Zimbra Migration Upgrade and Hosting RFP No. S-1339 9
PROPOSAL REQUIREMENTS
CONTENTS OF PROPOSAL
1.1 GENERAL FORMAT OF PROPOSAL
The proposal shall constitute the Proposer's plan for completing the Scope of Services & Specifications. Accordingly, the Proposer should present the technical approach demonstrating a well -structured, reasonable Wor k plan. Proposers should refine and/or expand the Scope of Work in the RFP to reflect the particular plan they would use to perform the Work.
1.2 PROPOSAL CONTENT
The electronic proposal submittal must have all of the following components and required documents or it may be deemed as non -responsive at the discretion of the City. Please submit all documents as one PDF file on the City’s PlanetBids portal as the “Response File” as seen below, unless otherwise noted.
Proposal Pricing-”ATTACHMENT “B”: The Cost Proposal shall be valid for 120 calendar days from the date stipulated in the RFP for receipt of Proposals. If this offer is accepted within that time period, the Proposer agrees to furnish all services as stipulated in the RFP and any accompanying addenda. Proposers must attach one single PDF file of their “Attachment “B” Proposal Pricing ” o n the City’s PlanetBids portal as seen below.
Proposal Letter (Pages 12 -13) completed and executed by an authorized representative of the Proposer.
Bidder/Contractor Statement (Page 1 4) completed and executed by an authorized representative of the Proposer
Statement of Compliance (Page 15)
Zimbra Migration Upgrade and Hosting RFP No. S-1339 10 Non-Collusion Statement: (Page 16)
Designation of Sub Contractors Form (Page 17): Information for all Sub - Contractors that will be used to perform the work (name, address, contact name, contact phone number, contact email address) insurance information and trades they will be performing under the contract.
Attachment “B” Proposal Pricing Information (Page 24). This page must be included along with the proposer pricing information.
Provide three (3 ) references from government or public sector agencies , regarding the Respondent’s performance of services from at least three (3) references for similar services within the pa st three (3) years OR have performed satisfactory work for a City within the past three (3) years . Please include the following: (1) Organization Name; (2) Organization contact name, title, phone number, e-mail address (Note – Contacts should be person(s) who can be contacted with regard to services provided by Respondent); (3) Brief project description and description of services. Please make sure that the information provided for your references is current and accurate .
References will NOT be considered if the information provided is inaccurate or outdated.
Proof that the proposer is an authorized Zimbra provider
Staff Qualifications and Resumes
Any and all other requirements as stated in the Scope of Work (Attachment “A”) and within this RFP document.
The proposal shall include a Work Plan which would deline ate the approach Proposer would utilize to complete the Work. The plan shall demonstrate the Proposer's understanding of the scope of services. The proposal should refine and/or expand scope of ser vices to reflect how the Proposer would complete the Work to the satisfaction of the City’s requirements and needs.
If subcontractors are utilized, the Proposer must submit a description of each firm or person and the Work to be done by each subcontractor. Please use the Designation of Subcontractors from on Page 17. If no subcontractors will be used, then please write N/A and include this form in your proposal submittal.
The successful proposer will be responsible for obtaining a Garden Grove business license before work can begin. Information on obtaining a Garden Grove business license can be obtained by calling 714-741-5073. Information may also be obtained through the City’s website.
Zimbra Migration Upgrade and Hosting RFP No. S-1339 11 Failure to submit such items duly executed by an authorized office r of the Proposer's firm may render the proposal incomplete and unresponsive and may cause its rejection.
Zimbra Migration Upgrade and Hosting RFP No. S-1339 12 RFP No. S-1339
CITY OF GARDEN GROVE
PROPOSAL REQUIREMENTS
PROPOSAL LETTER/CERTIFICATE OF ACCEPTANCE
Company Name____________________________________________
SANDRA SEGAWA, PURCHASING DIVISION MANAGER
CITY OF GARDEN GROVE
11222 ACACIA PARKWAY
GARDEN GROVE, CALIFORNIA 92840
The undersigned hereby submits this proposal on behalf of the above -named Proposer (hereinafter referred to as the “Compan y”) in response to the request to Provide Zimbra migration, upgrade and hosting . The undersigned hereby declares that he/she has carefully read and examined the RFP documents including any plans and specifications, and that the Company hereby proposes to perform and complete the Work as required in the Contract.
The undersigned recognizes that this Contract is not exclusive and that the CITY expressly reserves the right to contract for performance of services such as those described herein through other Contractors.
On behalf of the Company, the undersigned agrees to provide services in accordance with the Scope of Work at the per -unit prices indicated in its Proposed Pricing Schedule if its Proposal is accepted within 120 days from the date specified in the RFP for receipt of proposals.
The undersigned has reviewed the enclosed contract terms and conditions and agrees to accept all terms and conditions of the CITY’s contract unless otherwise noted in the proposal response.
If recommended for Contract awa rd, the undersigned agrees to execute a contract which will be prepared by the CITY for execution, within 10 calendar days following Notification of Award. It is understood that the recommendation for contract award will not be placed on the agenda for co nsideration by the City Council until the CITY has received the executed contract. The undersigned acknowledges and agrees that no binding contract shall exist between the Company and the CITY until and unless the Contract is approved by the CITY's City C ouncil and executed by an authorized representative of the CITY.
