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HomeMy WebLinkAboutAgenda - 01-24-2006 - 9dORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: January 24, 2006 Action Agenda Item No. SUBJECT: Acquisition of Replacement Electronic Mail System Software DEPARTMENT: Information Technologies PUBLIC HEARING: (YIN) Yes ATTACHMENT(S): Consulting Quote Detail Software Pricing INFORMATION CONTACT: Todd Jones, 245-2285 Pam Jones, 245-2652 PURPOSE: To approve the purchase of Microsoft Outlook/Exchange email and Active Directory networking software, and consulting services, to address replacement of the County email and networking system. BACKGROUND: Funding for replacement of the County's electronic mail system is appropriated in the 2005-06 Information Technology Capital Project Ordinance approved by the Board of Commissioners in June 2006. The County's reliance on technology has increased appreciably over the past few years. Communication with citizens and among staff has become increasingly based on email. The County's email system, originally deployed in 1997, has become unstable and is no longer meeting the County's needs. The County's Information Technology organization, with advice from the County's Information Technology Advisory Committee, is pursuing a total email system replacement Email Volume and Reliance The County now generates and receives tens of thousands of email messages each day. A steady increase over the past 8 years reflects a growing public reliance on email to communicate with Orange County government. The convenience of email has also enabled staff to communicate internally with speed, breadth, and convenience. Many of the technologies used in critical departmental functions have integrations within email, so that status messages and critical alerts are automatically delivered through email. While more traditional means of communication continue to be critical tools for engaging with the public and for dialog between staff members, email has emerged as the single most critical technology within Orange County government. Current Email System Performance Orange County had enjoyed reliable performance from Novell's GroupWise email product for many years. Downtime was anecdotally deemed acceptable and the system met the County's needs for the first 6 years of service. However, the 2004 release of the GroupWise product has brought about a precipitous drop in reliability. The County's email system currently averages 4 outages a week. While the service can typically be restored within 30 minutes, this level of unavailability has caused significant problems for the public and staff. These outages result in delayed delivery and receipt of critical communications and an overall inability of staff to access email reliably. The County's current email configuration is within all operational norms as recommended by the vendor. All ameliorative actions have been taken in strict accordance with vendor recommended practices. The Information Technology department has escalated these issues within the vendor's support organization and on several occasions, vendor support specialists have been on site to troubleshoot the problems. To date, no consistent fix has been identified. Vendor Situation The Novell Corporation has experienced significant fiscal difficulties in the past 4 years, Their revenues have fallen and they have resorted to a series of layoffs to try and turn the company around. There is much industry speculation that Novell will sell-off certain product lines in order to focus on what they consider their core competency, in this case networking. GroupWise, their email product, is frequently discussed as a candidate for such "fiscal streamlining." Usually, such sell-offs are for market share rather than technology and typically leave remaining customers facing a complex conversion under time duress. In support of the speculation of Novell's commitment to their email product, recent GroupWise releases have been significantly problematic, while the responsiveness of their support organization has been notably deficient. These findings, while anecdotal, are typical of a technology firm in fiscal duress. While speculation on a vendor's future performance is far from certain, waiting for certainty could well find Orange County having to change vendors in a constrained timeframe. It appears Novell is positioned to make a drastic technology change in order to salvage its fortunes, While the success of this strategy is purely speculative, for Orange County to follow Novell's drastic technology changes would require significant changes in our hardware, networking infrastructure and staff composition. Without an option to remain in our current situation, it is prudent to examine broader options. Networking Changes In addition to our reliance on Novell for our email system, we use their networking product, Netware as the primary mechanism by which we interconnect servers and desktop computers. While this product continues to be reliable, we are finding more and more of our application vendors are migrating away from