiple site collections for better organization and database control. However, it is the responsibility of the firms to help the County determine the best approach. 2. In SharePoint 2010 (Current Environment), is the County using FAST search for document indexing? Yes. 3. In the document (Migration of SharePoint 2010 to SharePoint 2016 there is no mention in the scope related to MySite Migration. Is the County planning migration? If yes, what is the size of the database. Please provide sizes for each of the following: a. My Site content database: Not used. b. Social database: Not used. c. Sync database: (optional) d. Profile database: 600MB e. Managed Metadata service database: Not used.

2 Addendum 1 Page 2 4. Is there any other custom code or WSP (Windows SharePoint file) deployed on the FARM other than Infowise, Alert Pro and Bamboo? There is custom branding which should not be migrated. Additionally, there are some templates which will not move, some custom workflows, and a few pages that have been customized with SharePoint Designer. A list can be provided to the awarded firm. 5. What 3rd party migration tools (if any) does Gwinnett County wish to use (e.g., Share Gate, Metalogix content matrix, AvePoint, DocAve, etc.)? The firms should list the migration tool of their choosing in their submission. The migration tool cost should be listed in the fee schedule. 6. Does the County have external integration with other databases, such as SQL server/oracle/mysql? No. 7. Will there be an opportunity to leverage Business Connectivity Services for external integration? Gwinnett County would like to do going forward. 8. Will there be an opportunity to leverage custom workflows using visual studio? No. 9. How many custom site and list columns will be required? None. However, the awarded firm will be responsible for custom branding. 10. Will SQL Server Reporting Services reports for reporting purpose be utilized? Not for this project. 11. What tool is being utilized for Dashboards? The County does not currently utilize Dashboards. 12. How many documents will be managed? What is average and biggest size of documents? There are hundreds of documents of various sizes that should be all handled through the database migration. 13. Will there be an opportunity to leverage custom managed properties for search? The County would like to leverage the properties in SharePoint rather than develop custom coding for search. 14. Will there be an opportunity to leverage Infopath forms and designer workflows? Yes. 15. Please clarify whether the County is looking for the vendor to handle branding for the new intranet. The County will supply the required design and the awarded firm will provide the implementation. 16. Have designs have been created by the County, and do they cover both mobile and desktop presentations? The County is seeking a responsive design that will render successfully on mobile and desktop browsers. 17. Has there been any preliminary work done around proposed information architecture for the new site? Yes, however the County would like to confirm through the awarded proposer in order to architect the best environment. 18. Have there been any user personas developed? No. 19. Have there been any user journey maps developed? No.

3 Page Have there been any formal user surveys done around the perceived usability of the current site? Yes, this information can be utilized during the project. 21. Has there been any voice of the customer data collected from help desk calls, feedback forms, etc.? Yes, see the answer above. 22. Has there been any analysis of user behavior on the current site, through the examination of server logs or web analytics? Yes, however most information has come through user research sessions. 23. What is the County s propensity for cloud solutions? The County is not ready to move to the cloud. Disaster Recovery cloud is a possible discussion during the planning phase. 24. Has the County reviewed a SharePoint Online only deployment? (Please provide explanation) Yes, the County is not ready for online only at this time. The County is still determining the future for cloud versus on-premise. 25. Has the County reviewed a SharePoint hybrid deployment with SharePoint Online and SharePoint on-premise? (Please provide explanation) Currently, a hybrid solution is not something the County is looking for. 26. Has the County reviewed what s available in SharePoint Server 2019? Why was the decision made to only deploy SharePoint Server 2016? The original budget approval started over one year ago before the release or official announcement of SharePoint Has the County ran the Microsoft SharePoint Migration Assessment Tool (SMAT) to properly inventory the SharePoint 2010 environment? If not, will the County run it and share the output? The awarded firm will be authorized to run the tool to assist with the migration; it will not be run prior to award. 28. Outside of the Intranet use case, what other use cases have the organization identified for SharePoint? SharePoint is currently used for team collaboration throughout the County. Different departments throughout the County have adopted SharePoint for different needs, such as Project Management and Business Reporting. The awarded firm is free to bring ideas that will enhance adoption and use. 29. What is the accepted downtime for SharePoint? The County is looking for a Zero Downtime architecture model. 30. Is SharePoint only used for Intranet (Publishing) or does content collaboration (team sites) exist as well? Intranet and content collaboration. 31. Has the County performed a content analysis? No, a retention/archived process may need to be established. 32. Has the County documented the access, roles and permissions that are in place today? There is not a formal document; however, a permission architect could be established. 33. What is the total number of County departments? 15

