REQUEST FOR PROPOSAL (RFP)
SHAREPOINT 2007 TO 2013 MIGRATION
HOUSTON FOOD BANK
535 PORTWALL
HOUSTON, TX, 77029
JUNE 15 2015
Houston Food Bank
Request for Proposal
mtoomes@houstonfoodbank.org
TABLE OF CONTENTS
1.
2.
3.
4.
5.
SUMMARY AND BACKGROUND ......................................................................................................... 2
ACCEPTANCE CONSIDERATIONS ....................................................................................................... 3
Project Scope ..................................................................................................................................3
The Successful Bidder ...................................................................................................................7
BUDGET ............................................................................................................................................. 8
PROPOSAL SUBMISSION REQUIREMENTS .......................................................................................... 8
PROPOSAL EVALUATION CRITERIA................................................................................................... 9
1
Houston Food Bank
Request for Proposal
mtoomes@houstonfoodbank.org
1. SUMMARY AND BACKGROUND
Houston Food Bank (HFB) is a non-profit organization that collects and distributes food to
hunger relief charities. Food usually comes from various sources in the food industry, like
grocery stores and wholesalers that have thousands of pounds of food to give away - food
that would otherwise be thrown away. HFB warehouses the food, and with help from
volunteers, sort, pack and re-distribute it to the community. Traditionally, a food bank does
not distribute food directly to those in need.
HFB is soliciting proposals from various candidate organizations to evaluate, plan, architect,
deploy, and migrate the existing on-premises SharePoint 2007 legacy system to on-premises
SharePoint 2013 Enterprise Server. HFB’s business units rely heavily on the existing
platform for key business functionality by leveraging numerous custom solutions. With
expected growth and future business requirements, the existing environment does not meet
the needs of HFB. Thus, a modern and more comprehensive solution needs to be
implemented.
HFB business units rely heavily on SharePoint for day-to-day functions and automation. A
preliminary assessment conducted in April 2015 confirmed that the existing platform needs
to be updated and the new solution implemented that addresses shortcomings. This
assessment revealed that more business automation needs to be implemented to increase
productivity while providing information in a seamless and efficient manner.
The following HFB business units are using SharePoint:
- Office of the President
- Information Technology
- Agency Services
- Outreach Services
- Development
- Transportation
- Communications
- SSOP
- Receiving
- Accounting
- Supply Chain & Retail
- HR
- Facilities
- Volunteer Services
This request for proposal represents the requirements for an open and competitive process.
Submitting organizations will be evaluated based on criteria listed herein. The organization
that best fulfills these criteria will be selected to upgrade the SharePoint platform and
implement customized solutions for each business unit.
2
Houston Food Bank
Request for Proposal
mtoomes@houstonfoodbank.org
2. ACCEPTANCE CONSIDERATIONS
Project Scope
The scope of this project includes all design, architecture, deployment, migration,
customization, business process automation, custom development, end-user training, ongoing technical support, and ad-hoc consulting.
In order to achieve a successful project, the proposed solution must:









Include best practices recommendations on hardware requirements for frontend web
servers, application servers, and database servers that will be sufficient to provide a
mission critical, high availability system, while supporting future computing growth.
Provide detailed planning, testing, and migration strategy.
Evaluate all existing workflows, make recommendations on new workflows that
increase productivity and design, test, and implement the new created workflows into
the new solution.
Include a robust end-user training recommendation to expedite adoption of the new
environment.
Include a mechanism for HFB to obtain on-going systems support for break/fix issues
and ad-hoc consulting requests.
Cloud Test Environment: Architect and deploy Microsoft Azure Cloud test
environment integrating High-Availability Clustering on Windows Server 2012 R2.
Integrate Microsoft SQL Server Enterprise 2012 R2, SharePoint 2013 Enterprise
farm, configure Office Web Apps using PowerShell, and setup and configure
Business Connectivity Services for external data consumption and processing.
On-premises: Design and implement SharePoint 2013 Enterprise on Windows Server
2012 R2. Integrate Office Web Apps using PowerShell and implement Search.
Implement security and configure BCS and apply extensive load/test matrix using
Visual Studio 2013 Ultimate.
Extranet: Design and implement DMZ, install and configure security/certificates, and
perform extensive load testing.
Administration Site Settings: Replicate existing SMTP functionality, install current
versions of WSPs and develop necessary WSPs, implement Web Application
policies, review and migrate existing Site Collections. Plan and deploy Record Center
and migrate existing InfoPath Forms.