Netware and embracing more ubiquitous networking systems, most notably Microsoft's Active Directory. Given the inter-reliance of email and networking systems, we need to plan on changing both in any email migration project. By adopting a networking system that has a broad market share, Orange County will have far more options in selecting applications and in implementing efficiencies in managing the County network. Proposed New Solution Orange County Information Technology, with advisement from the Orange County Information Technology Advisory Committee, proposes a replacement of Novell GroupWise and Netware with Microsoft products, notably Exchange/Outlook and Active Directory. The proliferation of these products throughout local government and industry has established them as a clear market leader. Resources for operating and maintaining Microsoft Exchange environments are readily available and peer support from IT organizations in other Counties and municipalities is easily obtained. The reliability of Microsoft Exchange is among the highest in the industry and will ensure that our communications technologies enjoy 24/7 high availability, The adoption of Active Directory provides Orange County with a market standard platform upon which security technologies, departmental applications and network management capabilities can be efficiently established. Other solutions have been discussed in the Orange County Information Technology Advisory Committee but were deemed high risk, of questionable reliability, or too support intensive. Support Efficiencies Currently, the Information Technologies group expends an estimated 2.5 full time positions to maintaining GroupWise Email and Netware services, In our current organizational model, this has compromised our ability to provide more proactive services to our client departments. With the new environment requiring fewer resources, the Information Technologies group should be able to maintain a highly reliable email and network system, while being able to reassign the resulting freed up resources to work more closely with departments on ensuring their technology needs are fully met. Additional Benefits The new system will also provide sophisticated "Spam" detection and removal, to ensure unwanted emails are not delivered to users' mailboxes, Virus protection options are numerous with this product line, The new networking product will provide security mechanisms that will ensure HIPAA compliance is more efficient and widespread throughout the County, Hardware Needs The County's procurement of a Storage Area hardware platform for this proposed change. Network and diskless servers will provide the Timetable With assistance from 4Front, the County's IT organization will begin implementing the conversion in late January 2006, with a planned completion date by the end of March 2006. Authorization to Purchase The attached software and services list reflects the proposed purchase in order to address the aforementioned needs. Staff will be exploring some additional security and implementation consulting services that would fall within the existing appropriation and is within the Purchasing Director's authority to approve, Staff will ensure that the Board is updated regarding any future enhancements that may be recommended and that fall outside of present approval authorizations, FINANCIAL IMPACT: As noted above, funding to carry out the approximately $58,000 in acquisition and implementation work outlined in this abstract has already been appropriated by the BOCC using 2005-06 pay-as-you-go capital funding. Microsoft Outlook software licenses will cost the County $37,000. Not only is this less than Novell's annual $44,000, but Novell's is an annually recurring charge. Microsoft's is a one time fee, although Microsoft will not provide clients with free upgrades when they release a new major piece of software. Accordingly, if the County upgrades to a new version of Microsoft software in say, 2009, the County would have to buy it anew, presumably for a price comparable to the current price tag of $37,000. Given that Microsoft's historical pattern of releasing major upgrades has been longer than every three years, and that Microsoft historically supports support older releases for a few years longer, the County can easily save $44,000 a year by giving up Novell, with the understanding that every three or four years, the County may want to upgrade to the latest Microsoft release. Staff believe that the $21,000 quote from 4Front for their consulting and conversion services represents a good value considering the scope of the work they will be performing for the County Staff estimate that the payback on this project overall is less than a year and a half starting with fiscal year 2006-07.. In the private sector, that is a compelling justification on payback alone. This is similar to the costs savings the Orange County Schools realized when they migrated from Novell to Microsoft a couple years ago. RECOMMENDATION(S): The Manager recommends that the Board authorize the procurement of conversion services from 4-Front Systems, Inc, Raleigh, NC; procurement of software licensing from Software House International; and authorize the Purchasing Director to execute any paperwork necessary to effect the purchase. 