SPECIFICATIONS Bid2026-272 Exchange Migration Services.pdf

Francis M. Gomez Frank J. Picozzi

Purchasing Agent Mayor

City of Warwick Purchasing Division

(Mailing Address)

3275 Post Road

Warwick, Rhode Island 02886

Tel (401) 738-2013

Fax (401) 737-2364

The following notice is to appear on the City of Warwick’s website Friday, October 24, 2025. The website address is http://www.warwickri.gov/bids.

CITY OF WARWICK

BIDS REQUESTED FOR

Bid2026-272 Exchange Migration Services

Specifications

Specifications are available in the Purchasing Division, Warwick City Hall, Monday through Friday, 8:30 AM until 4:30 PM on or after Friday, October 24, 2025. If you received this document from our homepage or from a source other than the City of

Warwick Purchasing Division, please check with our office prior to submitting your bid to ensure that you have a complete package. The Purchasing Division cannot be responsible to provide addenda if we do not have you on record as a plan holder.

Submissions All bids should be submitted with one (1) original and two (2) copies in a sealed envelope

(total of three (3) copies), which should read: YOUR COMPANY NAME plainly marked on the exterior of the envelope as well as “Bid2026-272 Exchange Migration Services”. No bids will be accepted via Facsimile or email. Multiple bids by one supplier will not be accepted and will be disqualified. All bids must be sealed. Sealed bids will be received by the

Purchasing Division no later than 11:00 AM, Thursday, November 13, 2025. The bids will be opened publicly commencing at 11:00 AM on the same day at 65 Centerville Road, Meeting

Room 2.

Delivery

If delivering in person or sent by delivery service (FedEx/UPS/DHL etc.) use physical address

65 Centerville Road, Warwick, RI 02886, Suite D. If sent via United States Postal Service use mailing address 3275 Post Road Warwick, Rhode Island 02886.

Awards

Awards will be made on the basis of the lowest evaluated or responsive bid price.

http://www.warwickri.gov/

Questions

Please direct questions related to the bidding process, how to fill out forms, and how to submit a bid (Pages 1-8) to the Purchasing Division.

• Email: bids@warwickri.gov

• Phone: 401-738-2013

Please direct all questions related to the specifications outlined (beginning on page 9) to the issuing department’s subject matter expert:

• Name: Philip Carlucci, IT Director

• Title: Warwick MIS Department

• Phone: 401-921-9666

• Email: Philip.f.carlucci@warwickri.gov

Individuals requesting interpreter services for the hearing impaired must notify the

Purchasing Division at 401-738-2013 at least 48 hours in advance of the bid opening date.

Original signature on file

Francis M. Gomez

Purchasing Agent mailto:bids@warwickri.gov

PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID

Acknowledgement of Addendum (if applicable)

Addendum Number Signature of Bidder

COMPANY NAME: _______________________________________

COMPANY ADDRESS: ____________________________________

COMPANY ADDRESS: ____________________________________

BIDDER'S SIGNATURE: __________________________________

BIDDER'S NAME (PRINT): ________________________________

TITLE: ___________________ TEL. NO.: ___________________

EMAIL ADDRESS: _______________________________________*

Email Address to send Purchase Orders: _______________________________

*Please include your email address. Future bids will be emailed, unless otherwise noted.

II. AWARD AND CONTRACT:

The CITY OF WARWICK, acting as duly authorized through its Purchasing

Agent/Finance Director/Mayor, accepts the above bid and hereby enters into a contract with the above party to pay the bid price upon completion of the project or receipt of the goods unless another payment schedule is contained in the specifications. All terms of the specifications, both substantive and procedural, are made terms of this contract.

DATE: ___________________________ ________________________________

Bid2026-272 Purchasing Agent

CERTIFICATION & WARRANT FORM*

This form must be completed and submitted with sealed bid.

Failure to do so will result in automatic rejection.