Mindcentric Inc
Zimbra Migration Upgrade and Hosting RFP No. S-1339 13 The undersigned will also deliver to the CITY prior to the commencement of Scope of Work the necessary original Certificates of Insurance. If services are authorized to commence prior to t he execution of the Contract pursuant to a Notice to Proceed issued by the CITY, pending the execution of the Contract, the services shall be subject to the terms and conditions of the Scope of Work and the Contract.
Incorporated herein and made a part of this Proposal are the Response Data and Proposal Forms required by the Proposal Requirements.
The undersigned acknowledges receipt, understanding and full consideration of the following Addenda to the RFP Documents:
Addenda No.____________________________________________________
Proposer represents that the following person is authorized to negotiate on its behalf with the CITY in connection with this RFP:
_______________________________________________________________ (Name) (Title) (Phone)
The undersigned certifies that it has examined and is fully familiar with all of the provisions of the RFP Documents and is satisfied that they are accurate; that it has carefully checked all the words and figures and a ll statements made in the Proposal Requirements; that it has satisfied itself with respect to other matters pertaining to the proposal which in any way affect the Work or the cost thereof; and that he/she is legally authorized to bind the Company. The und ersigned hereby agrees that the CITY will not be responsible for any errors or omissions in these RFP Documents.
Proposer's Business Address
and Telephone/Fax Numbers:
BY: __________________________ _________________________ (Signature)
__________________________ _________________________
(Type or Print Name)
__________________________ _________________________
(Title)
___________________________
(Email Address)
619-572-1185
Sean Washington VP of Sales 619-572-1185
Sean Washington
VOP of Sales
[email protected]
2880 Bicentennial Pkwy, Suite 100 PMB 119.
Henderson, NV 89044
Zimbra Migration Upgrade and Hosting RFP No. S-1339 14
BIDDER/CONTRACTOR/CONSULTANT STATEMENT
REGARDING INSURANCE COVERAGE
(Submit with IFB/RFP Package)
This signed document must be included with your bid/proposal package in order for your bid/proposal to be considered complete!
BIDDER/CONTRACTOR/CONSULTANT HEREBY CERTIFIES that he/she has reviewed and understands the insurance coverag e requirements specified in the attached Insurance Requirements Checklist.
Should we/I be awarded the contract, we/I certify that we/I can meet the specified requirements for insurance, including insurance coverage of the subcontractors, and agree to name the City/Successor Agency/Sanitary District and other additional insureds as per the agreement for the work specified and we/I will comply with the provisions of Section 3700 of the Labor Code, which require every employer to be insured against liability for worker’s compensation or to undertake self -insurance in accordance with the provisions of that code, before commencing the performance of the work specified.
Please Print (Person, Firm, or Corporation)
Signature of Authorized Representative
Please Print (Name & Title of Authorized Representative)
Date Phone Number Email
Please note that the City of Garden Grove is now contracted with EBIX for insurance certificate management and review services. EBIX will collect the insurance requirements in the contract on behalf of the City. If you are awarded the contract, you will be contacted by EBIX regarding the insurance requirements listed in the sample contract. Please forward all insurance documents to EBIX directly per their instructions when contacted.
NOTE: All insurance certificates and endorsements must be received by or sent to EBIX within ten (10) City working days of the original request or th e City reserves the right to proceed with the next lowest responsible bidder or the next highest scoring proposer in the process. Please do not send any insurance documents to the City but please use the following email address to send insurance documents to Ebix directly: [email protected].
Sean Washington, VP of Sales and Mindcentric Inc
Sean Washington, VP of Sales
September, 23 2024 619-572-1185 [email protected]
Zimbra Migration Upgrade and Hosting RFP No. S-1339 15
STATEMENT OF COMPLIANCE
The undersigned Proposer declares that the Proposal submitted to provide Zimbra migration, upgrade and hosting as described in, and in response to City of Garden Grove RFP No. S -1339 was prepared in strict compliance with the instructions, conditions and terms listed in the RFP, Scope of Services and Draft Agreement, with exceptions listed below, if applicable. At least one box for each item must be checked.
RFP Instructions and Terms & Conditions (Check One)
□ No Exceptions Taken □ Exceptions Taken
Scope of Services (Check One)
□ No Exceptions Taken □ Exceptions Taken
Draft Agreement/Insurance Requirements (Check One)
□ No Exceptions Taken □ Exceptions Taken
If any exceptions are taken, this Statement of Compliance shall include a narrative that identifies each item to which the Proposer is taking exception or is recommending change, including the suggested rewording of the contractual obligations or suggested change in RFP, and identifies the reasons for submitting the proposed exception or change. When available, please reference specific line item numbers as provided in the RFP. The City reserves the right to rule as n on- responsive and reject any Proposals that are not accompanied with the required documentation as described above.
______________________________ _________________________ Signature Date
______________________________ _________________________ Printed Name and Title Name of Proposer
Sean Washington, VP of Sales
September 23, 2024
Sean Washington
Zimbra Migration Upgrade and Hosting RFP No. S-1339 16
NON-COLLUSION STATEMENT
REQUEST FOR PROPOSAL S-1339
It is understood and agreed that:
1. No proposal will be accepted unless authorized representatives of proposing organizations attend a pre -proposal conference at the stated time and location:
2. After the contract has been awarded, the designed Contractor shall attend a pre-job conference. The Contractor shall be informed of said time and location.