4 Page What is the quantity of sites and sub sites that exist? Approximately Have large lists been identified? Yes, there are approximately 5-10 large lists 36. Is there a possibility of breaking out the County s two site collections? The County prefers that each department have their own site collection. If not, major departments should have their own and the smaller departments can be grouped together. 37. Please describe what the two web applications are being used for? Web application is used for all things within the County intranet, including team site collaboration. The other application is an intranet for the Police department. 38. What features and templates are currently in active use? A small number of FAB 40 templates and Meeting templates in use; however most are Team Site or Black Web Page templates. 39. What custom code, (JavaScript,.NET) exists in the SharePoint farm today? The only custom code is with the branding. However, the branding will not be migrated. 40. What third-party tools are installed and are in use? Bamboo and Infowise Alert Pro. 41. Do any custom forms or workflows exist? Specifically, is there code behind the InfoPath forms? There is no custom code behind forms and workflows. 42. Has the County identified the source content owners (content audit) and the priority for migration? Content Owners have not been identified but will be as the County gets closer to the migration. 43. Does the County have an enterprise defined taxonomy? No. This is something that can be discussed with the awarded firm. 44. What information architecture is currently in place? Has the County gone through a data classification exercise, card sorting, etc.? IA needs to be established with best practices. 45. Does the County have a defined governance policy? Is assistance needed in reviewing the governance policy? A governance policy template exists, and a revision of it is needed. 46. Does the County have a defined document retention policy? Is it in place today? Are there plans to implement a retention policy in the new environment? A retention policy needs to be defined. 47. Does the County have a defined data loss prevention policy? Is in in place today? Are you planning on implementing a retention policy in the new environment? A Data Loss Prevention policy needs to be defined. 48. Does the County currently have a User Acceptance Process? There is a formalized IT User Acceptance Testing process. There is a User Acceptance Test environment.

5 Page Does the County have a Quality Assurance (QA) Department or Process? There is not a department dedicated to the UAT process; however the County does have an official process. 50. Does the County have a Testing Lab setup? There is no lab for application teams other than Develop and Test environment. 51. Please describe how the County would like the new Intranet to support Gwinnett County s vision and future direction. The County would like to implement more business processes in SharePoint to eliminate manual processes. 52. How many Site Templates and/or Master Pages will be implemented? Does the County require assistance with defining and developing them? The new environment will be branded. This may or may not include custom site templates and master pages. If required, the awarded firm will be responsible for development and implementation. 53. Has the County inventoried all the content in the current Intranet and determined what will be migrated to the new Intranet? If not, will the County require assistance with this? This has been an ongoing process for the SharePoint team. Gwinnett County does not anticipate that the awarded firm will be involved in this process, but will be requested to help redevelop existing sites if deprecated templates are used. 54. Does the County require assistance or have any special requirements regarding search and/or tagging of document/files in the new Intranet? Creating the new Search engine is part of the scope of work for this project. 55. Does the County have User Roles and Permissions defined for the new Intranet? If not, does the County require assistance with defining and developing them? Current user roles and permissions may be revisited during the planning phase and input from the awarded contractor would be part of that planning process. 56. Will the new Intranet need to support any ediscovery and/or Data Loss Prevention (DLP) requirements? If so, please elaborate. The County is looking to purchase an enterprise tool for ediscovery and DLP. 57. What are the requirements and expectations relating to Document Retention policies in the new Intranet? This will be part of Governance and include complying to the Georgia Records Retention Law. 58. What are the requirements and expectations relating to Content Management capabilities and processes policies in the new Intranet? This will be part of Governance planning. 59. Is there a specific capability area the County would like us to focus on? (Enterprise Content Management, Web Content Management, Social, Business Intelligence, Search, Application, Upgrade). No, the County is open for ideas and discussions during the planning phase. 60. What is the preference for the Vendor support Model? Ticket-Based, Dedicated etc.? Firms may submit a post-project support plan with the cost of the project. Separate vendor support is not part of this project scope.