Any and all bids shall contain a certification and warrant that they comply with all relevant and pertinent statues, laws, ordinances and regulations, in particular, but not limited to Chapter 16-

Conflicts of Interest, of the Code of Ordinances of the City of Warwick. Any proven violation of this warranty and representation by a bidder at the time of the bid or during the course of the contract, included, but not limited to negligent acts, either directly or indirectly through agents and/or sub-contractors, shall render the bidder’s contract terminated and the bidder shall be required to reimburse the City for any and all costs incurred by the City, including reasonable attorney fees, to prosecute and/or enforce this provision.

Signature Date

Company Name

Address

Address

*This form cannot be altered*

NOTICE TO BIDDERS

Bid2026-272 Exchange Migration Services

The IRS Form W-9 is available on www.warwickri.gov should be completed and submitted with the bid if the bidder falls under IRS requirements to file this form.

All bids should be written in ink or typed. If there is a correction with whiteout, the bidder should initial the change.

Any deviation from the specifications must be noted in writing and attached as part of the bid proposal. The bidder should indicate the item or part with the deviation and indicate how the bid will deviate from specifications.

Bids received prior to the time of the opening will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a bid not properly addressed and identified.

The opening of bids will be in the order established by the posted agenda and the agenda will continue uninterrupted until completion.

Once an item has been reached and any bids on that item has been opened, no other bids on that item will be accepted and any such bid will be deemed late.

Negligence on the part of the bidder in preparing the proposal confers no rights for the withdrawal of the proposal after it is open.

The contractor will not discriminate against any employee or applicant for employment because of physical or mental handicap for any position for which the employee or applicant is qualified and that in the event of non-compliance the City may declare the contractor in breach and take any necessary legal recourse including termination or cancellation of the contract.

A bidder filing a bid thereby certifies that no officer, agent, or employee of the City has a pecuniary interest in the bid or has participated in contract negotiations on the part of the

City, that the bid is made in good faith without fraud, collusion, or connection of any kind with any other bidder for the same call for bids, and that the bidder is competing solely in his own behalf without connection with, or obligation to, any undisclosed person or firm.

All proposals submitted become the property of the City and will not be returned. If the company intends to submit confidential or proprietary information as part of the proposal, any limits on the use or distribution of that material should be clearly delineated in writing. This information should be submitted in a sealed envelope, clearly labeled confidential and where it should be submitted in the response. Please be advised of the

Freedom of Information Act as it may pertain to your submittal.

The contractor must carry sufficient liability insurance and agree to indemnify the City against all claims of any nature, which might arise as a result of his operations or conduct of work.

Failure to provide adequate insurance coverage within the specified duration of time as set forth is a material breach of contract and grounds for termination of the contract.

The successful bidder must provide the City of Warwick with an original Certificate of

Insurance for General Liability in a minimum amount of $1 million, naming the City of Warwick as the additional insured and so stated on the certificate with the bid name and bid number. It is the vendor’s responsibility to provide the City of Warwick with an updated Certificate of Insurance upon expiration of the original certificate.

For a bid to be awarded to a corporation, limited liability company or other legal entity, prior to commencing work under the awarded bid, that corporation, company or legal entity may be required to provide to the Purchasing Agent a Certificate of Good

Standing dated no more than thirty (30) days prior to the date upon which the bid approval was made.

If required, the successful bidder will provide Certificate of Good Standing within ten

(10) calendar days after notification or the City reserves the right to rescind said award.

Prices to be held firm for one-year from date of award. Term contracts may be extended for one (1) additional term upon mutual agreement unless otherwise stated.

The City is exempt from the payment of the Rhode Island Sales Tax under the 1956

General Laws of the State of Rhode Island, 44-18-30, Paragraph I, as amended.

The Purchasing Agent reserves the right to reject any and all bids, to waive any minor deviations or informalities in the bids received, and to accept the bid deemed most favorable to the interest of the City.

The City reserves the right to terminate the contract or any part of the contract in the best interests of the City, upon 30-day notice to the contractor. The City will incur no liability for materials or services not yet ordered if it terminates in the best interests of the City. If the City terminates in the interests of the City after an order for materials or services has been placed, the contractor will be entitled to compensation upon submission of invoices and proper proof of claim, in that proportion which its services and products were satisfactorily rendered or provided, as well as expenses necessarily incurred in the performance of work up to time of termination.