3. No verbal agreement or conversation with any officer, agent or employee of the City either before or after the execution of the agreement shall affect or modify any of the terms or obligations of this proposal.
4. The City will not be responsible for any errors or omission s on the part of the undersigned in making up his proposal, nor will proposers be released on account of errors.
5. The undersigned hereby certifies that this proposal is genuine and is not sham or collusive, or made in the interest or in behalf of any person not herein named, and that the undersigned has not directly or indirectly induced or solicited any other proposer to put in a sham proposal or any other person, firm or corporation to refrain from proposing, and that the undersigned has not in any manner sought, by collusion, to secure for himself an advantage over any other proposer.
6. The Undersigned is licensed in accordance with the Laws of the State of California.
BY: __________________________ _________________________ (Authorized Signature) (Telephone Number)
_________________________
(Type or Print Name)
__________________________
(Title)
___________________________
(Email Address)
___________________________
(Company Name)
Sean Washington
VP of Sales
[email protected]
Mindcentric Inc
619-572-1185
Zimbra Migration Upgrade and Hosting RFP No. S-1339 17
DESIGNATION OF SUB-CONTRACTORS
1. Pursuant to Public Contra ct Code Sections §4104 of California Public Contract Code, the undersigned certifies that it has used the sub-bids of the following listed subcontractors to whom the Bidder proposes to subcontract portions of the work in an amount in excess of one -half of one percent of the total Bid Proposal and that the subcontractors listed will be used for the work for which they bid subject to the approval of the Engineer and in accordance with the applicable provisions of the Specifications. Please attach additional pages if needed.
1. Name of Subcontractor: DIR Reg#__________________ Address: Phone No:
Individual, Partnership or Corporation:
Work to be Performed:
2. Name of Subcontractor: DIR Reg# ______
Address: Phone No:
Individual, Partnership or Corporation:
Work to be Performed:
3. Name of Subcontractor: DIR Reg#__________________ Address: Phone No:
Individual, Partnership or Corporation:
Work to be Performed:
4. Name of Subcontractor: DIR Reg# ______
Address: Phone No:
Individual, Partnership or Corporation:
Work to be Performed:
5. Name of Subcontractor: DIR Reg# ______
Address: Phone No:
Individual, Partnership or Corporation:
Work to be Performed:
______
No Subcontractors for this bid
15 RFP No. S-1339
CITY OF GARDEN GROVE
SAMPLE CONTRACT
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made this day of , 2024, by the CITY OF GARDEN GROVE , a municipal corporation, ("CITY") and XXXXXXXXXXXXXX, herein after referred to as “CONTRACTOR”.
RECITALS
The following recitals are a substantive part of this Agreement:
1. This Agreement is entered into pursuant to Garden Grove Council Resolution No. 9212-14 (January 28, 2014).
2. CITY desires to utilize the services of CONTR ACTOR to provide Zimbra Migration, Upgrade and Hosting Services per RFP S-1339.
3. CONTRACTOR is qualified by virtue of experience, training, education and expertise to accomplish services.
AGREEMENT
THE PARTIES MUTUALLY AGREE AS FOLLOWS:
1. Term and Termination The initial term of the agreement shall be from full execution of the agreement through June 30, 2025 with an option to extend said agreement for an additional four fiscal (4) years. Optional fiscal years shall be exercised one (1) fiscal year at a time, at the sole option of the CITY. This agreement may be terminated by the CITY without cause. This agreement may be terminated by the CITY without cause . In such event, the CITY will compensate CONTRACTOR for work performed to date in accordanc e with Proposal Pricing (Attachment “B”). Contractor is required to present evidence to support performed work completion.
2. Services to be Provided . The services to be performed by CONTRACTOR shall consist of tasks as set forth in the Proposal. The Proposal is attached as Attachment A, and is incorporated herein by reference. The Proposal and this Agreement do not guarantee any specific amount of work.
23rd September
16 3. Compensation. CONTRACTOR shall be compensated as follows:
3.1 AMOUNT. Total Compensation under this agreement shall not exceed (NTE) amount of XXXXXXXXXXXXXX ($XXXX XX), per fiscal year , payable in arrears and in accordance with RFP S -1339 and Proposal Pricing (Attachment “B”).
3.2 Payment. For work under this Agreement, payment shall be ma de per invoice for work completed. Within 45 day of delivery of goods or completion of performance of services, CONTRACTOR must promptly render an invoice to CITY or payment may be significantly delayed. For extra work not a part of this Agreement, a written authorization by CITY will be required, and payment shall be based on schedule included in Proposal Pricing (Attachment “B”).
3.3 Records of Expenses. CONTRACTOR shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to CITY.
3.4 Termination. CITY and CONTRACTOR shall have the right to terminate this agreement, without cause, by giving thirty (30) days written notice of termination. If the Agreement is terminated by CITY, then the provisions of paragraph 3 would apply to that portion of the work completed.