The following are business unit-specific requirements that must be met in the proposed
solution:
IT Department
UI/UEX Design – Create a consistent look and feel across the whole
SharePoint server/sites with modern design, Active Tiles, and a UEX similar
to www.houstonfoodbank.org
Update AD Attributes (Custom) – Custom develop a Web Part that allows
users to update only certain Active Directory attributes in their own AD
profile.
3
Houston Food Bank
Request for Proposal
mtoomes@houstonfoodbank.org
Agency
Services
Outreach
Services
My Site/Personal Site/Org Browser – Implement My Site/Personal Site and
create a custom pop-up page that displays an Organizational view with
Active content
Active Floor Plan Map – Create a Floor Plan page that can be dynamically
updated from a list and displayed in a Visio like drawing. The Floor plan
should also be active to display object attribute OnMouseOver
Active Printer Map – Incorporate a Printer Map within the Active floor Plan
above that enables users to click on the Printer and have the driver
automatically installed
Reports Migration – Migrate the reports library into various libraries based
on Business Unit sites and/or Business Unit Site Collections
Agency On-boarding Application – On-boarding workflow application allows
users to download form from WWW, mail it or e-mail it, Mail supporting
documents (501c3), mail $25 payment. Once Check is received AS sets up the
agency for an onsite visit. Once approved agency information is entered in
CERES 2009. Accepted Agencies must be re-verified every year.
Separate forms are required for the yearly review/renewal. Agencies are
suspended if they do not submit a monthly report.
Zip Code List – All Approved Agencies must be Zip Code searchable at the
root level, with a custom search results page that only returns certain
columns from each record in the results set
AS Calendar – Create an AS calendar exposed to authenticated users, but
editable to AS only
School Programs – Workflow application for teachers to submit forms at
WWW, form is assigned to HFB Outreach Services for approval, Workflow
automatically rejects form based on other items in list. Pending items are
manually approved, once qualified. E-mail notification as part of approval
process. List item assigned to different group until School picks up items, at
which time is must be manually closed
Back Pack Buddy Program – Workflow application for schools to submit
form at WWW. Item is assigned to team for approval. Auto-calculate field
to determine number of bags assigned. Approve/Reject notifies submitter.
Item is assigned to different group for delivery
Pantry Program – Workflow Application to be built from the ground up
Senior Box – Calendar list with custom recurring events
Site Distribution – List with numerous calculated fields and formulas
Waiting List – Simple list migration
Nutrition Education – Google calendar to be migrated to SharePoint.
Calendar to live in DMZ with forms based authentication enabled for non
AD-users to access
Kids Café Meal Count – Convert Meal Count.xls to a SharePoint list with
simple workflows & create a Production Logs list that moves attachments
on a schedule to the Record Center with custom retention policies applied
for scanned OCR attachments. List must contain required meta data.
Menus – Document Library with reviewer approval workflow
Ordering System – Incoming e-mail document library with custom
workflow notification based on content
4
Houston Food Bank
Request for Proposal
mtoomes@houstonfoodbank.org
Development
Office of the
President
Transportation
Communication
SSOP
Document Taxonomy – Build a detailed document taxonomy based on
existing content. Include required document meta-data for all Document
Libraries. Enable Metadata Naviagtion and discoverability. Enable
versioning and enforce document check-in/check-out
Raiser's Edge Reporting – Excel Services web part using External data
sources (Raiser’s Edge)
Development Reports – Add charting web parts to existing reports
Food Drive Application – Workflow application to accept form submitted
at WWW, assign request to SharePoint team for Approval/Denial, notify
submitter of form status, create a calendar event upon approval and assign
task to Transportation team, task to remain active until completed by
Transportation, which in turn completes Development task
Direct Mail Approvals – Incoming e-mail document library with reviewer
approval workflow. Workflow reassigns final review to submitter for final
copy. Thirty day notification if final is not submitted
Conference Room Reservations – Deprecate the “Request a Conference
Room” list and Incorporate a direct approval/rejection feature into
conference room reservations. Expose the Conference Rooms calendar at
the root with custom permissions applied by a SharePoint 2010 workflow.
Create an ICS file when request is submitted from WWW for conference
room.