6 Page What is the total number of geographic sites; only two - County Home and Disaster Recovery only? Yes, there are two site locations. 62. What is the total number of geographic sites with more users _ expansion possible (if possible for the County to bifurcate)? That is out of the scope of this project. 63. Can the County specify to the key need for governance in different areas: Site Governance Content Governance Layout & Design Governance Security Governance Development/Customization Governance The County is open to discuss key needs with the awarded firm as they may have better experience with a viable governance solution. 64. What are the County s domain accounts AD password policies? AD password and other security policies will be discussed with the awarded firm. 65. Does the County have any preferred backup and disaster recovery software? The County uses DocAve for SharePoint backups while the DBAs use native SQL Server backups on a clustered database. 66. Doe the County plan to use the Out of The Box SharePoint backup and restore methodologies? The County uses DocAve for the backups. 67. What are the County s plans to monitor the SharePoint and SQL Server environment? Currently systems in place, include custom checks and Control Point. The DBA team is responsible for monitoring and maintaining the SQL Server environment. The County is open to discussion during the planning phase as to enhance monitoring the environments. 68. Does the County use the SCOM and System Center? No. the County uses Altiris. 69. In term of references/ past experiences, will the County accept similar government agencies projects as references/ past experiences? Will the past experiences have to be exact experiences in Migration from SharePoint 2010 to SharePoint 2016? The County will accept any project firms would like to supply as references/past experience from government agencies and non-government agencies. Please note that the more in-line experience included, the more it demonstrates the ability to perform this project. 70. Will the experiences of a firms consultants in SharePoint migration be accounted for the firms experiences? Yes. 71. Is there a PowerPoint document of the Pre- Proposal conference that the County can share? No. All questions from the Pre- Proposal Conference are listed in the addendum in PDF format. 72. Is the County looking for a team to perform the migration from beginning to the end or for the supplemental members to support the migration project? The County is looking for the awarded firm to start from beginning to end but also utilize the County SharePoint members.

7 Page Will the firm be required to come on site for meetings? The firm should be on-site for the majority of time for the project which would include weekly meetings. 74. Can firms submit the proposals via ? No. Please refer to the RFP for proper submitting guidelines. 75. What are the complexities of the workflows? Most workflows were developed out of the box. The custom workflows used were developed with SharePoint Designer and not complex. Most workflows update fields and send notifications for approvals. 76. Will the County get updated versions of Infowise Alert Pro and Bamboo List Roll-up for SharePoint 2016? Yes. 77. Will the selected firm be part of the SharePoint branding planning? Yes. While another company may be chosen for the development of the branding style, the selected vendor will be responsible to implement the design. 78. Is the County staff familiar with SharePoint governance standards and best practices or does the County expect the selected firm to assist in establishing governance policies for SharePoint? A redesigned SharePoint Policy with standards and best practices will need to be redistributed to Gwinnett County users. 79. What is the preferred way to train County employees (Instructor led, lab, webinar )? Instructor led to key department stakeholders. 80. Is the County considering hiring support of the SharePoint environment or would the County be open to a manage service engagement? This is not part of the scope of this project. 81. Is there a budget the County can share to RFP responders? No. 82. What are the factors in selecting a firm? Please review the Selection Procedures section on Page 4 of the RFP. 83. In the document (Migration of SharePoint 2010 to SharePoint 2016_RP Inv_GA Nov pdf), the scope made no mention related to Workflow Manager Farm. With standard SharePoint installation, only 2010 workflow options will be available. In order to get the 2016 workflow engine, the Workflow Manager will need to be configured. Is the plan to do the same? Yes, a Workflow Manager will need to be setup. SharePoint will be the only application to use it. 84. For High Availability and Disaster Recovery (DR), the RFP mentions HA in the current infrastructure, is that applicable for DR as well? Is there a DR site or does that need to be included in the proposal? The goal is to run traffic through the main data center and DR, using DR on demand as needed). The County has an existing DR data center configuration for this project. The DR runs on VM. There is no hardware. 85. How does the current Disaster Recovery run? Does the County use any kind of DR software? The County currently does not have a SharePoint DR.

8 Page Does the County know what kind of storage this will be on? That determines how complex the DR setup will be for failover. Infrastructure is now using NSX. This will be used this for failover between the data centers. 87. Is the speed of the network known? No, however there seems to be little to no latency returning data from the DR. 88. Does the County currently use a clustered database? Currently in use is SQL 2008 with a virtual cluster. The plan is to maintain this with the new architecture; however the County is open to recommendations. The plan is to follow the structure listed in the RFP, but if experience dictates that there is a better solution, the County is open to other ideas. 89. The RFP did mention recommendations for the cloud. Does the County currently have something in place with a cloud firm and would the County like to see a recommendation around that or just provide what the recommendation is? The County currently works with Microsoft now with Office 365 more Azure based rather than AWS. Azure Infrastructure is not used as a service. 90. Does the County plan to keep the existing Information Architecture for SharePoint or change it during the migration? The Information Architecture will be changed based on the best recommendation. The County would like to create multiple site collections to better maintain organization and database size. 91. Does the County have a scheduled timetable plan for this project? The preferred completion date is by the end of 2019; goals and dates may change based on the awarded firms recommendations, compiling a final project plan, and working within other IT resources timelines. 92. Will coding be part of the training session, if there is one? The training session may be split between administrative and end user depending on communication with the staff. If documentation and communication with IT staff is sufficient, the focus will be end user training for no more than 20 key members. 93. Does the County currently own a migration tool license? No. If the vendor wishes to use a tool for migration, that information should be listed in the proposal whether the expectation is for Gwinnett County to purchase or if the vendor will purchase. If the vendor includes it as part of their cost, it should be notated in the fee schedule. 94. Will the County require any type of post migration support? The County prefers a minimum of two months up to a year. This should be included in the proposal. Please include the vendor SLA as well. 95. Should firms provide resumes of the project team? Yes. Please see requirements on Page 5 of the solicitation under Personnel and Staffing. 96. How much work does the County expect to be done on site? Can some of it be done remotely? The majority of the work should be done on site however some work may be performed remotely. 97. The RFP states that all work must be performed in the United States, what does all work consist of? No planning, coding, or other work should be performed off-shore.

