Welcome to Morgan County Government

  • 11/8/2017
  • |
  • Category: County Commissioner

Office 365 Email System and SharePoint Online System

Morgan County Request for Proposal




Issued by:

Morgan County Data Board


Morgan County Representative:

Joel Johnson


(765) 349-5500


Introduction & Background


Morgan County is in need of upgrading the county’s current Exchange 2003 email system. Morgan County desires to upgrade the email system to an Office 365 email system and create a SharePoint Online system. Morgan County Data Board is issuing this Request for Proposal (RFP) to find a qualified vendor to assist Morgan County in the email system upgrade and creation of a SharePoint Online system. Our goal with this upgrade is to:


        Goal 1.) Upgrade to email Microsoft Office 365

        Goal 2.) Migrate saved emails to new system

        Goal 3.) Create a county wide SharePoint solution

        Goal 4.) Have access to vendor for customer support


The objective of this Request for Proposal is to locate a vendor that will provide the best overall value to Morgan County. Since price is a fairly fixed cost, other criteria will form the basis of our award decision, as more fully described in the Evaluation Factors section of this Request for Proposal below.


Submission Guidelines & Requirements


The following submission guidelines & requirements apply to this Request for Proposal:


        First and foremost, only qualified individuals or firms with prior experience with Microsoft Office 365 should submit a proposal in response to this Request for Proposal.


        Bidders who intend to submit a proposal should notify by 11/20/17 the representative identified on the cover page.


        Bidders must have experience in migrating from Microsoft Exchange to Microsoft Office 365. Bidders should provide examples of work with their bid.


        Bidders must be have the ability and staff to interact with Morgan County onsite and through telephone support.


        Bidders must be able to provide 24 hour support 365 days a year.


        Morgan County is requesting this project to begin in the fourth quarter of 2017 and be complete by the end of the first quarter of 2018.


        A technical proposal must be provided that is not more than 10 pages. The technical proposal must provide an overview of the proposed solution as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable.


        A price proposal must be provided that is not more than 5 pages. This price proposal should indicate the overall fixed price for the project as well as hourly rates and an estimated total number of hours, should Morgan County decide to award a contract on an hourly rate basis.


        Proposals must be signed by a representative that is authorized to commit bidder’s company.

        If you have a standard set of terms and conditions, please submit them with your proposal. All terms and conditions will be subject to negotiation.


        Sealed proposals must be delivered by 4:00 p.m. 11/27/17 to the Morgan County Auditor’s Office, 180 South Main Street, Suite 104, Martinsville IN 46151.


            Indicated on the outside of the sealed proposal:


        “Office 365 Email System and SharePoint System Upgrade”


                Bidder’s Name


        Proposals must remain valid for a period of 60 days.



Project Description


The purpose of this project is as follows:


To upgrade Morgan County’s email system to a more modern cloud based system. This will allow Morgan County employees to utilize a modern email system that utilizes calendaring, mobile device usage, sharing and collaboration features that are present in a modern email system. This upgrade will also allow Morgan County to upgrade to Microsoft’s office software such as Word, Excel, and PowerPoint. The new system will also have SharePoint Online to allow Morgan County to have the tools to create an intranet and document management solution.


The description of the project is as follows:

A successful project will allow Morgan County to have an Office 365 solution to manage email, office software, and an online intranet to manage workflows, documents and departments.


RFP & Project Timelines


The Request for Proposal estimated timeline is as follows:


Request for Proposal Issuance


Notify Morgan County Representative of intent to submit a proposal


Delivery of Sealed Proposal to Morgan County Auditor’s Office

4:00 p.m. 11/27/17

Morgan County Data Board Review of Proposals


Morgan County Data Board Recommendation to Morgan County Board of County Commissioners


Morgan County Board of County Commissioners Review of Recommended Proposal


Start of Contract Negotiation


Morgan County Board of County Commissioners Contract Award















The above estimated timeline is subject to change as needed by the county and/or the bidder.


Evaluation Factors


Morgan County will rate proposals based on the following factors, with cost being the most important factor:


        Responsiveness to the requirements set forth in this Request for Proposal


        Relevant past performance/experience


        Technical expertise/experience of bidder and bidder’s staff


        Cost, including an assessment of total cost of ownership


Morgan County reserves the right to award to the bidder that presents the best value to Morgan County as determined solely by Morgan County in its absolute discretion.