Research Requests (Raiser's Edge) – Research request application with
Web Services/SQL Connectivity to Raiser’s Edge. Form exposes Raiser’s
Edge fields upon approval
Document Migration – Document Libraries Grants team and Major Gifts
team with unique permissions and required Metadata
Document Migration + OneDrive Pro –Document migration with client side
install of OneDrive Pro for both Executive Assistants. Customized Document
Library permissions and Metadata Navigation. Document Taxonomy.
Call Log Migration (SmartSheet) – Migrate call log from SmartSheet to a
SharePoint list with attached workflows to create calendar items for
scheduled pickups. Create a printable version of list items
Helpdesk Requests – Consolidate Transportation Helpdesk Requests form
into one Helpdesk Request application with various routing options
New Hire Form – New Hire application list with minor notification
workflows
Food Fair Calendar – Calendar migration
Helpdesk Requests - Consolidate Communication Helpdesk Requests form
into one Helpdesk Request application with various routing options
Document Migration & HFB Data Points – Enable publishing pages for HFB
Data Points and migrate document libraries.
Apple Store Inventory Application – Create an POS workflow application
for the Apple Store with lookups to a separate workflow application for
inventory management and fulfillment
Online Call Tree – Create a call tree page that can be dynamically updated
from a list and displayed in a Visio like drawing. The call tree should be
active to display next steps OnClick
5
Houston Food Bank
Request for Proposal
mtoomes@houstonfoodbank.org
Receiving
Accounting
Supply Chain
and Retail
Human
Resources
Facilities
Client Issues Application – Incoming Calls tracking application to route
issues to appropriate Business Units.
Shared Folders Migration – Migrate files and folders from SMB shares to
Document Libraries
E-File Migration – Migrate files and folders from E-file to Document
Libraries.
Current Specials List – Migrate list and apply unique permissions using
SharePoint 2010 workflows based on item status.
Price Change List – Custom list with custom InfoPath form and dynamic
fields. The list must track price changes of a single item over time and
provide reporting on price fluctuation. Workflow is required to approve
price change
Produce Calendar – Calendar migration with minor native calendar
functionality added
SmartSheet Migration – Migrate Incoming Deliveries from SmartSheet to
a SharePoint list with attached workflows to create calendar items for
scheduled incoming deliveries and status updates.
Agency Adjustment List – Very large workflow that requires version to
version migration without any additional functionality requirements
Document Library Migration – Migrate document libraries and scrub all
permissions
Invoice & Online Purchases Requisitions – Workflow application to route
requests to various business unit owners inside and outside of Accounting
for invoicing and purchasing. Workflow must use 2010 workflows to apply
permissions on list items based on item status/assignment
Contract Approval Request - Workflow application to route Contracts for
approval to various business unit owners inside and outside of Accounting.
Workflow must use 2010 workflows to apply permissions on list items
based on item status/assignment and also use custom InfoPath forms to
hide item fields based on item status and assignment.
New Accounting Requests - Consolidate New Accounting Requests form
into one Helpdesk Request application with various routing options
Retailer Pickup – List to track all retailer donations
Red Barrel List – List to track all Red Barrel pickups and exposed at root
level with custom permissions
File Migration - Migrate E-File content and SMB files & folders to
Document Libraries
File Migration – Migrate files and folders to Document Libraries
Online Job Submission – Update WWW job application to write to a
SharePoint list through Web Services/API and attach custom workflows to
the list for applicant/HR Representative communication. Enable SSL on
application form
File Migration – Migrate SMB files & folders to Document Libraries
Facility Requests – Consolidate Facilities Requests form into one Helpdesk
Request application with various routing options
OSHA Lost Time Board – Migrate list to SharePoint 2013
6
Houston Food Bank
Request for Proposal
mtoomes@houstonfoodbank.org
Property Damage List – Migrate list to SharePoint 2013 and implementing
reports view
QA Recall & Issue Reporting – Migrate list to SharePoint 2013 and copy
Workflows as is
Chemical MSDS – Migrate list to SharePoint 2013 and expose at root.