No extra charges for delivery, handling or other services will be honored. All claims for damage in transit will be the responsibility of the successful bidder. Deliveries must be made during normal working hours unless otherwise agreed upon.

All costs directly or indirectly related to the preparation of a response to this solicitation, or any presentation or communication to supplement and/or clarify any response to this solicitation which may be required or requested by the City of Warwick will be the sole responsibility of and will be borne by the respondent.

If the respondent is awarded a contract in accordance with this solicitation and fails or refuses to satisfy fully all of the respondents’ obligations thereunder, the City of

Warwick will be entitled to recover from the respondent any losses, damages or costs incurred by the City as a result of such failure or refusal.

The City reserves the right to award in part or full and to increase or decrease quantities in the best interest of the City.

Any quantity reference in the bid specifications are estimates only, and do not represent a commitment on the part of the City of Warwick to any level of billing activity. It is understood and agreed that the agreement will cover the actual quantities ordered during the contract period.

The City reserves the right to rescind award for non-compliance to bid specifications.

The successful bidder must adhere to all City, State and Federal Laws, where applicable.

The City of Warwick, in addition to soliciting bids in response to this bid, may consult, consider, and make an award for any and all open bid offers for a comparable unit as sought herein at the following websites:

RI State MPA: https://www.ridop.ri.gov/contract-portal/

NASPO: https://www.naspo.org/

MHEC (Massachusetts Higher Education Consortium): https://www.mhec.net/

SOURCEWELL: https://www.sourcewell-mn.gov/

OMNIA OPUS: https://www.omniapartners.com/

GBPC: MAPC (Greater Boston Police Council Collective Purchasing Programs) https://gbpc.org/collective-purchasing/ https://www.ridop.ri.gov/contract-portal/ https://www.naspo.org/ https://www.mhec.net/ https://www.sourcewell-mn.gov/ https://www.omniapartners.com/ https://gbpc.org/collective-purchasing/

(PRICING SHEET MAY NOT BE CONFIDENTIAL)

BID AND CONTRACT FORM

TITLE OF SPECIFICATION: Bid2026-272 Exchange Migration Services

I. BID:

WHEREAS, the CITY OF WARWICK has duly asked for bids for performance of services and/or supply of goods in accordance with the above-indicated specifications.

The person or entity does irrevocably offer to perform the services and/or furnish the goods in accordance with the specifications, which are hereby incorporated by reference in exchange for the bid price.

This offer will remain open and irrevocable until the CITY OF WARWICK has accepted this bid or another bid on the specifications or abandoned the project.

The bidder agrees that acceptance by the CITY OF WARWICK will transform the bid into a contract. This bid and contract will be secured by Bonds, if required by the specifications.

*Pricing sheet as follows*

MANDATORY

Please fill in vendor name on each page.

Pricing sheets are scanned in for accuracy.

WARWICK MIS DEPARTMENT

BID SPECIFICATIONS FOR

BID2026-272 EXCHANGE MIGRATION SERVICES

PART I

General and Special Terms and Conditions

A. PURPOSE

The City of Warwick is seeking proposals for Microsoft 365 Migration Services. The work under this contract involves providing all necessary services and expertise to successfully migrate the City's current on-premise Exchange system to Microsoft 365, in accordance with the provided specifications.

B. DESCRIPTION

The City currently has approximately 800 Exchange Email accounts being hosted on its own on-premise Exchange Server. The storage for the related documents, spreadsheets, etc. is handled by a hybrid configuration of local storage and Microsoft Azure Cloud storage. We wish to migrate all email accounts to Microsoft 365. It is the City’s intention to utilize a combination of Microsoft 365 licensing, to be acquired outside of the scope of this Bid.

