SharePoint and Data Migration RFP

November 10, 2022 - Addendum 3 issued.  Available on Bid Locker.  District will not accept alternate contract structures.

November 9, 2022 - Clarification 1 issued. Available on Bid Locker.  Provides responses to questions submitted through November 9, 2022.

November 1, 2022 - Addendum 2 issued.  Available on Bid Locker.  Includes additional requirements for proposals that include offshore work and clarifications on contract for selected consultant.

October 26, 2022 - Addendum 1 issued.  Clarified Pre-Proposal Conference Time as 3:00 p.m., October 26, 2022.  Available on Bid Locker.

Tualatin Valley Water District (District) invites qualified professional firms to submit proposals for the Request for Proposals for SharePoint and Data Migration (RFP).   The District maintains a legacy SharePoint environment that is hosted on old server hardware, with the software no longer supported by Microsoft.  The District has started to use to SharePoint Online with no formal effort to migrate legacy data.  As a result, data and records in the legacy environment are confusing, inconsistent, and often out-of-date.

The District needs to assess legacy data, develop a plan to migrate it to SharePoint Online or OneDrive, decommission the legacy SharePoint environment, and update administration and oversight processes (Project).

The RFP documents are available at https://bidlocker.us/details/3147_Sharepoint_And_Data_Migration (Bid Locker). Potential proposers who do not already have an approved vendor profile set up with the District will need to register with Bid Locker at https://bidlocker.us/Home/bidlockerus before being able to access the RFP documents. There is no cost to register.

Registration requires a correctly completed Confidentiality Agreement, which is available through the registration process.  Following completion of the requested vendor information and upload of the Confidentiality Agreement, the vendor profile will be sent for a manual approval.  Please allow one business day for your vendor profile to be approved.  If it has not been approved within one business day, or if you have questions about this process, please contact heather.speight@tvwd.org. 

RFP documents may also be obtained in electronic or hard copy format by contacting Megan Verdoorn at Contractor Plan Center, Inc., 5468 SE International Drive, Milwaukie, OR 97222, 503.650.0148, megan@contractorplancenter.com, www.contractorplancenter.com.  If a potential proposer obtains the RFP from Contractor Plan Center, the proposer is still responsible for registering with Bid Locker in order to submit their proposal.  Proposers are advised to ensure that their Bid Locker District vendor profile is active and approved a minimum of three business days prior to the proposal Deadline to prevent any issues with submitting a proposal on time.

Proposers will be notified via email when addenda are published.  It is the responsibility of the proposer to obtain all addenda.  If the RFP was downloaded from Bid Locker, there will be a link for addenda provided in the automated email.

All proposals must be submitted by 2:00 p.m., Wednesday, November 16, 2022 (Deadline) to Bid Locker. Late proposals, proposals received by email, fax, or in hard copy will not be accepted or considered.  Proposals will not be publicly opened.

An optional pre-proposal conference will be held via Microsoft Teams on Wednesday, October 26, 2022 at 3:00 p.m. Interested parties must email Heather Speight, Procurement and Contract Administrator, at heather.speight@tvwd.org no later than 9:00 a.m. on October 26, 2022, to receive a calendar invitation to the pre-proposal conference. Include the attendee name, firm name, phone number and email address of each attendee with the request for the pre-proposal conference invitation.

District reserves the right to cancel this RFP, reject any and all proposals not in compliance with prescribed public contracting procedures and requirements, including proposer responsibility under ORS 279C.375(3)(b), and may reject for good cause any and all proposals upon District’s finding that it is in District’s or the public’s best interest to do so. District reserves the right to waive informalities and to negotiate a contract with the highest scoring proposer. Proposers need not be licensed under ORS 468A.720 (regarding licensing of contractors on projects involving asbestos abatement).

Proposers are responsible for all costs associated with preparing a proposal.

Advertised October 19, 2022