Provision of an Email Archiving & Retention Solution for the City’s GroupWise Enterprise Messaging S

Country:

Canada

City/Locality:

Ontario

Notice/Contract Number:

can:152324

Publication Date:

Jun 14, 2008

Deadline:

Jul 15, 2008

Buyer:

City of Toronto

Original Language:

English

Address:

Allison Phillips

Canada

Telephone:

(416)397-4805

98300000 - Miscellaneous services

Provision of an Email Archiving & Retention Solution for the City’s GroupWise Enterprise Messaging S

Commodity: Goods and Services, Computer supplies and equipment
Description: Provision of an Email Archiving & Retention Solution for the City’s GroupWise Enterprise Messaging System
The City hereby invites Proponents with expertise in the supply, delivery, implementation and support of an Email Archiving and Retention Solution in a GroupWise environment.
Issue date: June 10, 2008 Closing date: July 14, 2008
at 12:00 Noon

Buyer: Phillips, Allison Phone number: 416-392-6186
Email: aphilli2@toronto.ca Location: City Hall, 17th Floor West Tower
Client Division: Information and Technology

Non-refundable document fee:
$75.00

Scope of work:
The Scope of Work includes but is not limited to the following.

Schedule of Events
(1) The timeline of key events is scheduled as follows:
EVENT: DATE & TIME:

(a) RFP issue date: June 10, 2008
(b) Deadline for written questions: July 1, 2008 (11:59 pm)
(c) Release of final addendum (if any): July 7, 2008, 2008
(d) Closing date: July 14, 2008(12:00 noon)
(e) Evaluation expected to be completed: September, 2008
(f) Selection of Preferred Proponent: October 2008

(2) This schedule is subject to change by the City and appropriate notice in writing of any changes will be provided where feasible.

The City’s objectives for the implementation of the Solution are:

(1) Through the introduction of a properly implemented GroupWise Enterprise Messaging System Email Archiving & Retention Solution, to significantly enhance and improve how the City manages its email archiving processes and address the issues identified in the RFP to ensure that Items are quickly and efficiently available to City management, auditors, compliance officers and users, regardless of whether they are stored on-line, near-line or off-line and to make cost effective use of all storage media.

(2) To ensure the proposed Solution will integrate into the City of Toronto’s technical environment and will leverage and use the existing infrastructure

(3) To implement the proposed Solution in a phased approach, including in the first phase the testing of the Solution on a smaller scale through a Pilot Program and secondly, if in the sole opinion of the City the Pilot Program is successful and the City in its sole discretion so authorizes, implementing the Solution across the City as the City may direct.

(4) To be self sufficient in managing the Solution (ie to add/delete user).

Overview of Services
Project Initiation

(1) The Vendor, at a minimum and based on their proposed approach, will be expected during the Project Initiation phase to:

(a) Provide a detailed Project Plan for the design and implementation of the proposed GroupWise Enterprise Messaging System Email Archiving & Retention Solution
(b) Work with the City to confirm the Business, Technical and Functional Requirements to be implemented and document such requirements, integration and design for the Solution;
(c) Confirm the platform hardware and software requirements the City will need to acquire (if any) to install the Solution.
Pilot Program

(1) During the Pilot Program phase, the Vendor will be expected to complete the following:

A. INSTALLATION

(a) Work closely with dedicated City technical staff during the entire Project to provide skill and knowledge transfer for all aspects of the integration of the Solution with the City’s existing infrastructure;
(b) Assist in the installation and Configuration of the hardware and operating system (if any) for the Solution with City’s technical staff;
(c) Assist City’s technical staff in developing a lab for functional testing of the features of the Solution;
(d) Install the Solution in the City’s development environment with the participation of City technical staff;
(e) Perform any Customization and/or Configuration as required with the participation of City technical staff.

B. TESTING

(f) Ensure that prior to integration of the proposed Solution with the City’s infrastructure, it is thoroughly tested in the City’s testing environment to ensure proper functionality and acceptable performance;
(g) Provide test criteria for review and approval by the City prior to Vendor doing their testing of the Solution;
(h) Test the Solution, with the participation of City technical staff, to ensure all of the Business, Functional and Technical Requirements have been installed and are functioning properly;
(i) Provide sample testing criteria for user acceptance testing (UAT) by the City;
(j) Provide training to City staff on how to perform UAT;
(k) Provide a minimum of two (2) weeks for the City to perform a preliminary UAT of the Technical Requirements and a smaller scale testing of the Business and Functional Requirements;
(l) Fix any deficiencies and receive approval from the City before the Solution is moved from a development environment to a production environment;
(m) Move the Solution from the development to a production environment with the participation of the City technical staff to start the sixty (60) day full UAT testing which is the Pilot Program, during which time the City will test fully all of the Technical, Functional, and Business Requirements;
(n) Participate in the Pilot Program UAT by providing support to City staff and performing any fixes as necessary.