4. Insurance requirements.
4.1 COMMENCEMENT OF WORK. CONTRACTOR shall not commence work under this Agreement until all certificates and endorsements have been received and approved by the CITY. All insurance required by this Agreement shall contain a Statement of Obligation on the part of the carrier to notify the CITY of any material change, cancellation, or termination at least thirty (30) days in advance and provide a Waiver of Subrogation in favor of the City.
4.2 WORKERS COMPENSATION INSURANCE . During the duration of this Agreement, CONTRACTOR and all subcontractors shall maintain Workers Compensation Insurance in the amo unt and type required by law, if applicable.
4.3 INSURANCE AMOUNTS . CONTRACTOR shall maintain the following insurance for the duration of this Agreement:
(a) Commercial general liability in an amount of $1,000,000.00 per occurrence (claims made and modified occurrence
policies are not acceptable); Insurance companies must
17 be acceptable to CITY and have a Best’s Guide Rating of A- , Class VII or better, as approved by the CITY.
(b) Automobile liability in an amount of $1 ,000,000.00 combined single limit (claims made and modified
occurrence policies are not acceptable); Insurance
companies must be acceptable to CITY and have a Best’s Guide Rating of A-, Class VII or better, as approved by the CITY.
(c) Professional liability, which includes Cyber Liability Coverage, in an amount not less than $1,000,000.
Insurance companies must be admitted and licensed In
California and have a Best’s Guide Rating of A-,Class VII or better, as approved by the City. If the policy is written on a “claims made” basis, the policy shall be continued in full force and effect at all times during the term of the
agreement, and for a period of three (3) years from the date of the completion of services provided. In the event of termination, cancellation, or material change in the policy, p rofessional/consultant shall obtain continuing insurance coverage for the prior acts or omissions of
professional/consultant during the course of performing services under the term of the agreement. The coverage shall be evidenced either by a new policy e videncing no gap in coverage, or by obtaining separate extended “tail” coverage with the present or new carrier.
An On-Going and Completed Operations Additional Insured Endorsement for the policy under section 4.3 (a) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for liability arising out of work or operations performed by or on behalf of the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CI TY’s requirements, as approved by the CITY.
An Additional Insured Endorsement for the policy under section 4.3 (b) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for automobiles, owned, leased, hired, or borrowed by the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.
An Additional Insured Endorsement for the policy under section 4.3 (c) shall desi gnate CITY, its officers, officials, employees, agents, and volunteers as additional insureds under the excess liability policy.
CONTRACTOR shall provide to CITY proof of insurance stating the 18 excess liability policy follows form, additional insured endor sement forms, and the schedule of underlying policies with policy numbers that conform to CITY’s requirements, as approved by the CITY.
Information for the excess policy only needs to be provided if the underlying policies do not meet the policy limits set forth herein.
For any claims related to this Agreement, CONTRACTOR’s insurance coverage shall be primary insurance as respects CITY, its officers, officials, employees, agents, and volunteers. Any insurance or self - insurance maintained by the CITY, its officers, officials, employees, agents, and volunteers shall be excess of the CONTRACTOR’s insurance and shall not contribute with it.
If CONTRACTOR maintains higher insurance limits than the minimums Shown above, CONTRACTOR shall provide coverage for the higher insurance limits otherwise maintained by the CONTRACTOR.
5. Non-Liability of Officials and Employees of the CITY. No official or employee of CITY shall be personally liable to CONTRACTOR in the event of any default or breach by CITY, o r for any amount which may become due to CONTRACTOR.
6. Non-Discrimination. CONTRACTOR covenants there shall be no discrimination against any person or group due to race, color, creed, religion, sex, marital status, age, handicap, national origin, or ancestry, in any activity pursuant to this Agreement.
7. Independent Contractor. It is agreed to that CONTRACTOR shall act and be an independent contractor and not an agent or employee of the CITY, and shall obtain no rights to any benefits which accrue to CITY'S employees.
8. Compliance with Law. CONTRACTOR shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local government.
CONTRACTOR shall comply with, and shall be responsible for causing all contractors and subcontractors performing any of the work pursuant to this Agreement to comply with, all applicable federal and state labor standards, including, to the extent applicable, the prevailing wage requirements promulgated by the Director of Industrial Rel ations of the State of California Department of Labor. The City makes no warranty or representation concerning whether any of the work performed pursuant to this Agreement constitutes public works subject to the prevailing wage requirements.
19 9. Notices. All notices shall be personally delivered or mailed to the below listed address, or to such other addresses as may be designated by written notice.
These addresses shall be used for delivery of service of process.
a. (Contractor)
XXXXXXXXXXXXXXX
Attention: XXXXXXX
XXXXXXXXXXXXXXX
XXXXX, CA 9XXXX
b. (Address of CITY) (with a copy to):
City of Garden Grove Garden Grove City Attorney
11222 Acacia Parkway 11222 Acacia Parkway
Garden Grove, CA 92840 Garden Grove, CA 92840
10. CONTRACTOR'S PROPOSAL. This Agreement shall include CONTRACTOR'S proposal or bid which shall be incorporated herein by reference. In the event of any inconsistency between the terms of the proposal and this Agreement, this Agreement shall govern.
11. Licenses, Permits, and Fees. At its sole expense, CONTRACTOR shall obtain a Garden Grove Business License, all permits, and licenses as may be required by this Agreement.