Unique permissions must be applied
Scissor Lift Check-out/Pickup Truck Reservations – List with simple
approval workflow
Portwall Sanitation – Redesign list and consolidate workflows into one
form
Recycling Log – Redesign list and form on SharePoint 2013
Volunteer
Services
Migration – Migrate SMB files & folders and E-File content to Document
Libraries
Records Center
Implement and Configure Record Center – Apply document retention,
compliance and legal hold policies across all Document Libraries in all site
collections
The Successful Bidder
HFB is seeking a provider that has proven industry expertise across SharePoint 2007 through
SharePoint 2013 architecture, design, and development. More importantly, the provider must
propose a solution that accounts for all existing features and build new customized solutions
on SharePoint 2013 that enhance what is already in place. The solution provider must have
extensive experience in business automation, business intelligence, custom .net development,
and Azure deployment, development, and testing. The chosen provider must be adept at
learning the needs of the end-users across all business units in order to build a robust end-toend solution. Additionally, since HFB’s sole purpose is to procure and deliver food, the
solution provider must also have first-hand proven experience in supply chain management
automation.
The following industry experience and core competencies must be met:








Extensive experience in deployments, scalability, architecture and development on
Microsoft Azure.
Hyper-V experience in deploying load balanced and failover environments.
Microsoft Active Directory experience in architecture and deployment.
Microsoft Clustering, Failover, and High-Availability Enterprise experience.
Experience with Microsoft SQL DBA, Business Connectivity with 3rd party
platforms.
SQL Server Reporting Services deployment and integration.
Proven knowledge of load testing using Microsoft Visual Studio 2013 Ultimate and
Team Foundation Server.
Enterprise experience developing custom SharePoint .NET applications and
integrating UI/UEX design principals.
7
Houston Food Bank
Request for Proposal
mtoomes@houstonfoodbank.org




Experience in Governance methodologies.
Industry experience in Supply/Chain Management with integration using the
Microsoft SharePoint platform.
Experience migrating legacy SharePoint 2007 to SharePoint 2013 for both platform
and customizations.
Experience with Mobile Development and Web Services/API integration.
3. BUDGET
All proposals must include proposed costs to complete the tasks described in the project
scope. Costs should be stated as one-time or non-recurring costs (NRC) or monthly recurring
costs (MRC). Detailed pricing should include but is not limited to:
Azure Test environment (monthly)
SharePoint Enterprise Server License
SharePoint End-User eCals
Training
NRC
NRC
NRC
NRC
MRC
MRC
MRC
MRC
Note: All costs and fees must be clearly described in each proposal.
4. PROPOSAL SUBMISSION REQUIREMENTS
The deadline to submit proposals is TBD. Any proposals received after this date will not be
considered.






An official agent or representative of the submitting company is required to sign the
proposal.
All outsourced or contract work must be clearly noted with the name and detailed
description of the company.
Final bid must be fixed price (no bucket of hours). All costs contained within the
proposal must be all-inclusive, including any outsourced or contracted work.
An itemized list of all fees and costs along with an explanation of each is required.
All proposals in response to this RFP are due no later than July 1st 2015.
Evaluation of proposals will be conducted from July 1st through July 21st 2015.
o If required, requests for additional information will be submitted to bidders
during this window.
The winning bidder will be notified no later than August 1st 2015.
Project Timeline:
Project must be completed by December 31, 2015. (Subject to change during contract
negotiations)
Final contract terms and conditions will be negotiated with the winning bidder. All
contractual terms and conditions will be subject to review by Houston Food Bank and will
include scope, budget, schedule, and other necessary items pertaining to the project.
8
Houston Food Bank
Request for Proposal
mtoomes@houstonfoodbank.org
5. PROPOSAL EVALUATION CRITERIA
Houston Food Bank will evaluate all proposals based on the following criteria. To ensure
consideration for this Request for Proposal, your proposal should be complete and include all
of the following criteria:
 Overall proposal suitability: proposed solution(s) must meet the scope and needs
included herein and be presented in a clear and organized manner
 Organizational Experience: Bidders will be evaluated on their experience as it
pertains to the scope of this project
 Previous work: Bidders will be evaluated on examples of their work pertaining to
SharePoint technologies
 Value and cost: Bidders will be evaluated on the cost of their solution(s) based on the
work to be performed in accordance with the scope of this project
 Technical expertise and experience: Bidders must provide descriptions and
documentation of staff technical expertise and experience
Each bidder must submit electronically to the email address below or mail five copies of their
proposal to the address below to arrive by July 1st 2015 at 5pm CST:
c/o Matthew Toomes
Director of Information Technology
Houston Food Bank
535 Portwall
Houston, TX 77029
Matthew Toomes
Director of Information Technology
MToomes@houstonfoodbank.org
9