Project Value Statement: This selected vendor will lead the work to implement a secure, independent backup and recovery solution for Microsoft 365, eliminating the Secretariats’ reliance on the limited Recycle Bin and protecting critical state data from accidental deletion, cyber threats, and retention gaps—ensuring compliance, operational continuity, and public trust. Clarification on the support and assistance needed from the Commonwealth during this implementation will be required. The expectation is that all work under the resulting contract is completed on or before June 30, 2026. Key Project Dependencies: The success of the Microsoft 365 Resiliency & Data Protection project is dependent on several critical factors that must be addressed and maintained throughout the implementation lifecycle. These dependencies include timely vendor selection and contracting to secure the backup solution and associated storage, as well as obtaining the necessary Microsoft 365 administrative access to enable full coverage of Exchange as Outlook, Teams, SharePoint, and OneDrive data. Infrastructure readiness is essential, requiring adequate network bandwidth for initial data seeding and ongoing backups, along with secure, compliant storage that meets retention and encryption requirements. Early engagement with cybersecurity and compliance teams will ensure the solution meets all regulatory and security standards. Active participation from stakeholders—particularly IT operations, security, and records management—is required for workshops, testing, and operational handover. The backup solution must also integrate seamlessly with the EOTSS's IT service management (ITSM) and security operations center (SOC) tools to provide effective monitoring, alerting, and incident response capabilities. An example of these would be Splunk and OpsRamp. Comprehensive training and knowledge transfer to operational staff, combined with well-defined testing windows, will ensure smooth adoption and operational readiness. Any delays or gaps in these dependencies could lead to project delays, incomplete implementation, or diminished recovery capability, underscoring the importance of proactive planning and early coordination across all involved teams. Transition to Operations/Benefits Realization Once the M365 Resiliency & Data Protection solution is fully implemented, the following activities will ensure a smooth transition into operational use: Handover to Operations Team, Training & Knowledge Transfer, Integration with Existing Processes, Support & Maintenance Model. The following outcomes will be measured and reported to confirm the ongoing value of the solution: Improved Data Recovery Capability, Enhanced Security Posture, Regulatory Compliance, Operational Efficiency and Sustained Public Trust B. Description of Solution and Services The Agency is issuing this RFQ to purchase the following: ☐ software: on-premises ☒ software: cloud-based (software as a service) ☐ infrastructure as a service / platform as a service ☒ services: setup / implementation / configuration ☒ services: support and maintenance ☒ services: training
