City of West Palm Beach

401 Clematis Street, 3rd Floor

April 4, 2017
Addendum No. 2
RFP #16-17-210

Migration Services – IBM Lotus Notes to MS Office 365

This addendum shall modify, clarify, change or add information and become part of the above
referenced RFP.

The purpose of this addendum is to respond questions. The other terms and conditions remain
the same unless otherwise modified in this addendum.

A. Questions and Answers

1. What OS is the Domino Servers operating on?

Answer: Please refer to Addendum No. 1, Question No. 9.

2. Are the Lotus Notes Domino servers distributed or located central? If distributed, please
identify the WAN speed between the data centers?

Answer: Located Central.

3. Using native Lotus Notes archiving or using a 3rd party solution? If using a 3rd party
solution, please specify which solution the City is utilizing?

Answer: Lotus Notes Archive currently in use.

4. Are all of the Lotus Notes Archives stored centrally on Domino Servers or are any
archives stored on the user’s local machines?

Answer: Stored in both places.

5. Do the user’s mailbox support quotes? For both active and archive mailboxes and of so,
what are the quotas for each?

Answer: Yes, varies depending on user.

6. Does the City use I-Notes and if so, how many users currently utilize it today?

Answer: No.

7. Are the user’s PABs / Contacts sync’d in with the user’s Lotus Notes mailbox?

Answer: Please refer to Addendum No. 1, Question No. 35.

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8. How many room and resource reservation systems are deployed at the City? And how
many room and resources does the City in scope to be migrated to O365?

Answer: We utilize Lotus Notes for room and resource reservations. We currently
manage about 50 rooms. Resource reservations will be a new addition with this
migration.

9. How many mail in databases does the City plan to migrate to O365 and assuming all are
in scope to be migrated?

Answer: All.

10. Just to confirm the migrating of the Lotus Notes applications is not within scope in this
project? Is it safe to assume the applications will be migrated at a future date and if so,
approximately when this would take place? This helps in the architecture of the
coexistence solution?

Answer: Correct, not in scope. Application migration will be taken place during FY18.

11. Just to confirm the Lotus Notes clients will remain installed and configured post the mail
migration?

Answer: No, with the migration we will be removing Notes from the user desktops.

12. Does the City use Sametime? If so, please specify version. Is the City looking to replace
Sametime with Skype for Business or Yammer? Is this part of the scope of this project?

Answer: No.

13. Does the City utilize Traveler and if so, how many Traveler servers does the City have?

Answer: Yes, 1.

14. How many Lotus Domino Servers are implemented within the City’s environment?

Answer: Three.

15. Does the City have a DR site and if so, where is it located and the speed of the
connection to the DR site?

Answer: We have multiple DR sites but no DR site for the Lotus Mail System.

16. Would it be safe to say the Lotus Notes archive data also contains encrypted messages
as well?

Answer: Yes.

17. Does the City desire to migrate all mailbox contents to O365 or plan to only migrate a
certain percentage of mail to O365? Please specify?

Answer: TBD with the chosen vendor but at this time, all mailbox contents must migrate
to O365, or an archive solution.

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18. Does the City know how many of the 1550 Notes users have mobile devices?

Answer: Approximately 400 users.

19. Does the City require on-site assistance to physically configure all of the user’s mobile
devices throughout the entire migration or would the City desire the selected Proposer to
only perform a small percentage of the users with mobile devices?

Answer: Mobile device configuration would be handled through our Enterprise Support
Center. The proposer would be required to perform training for those support staff for the
rollout.

20. The City’s Phone Directory is understood to be maintained in the Lotus Notes NAB. If so,
how does the City currently keep the Phone Directory current / update to date?
Manually or through other automated system and if so, please specify?

Answer: Through sync with Oracle Servers.

21. Please supply an overview of the City’s AD forest? Single or multiple forest? Single or
multiple Domains?

Answer: Single Forest, Multiple Domains.

22. Is the City using Microsoft DNS or another other naming service and if so, please
specify?

Answer: Microsoft DNS.

23. Does the City have any black out windows between now and October, 2017 and if so,
can these back out windows be communicated?

Answer: No.

24. Is the City’s help desk centralized or de-centralized? Approximately how many help
desk staff does the City have? If this is unknown or unclear, this can be determined as
an outcome of the planning activity.

Answer: Centralized. Fully staffed at 9.

25. Throughout the production migration, is the City looking for additional helpdesk support
from the selected Proposer? On-site and /or remote?

Answer: Possibly to assist with user questions regarding the new O365 environment.

26. Is the City planning to supply on-site resources to assist the migrated users the following
morning if they run into any issues / challenges or looking to the selected Proposer to
include in scope?

Answer: We will have resources but are expecting for the chosen vendor to provide
open labs for the week post migration.

27. Does the City have resources identified that will handle internal communications to the
end users and pertinent stakeholders throughout the production migration or looking to
the selected Proposer to identify the effort to perform this activity?
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 Answer: We will handle internal communication working with the vendor PM and our
own internal PM.

28. Does the City required the solution to be tested and approved in an isolated lab
environment first before deploying the migration solution in the production environment?

Answer: Yes.

29. It is understood the City anticipates implementation completion within 120 – 150 days.
Can the City identify the resources they plan to allocate to this project or will this be
determined as an outcome of the planning and design phase of the project?

Answer: Outcome of planning and design phase.

30. How many mailboxes or Archives exceed 45GB or 90GB in size?

Answer: 8 over 45, 2 over 90.

31. What percentage of mailboxes have archive mailboxes?

Answer: 952 mailboxes have archiving enabled.

32. Is desktop deployment or upgrade of Office ProPlus required, or will users only be using
Outlook Web Access or current versions of Office?

Answer: Yes, upgrades to Office 2016 to be performed as part of rollout.

33. Are you wanting to migrate terminated user data as part of this project (Extra licensing
may be required for this)

Answer: Unknown.

34. Has a success plan already been developed for the FastTrack program eligibility?

Answer: No.

35. When was your last FDLE CJIS audit of your current messaging system, and can you
share the results?

Answer: Within the past year. Results will be shared with the chosen vendor.

36. How many of your user’s require CJIS

Answer: Please refer to Addendum No. 1, Question No. 32.

37. Concerning project goal xxix, how is the City phone directory maintained and published
today and to whom is it published and on what medium (electronic, paper etc)

Answer: Maintained within Lotus notes, published to all users electronically.

38. What is the current spam filtering and malware protection solution?

Answer: Please refer to Addendum No. 1, Question No. 11.