9 Page Is the DR a considerable distance away? It s in the County within 5 miles of the Data Center. 99. How is it connected? That information is not available Are there any regulatory requirements with this project, such as HIPPA or SOX? Any operational procedures, such as ISO compliance or life cycle compliance? No Is the Microsoft Active Directory being used? Yes Are all SharePoint users internal to Gwinnett County? Does the County have security issues with outside users? There are some external users who have access In the new environment, will more external users be added in the next 3 5 years? Will they log in using Active Directory? Yes, there is a possibility that the external user base will grow What standards of anti-virus does the County have? Symantec Does the County use Symantec or SharePoint as its own anti-virus? No. The County uses Symantec for the SharePoint servers How are updates performed? Updates are handled by our Server and Database teams. Both OS updates and SQL patches are tested in non-production and approved before pushing to production Is there a preferred backup and recovery time? Using the mirrored DR, the goal is for all traffic to fail over to DR in the event of failure Is there an inventory of the current customization? Yes. It can be provided to the successful firm Are any third-party applications being used, or is everything native SharePoint? The County utilizes InfoPath, InfoWise Alerts, and Bamboo Solutions for development, and uses ControlPoint and DocAve for administration As far as forms, would the County like to leave InfoPath and perhaps use Nintex? The County is open to the idea of migrating away from InfoPath. That will be part of the discovery Is the County looking for a discovery phase, planning phase, an execution phase, and then a switch over phase, and training phase? Yes 112. Do team members need to be American citizens? If members are in the Country legally, is that acceptable? Gwinnett County requires that all contracting companies complete the e-verification form stating that all contractors have the legal right to work in the United States. All persons working on the project are not required to be American citizens but must have legal rights to work within the US. Due to the sensitive data contained in some sites, additional security requirements must be met, including fingerprinting and certifications Should resumes be provided of project team? Yes. Requirements can be found on Page 5 under Personnel and Staffing.

10 Page For this implementation, does the County to build development, staging and production environments? The requirements are to build both QA and Production environments with both having the same architecture Is there a description of how the County anticipates configuring and using Development and Testing Servers? Where would the firm be responsible for deploying code and other solutions primarily? The QA environment should have the same architecture as production. Test environments are not part of the scope of this RFP. Code and other solutions would be deployed in the migrating process to both the production and QA environments Is there a list of any custom solutions or 3rd party products in use the County would want in the new SharePoint environment? Currently, the County uses InfoWise Alert Pro and Bamboo List Roll-up third-party solutions. Also utilized is InfoPath forms, custom pages views, and custom workflows created with SharePoint Designer. This list can be provided to the successful proposer What is the size of content database? There are two main site collections with database sizes ranging from GB What types of workflows are being used, and how many? For example, SharePoint Designer, Custom, or third-party product workflows? The County currently has less than 10 SharePoint Designer custom workflows. One custom solution that needs to move forward. That solution retrieves and updates information in SharePoint only. It is not a solution within SharePoint Does the County anticipate all of the content being migrated over as is? Other than cleanup, yes. The data should migrate as is Is the County using custom master pages, page layouts, or templates? If so, how many? The County currently has custom master pages, page layouts, and templates, as well as custom branding. The two custom master pages and page layouts were part of a branding solution that will not move forward into the new solution. However, a new branding solution will be chosen and implemented as part of this project. The County is currently in the process of replacing or removing deprecated and custom templates before the project begins Will the contractor have remote access to the systems? Yes. This addendum should be signed in the space provided below and returned with your proposal. Failure to do so may result in your proposal being deemed non-responsive. Thank You Chris Duncan, CPPB Purchasing Associate III Company Name Authorized Representative

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