12. Familiarity with Work . By executing this Agreement, CONTRACTOR warrants that: (1) it has investigated the work to be performed; (2) it has investigated the site of the work and is aware of all conditions there; and (3) it understands the facilities, difficulties, and restrictions of the work under this Agreement. Should Contractor discover any latent or unknown conditions materially differing from those inherent in the work or as represented by CITY, it shall immediately inform CITY of this and shall not proceed, except at CONTRACTOR'S risk, until written instructions are received from CITY.
13. Time of Essence . Time is of the essence in the performance of this Agreement.
14. Limitations Upon Subcontracting and Assignment . The experience, knowledge, capability, and reputation of CONTRACTOR, its principals and employees were a sub stantial inducement for CITY to enter into this Agreement. CONTRACTOR shall not contract with any other entity to perform the services required without written approval of the CITY. This Agreement may not be assigned voluntarily or by operation of law, w ithout the prior written approval of CITY. If CONTRACTOR is permitted to subcontract any part of this Agreement, CONTRACTOR shall be responsible to CITY for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationship between any subcontractor and CITY. All persons engaged in the work will be 20 considered employees of CONTRACTOR. CITY will deal directly with and will make all payments to CONTRACTOR.
15. Authority to Execute. The persons executing this Agreement on behalf of the parties warrant that they are duly authorized to execute this Agreement and that by executing this Agreement, the parties are formally bound.
16. Indemnification. To the fullest extent permitted by law, CONTRACTOR shall defend, and hold harmless CITY and its elective or appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of CONTRACTOR, CONTRACTOR'S agents, officers, emplo yees, subcontractors, or independent contractors hired by CONTRACTOR in the performance of the Agreement. The only exception to CONTRACTOR'S responsibility to protect, defend, and hold harmless CITY, is due to the sole negligence, recklessness and/or wron gful conduct of CITY, or any of its elective or appointive boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONTRACTOR.
17. Appropriations. This Agreement is subject to and contingent upon funds being appropriated therefor by the Garden Grove City Council for each fiscal year covered by the term of this Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the CITY.
\ \ \ \
(Agreement Signature Block on Next Page)
21 IN WITNESS THEREOF, these parties have executed this Agreement on the day and year shown below.
Date: _____________ "CITY"
CITY OF GARDEN GROVE
By: ___________________________
City Manager
ATTESTED:
____________________________
City Clerk
Date: _______________________
"CONTRACTOR"
XXXXXXXXXXXXXXXXXXXXXXX
By: ___________________________
Name:__________________________
Title:___________________________
Date: __________________________
Tax ID No. ______________________
Contractor’s License: _____________
Expiration Date:_________________
If CONTRACTOR is a corporation, a
Corporate Resolution and/or Corporate
Seal is required. If a partnershi p,
Statement of Partnership must be
submitted to CITY.
APPROVED AS TO FORM:
____________________________
Garden Grove City Attorney
________________________
Date
Mindcentric Inc
Sean Washington
VP of Sales
September 23rd, 2024
82-3394690
22 ATTACHMENT “A”
SCOPE OF SERVICES
RFP No. S-1339
(PAGE 1 of 2)
Provide Zimbra Migration, Upgrade and Hosting Services
The City of Garden Grove is seeking proposals from qualified vendors to provide Zimbra migration, upgrade and hosting. The City is considering having Zimbra professionally hosted, running the latest GA version of Zimbra 10 w ith the hosting provider patching and providing updates, backups, and high availability.
Existing Software and Hardware Platform:
The City currently hosts its own email on -site using Zimbra servers using separate VM’s for zimbra -ldap, zimbra -proxy, and zi mbra-store. Current Zimbra license expires on November 16, 2025.
Account limit: 900 users
Number of accounts in use: 847*
Zimbra version 8.8.15 GA
Zimbra store amount Approximately 7TB
*as of 8/21/2024
Requirements:
1. Migration from City’s on-premise VMs to hosted environment
2. Upgrade to Zimbra 10 or higher
3. Full administrative control with restricted IP access to the Administrative Console and SSH command line of the Zimbra host
4. Integrate the Zimbra host OS with City’s OpenLDAP for Authentication (username, password)
5. Optionally direct outbound email to City’s email gateway for DLAP (Data Loss Prevention)
6. Optional Malware and spam filtering (City currently uses hosted filtering for inbound by AppRiver)
7. Allow City to Brand Web Interface, similar to https://zimbra.ggcity.org
Other Requirements:
1. Email archiving for legal discovery, needs to be able to migrate with existing Datacove solution
Proposal Requirements
● Provide Response times-SLAs and Uptime-SLAs
● Provide relevant certifications of company or key personnel. ● Descriptions of security controls including supply chain. ● Cost of services for an option of 1 or 2 years
23 ATTACHMENT “A”
SCOPE OF SERVICES
RFP No. S-1339
(PAGE 2 of 2)
Staff Qualifications/Resumes
Please include resumes for all staff that will be assigned to work with the City of Garden Grove. Resumes must include any relevant certifications, years of experience and work experience as it relates to this project.
Please discuss and include any staff clearance procedures performed by your company such as background checks and verification of citizenship in the United States.
Proposers Qualifications:
● Provide at least three (3) customer references, preferably Public Sector.
References should be current and preferably demonstrate Zimbra systems with over 1,000 email accounts.
