RFP - ​M365 Collaboration Services

​​​Kentucky Housing Corporation (KHC) needs M365 Collaboration Services. KHC will enter Competitive Negotiations with any Bidder that is deemed a Responsible and Responsive Bidder to this RFP.

​A voluntary pre-bid virtual session was held December 8, 2021, to give prospective bidders the opportunity to ask questions. Details of the current environment will be discussed during the pre-bid question and answer session. Questions and responses from that session are available for potential bids.

​KHC is the state housing finance agency and a political subdivision of the Commonwealth of Kentucky. Created by the General Assembly in 1972, KHC's mission is to invest in quality housing solutions for families and communities across Kentucky.

Request

Services Requested

KHC is requesting services for assistance with implementing Microsoft 365 (M365) collaboration services OneDrive for Business, Microsoft Teams, and SharePoint Online as well as migrating KHC staff's existing Documents folder to M365 with full backup solution. Successful bidder will ensure KHC data is stored and accessed in a secure manner.

A lump sum for this proposal is requested and a cost break down is to be provided where applicable and/or designated in the Scope section. All costs associated with this RFP is to be in the lump sum, including, but not limited to, work outside of normal working hours, software/licensing for tools such as migration tools, and travel expenses.

Successful bidder will provide services and work closely with designated KHC personnel but will have no KHC credentials and KHC credentials will not be shared. 

Bidder is to provide a schedule for completing the identified deliverables and scope.

Deliverables/Requirements

  • ​​Project Management and Scheduling
  • M365 Backup Solution
  • M365 OneDrive Implementation, which includes:
    • OneDrive Configuration
    • OneDrive Data Security
    • Migration of Staff Documents Folders
  • M365 Online Application Implementation Including, but Not Limited To Word, Excel, PowerPoint, OneNote
  • Review MS Teams and SharePoint Online Configuration
  • Complete Knowledge Transfer to KHC Personnel
  • Complete KHC Project Close Out Document​

Scope

​Project Management and Scheduling

During the Project Management and Scheduling Phase, the successful bidder will assign a project manager for the engagement who will perform the following tasks:

  • Work with KHC's assigned project manager to identify the subject matter experts who will assist and advise the successful bidder's technical experts on matters unique or specific to the desired infrastructure.
  • Conduct review of KHC's and successful bidder's engagement responsibilities, timelines, and tasks, and coordinate the assignment(s) of appropriate personnel to ensure a successful engagement.
  • Act as the single point of contact to KHC in all matters related to the performance of this engagement.
  • Review Statement of Work and Schedule

M365 Backup Solution 

Determine Backup Solution

  • Include in your RFP response your recommended backup solution, including reasons for the solution and separate cost, including implementation and initial backup.
  • Solution to include:
    • Cloud based solution
    • Co-managed solution with KHC retaining 24/7 access to backup jobs, backup scheduling, backup logs, ability to restore, etc.
    • Subscription cost
    • Storage capacity for current and future growth​

M365 OneDrive Implementation 

OneDrive Configuration

  • Prepare and Configure M365 Tenant Environment for the Workloads, Scope, and Data
    • Azure Active Directory
    • Define and Create Policies
      • ​Retention Policies
      • ​Redirect/Synchronize Documents Local Folder 

OneDrive Data Security

  • Assist KHC with Defining KHC Staff File/Folder Sharing Permissions
  • Define and Create Policies
  • Define and Create eDiscovery Roles
  • Tenant Settings Configured to Increase Secure Access of Data 

Assist KHC with Staff Adoption Strategy/Training

Migration of Staff Documents Folder to OneDrive

  • Assess the following:
    • Current Staff Documents Folder for Data
    • File Server Home Share Folders for Data
    • Synchronization Process Between the Folders Referenced Above
  • Determine Data Migration Strategy (All Folders at Once, Groups, or Individual), Including Migration Schedule

M365 Online Application Implementation Including Word, Excel, PowerPoint, OneNote 

Online Application Configuration

  • Prepare and configure M365 tenant environment for KHC approved M365 online applications
    • Azure Active Directory
    • Define and Create Policies

Assist KHC with Staff Adoption Strategy/Training

Review MS Teams and SharePoint Online Configuration 

MS Teams and SharePoint Configuration

  • Prepare and Configure M365 Tenant Environment for the Workloads, Scope, and Data
    • Azure Active Directory
    • Define and Create Policies

MS Teams and SharePoint Online Data Security

  • Define and Create Policies
  • Define and Create eDiscovery Roles

Confirm Successful Backup and Restore of MS Teams and SharePoint Online Data

Complete Knowledge Transfer to KHC Personnel 

Document M365 Configuration, Including Security Strategy 

Report of OneDrive Data Migrations

Document M365 Backup Solution Configuration, Including Backup Strategy 

Document M365 Troubleshooting Recommendations

Knowledge Transfer

  • eDiscovery training
  • OneDrive usage and administration
  • SharePoint Online usage and administration
  • MS Teams usage and administration
  • Licensing administration

Any Other Administration and/or Documentation Related to This Engagement 

Confirmation that Transitions to KHC Operations is Complete

Project Close Out Document

Out of Scope

Migration of On-Premises Data Outside of Existing Staff Home Shares, Including, But Not Limited To, The Following:

  • Shared/Mapped Folders Other Than Staff Home Share Folders
  • KHC Intranet
  • SharePoint Sites
  • Files Stored in Databases
  • Files Stored on Application Servers
  • Integrations with Files/Folders Not Being Migrated
  • KnowledgeLake Document Management Solution
  • 8x8 Phone System and Contact Center

​For complete details to submit a proposal, please read the full RFP - M365 Collaboration Services as well as the questions and responses from the pre-bid session​ and the FAQs​.

Questions Regarding the RFP

Any questions posed by Bidders prior to the response deadline must be submitted in writing or by electronic mail to: Kimberly Henderson, Kentucky Housing Corporation, khenderson@kyhousing.org​, or 1231 Louisville Road, Frankfort, KY 40601 or via phone at 502-564-7630. Kimberly Henderson will determine whether the response could have a material effect on the Bidder's proposal. If so, both the question and response will be posted on KHC's website for all potential Bidders to view.  If not, the response will be made only to the questioner. In either case, the file will be documented to reflect the result.

Submission of Proposals

Proposals must be submitted electronically, pref​​erably in a single PDF document, via email, no later than the time indicated below. See Section 3 of Exhibit B regarding the Kentucky Open Records Act and exemptions thereto.​

Please direct the proposals to the attention of:

Kimberly Henderson
Technology Services
Kentucky Housing Corporation
Subject line to read: M365 Collaboration Services RFP

Proposals must be submitted electronically, preferably in a single-document PDF, via email to no later than 5 p.m. ET Friday, January 14, 2022.

Proposals received after the stated deadline will NOT be accepted or reviewed for selection, unless Respondent can provide evidence that the cause of the delay was beyond Respondent’s control. The Purchasing Officer will make a final determination as to whether to consider the Proposal.​


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© Kentucky Housing Corporation
For more information, please contact:

Kentucky Housing Corporation
1231 Louisville Road, Frankfort, KY 40601
502-564-7630; 800-633-8896 (KY only); TTY 711
Equal Housing Provider