Item 4D - EPC GroupCITY OF
SOUTHLAKE
MEMORANDUM
January 07, 2020
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4D: Approve the proposal from EPC Group designed to
migrate all city related emails and cloud -based storage from Google
to Microsoft in an amount not to exceed $70,000.
Action
Requested: The purpose of this item is to seek City Council approval in
purchasing services for email and cloud -based storage
migration from EPC Group in an amount not to exceed
$70,000.
Background
Information: All of the computers within the City are being updated to
Office 365. With this update comes the added benefit of
utilizing Office 365 and/or Microsoft Outlook for email. In an
effort to reduce cost, simplify processes and maintenance,
as well as increase security, the Information Technology
department is proposing a migration from Google Suite
platform to Microsoft Office 365 for email and cloud -based
application and storage.
The migration would be completed by EPC Group, based out
of Houston, who have migrated over 4 million customers
including local cities, national government entities, and
plenty of fortune 500 companies. As stated in the scope of
work, EPC Group provides the City with services spanning
all aspects of the G -Suite to Office 365 migration. This
eleven (11) week project will include project management,
planning, designing, training, deployment, migration, and
operational support for a successful transition.
The deliverable, post migration, will include a fully functional
Exchange Online tenant configured with custom enabled
feature sets, workloads, and migrated end user mailboxes. It
will also include training material for both information
technology, as well as end users. In addition, as -built
documentation will be turned over to the information
technology department.
Financial
Considerations: This item was approved within the fiscal year 2020
Technology Infrastructure and Security Fund budget.
Honorable Mayor and City Council
Page 2 of 2
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
• B4 Provide high quality services through sustainable
business practices
• B5 Enhance service delivery through continual
process improvement
• B6 Optimize the use of technology
Citizen Input/
Board Review: No requirements exist.
Legal Review: No requirement exists to review the purchase with the City
Attorney.
Alternatives: The alternative to approving the proposal would be:
1. Deny proposal and continue operating as normal
with Google email, recognizing the current impact
it will have to the City budget and staff.
2. Direct staff to explore revisions to scope of work
and amend the agreement to reflect those
revisions.
Supporting
Documents: Proposal from EPC Group.
Staff
Recommendation: Staff recommends approving item as proposed.
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Enterprise Innovation
STATEMENT OF WORK
SOW for City of Southlake G -Suite to Exchange Online
Migration Initiative
395 Hours of Consulting & Support Services
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CONTENTS
1.0 Executive Summary and Key Information......................................................................................................................................
4
1.1 Objective....................................................................................................................................................................................
4
1.2 Service Overview........................................................................................................................................................................4
2.0 Project Scope..................................................................................................................................................................................
5
2.1 EPC Group's Scope.....................................................................................................................................................................
5
Phase1— Discovery......................................................................................................................................................................
5
Phase2 — Prepare.........................................................................................................................................................................
6
Phase3 — Migration.....................................................................................................................................................................
7
Phase 4 — Post -Migration (Support and Training)........................................................................................................................
7
2.2 Activity Plan................................................................................................................................................................................
8
2.3 Deliverables................................................................................................................................................................................9
3.0 Delivery Approach..........................................................................................................................................................................
9
3.1 Staffing.......................................................................................................................................................................................
9
3.2 Service Deliverable Acceptance Process..................................................................................................................................10
3.3 Success Criteria........................................................................................................................................................................10
3.4 Change Management...............................................................................................................................................................
10
3.5 Communication Plan................................................................................................................................................................
11
3.6 Training Plan.............................................................................................................................................................................
11
4.0 Related Charges: Office 365 Migration Services..........................................................................................................................11
4.1 Invoicing Terms: City of Southlake Office 365 Migration Services...........................................................................................11
4.2 Assumptions.............................................................................................................................................................................12
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THE EPC GROUP REACH
• Projects conducted in over 75+ countries worldwide
• Over 5000+ SharePoint, Office 365 and Microsoft Azure Implementations (SharePoint 2016-SharePoint
2001, SharePoint Online, OneDrive for Business, Power BI, Yammer, custom Office 365 \ SPO Branding, etc.)