● Proposer must be an authorized Zimbra provider and provide proof at the time the proposal is submitted
Proposal Pricing/ Attachment “B”:
Please submit the Proposal Pricing as a “General Attachment ” on the City’s Planet Bid’s portal as seen below. PLEASE LABEL IT AS “ATTACHMENT B:
PROPOSAL PRICING or your proposal may be deemed as Non-Responsive.
Proposal Pricing must be all inclusive w hich addresses all aspects needed to provide the services mentioned in the Scope of Services. Please include any optional services in the proposal as well . The City will have the option of selecting optional services in the awarded contract based on budget availability and necessity. Partial proposals for specific services only will not be accepted and will be deemed as Non -Responsive. The City’s intent is to award one cont ract for all required services to the proposer who meets all requirements and offers the best solution for this project.
24 “ATTACHMENT B”
PROPOSAL PRICING INFORMATION
RFP S-1339
It is understood and agreed that:
a) No verbal agreement or conversation with any officer, agent or employee of CITY, either before or after the execution of the Agreement shall affect or modify any of the terms or obligations of this Proposal.
b) CITY will not be responsible for any errors or omissions on the part of the undersigned in formulating the proposed prices, nor will Proposer be given relief on account of error.
c) The undersigned hereby certifies that this Proposal is genuine and is not sham or collusive, or made in the interest or on behalf of any person not herein named, and that the undersigned has not directly or indirectly induced or solicited any othe r proposer to put in a sham proposal, or any other person, firm or corporation to refrain from proposing, and that the undersigned has not in any manner sought, by collusion, to secure for himself an advantage over any other proposer.
d) The undersigned is l icensed in accordance with the Laws of the State of California.
e) All proposals shall be signed in ink by the president, chief executive officer, or individual authorized to act on behalf of the company, with current Power of Attorney if applicable. The na me and mailing address of the individual making the proposal must be provided.
Check below where appropriate:
Partnership: That are
partners, doing business under the firm name of and that the co-partnership makes the accompanying proposal.
25 Individual: That is the
bidder and makes the accompanying proposal.
BIDDERS NAME (PLEASE PRINT): ________________________________
EMAIL ADDRESS: _________________________________
PHONE NUMBER: _________________________________
___
AUTHORIZED SIGNATURE DATE
Sean Washington, VP of Sales, Mindcentric Inc
[email protected]
619-572-1185
September 23rd, 2024
CONFIDENTIAL
RFP – Scope of Services:
Requirements:
1. Migration from City’s on-premise VMs to hosted environment a. Mindcentric will migrate Data from Legacy On-Prem Host to our Infrastructure at Switch Data Centers in Las Vegas. For 12 and 24-month Terms, the Migration will be performed by the Mindcentric staff without additional costs.
2. Upgrade to Zimbra 10 or higher
a. This is part of the scope, Mindcentric will work with Client to determine the appropriate version and what is generally best for the organization.
3. Full administrative control with restricted IP access to the Administrative console and SSH Command line of the Zimbra Host
a. Mindcentric will provide full admin/root access to the Zimbra environment, but not into the Server or Hyper-Visor level of the Network.
4. Integrate the Zimbra host OS with City’s OpenLDAP for Authentication (username, password)
a. This will be part of the onboarding scope – ne fees with 12 or 24 month commitments.
5. Optionally direct outbound email to City’s email gateway for DLP (Data Loss Prevention) a. Confirmed – will be part of the scope
6. Optional Malware and spam filtering (City currently uses hosted filtering for inbound by AppRiver)
a. Mindcentric will support any SPAM Filtering Services that Client wishes the power their solution, we will work with your teams to properly configure. Mindcentric offers Sophos Email Complete for $2/account/month as a service.
7. Allow City to Brand Web Interface, similar to https://zimbra.ggcity.org a. We can continue to use https://zimbra.ggcity.org or whatever assets client may wish to leverage.
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Other Requirements:
• Email archiving for legal discovery, needs to be able to migrate with existing Datacove solution o Confirmed – Part of the On-Boarding
Proposal Requirements
• Provide Response times-SLAs and Uptime-SLAs
Response Times –SLAs
Severity Level Response Times
(Maximum) Description
Severity Level 1 < 15 Minutes (24x7) Urgent requests for service(s) down or affecting the majority of users/services.
Severity Level 2 < 1 Hours (24x7) Important requests that are or could affect the customers business (majority effecting issue).
Severity Level 3 < 2 Business Hours Customer escalation effecting key users or services (not down or majority effecting issue)
Severity Level 4 < 4 Business Hours Day to day questions, report bugs, changes, “how to questions”, non-urgent issues
These are guaranteed times to respond. Actual response times are much sooner. Emergency support cases are responded to in less than 5 minutes and almost others are responded to in less than 30 minutes. These are not guaranteed time to resolution, as that c an vary depending on the issue or if external software/hardware vendors are involved.
Uptime –SLAs
Level Up-Times Description
Data Centers 100% The data center facilities, power, cooling, etc Network 99.999% This is the core network and access to the Internet
Infrastructure 99.999% Computing and storage infrastructure Applications 99.999% Applications and databases
Data & disaster
recovery 100% 100% protection and up-time with a multiple data center configuration and full replication
Up times for individual customers may vary (increased or decreased) depending the requirements and configurations.
