2026-03-19 Responses to RFP Questions.docx

1. Who owns the Tenant for the Cloud Services

a. The Tenant is the Ports, Hyak is the CSP partners managing it. Ingram Is the MS license provider currently. If the new MSP has ingram for licensing 365 licenses can transfer to them sooner than waiting out expiration.

2. Who own the equipment in the Operations center where at the end of the Fiber

a. The Port owns that equipment.

3. Is the Current MSP open to a warm handoff

a. Yes

4. What is the deal with the 2019 Servers in the Virtual Environment

a. Those were implement to increase the processing speed of the Port’s old reservations system. The Virtual servers have been accessed via the Remote Desktop. The 2019 Servers will be decommissions on April 1, 2026.

Environment & Technical

5. What does the current MSP actually do for the Port today? —

a. The Current MSP handles most IT issues, including Email, new user setup, termination setup, Voice Over IP setup (although we would like staff have access to the Voicemail settings).

6. Why is the Port switching?

a. The current provider received funds from an investor, who now owns 51% of the company, they had a handshake deal that they could continue MSP services, once a contract was signed that changed.

7. What's the story on the offline devices? —

a. I am unsure which devices you are discussing

8. Who manages Dynamics 365? —

a. Dynamics 365 is managed in-house, as well as Elite Dynamics, Tangicloud and Integrated Data (all cloud based solutions that integrate with Dynamics 365). Security Groups were set up and the Port and MSP are refining the permissions in those groups transfer into Dynamics 365.

9. What's their current backup and DR solution?

a. The Cloud stores back up versions of all document, document (or links to them) are synced to appropriate staff’s desktop, other than that there is no backup.

10. Are the camera servers managed by the MSP or someone else?

a. The Camera Servers are managed by the MSP

11. What's the microwave link between Main Office and Commercial Operations?

a. This is self supported and has needed no service in the 7+ years I have worked at the Port. In the long run the Port will be placing fiber to connect Commercial Operations to the main office.

Support & Operations

12. What does "<5 hours/month" actually look like? —

a. This is reactive, setting up and terminating accounts, sometimes support is needed when the Port implements new software, this is limited to setting up and verifying that the email accounts work with the new envisornment

13. Who is the internal point of contact day-to-day? —

a. Mark Brown is Finance Director, but who actually calls the help desk? Is there a de facto "IT person" on staff? Mark has three functions, FINANCE, IT and HR. If there is an issue staff will call me or another staff person, we will attempt to resolve the issue, if we are unable to do so, a ticket is submitted. In the case of cameras, this typically is immediately sent to the MSP.

14. How do they handle urgent issues today?

a. Today, a ticket is submitted, and a response. Calls are only made when a response is not received.

15. Have they had any security incidents? —

a. No, there have been no Ransomware, phishing, data breaches? Public ports are increasingly targeted.

Budget & Decision Making

16. What are they paying the current MSP?

a. We will decline to comment on this, however all of the data is a public record and is available.

17. Is the June 1 go-live a hard deadline?

a. Our contract ends with Hyak on June 1, if we need to extend this I would have to negotiate with Hyak.

18. Are there any grant or budget constraints? —

a. Yes we have constraints, the Port is essentially a Governmental entity operating as an enterprise. What does that mean, you ask? The Port receives approximately $130,000 per year in tax collected funds for Operations (out of a $10 million budget), in addition Rogue Brewery went out of business, which is currently adversely affecting out budget.

Strategic

19. Any planned technology changes or projects in the next 1-3 years? — New facilities, system upgrades, Dynamics expansions? This is where your engineering block becomes very valuable.

a. We have just finished expanding Dynamics 365, but implementing reservation software that interfaces directly to the General Ledger, our MSP is only involved to the extent of making sure that the email functions.

b. Some of this depends on what the Port does with the building Rogue formerly occupied. If any of these move forward, the project would be independent of the MSP contract.

i. If we make it a convention or events center:

1. We will need to provide public WIFI and maybe hardwired services to the facility.

ii. The Commercial Operations staff is moving to a new facility, we will need to add some type of internet access to the building they are moving to, we have not yet determined how to do this (I just learned they are in the process of moving).

iii. A fiber cable between the main office and Commercial Ops center

iv. Upgrading the WIFI and Internet access at the International Terminal

20. Is your Microsoft 365 tenant in the GovCloud (GCC)?

a. No, I believe do not believe so.

21. Are Microsoft licenses billed through your current MSP?

a. Yes, they are billed through the MSP, I believe via Ingram Micro.

22. If so, can you provide a listing of subscriptions, quantities, and renewal dates?

a. A Copy of the July 2024 billing will be

23. For Wi-Fi provided to marina slip renters and RV park guests, how is this traffic segmented and filtered currently?

a. We have a “Guest” network with a password

24. How many full-time and part-time employees are currently employed by the Port?

a. There are 30 FTE, 3 of these have no computer access (really part-time employees,)

25. It was mentioned that remote access to Port software is restricted on non-Port managed devices. Are those personal computers listed in the PDF provided with the RFP? If not, can we receive a count of additional systems that will need to be supported under the agreement?

a. There would be a single external computer in addition to those listed.

26. How are the Microsoft cloud services currently restricted from non-Port managed devices?

a. I am not sure how this is done, I rely heavily on the MSP. We can, by policy, require staff to use a Port owned computer to access Port systems.

27. How are employees currently scanning from multi-function devices (copiers)?

a. The Printers are set up to scan, a Dell Optiplex interfaces the scanned image to the network

28. Is the current MSP leveraging Microsoft InTune for endpoint policy enforcement?

a. I cannot answer this, as stated in the meeting, we expect the MSP to act as our CIO.

29. Is the port utilizing Microsoft's Universal Print system for shared printer functionality?

a. Yes

30. How long of a contract is the Port looking to enter?

a. We would start with a one year contract with 5 extensions, either party would have the right to terminate the contact, with appropriate notice (in this case it would have to be 120 days minimum).

31. Is the Port or the current MSP backing up Microsoft 365 data with a third-party service?

a. I do not believe so, since the MS Cloud has it’s own backups.

32. Can you confirm if the following devices will be expected to be covered by the agreement?

a. VM-KOPIS - Windows Server 2019 Virtual Machine, Sounded like this was going to be removed from the environment in April This will be inactived on Apil 1.

b. PON-2352-SPARE - Windows 10 PC, Page 125 note states "We don't care about this PC"

i. I will have to check with our MSP

c. PON-CX2TCX2 - Windows 10 PC, unable to be upgraded to Windows 11

i. Since it is not upgradable, it should no longer be listed.

33. Can you provide further details on the network infrastructure? Make/model for all switches, routers/firewalls, access points, etc.

a. I do not have those details, and unfortunately, because this came out of the blue and all the other projects right now I cannot provide this information.

34. Can network topology diagrams be provided for each covered location?

a. No, I do not have this level of detail.