• 4500+ Microsoft SharePoint On -Premise initiatives
• 1500+ Power BI \ Custom Business Intelligence Initiatives
• Over 4 million customers migrated to the cloud via EPC Group's custom migration tools and
implementation methodologies.
YOU ARE NOT ALONE
Over 5,000 organizations and 4 million cloud users trust EPC Group to implement, migrate, manage, and protect their
Office 365, SharePoint and Azure environments.
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Exchange Online Email Migration
Services
Errin is EPC Group's overall chief architect and
project sponsor, captaining EPC Group's experienced
team of architects and consultants. He will be
responsible for recommending, architecting, and
implementing Exchange Online email migration
services that will meet the exact business and
functional requirements of your organization. He
works closely with our project team to ensure the
effort is meeting all stated objectives of this
initiative. EPC Group's team will provide
engagement management including monitoring and
adherence policy and immediate escalation of any
items that may impact project delivery.
Errin's Role Within
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EPCG r o u
Enterprise Innovation
Errin founded EPC Group over 22 years ago and is
EPC Group's Chief Technology Architect.
Approximately 7 years ago, Errin brought in an
executive management staff to run the day-to-day
company operations so that he could focus on his
true passion of implementing technologies that are
true game changers for our clients. This allows Errin
to lead many of EPC Group's key initiatives each year
that ensures you have a true industry leader and one
of the original technologies pioneers at your side to
ensure your project's success.
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Errin O'Connor
EPC Group's Chief Architect
Career Highlights:
• 4 -Time Microsoft Press Best Selling Author on SharePoint, Power BI and Office 365
• Led the Microsoft Technology Integration Efforts for the United Airlines and Continental
Airlines Merger
• Implemented the eDiscovery effort for the Federal Reserve Bank upon the Implementation of
TARP by the US Treasury and Reported to the Congressional Oversight Committee
• Was on the very first beta team for Microsoft's "Project Tahoe' which then became
"SharePoint 2001"
• Was invited by Microsoft to participate as an independent advisor and SME for both Office
365 and Microsoft Azure's original beta programs and their product development and rollout
• Lead Architect for the NASA SharePoint, Office 365 and Azure Implementation Efforts for all 8
of NASA's Major facilities and reported directly to NASA's CIO Chris Kemp
• Led the Northrop Grumman eRoom to SharePoint Online migration effort with 18 terabytes of
content
• Was invited by Vivek Kundra, the 1st ever CIO of the United States who was appointed by
President Obama, to participate as an Office 365 and Microsoft Azure Cloud Subject Matter
Expert to join the advisory team for his 25 -point implementation plan to President Obama on
how to reform how the federal government manages information technology and champion
new cloud technologies
• Led the Office 365 initiatives for PepsiCo, Nike, Chevron, Lexmark\Kofax, Alcoa and 45+
additional fortune 500 companies
Experience
Errin has over 22 years of experience in IT services and has led multiple large-scale managed services programs
from data warehousing, Active Directory Security implementations, global SharePoint efforts, Business
Intelligence, Azure, Office 365 and Hybrid Cloud and development efforts for over 75 Fortune 500 companies.
Errin is the author of 4 Microsoft Press books and delivers world class IT services leveraging his ability to
provide scalable enterprise level solutions combined with the operational experience to execute those solutions
effectively.
Errin is a frequent speaker at Microsoft Azure, SharePoint and Office 365 conferences and events. He has also
led enterprise engagements for NASA, PepsiCo, Northrop Grumman, United Airlines, Ford, Novartis, AT&T, the
Federal Reserve Bank, the Department of Justice, Nike, the U.S. Department of State, the United States Air
Force, Chevron, ConocoPhillips and Kofax to name a few additional past EPC Group clients.