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• Provide relevant certifications of company or key personnel. o Mindcentric is a Zimbra Gold Partner that has worked with Zimbra since they were a small start-up. We have a support team of (10) certified technicians that know the technology and (2) Zimbra Architects. Today, we manage over 20,000 endpoints on Zimbra.
• Descriptions of security controls including supply chain. o Mindcentric has provided Managed Hosting Solutions for 20 years, we host all of our Data and Services from Switch Data Centers in Las Vegas. We also have a secondary, Disaster Recovery Site in Reno Las Vegas, also a Switch Property. Between the 2 sites is a private/protected 10G pipe.
o Switch Data Centers are responsible for many of the physical controls and compliance.
Mindcentric can convey these as part of our partnership. o Internally, Mindcentric has firm controls on the infrastructure with defined operations and access. We do not use any VPNs to connect, only through disassociated jump hosts.
o Regarding Supply Chain, we have a direct relationship with our Server Infrastructure vendor and have not experienced any supply chain issues. We maintain extra hardware for redundancy on all systems.
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Zimbra e-Mail Collaboration License (Professional Edition) & User Support
Zimbra Professional Edition Any Place, Any Machine
The Hosted Zimbra Collaboration Suite provides custom configurations for each individual domain, unlike other hosted email offerings that restrict and dictate features and functions. This is a server and client technology for next-generation enterprise messaging and collaboration. Zimbra has features and functionality like no other delivering innovation for the administrator and the end-user.
Zimbra Software Features:
• Freedom of Client Choice:
o Any Browser any device– Advanced web client: Browser based client with search, shared calendar and mail that is integrated with contacts and calendar. Available is 3 modes to match the device and Internet performance: Zimbra Ajax client, HTTP lite, and Tablet modes o Any Client, PC Client agnostic - Support of Windows, Apple and Linux computers ❖ Zimbra Desktop Client for Windows or MAC; Its free. Matches and syncs with Zimbra web client and give user off-line mode when not connection to the Internet
❖ Microsoft Outlook: (Online, Offline, Cached Mode) Outlook Connector for full sync with Outlook (email, email folder, calendared, shared calendars, contacts, tasks) Outlook for Windows and Outlook for MAC ❖ MAC: Full Sync with MAC Mail, iCal, Contacts, tasks
❖ Eudora, Evolution, Thunderbird/Sunbird, RSS, etc. Protocols: IMAP, POP o Any Mobile device - Full Mobile sync with ActiveSync (called “Exchange” in phone set up) ❖ iPhone
❖ Adroids
❖ Windows
❖ Blackberry
o Other Features:
o Self-Organizing Mailboxes
o Comprehensive Shared Calendaring
o Extensible model for linking message content to external web services and applications (expressible via hover- over and/or click)
o Efficient context switching
o Modern collaboration styles/formats
Zimbra included tools:
o Zimbra PST import Wizard
o Zimbra ZCS Migration Wizard
Zimbra Archive and Discovery
How Zimbra Archiving and Discovery Works
Messages for end-users selected to be archived are automatically copied (forked) to a pre-selected SMTP address using the Zimbra Postfix MTA. The process is transparent to the end-user. During the process the archived message is also expanded to include the relevant envelope headers and other recipient address information and placed in the archive with the message.
A separate archive account is created so if an employee leaves the company, you can keep the archive and delete the main Zimbra account (mailbox).
Retention: You (the customer) sets the retention to meet your companies and compliance needs. For example, in many cases this may be seven years.
Storage Size: 10TB
Dedicated Cloud Environment with defined Resources:
24 vCPU/80G RAM/ 10TB HD (Production)
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Zimbra Support Roles
SERVICE MindCentric Customer
Customer Support Team availability 24 x 7 x 365
Severity Level 1 (Emergency): Response Time <15 Minutes Severity Level 2 (Priority): Response Time <4 Hours
Severity Level 3 (Non-Critical): Response Time <12 Hours Network Uptime SLA 99.999%/100% w/ DR
Dedicated Customer Service Manager 8 – 5 PT
Automatic Senior Management Escalation yes
System Monitoring every 5 Min.
System Administration (root access) MindCentric only
OS management, patching, and upgrades yes
Advanced Technical Support yes
Troubleshooting yes
Hardware Break-fix yes
Hardware replacement SLA yes
Security monitoring yes
Firewall administration yes
Anti-virus administration yes
Anti-spam administration yes
Zimbra ZCS Network Edition application support yes
Zimbra application monitoring yes
Zimbra application upgrades yes
Zimbra application management yes
Clamav anti virus yes
Spamassassin anti spam yes
Database Trouble Shooting yes
Database Administration yes
Data Recovery Protection with Backup Service yes
Back up data administration yes
Data restore from backup yes
Full domain or individual mailbox restores yes – free
Custom/manual restores billable
Unlimited Support Tickets yes
Professional Services ($65/half hour) yes
Zimbra Global Admin access MindCentric only
Zimbra admin support (domain level user management) Assistance yes End user/client support Yes yes
Access Privileges and Customization
MindCentric will maintain root access to the system and Zimbra master admin to insure quality of service. If the customer wants these levels of access, MindCentric will grant it under the condition that the customer is taking reasonability. If the customer requests MindCentric to fix customer caused issues, the customer will pay for the time. The customer will have full domain administration access for setting up users, distribution list and other domain settings. Any Zimbra or UNIX customization or custom coding is subject to an additional fee for the time and maintenance of the modification at $35 – 65/half hour.