C. TRAINING

(o) Train City technical staff in the support and Configuration of the Solution and to provide technical training and skills transfer for five (5) to ten (10) City technical staff at the City data centre including the provision of training material and technical documentation;
(p) Provide user support training for five (5) City desktop support staff, including providing training material, provide and conduct train-the-trainer sessions for desktop support staff, preferably at one of the City’s sites or within the GTA.
(q) Provide end-user training for five (5) TIS training staff including training material, and provide and conduct train-the-trainer sessions, preferably at one of the City’s sites or within the GTA;
(r) Provide all necessary training manuals, system manuals, testing scripts, results as the case maybe, for the City’s review and once approved, for the City’s use;

D. SUPPORT

(s) Provide support during the Pilot Program and perform any fixes as necessary and ensure the Solution is free of errors or malfunctions for the sixty (60) day period
(t) Clearly identify any work that could interfere with normal operation of the City’s infrastructure during the Pilot Program and any identified work should be performed outside regular Business Hours;
(u) Provide an adequate back out plan to deal with any difficulties which might arise during systems integration;
(v) Provide on-site and adequately trained staff during the integration, to deal with any difficulties that might arise;
(w) Recommend and provide the City with documented ‘Best Practices’, in word format, for Email Archiving & Retention guidelines for the City’s consideration;
(x) Document any impact the Solution will have on the City’s existing network, and document how the Email Archiving & Retention Solution can achieve the City’s Business and Functional Requirements with respect to improving efficiency, productivity and with respect to any regulatory and compliance issues.

(2) Upon the completion of the Pilot Program:

(a) The City will evaluate the impact of the Solution on the City’s network during the Pilot Program’s UAT, analyze the benefits, features, and requirements of the Solution, evaluate the feedback from Pilot Program users and after the completion of the Pilot Program will prepare a brief summary report on the evaluation, fact findings and resulting recommendations to City management;
(b) At the end of the sixty (60) day Pilot Program, and provided that the Solution has been functioning error free, the City will provide a “Notice of Acceptance” of the Solution as demonstrated by the Pilot Program;
(c) The City will then make recommendations to the appropriate approving body for the termination or continuance of the Project.
(d) The Vendor will have provided adequate training, which is an essential part of the Pilot Program. Further deployment of the Project will not be considered until the required training is completed to the City’s satisfaction.

Solution Deployment after Completion of Pilot Program
(1) Upon receipt of written direction from the City that it is authorized and directed to proceed with further deployment of the Solution after the completion of the Pilot Program, the Vendor will be expected to:

(a) Prepare a detailed Project Plan, in consultation with City staff, for the larger deployment;
(b) Assist the City in the deployment;
(c) Provide the necessary licenses;
(d) Provide any additional documentation as required;
(e) Assist in communication and training.

3.2.1.1 Deliverables

(1) The following are the minimum Deliverables for the Project Initiation:

(a) A detailed Project Plan which will contain the detailed tasks and timelines to complete the Services in accordance with the specifications and requirements of the Agreement. The Project Plan will include:

(i) a consolidated view of the assigned City and Vendor resources and the effort required to carry out all of the related activities, tasks and Deliverables for the Project.
(ii) information for all Project resources to ensure that they have a clear understanding of the activities and tasks that they are responsible for performing to ensure timely completion of the Project.

(b) A detailed technical design.

(2) The following are the minimum Deliverables for the Pilot Program phase:

(a) Successful design, implementation and testing by the Vendor of the Pilot Program;
(b) Delivery of UAT acceptance criteria for the Pilot Program and support Services during the UAT;
(c) Completion of all training and delivery of all training material and documentation;
(d) Provide and maintain the Solution documentation such as operating manual and technical design documentation;
(e) Provide the documented ‘Best Practices’ for Email Archiving & Retention guidelines;
(f) Provide on-going maintenance (including updates & patches), technical support (web-based knowledgebase and telephone support) 7x24x365 for City’s technical staff;
(g) Provide a minimum one (1) year Warranty as described in article 3.2.9 of this RFP.

(3) The following are the minimum Deliverables for the Solution Deployment phase:

(a) A detailed Project Plan for the larger deployment of the Solution which will contain the detailed tasks and timelines to complete the Services. The Project Plan will include:

(i) a consolidated view of the assigned City and Vendor resources and the effort required to carry out all of the related activities, tasks and Deliverables for the Project;
(ii) information for all Project resources to ensure that they have a clear understanding of the activities and tasks that they are responsible for performing to ensure timely completion of the Project;

(b) Deliver the appropriate number of licenses for the Solution;
(c) Provide maintenance and support based on the selected approach;
(d) Deploy the Solution or assist the City in the deployment of the Solution based on the proposed approach.

Please visit http://www.toronto.ca/tenders/index.htm
for additional information.

MERX asks that you contact the buying
agency directly to obtain associated documents.
The contact information can be found within
the notice abstract.

Original notice

Provision of an Email Archiving & Retention Solution for the City’s GroupWise Enterprise Messaging S

Request For Proposals

General Information

Contact Information

Goods, Works and Services

Original Text

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