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Errin O'Connor I Founder & Chief Architect I Office: 713-410-9950 1 Email: errino@epcgroup.net
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1.0 EXECUTIVE SUMMARY AND KEY INFORMATION
1.1 OBJECTIVE
City of Southlake desires to migrate their email services and related applications from G Suite to Microsoft Office 365. To
ensure successful transition, the city is looking to collaborate with a professional Microsoft partner, and has engaged EPC
Group, to provide expert consulting and development services in the areas of migration planning, migration execution,
and post -migration support throughout the course of this initiative. Below are the main objectives that City of Southlake
seeks to achieve:
G Suite migration to Office 365: City of Southlake desires to migrate all their email services from the existing G
Suite cloud platform to Office 365 Exchange Online. This includes, but not limited to the following:
a. Migrate all end users, mailboxes, and their email -related data into Office 365 Exchange Online.
b. Migrate end user files from Google Drive folders to Office 365 One Drive for Business.
2. Perform additional G Suite to Office 365 migration tasks to ensure successful transition.
This Statement of Work (SOW) has been developed for City of Southlake and sets forth the services to be performed by
EPC Group in connection to G Suite to Office 365 Exchange Online email migration effort where EPC Group will utilize
industry best practices as well as specific methodologies that our team has developed from hundreds of similar and
successfully completed engagements. EPC Group will deliver this project to City of Southlake within a 395 -hour block of
time at a 35% (Microsoft discounted) hourly rate of $165.00/hour.
1.2 SERVICE OVERVIEW
EPC Group will provide City of Southlake with services spanning all aspects of G Suite -Office 365 migration. This includes
project management, planning, design, deployment, migration, training and operational support for successful transition
into Office 365. EPC Group proposes the following key items to ensure successful project delivery:
1. Technical discovery and assessment: EPC Group will conduct a detailed technical discovery and assessment
exercise (using proprietary EPC Group tools) to ensure the transformation is done right the first time. Below are
some of the projected benefits that City of Southlake will realize from this initiative:
o Establish clear definition of the technical requirements.
o Identify any issues that may hinder migration and identify opportunities that need to be leveraged.
o Establish steps for existing/target infrastructure preparation prior to shifting to Office 365.
o Develop a migration roadmap employing migration planning, migration execution, testing, end-user
training, communication strategy, and, technical support following go live.
2. EPC Group custom Exchange migration tool: For mailbox, archives, and email -related data migration, will deliver
a seamless migration experience by utilizing a custom EPC Group G Suite to Office 365 migration tool. The tool
is based on a "copy and paste" model, where all the mailboxes and related data items are moved from G Suite
(via IMAP) and transitioned securely without changes into Office 365 Exchange Online. The utility ensures that
end users can access their mailboxes during and after the migration process, thus maintaining email continuity
for business teams throughout the process.
3. Project management: This initiative will be led by EPC Group's Senior Microsoft Exchange Architects and Project
Champion for this City of Southlake email migration initiative will be EPC Group's Founder and Chief Architect,
Errin O'Connor.
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2.0 PROJECT SCOPE
EPC Group has developed this proposal around the following activities and deliverables as well as any additional G -Suite
to Office 365 consulting and migration items that will contribute to the overall success of this project as available within
the hours procured.
2.1 EPC GROUP'S SCOPE
The following section describes the general scope of work envisioned for this G -Suite to Exchange Online migration
effo rt.
• The activities within this scope will be provided through a phased approach.
• Below are the associated deliverables for each phase.
PHASE 1 — DISCOVERY
Activities for this phase will aim at gathering enough information to understand City of Southlake's business needs and
expectations from this Office 365 migration requirements, define the high-level project scope, as well as unify all
stakeholders behind a common vision. Planning will be an integral part of this phase with the deployment strategy,
communication plan, objectives, success criteria and the detailed project scope being developed. The activities and
deliverables in this phase will include the following as available within the hours procured:
Envisioning: EPC Group will engage City of Southlake's key stakeholders to gather and understand the needs
driving this migration initiative.
a. Gather requirements for the proposed Office 365 Exchange/Online email solution. To include the
following:
- Understand business needs and requirements.
- Conduct a brief educational session with business users about Office 365/Exchange Online with
a focus on how it might address key business needs.