5 4FF'ks*YS0t-T-EMS INC. An Xcelecom Company CISCO $YSiEIdS ,(? Gold Microsoft Certified Partner GOLD CERTIFIED f al'f11C1' Sow Migration from Novell and Groupwise to MS Active Directory and Exchange 1.1 January 11, 2006 Presented by: Shannon Ludwig 4Front Systems, Inc. 860 Aviation Pkwy Suite 1000 Morrisville, NC 27560 Office: 919-653-4434 Copyright © 417ront Systems, Inc Orange County Government Cv Table of Contents: Table of Contents:...... .... ...... .... .......... ,. ... ..... ..................... , . 2 Section 1: Proposal Admin ._ _ .. _,......_ ................. ................._ _._, 3 Section 2: Project Summary ..._...... _..,.._.........,._ ........ .................._., ._., . _, .. _. ....... ....... ....,. 4 Section 3: Scope Details .... ..._..._ ............._..... ,... ,...,............. _,,,.., ....,.... ...._............ .......,_.,_. 5 Section 4: Orange County Gover urrent Responsibilities ..?....... ............._,... ... - 8 Section 5: Investment..._ ......... ....._................... ...... .,....,_,.. . .,_..,..,................ ,_. 9 Section 6: Contract Terms ..._.. ....,.., _ ., .,_ . _.._ 10 Appendix B: Agreement of Project Delivery ......... ......_.._....,....... ,..,...,.....,,_, _.............,..,.....,__, 12 Appendix C: Change Order Request _ .. ..................... _...,.........., . ., _, .. ..,...,_........ 13 Copydght © 4front Systems, Inc. Section 1: Proposal Admin Contact The following people are considered stakeholders in this project Information proposal: Orange County corn Revision Changes are periodically made to this document. This section History documents revisions to this proposal. Revision No. Date Description of Change 1.0 01/13/03 Initial Release Statement of The information and methodology in this document is confidential and for Confidentiality review by Orange County Government personnel only The Orange County & Proprietary Government agrees not to release this information to any outside party. Information 4Front Systems will hold all information and documentation gained from performing this work in confidence and not release to any outside party. If you have any questions regarding this proposal or included Statement of Work please call 919-653-4400. Copyright © 4Front Systems, Inc g Section 2: Project Summary Business The purpose of the project is to Migrate all user accounts and file/print Overview services from Novel to Microsoft Active Directory 2003 including GroupWise mail to Exchange 2003, All workstations and member servers will be migrated to Active Directory Orange You will receive a fully functional Active Directory and Exchange County Gov system. Deliverables Orange To migrate the current Novell and Groupwise system over to an Active County Gov Directory and Exchange system, Project Success Criteria Copyright © 41'ront Systems, Inc. 9 Section 3: Scope Details Scope The detailed Statement of Work is presented in 8 sections. Overview 1. Project Management 2. System Design 3, System Configuration 4. Implementation 5. Post Implementation Testing and Acceptance 6. Cutover Support or Help Desk 7. Documentation 8. Maintenance or Day 2 Support Project • 4Front Systems will provide Project Management Management . We will designate a single point-of-contact for all project support issues within the scope of this project, Such person shall have the authority to act on all 4Front Systems aspects of the Services, • Participate in regularly scheduled Orange County Government project meetings. • Act as the management contact focal point for project scheduling, coordination, change control, escalation, staging, installation and acceptance activities for the 4Front Systems Implementation team effort under this SOW. • Jointly develop milestones and the detailed project schedule with Orange County Government. Design Tools to be Used: Services for NetWare: Microsoft Directory Synchronization Services Microsoft File Migration Utility Exchange Migration Wizard Custom VB scripts and batch files for removing the Novel client and automating the connection to AD.. Quest Software (if so needed -TBD during test lab) Copyi ight © 4Front Systems, Inc. 10 Implementation Setup test lab with diskless servers o Configure Active Directory and Exchange o Install Services for Netware o Configure one-way synchronization from Novell to AD o Test user accounts for authentication to both Novell and AD resources o Test migration of mail from GroupWise to Exchange o Test client workstation migration o Test file/print server migration including access from a Novell and AD client o Document all steps providing Orange County with a step by step migration process for workstations o Provide Active Directory training to help desk; assist in loading management tools for AD • Rebuild test lab environment for Production • Patch all servers to latest service packs and hot fixes • Configure one-way synchronization