Staff Report: Microsoft Office 365 Implementation Services – Award of RFP
Recommendation to award the contract for Microsoft Office 365 implementation to itgroove Professional Services Ltd.
TOWN OF VIEW ROYAL COUNCIL REPORT
TO: Council DATE: August 29, 2018 FROM: D. Christenson, Director of Finance MEETING DATE: September 4, 2018
Microsoft Office 365 Implementation Services – Award of RFP
RECOMMENDATION:
THAT itgroove Professional Services Ltd. be awarded the contract for Microsoft Office 365 implementation services.
CHIEF ADMINISTRATIVE OFFICER’S COMMENTS:
I concur with the recommendation. for K. Anema
DIRECTOR OF CORPORATE ADMINISTRATION’S COMMENTS:
I concur with the recommendation.
PURPOSE OF REPORT:
To consider a contract for the implementation of Microsoft Office 365 services.
DISCUSSION:
During the 2018-2022 Financial Plan discussions, Council approved the Microsoft Office 365 Implementation Services project (see Project Summary C-37R attached).
A Request for Proposal (RFP) was issued on June 20, 2018 and six proponents submitted proposals before the closing date of July 18, 2018. The evaluation team scored each proposal on the following weighted criteria:
| Weighted Criteria | Weight |
|---|---|
| Corporate experience and references | 15% |
| Team and resource qualifications and experience | 20% |
| Proposed solution/services and proposed implementation timeline, assumptions and View Royal responsibilities | 35% |
| Cost | 30% |
| Total | 100% |
Two of the six proposals included a response to the full scope of work outlined in the RFP document and scored the highest against the weighted criteria. The following describes the result of the evaluation process for these two proposals:
| Proponent | Price 30 points | All other criteria 70 points | Total 100 points |
|---|---|---|---|
| Itgroove Professional Services Ltd. | 20 | 59 | 79 |
| Avocette Technologies Inc. | 12 | 46.5 | 58.5 |
Itgroove Professional Services Ltd. is a Victoria-based firm with 15 years of experience, including work in the municipal sector. They are knowledgeable about BC privacy laws and have tools to ensure compliance throughout the process. The evaluation team recommends that View Royal contract with Itgroove Professional Services Ltd. for the provision of Microsoft Office 365 implementation services.
BUDGET IMPLICATIONS:
The 2018 capital budget for the Microsoft Office implementation services project is $165,000, a portion of which is allocated to project management. The nature of this project does not lend itself to a fixed-fee contract, as specifics about the required level of effort and resources will be determined in the planning phase. Itgroove Professional Services Ltd. is proposing a work plan with estimates that range from $72,000 to $105,500 (including taxes).
The first phase of the project includes upgrades to Windows 10 (where optimal), migration of email services to Exchange Online, implementation of OneDrive for Business, OneNote, Teams, Planner, e-Discovery (where required) and component desktop and online productivity and collaboration tools. Future phases that have not yet been fully scoped focus on configuring Office 365 tools for business process improvement to enhance workflow efficiency and collaboration. Once Phase 1 is complete, staff will assess opportunities and remaining budget to identify a road map for future phases.
RECOMMENDATION:
THAT itgroove Professional Services Ltd. be awarded the contract for Microsoft Office 365 implementation services.
SUBMITTED BY: D. Christenson, Director of Finance
REVIEWED BY: K. Anema, Chief Administrative Officer (for K. Anema)
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