- Establish Gaps and opportunities for migrating into Office 365/Exchange Online solution and
recommend deployment options to meet City of Southlake's solution requirements.
2. Technical assessment:
a. Create an inventory of mailboxes as well as the data items to be migrated - Involves assessment of users,
mailboxes, and item counts to identify the size of all content.
b. Conduct technical discovery and health assessment of G Suite environment to determine if there is
anything that may cause an issue during the migration.
c. Identify gaps/system constraints with current environment and recommend remediation activities as
required.
3. Planning: Equipped with an understanding of City of Southlake's environment, EPC Group will collaborate with
all stakeholders to ensure the entire project team including both the EPC Group project team and the City of
Southlake internal team mutually understand the scope, deliverables, and timelines of the project and answer
any questions.
a. Develop success criteria and communication plan.
b. Develop detailed migration plan and timeline.
c. EPC Group will propose any additional tasks that will further improve the success of this initiative.
d. Hold presentations of the conclusions, decision, and options attained during this discovery phase.
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PHASE 2 — PREPARE
EPC Group will work closely with City of Southlake in a collaborative effort to provide assessment and technical
preparation activities prior to migration into Office 365 Exchange Online. To include the following as available within the
hours procured:
Source environment preparations: EPC Group will optimize the source (G Suite) environment and address any
outstanding issues before migration
a. Implement remediation activities identified during the discovery phase (if any).
b. Provide mailbox cleanup tasks and identify data that will be migrated or archived.
c. Identify current DNS/MX records.
d. Identify and provide additional tasks to remediate any outstanding issues and optimize the existing
environment prior to migration.
2. Destination environment preparations: EPC Group will ensure the target infrastructure (Office 365 and Exchange
Online) is in place before performing the migration. To include:
a. Office 365 Preparations:
o Provide assistance with setting up an Office 365 environment.
o Provide assistance with selecting Office 365 licensing.
o Implement tenant level configurations and all necessary workload enablement for Exchange
Online.
o Implement Office 365 Azure Active Directory and Single Sign -On.
o Create end users and end user groups.
b. Exchange Online deployment:
o Deploy Exchange Online: Provision all components and features for Exchange Online and ensure
they are configured to match City of Southlake's functional and technical requirements as well as
best practices.
o Create and configure mailboxes, user accounts, and roles / groups on Office 365.
o Create and verify the domains on the Office 365 tenant.
o Establish advanced email security for Exchange online.
o Implement mailbox quotas and archival/retention policies as needed.
o Implement anti -spam and malware protection as needed.
c. OneDrive for Business deployment: EPC Group will provide the setup and configuration of an
operational OneDrive for Business solution aligned with City of Southlake's requirements and best
practices:
o Provision and configure OneDrive for Business.
o Integrate OneDrive for Business with Exchange Online.
d. Exchange Online and OneDrive for Business implementation review:
o Onboard pilot users into Exchange Online and OneDrive for Business.
o Collaborate with key stakeholders to ensure they deployed systems fulfill all requirements.
o Implement necessary changes and modifications.
e. Roll-out: Once the Exchange Online and OneDrive for Business systems have been successfully tested,
EPC Group will assist with rolling out the Exchange Online platform.
3. Pilot migration testing: EPC Group will conduct a pilot migration test by moving a small portion of mailboxes
and end user files from the source to target environment. The intention is to identify and remediate any
unforeseen issues. To include:
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a. Deploy EPC Group's migration tool and tweak it to fit City of Southlake's environment.
b. Conduct migration test, evaluate results, and improve/remediate any identified issues.
PHASE 3 — MIGRATION
In this phase, EPC Group will ensure that City of Southlake's end users, mailboxes, and all Google Drive data is migrated
from G Suite to the new Office 365 Exchange Online and OneDrive for Business. Our team will also provide Quality
Analysis and Testing activities with key stakeholders prior to rolling out the new Office 365 system. Below are the
anticipated activities as available within the hours procured:
1. Migration execution: EPC Group will migrate mailboxes and Google Drive data from the G Suite platform to
Exchange Online and OneDrive for Business using custom EPC Group and industry leading migration tools:
a. Migrate all the organization's mailboxes and all email related data items from the G Suite to Exchange
Online.
b. Migrate existing Google Drive data items into OneDrive for Business.
c. Monitor and validate the migration tool results throughout the process.