from Novel to AD • Configure Active Directory sites and services • Configure Microsoft DNS, WINs (if applicable) and DHCP • Configure Exchange for secondary domain in preparation for migration and test • Implement Symantec Mail security and SPAM appliance • Manage/assist in the migration of users, workstations and file/print services to AD • Manage/assist migration of mailboxes from GroupWise to Exchange • Implement Outlook Web Access • Implement Active Directory Group policies as required • Provide knowledge transfer and documentation including administrative training of help desk personnel. • Provide training on how to rapid deploy a diskless server • Implement backup and recovery procedures • Decommission Novel servers Post See attached Word Document "Migrating from Novel to Microsoft - Implementation section staged migration" Testing and Acceptance Training 4Front will be assisting in the training of their help desk personnel in the daily aspects of Active Directory - resetting account passwords, creating accounts, creating Exchange mailboxes. We have allocated no more than 8 hours to this. Copyright © 4Front Systems, Inc. Cutover . 4Front will train on how to provide the help desk support Support or . Orange County Government will provide their own help desk Help Desk support after training. Documentation We will provide Orange County Government specific documents on daily active directory management and procedures on how to complete the migration of workstations and resources. All other documentation can be found at support.microsoft.com. Maintenance Orange County Government can purchase a customer care and Day 2 plan to provide day 2 support-the Master Services Agreement is Support included. Copyright © 4Front Systems, Inc. 1A Section 4: Orange County Government Responsibilities Overview • Purchase servers for AD, Exchange, File/Print and OWA • Purchase Symantec software and hardware has needed for SPAM and virus protection of Exchange • Provide a 98, 2000 and XP workstation for test lab configured as typical clients Provide access to Novell systems and current administrator Provide personnel to assist in the migration of workstations • Coordinate any downtime necessary for network implementation. • Assist with any other reasonable requests needed for network implementation, Estimated Project Dates Overview 2/6 - 2/10 - Setup and documentation of test lab 2/13 - 2/17 - Setup and completion of production environment 2/20 - TBD - Begin migration (Migration completion date will be estimated during test lab week) TBD - Decommission Novell servers Agreement of Project Delivery Overview Upon the completion of the post implementation testing and acceptance, client agrees to sign and return Appendix B - Agreement of Project Delivery. Copyright © 41'ront Systems, Inc. 13 Section 5: Investment Pricing Pricing 4Front Systems is pleased to present the following pricing summary for this project, Details for product listed are presented in additional attachments. Engineering Services $21,150 Equipment TBD Total Project Investment $21,150 Next Steps a Review the scope of work details and assumptions to verify they meet your requirements on this project • Sign the acceptance block of this proposal to authorize the requisition of all products specified for this project, as well as schedule the start of engineering services activities, Acceptance Please indicate your approval and acceptance of this proposal by signing in the space provided, Acceptance Signatures Orange Count Government 4Front Systems By (authorized signature) By (authorized signature) Name (Print or Type) Name (Print or Type) Title (Print or Type) Date: Title (Print or Type) Date: Copyright © 41'ront Systems, Inc 14 Section 6: Contract Terms Payment Payment terms are: NET 30 Days Terms 4Front Systems will invoice Orange County Government for all materials on the day that materials are sent to the site or beginning of staging phase, 4Front Systems will invoice Orange County Government for 50% of labor after installation of first piece of equipment at Orange County Government's site and 50% of labor at completion of project. Pricing The proposed price for this project (engineering services and any applicable products) has been submitted in good faith as a fair market value for those goods and services as described in this proposal. The pricing presented will remain valid for a period of 30 days from the date of this proposal. Pricing does not include sales tax or freight charges. These charges can be estimated upon request. Please note that the pricing in this quotation is contingent upon all portions of the project being completed by March 2006 Additional charges will apply for each hour of service provided by 4Front Systems after this date should the delays be caused by Orange County Government or any contractor working for Orange County Government. These charges will range from $65/hr to $200/hr depending on the service provided, Normal Unless specified otherwise in this SOW, the services estimates presented in this Business proposal are based on work being performed