Exchange Migration Services

The City of Warwick is seeking comprehensive migration services to transition approximately 800 on-premises Exchange email accounts to Microsoft 365, with the project scheduled to commence promptly after contract award, following a detailed timeline that includes assessment, planning, testing, migration, training, and post-implementation support. The contract, valued between 150,000 and 300,000 dollars, is awarded based on a best value approach considering experience, technical fit, project readiness, and cost, with no sole reliance on the lowest bid. The procurement emphasizes adherence to local laws, ordinances, and regulations, including conflict of interest certifications, compliance certifications, and confidentiality requirements, with specific forms such as IRS W-9 and a Certification & Warrant form mandatory for submission. Bidders must prepare sealed proposals containing one original and two copies, clearly labeled, and submit them by the deadline of November 13, 2025, at 11:00 AM, either in person or via mail to designated addresses, with no electronic submissions accepted. The project’s scope encompasses all necessary services including readiness assessment, planning, third-party integration, migration testing, training, and post-migration support, with deliverables aligned to a weekly schedule culminating in a go-live in week 10. The contract incorporates standard clauses for termination, compliance, and data residency, but does not specify detailed inspection, acceptance procedures, or federal clauses, reflecting its municipal scope. Administrative contacts include the Purchasing Agent and the IT Director, with clear instructions for bid confidentiality, submission procedures, and questions, ensuring a structured and compliant procurement process.