2. Conduct migration testing to validate entire migration results (before and after):
a. Ensure all the organization's mailboxes and data has been migrated from G Suite to Exchange Online
and OneDrive for Business
b. Onboard all end users to ensure they are able to access their accounts, files, and messages.
c. Address any identified issues or opportunities.
3. Cut -over: Once all the users, mailboxes, and other data items have been successfully migrated in the new Office
365 platform, EPC Group will assist with the final go-live/cut-over planning in preparation for the rollout of the
Exchange Online and OneDrive for Business platform. Below are the anticipated activities:
a. End user communication
o Collaborate with City of Southlake key stakeholders to develop a business communication plan
to get the word out to staff and what they need to do on their part to switch to the new platform.
o Implement any additional change management activities as needed.
b. Cut over and go live: During this process, EPC Group will make its resources available to ensure a
seamless transition experience with little or no email downtime. Below are the anticipated activities:
o Change MX Records to point mail flow to the Exchange Online platform.
o Synchronize Exchange Online and update all accounts with current mailboxes.
o Validate pre-cut over results and transition all email services to Office 365 Exchange Online.
PHASE 4—POST-MIG RATION SUPPORT AND TRAINING)
Our team will not only guide City of Southlake's stakeholders to ensure a smooth transition to new Office 365/Exchange
Online implementation. After successful deployment, EPC Group will provide the necessary support, documentation and
training for the City of Southlake end users to ensure successful adoption of the new system. Below are the anticipated
activities for this phase as available within the hours procured:
1. Post -implementation review: EPC Group will review the deployed solution to ensure it fulfills all the identified
requirements and to look for additional opportunities to meet business needs without increasing the technical
scope of the project.
2. EPC Group will provide full and detailed documentation of the deployed solution in an As -Built Document
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3. Knowledge transfer and training: To prevent any potential difficulties with successful adoption of the new
solution, EPC Group will provide dedicated training sessions for City of Southlake technical teams and business
teams through train -the -trainer sessions to ensure efficient management and usage of the solution.
a. Perform general knowledge transfer and Office 365/Exchange Online best practices to City of Southlake's
IT staff and key stakeholders.
b. EPC Group will provide train -the -trainer sessions designed to assist users with acclimating to the new
features to ensure successful adoption of the product by the business verticals (Training resources
include: Webinars, videos, PDFs, quick guides).
4. EPC Group will provide post go -live Office 365 support and consulting services to the organization as per the
available remaining hours procured.
2.2 ACTIVITY PLAN
It is estimated that this engagement will be completed within 6-11 weeks. This timeline is however an estimate only which
is based on our current planning assumptions and may change during the course of the project.
Task Duration
City of Southlake G Suite Migration. Office 36*
Assessment, Planning and Discovery
1-2 Weeks
Kick-off meetings
Discovery and assessments
Planning (Detailed project plan & schedule development)
Prepare
2-3 Week
Source environment (G Suite) preparations
Destination environment (Office 365/Exchange Online/OneDrive for
Business) preparations
Migration pilot tests and remediation
Migration
2-4 Weeks
Deployment
Migration execution
QA and UAT
Post -Migration
1-2 Weeks
Support
Documentation
Training
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2.3 DELIVERABLES
This engagement will produce the following deliverables:
#
Deliverable
Description
1
Project schedule reports
Weekly status report and status meeting covering project status, activities,
problems, and recommendations.
2
Office 365 Migration for Exchange
Fully functional Office 365 base tenant with custom enabled components,
Online and OneDrive for Business
features, workloads. To include:
- A fully functional Exchange Online tenant with configured with
custom enabled feature set, workloads and migrated end user
mailboxes.
- OneDrive for Business and end user data items migrated from the
existing Google Drive platform.