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Attachment B: Proposal Pricing:
Cost of services for an option of 1 or 2-years
12 Month Term
Line Item Quantity Monthly Fee Total Monthly
Fees Set-Up Fees
Cloud Infrastructure:
• 24vCPU/80GB RAM/10TB
• Hyper-V (Hypervisor)
• 4X Ubuntu (OS) Guest Hosts
• 4X Veeam Licenses
• PRTG Monitoring
• 24x7x365 NOC
1 $1,100 $1,100.00 -
Local Back-Ups /TB 10 $20.00 $200.00 -
Second Site, Immutable Back-Ups /TB 10 $20.00 $200.00 - Zimbra Network Edition Support* 900 $1.50 $1,350.00 -
Total $2,850.00 $0
24 Month Term
Line Item Quantity Monthly Fee Total Monthly
Fees Set-Up Fees
Cloud Infrastructure:
• 24vCPU/80GB RAM/10TB
• Hyper-V (Hypervisor)
• 4X Ubuntu (OS) Guest Hosts
• 4X Veeam Licenses
• PRTG Monitoring
• 24x7x365 NOC
1 $1,000 $1,000.00 -
Local Back-Ups /TB 10 $20.00 $200.00 -
Second Site, Immutable Back-Ups /TB 10 $20.00 $200.00 - Zimbra Network Edition Support* 900 $1.25 $1,125.00 -
Total $2,525.00 $0
*These models assume that the Client will bring their own licenses. Mindcentric can resell the licensing in a SPLA/Monthly manner if the Client ever wished to roll it into the solution. The cost for “Managed Zimbra Professional Edition” would cost $3.30/user and would include “Zimbra Network Edition Support.”
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Statement of Work:
Mindcentric will Migrate City of Garden Grove’s Zimbra environment to a dedicated compute environment that we will host at Switch Las Vegas. The environment will live in an HA environment that will have local back-ups, a second immutable copy hosted off-site (Reno Data Center).
Mindcentic proposes that we lift and shift the legacy environment to our infrastructure and continue using legacy/invested software licensing until they expire. Once expired, Mindcentric can provide Cloud Service Provider licensing for the latest version. Mindcentric will upgrade the client to the desired version for no additional costs.
Infrastructure Required for Hosting:
• 1X LDAP Server 2vCPU/8GB RAM
• 1X MTA/Proxy Server – 4vCPU/12GB RAM
• 2X Zimbra Store – 8vCPU/24GB of RAM
• Total Production Compute Environment = 24vCPU/80GB RAM/10TB
Mindcentric will work with the client to integrate 3rd party tools such as SPAM Filtering, Legal hold and discovery and the Client’s LDAP system.
Mindcentric will manage the hosting Infrastructure including the Physical Servers, Hypervisor, guest OS and the application. Mindcentric will provide root access to the Zimbra environment and support a co-managed environment.
Mindcentric will provide managed back-ups of the client’s data including a local copy and an immutable 3rd copy, hosted outside of the network.
The proposal is an all-inclusive managed hosting engagement that will not incur any additional fees assuming the scope is defined within this RFP.
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Staff Qualifications/Resumes
• Please include resumes for all staff that will be assigned to work with the City of Garden Grove. Resumes must include any relevant certifications, years of experience and work experience as it relates to this project.
o Mindcentric does not provide the resumes of our employees. We can share some specifics that are related to Zimbra:
▪ (2) System Architects with 30 Years Combined Experience with Hosting Zimbra ▪ Staff of 10 Support technicians that are specifically trained and authorized to work on Zimbra Systems. The average tenure for employment is 7 years. ▪ Our team also manages critical infrastructure for many state/municipality organizations. Our practice also extends beyond Zimbra to critical systems for both small business and the enterprise.
• Please discuss and include any staff clearance procedures performed by your company such as background checks and verification of citizenship in the United States. o Mindcentric performs background checks, and drug screens on all employees and validates that they are all US Citizens.
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Proposers Qualifications:
Provide at least three (3) customer references, preferably Public Sector. References should be current and preferably demonstrate Zimbra systems with over 1,000 email accounts.
Kip DeGraaf
System Planner
Ann Arbor District Library
[email protected]
(734) 327-4200
343 South Fifth Ave, Ann Arbor, MI 48104
Brian Cooper
Information Services Manager
City of Cuyahoga Falls
2310 Second Street
Cuyahoga Falls, Ohio 44221
330-971-8163
Mark Hostetler
Vice President - Information Management
EK Health
Phone: 877-861-1595 Ext 231
Fax: 408-973-2508
[email protected]
Joseph Cavallaro
IT Director
ARC Excess & Surplus, LLC
113 S. Service Road
Jericho, NY 11753
D-516-408-5769
F-516-747-0042
[email protected]
Angie Michelini
Technology Services Manager
The Library Network
41365 Vincenti Court, Novi, MI 48375
Helpdesk: 248.536.3100 x134
Office: 248.536.3100 x144
Direct: 248.716.5583