during normal business hours (8:00 am Hours to 5:00 pm), Monday through Friday with no limitations of access to the workplace Work performed after normal business hours will be billed at an additional charge. Work after 5:00pm Friday and all day Saturday and Sunday is considered weekend with applicable weekend rates. No holiday work will be scheduled under this SOW Project 4Front Systems cannot be responsible for project delays outside of its controls Interruption (Examples: Telco, construction, cabling or items contained in the "Responsibilities of Client"). If a 4Front Systems engineer is scheduled and encounters a delay, the client will be billed for this time at standard 4Front System's rates plus travel and expenses in addition to the project price. SOW and The Statement of Work (SOW) defines the services and deliverables 4Front Systems Change provides to the client The terms of the SOW are limited to the scope of the SOW Orders and shall not be applicable to any other work. All services outside of this SOW will require a change order Change orders are described in length in this document. Copyright © 4Front Systems, Inc ?5 Warranty Warranties offered by the manufacturers of any product quoted in this proposal will be passed along to the client purchasing those products Extended warranties are available on all items at an additional cost 4Front Systems will gladly provide the client with pricing information on the various options for extended warranties. No warranty on engineering labor services is implied, extended or presented in this proposal. Any disputes on the quality or validity of the engineering services are to be presented to 4Front Systems prior to the close of the project. Copyright © 4Front Systems, Inc. 169 Appendix B: Agreement of Project Delivery This document is an agreement of delivery and satisfaction of Orange County Government <<Project Name>> which was completed on <INSERT DATE>. Please see attached original Statement of Work and changes orders. 4Front Systems successfully completed the <<Project Name>> and met the deliverables as defined in the Statement of Work. <<Optional Statement>> Additionally, documentation on the configuration and new setup was provided in electronic form to the client. Acceptance of this agreement is not an end but a beginning to the relationship between 4Front Systems and the Client. While the solution was installed by experienced engineers using manufacturer recommended practices and standards, all systems require ongoing maintenance and troubleshooting from time to time. 4Front would like to provide expertise in ongoing maintenance, troubleshooting and any additional projects that the Client might not be staffed or trained for. Upon acceptance of this agreement, all calls to 4Front Systems will be billable calls as outlined in your maintenance or Customer Care agreement described in your original SOW. The best way for the Engineering organization to serve you the client is to process every incident through our systems. Please call us directly at: (919) 653-4444 or (866) 343-7668 When you process your calls through our systems, our ability to track, escalate and exceed your expectations is greatly enhanced. If you ever feel like we are not meeting your expectations, please call John Rinehart directly at 919-653-4412. Client Acceptance: Copyiight OO 4Front Systems, Inc. 1J Appendix C: Change Order Request 4Front Systems and Orange County Government agree that a Change Order has occurred on <<INSERT DATE>> and is Change Order request _ of _. This has occurred because <<Insert Reason For Change Order», This change order will result in the following: New Products Ordered: Part Number Description ( Selling Price Total Additional Services: (to be determined by Lead Engineer or BDM) -description Selling Price Design Project Management Staging / Configuration Implementation Testing Training Maintenance Support Total Total Change Order Selling Price Change: $ The above changes will have the following effects on the project: Timeline Changes: ® What effect does this have on project? Deliverable Changes: What are the changes in the deliverables that were originally agreed to in the original SOW Project Scope Changes: What engineering department deliverables will change on the original SOW because of this Change Order. Acceptance Changes: O Are there any changes to our testing and acceptance plan? Copyright 0 4Front Systems, Inc. 19 Change Order Acceptance I accept this Change Order and authorize 4Front Systems, Inc. to begin work in accordance with the SOW and accompanying Change Order, Orange County Government By: Nam e: Title: Date: 4Front Systems, Inc. By: Name: Title: Date: Copyright © 4Front Systems, Inc M cn U o c} CY O m N 00 N .?.+ Cl N O O Cl) co N O r N N N It I W? C4 t? r 00 O A H3 Ul a c ? O o L m LQ 7 N A H 64 C O w U N i V O L v v c 3 m 0 = = ° ° > n i vi v t - v t - V Q d 0 p m T NO >, t G L N N 'E 0 N U U O N c W Q( X O )o ce) c W O m UI C c O J %j y o a v N y v o co O? N c N N Z L' N ?' N W U V N O` O N J N -J O C C? 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