3
Training Materials
Set of materials with the information, knowledge and skills required to
acclimate to the features of the new system. This may include PDFs, videos
or quick start guides.
4
As -Built Documentation
Outlines a high level of the deployed solution "As -Is". Also includes post -
deployment support from EPC Group.
3.0 DELIVERY APPROACH
3.1 STAFFING
This initiative will be led by EPC Group's Exchange certified architects and the champion for this project will be EPC
Group's founder and chief architect, Errin O'Connor.
The key EPC Group roles for this engagement are described below:
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1
Project Manager
The project manager will be responsible for ensuring that all aspects of the
project are planned and executed in a manner that will lead to meeting the
implementation goals within the established timeframe and budget
ensuring a high degree of customer satisfaction. Below are the additional
responsibilities of the EPC Group's project manager:
• Single point of contact for all project related questions and issues
• Management oversight for status reporting, quality of delivery and
schedule tracking
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3.2 SERVICE DELIVERABLE ACCEPTANCE PROCESS
At specified milestones throughout the project, we will submit completed project Service Deliverables for client's review
and approval. Within 5 business days from the date of submittal, client must:
• Accept the Service Deliverable by signing, dating, and returning the Service Deliverable Acceptance Form.
• Provide a written notice rejecting the Service Deliverable, including a single and complete list describing every
reason for your rejection.
Note: Service Deliverables shall be deemed accepted unless the client provides a written rejection notice as described
above. Client's use or partial use of a Service Deliverable will constitute acceptance of that Service Deliverable.
EPC Group will correct problems with a Service Deliverable that are identified in the written rejection notice, as described
above, and within the scope of the Service Deliverable after which the Service Deliverable will be deemed accepted.
Problems that are outside the scope of a Service Deliverable, and feedback provided after a Service Deliverable has been
deemed accepted will be addressed as a potential change of scope pursuant to the Change Management process
outlined in this proposal.
3.3 SUCCESS CRITERIA
The project will be considered successful when all the service deliverables identified within this SOW and any Change
Requests accepted pursuant to the Change Management Process defined in this document are delivered and accepted
or deemed accepted.
3.4 CHANGE MANAGEMENT
Either EPC Group or Client may initiate a change request when some change or event has occurred that may impact the
scope of the engagement. EPC Group will prepare formal documentation that includes description of the change with
estimated implementation effort and impact to schedule and budget. Client can choose to approve or deny the change
request. EPC Group will not proceed with work related to the change request until Client has issued formal approval.
Some examples of events that can cause a change request include the following:
Change in Technical Scope - Client decides to include new functionality or capabilities not identified in the initial
scope and related work estimates.
Change in Scope of Work - Client requests EPC Group perform work activities or produce deliverables not
originally assigned to the EPC Group team.
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2
Microsoft Office 365 Cloud • Discovery of existing environment
Architects / Exchange Architects 0 Exchange Online architecture design, development and
implementation
• G Suite -Exchange migration strategy development
• Migration execution
• Post -implementation review testing and requirements alignment
• Post-migration/deployment support
3.2 SERVICE DELIVERABLE ACCEPTANCE PROCESS
At specified milestones throughout the project, we will submit completed project Service Deliverables for client's review
and approval. Within 5 business days from the date of submittal, client must:
• Accept the Service Deliverable by signing, dating, and returning the Service Deliverable Acceptance Form.
• Provide a written notice rejecting the Service Deliverable, including a single and complete list describing every
reason for your rejection.
Note: Service Deliverables shall be deemed accepted unless the client provides a written rejection notice as described
above. Client's use or partial use of a Service Deliverable will constitute acceptance of that Service Deliverable.
EPC Group will correct problems with a Service Deliverable that are identified in the written rejection notice, as described
above, and within the scope of the Service Deliverable after which the Service Deliverable will be deemed accepted.
Problems that are outside the scope of a Service Deliverable, and feedback provided after a Service Deliverable has been
deemed accepted will be addressed as a potential change of scope pursuant to the Change Management process
outlined in this proposal.
