Microsoft Office 365
Request For Proposal
A survey of the formal RFP process currently underway at
The Scripps Research Institute to migrate from on‐premise
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Two CAS/HUB & CCR clusters in La Jolla and Jupiter
Using CanIt for anti‐spam and Internet relay
10 terabytes of stored email
Avaya Modular Messaging on Jupiter campus
Approximately 3000 mailboxes
Thousands of ActiveSync clients
40 Blackberry Enterprise Server users
Current Exchange 2007 Environment
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Scripps drivers for pursuing Office 365
• 50 GB mailbox • Cloud file sharing with OneDrive with 25 GB per user • 2000 Sharepoint Online websites for the organization • Legal discovery capabilitiesEnhanced Services
• 5 copies of Office on PC, Mac and iPad for all faculty, staff and students, including home use • Eliminate E‐Open Charity licensing modelMicrosoft Office
Included in Academic
A3 plan
• Understaffed for on‐premise Exchange administration • Constrained budgets prevent us from replacing dedicated Exchange administration staff and pursuing system upgradesReduced Operational
and Capital Expense
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The Request For Proposal Process
Project Kickoff October 2, 2013 Engage with Procurement Dept. • Define goals and objectives • Define scope • Choose Office 365 suppliers • Define timeline • Assign resources Procurement Launches Request For Proposal January 22, 2014 • Registered in SciQuest • 3 of 5 suppliers responded • 31 supplemental questions received • Final proposals received and reviewed • First vendor scorecard completed Formal Supplier Presentations April 1 & 2, 2014 • 1.5 hour presentations • Followed TSRI demo script • Similar methodogies • Final vendor scorecard completed5
On‐premise Active Directory integration
Migration from Avaya MM to Exchange UM
Integrate with Avaya VOIP PBX
Equivalent support for MS Outlook on Mac and PC
Broad mobile client support for iOS, Android and MS
Technical Requirements
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1.
Licenses and Subscription Term
Supplier shall provide a Microsoft A3 Office 365 Subscription proposal for
2,800 Users for both a three (3) year and five (5) year term.
2.
Project Management
Supplier shall include in their proposal Project Management for Planning, System Readiness and Testing, Data Migration and Validation for the entire project.
3.
Planning
Supplier shall provide a Project plan including a listing of specific tasks, timelines for all phases of the project and resource management for supplier’s personnel.Scope of Work
4. System Readiness and Testing
• Supplier shall provide a System Readiness and Testing plan to evaluate TSRI’s current environment in preparation for migration to Office 365 by verifying system compatibility with the Office 365 environment. • Supplier shall correct any configuration issues in the current exchange and active directory environment to the Office 365 environment. • Supplier will test and evaluate TSRI’s network capabilities to ensure proper Office 365 performance at both campuses. • Supplier will make recommendations on any networking related issues found. • Supplier shall install and configure all components necessary to enable a hybrid exchange environment at both campuses.5. Data Migration
Supplier shall provide a data migration plan including all tasks on the migration process and responsible for the migration of a pilot group consisting of 10% of the current mailboxes to Office 365. Supplier shall provide any automation or migration to TSRI IT Staff for the remaining mailbox migrations.6. Validation
Supplier shall provide the validation plan and protocol for formally validating optimal performance of the system to TSRI.7. Decommissioning
: Supplier shall provide decommission plan and task list for assisting TSRI IT Staff with the decommissioning of the current Exchange 2007 system. Supplier shall assist TSRI IT Staff with the de‐installation of the Exchange 2007 from the TSRI‐La Jolla and TSRI‐ Jupiter Exchange and Active Directory environment.8. Knowledge Transfer
During the Office 365 implantation, Supplier shall provide knowledge transfer of the data migration process and tools, operational aspect of the Office 365 environment which TSRI will be responsible for, and system management for an IT Staff of seven (5 in California and 2 in Florida) using hands on training and Webex sessions.9. Blackberry Users
Supplier shall migrate 40+ TSRI‐La Jolla Blackberry users from Exchange 2007 to Office 365.10.Post Migration Technical Support
Supplier shall include a minimum of 30 days post migration technical support via email, telephone and if necessary, onsite following the completion of this project.11.Office 365 Unified Messaging Requirements for TSRI Florida Campus
Migrate away from Avaya Modular Messaging to Office 365 cloud based Unified Messaging.11
Office 365
Education A2
Office 365
Education A3
Office 365
Education A4
Students: FREE Faculty and staff: FREE Students: $2.50 user/month Faculty and staff: $4.50 user/month Students: $3.00 user/month Faculty and staff: $6.00 user/month Limited Support Options No SLA Does not include MS Office Includes 5 MS Office installations per user 99.9% $$ backed SLA Includes 5 MS Office installations per user 99.9% $$ backed SLA Hosted PBX http://office.microsoft.com/en-us/academic/compare-office-365-education-plans-FX103045755.aspxOffice 365 MSRP
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50 GB mailbox per user. 25 MB message size
OneDrive cloud storage with 25 GB per user
2000 Sharepoint sites
Spam and Malware protection systemwide
Archive and legal hold capabilities with unlimited
storage
eDiscovery across Sharepoint sites and Exchange
mailboxes
Exchange Unified Messaging
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Cloud Vantage
Managed Lifecycle
Service Lifecycle Management
Cloud Strategy and Planning
User Adoption Planning and Practices
Managed Deployment
Office 365 portfolio deployment
Enhanced deployment services (they will configure it for you)
Managed Support
Proactive and reactive support modeled much like Premier
Support
Post Implementation Support
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Subscription and Implementation Costs
Subscription Cost Range
Low: $130,000/year High: $140,000
Implementation Cost Range
Low: $50,000 High: $85,000
Professional Services Engagement Length Range
Low: 310 hours High: 389 hours
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Estimated Annual Cost Comparison for 3 Years
On‐premise upgrade to
Exchange 2013
Expense Area
Cost
Hardware (annualized) $100,000 Professional Services $10,000 1.5 Exchange FTE $150,000 Premier Support $40,000 Total Annual Cost $300,000
Office 365 A3 with Cloud
Vantage Support*
Expense Area
Cost
Annual Subscription $140,000
Professional Services $30,000
.5 Exchange Admin FTE $50,000
Cloud Vantage Support $40,000
Total Annual Cost $260,000