C. EVALUATION CRITERIA

a. Experience, Ability and Product/Service reputation (30%)

b. Functionality and Fit to City’s Long-term technology goals (30%)

c. Availability to start project, once awarded, in a timely fashion (15%)

d. Lowest Bid (will not be used as the only single bid award criteria) (25%)

D. POINT OF CONTACT

Warwick MIS Department

Attn: Philip Carlucci, IT Director

65 Centerville Rd

Warwick, RI 02886

(401) 921-9666 philip.f.carlucci@warwickri.gov

Part II. COST SUBMISSIONS

When asked to enter a cost, “Not to Exceed” and “TBD” entries will NOT be considered as a valid submission. You must enter a committed cost in order to be considered. If the item being requested is “included” in some other line-item, simply put “$0.00” as your response. If there is a line-item that is being requested that you do not provide, please mark the item as

“Not Available”. If you have questions concerning what information is being requested, please reach out, in writing, to philip.f.carlucci@warwickri.gov for clarification.

Valid questions of significance will be answered by email. They will also be listed as a Q&A addendum on the City’s BID Web Page; https://www.warwickri.gov/bids under this Bid’s heading. Please check there before submitting to insure you have all available information.

Only one Option may be submitted for each Bid entry. If you would like to propose more than one solution/option, please complete multiple Bid entry forms and submit them all in your mailing.

BIDS must be submitted in a sealed envelope either by Post or in-person by the designated deadline. E-mail submissions will NOT be considered.

Current Environment

• Windows Based Machines only

• Exchange Mail System (Exchange 2019)

• Sophos Cloud Based Email Filtering (Advanced Sophos Email)

• Barracuda Email Archiver (Barracuda Cloud Archiving Service)

CJIS Requirement – Since these systems are utilized by the Warwick Police Department, the City is bound to adhere to all applicable CJIS standard requirements for the migration.

HIPAA Requirement – Since these systems are utilized by the Warwick Fire Department’s

Paramedic Unit, the City is bound to adhere to all applicable HIPAA standard requirements for the migration.

mailto:philip.f.carlucci@warwickri.gov https://www.warwickri.gov/bids

SCOPE OF SERVICES

Project Description:

The City of Warwick is seeking Proposals for migration and implementation of Microsoft 365 hosted environment for its 2019 Exchange email system. All work must be completed in accordance with all applicable standards, and other specifications, terms, and conditions as stated in this Bid

Request.

Background and Context

The City’s overall goal is to migrate as much of its current on premise technology infrastructure as possible to cloud based hosted services leveraging Software as a Service (SaaS) platforms wherever possible.

Timeframe

This project, once awarded, will require an implementation schedule with a “Time is of the Essence” focus.

General Timeline once approved is anticipated to be:

Task Timeline

Evaluation & Plan Development Weeks 1 – 3

Actual Migration Test and Final Weeks 4 – 8

Administrative Training Week 9

Go-Live (Final Sync) Week 10

Data

While all data is anticipated to be converted, allowances must be made for setting selection criteria that may reduce the actual data being migrated. There are approximately 800 Mailboxes with a total size across all of 1.4 TB.

Integration

The Bid Awardee will be responsible for all set-up and service integration of Microsoft365 with

Azure, Sophos and Barracuda (as listed above).

COST SUBMISSIONS (Cost sheet may not be confidential)

VENDOR NAME: _______________________________________________________________

ITEM DESCRIPTION Time in Days Cost

Total Project – enter total here. It is permissible to enter a

Per Mailbox cost. Cost entered here must cover all aspects of the project (e.g. Microsoft 365 Readiness Assessment, Onsite Discovery, and Planning, 3rd Party Integration, Migration Testing, Migration, Administrative Training). It must also include Post Implementation Support Hours

(minimum of 40 hours)

(attach further detail in section III)

$ .00

Company Background Information

How long has your company been in business?

If requested, could you provide 3 – 5 customer references, at least one of them being a

State, Local, or Tribal Government entity? (Only if Selected. None needed at this time.)

In what Country will our City’s collected data for this project reside?

Will all members of the migration team be US Citizens?

How long will your company store data collected/created for or by us for this project?

Please list up to 3 differentiators of your Migration Service Offering

1.

2.

3.

III. ADDITIONAL INFORMATION

Please include any additional information concerning your product offering or operational methodology that would distinguish you from other service providers and serve as criteria for the selection process.