3.3 SUCCESS CRITERIA
The project will be considered successful when all the service deliverables identified within this SOW and any Change
Requests accepted pursuant to the Change Management Process defined in this document are delivered and accepted
or deemed accepted.
3.4 CHANGE MANAGEMENT
Either EPC Group or Client may initiate a change request when some change or event has occurred that may impact the
scope of the engagement. EPC Group will prepare formal documentation that includes description of the change with
estimated implementation effort and impact to schedule and budget. Client can choose to approve or deny the change
request. EPC Group will not proceed with work related to the change request until Client has issued formal approval.
Some examples of events that can cause a change request include the following:
Change in Technical Scope - Client decides to include new functionality or capabilities not identified in the initial
scope and related work estimates.
Change in Scope of Work - Client requests EPC Group perform work activities or produce deliverables not
originally assigned to the EPC Group team.
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Change in Approach - Material changes in the work approach due to circumstances outside the control of the
engagement team (some examples include: Client team members not available as planned, delays in Client tasks
or responsibilities, equipment not available as planned).
3.5 COMMUNICATION PLAN
The EPC Group proposed project manager will provide the client with concise project status updates every week denoting
progress, risks, and next steps. Below is a description of the communication strategy that will be utilized for status updates
1. Reports – A weekly status report of work completed and delivery status.
2. Meetings – Weekly conference call or meeting with the client on the status of the deliverables.
3.6 TRAINING PLAN
During the Project, EPC Group will conduct informal knowledge sharing (on-the-job training). After the successful delivery
of the system, EPC Group will design and provide client stakeholders with formal training and training materials (PDFs,
slides, video libraries, etc.) to ensure the personnel assigned to support, develop, manage or operate the system are
apprised of the contents of each environment. The following is the approach that EPC Group will implement during the
formal training sessions:
o Awareness—Employees are aware of the product and its features
o Understanding—Employees understand the benefits of the product and its features
o Enablement—Employees learn or know how to use the product and its features
o Adoption—Employees use the product regularly
4.0 RELATED CHARGES: OFFICE 365 MIGRATION SERVICES
EPC Group's team of Microsoft Office 365 Cloud Architects/Exchange Architects led by EPC Group's Founder and Chief
Architect, Errin O'Connor, will perform this City of Southlake G Suite to Office 365 migration effort within a 395 -hour
block of time at a 35% (Microsoft discounted) hourly rate of $165.00/hour. The total project cost will amount to
$65,175.00.
4.1 INVOICING TERMS: CITY OF SOUTHLAKE OFFICE 365 MIGRATION SERVICES
Invoice\Payment Terms: The invoiced for this G Suite to Office 365 best practices migration initiative will be submitted
as detailed below:
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INVOICEINTERVAL •UNT
INVOICE SUBMISSIONDATE
Project Invoice # 1 – Block Purchase of 395
Hours of Exchange Online Migration Services
$32,587.50
NET 30 from SOW Signature
at a 3S% Discounted Rate of $165.00/hour
Project Invoice # 2 – Block Purchase of 395
Hours of Exchange Online Migration Services
$32,587.50
NET 60 from SOW Signature
at a 35% Discounted Rate of $165.00/hour
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4.2 ASSUMPTIONS
Certain assumptions have been made in estimating and determining project cost and feasibility. These assumptions
include the following:
• Client key stakeholders will be readily accessible for key decision making throughout the course of the initiative.
• All licensing will be purchased by Client.
• The Client acknowledges and agrees that the block of time purchase is non-refundable, non -creditable,
noncancelable, and not subject to any delay or set-off.
• Additional tasks required outside of the hours procured will require additional scope.
• EPC Group will be provided remote access (i.e. VPN, etc.) to the existing on -prem environment to carry out the
technical tasks described in this SOW.
5.0 Signatures
This Statement of Work is entered into as of this 3rd day of December 2019 (Statement of Work Effective Date) by and
between EPC Group and City of Southlake. (Client).
In acknowledgement that the parties hereto have read and understood each and every provision hereof, the parties have
executed this Statement of Work on the dates set forth below. This Statement of Work is effective on the Statement of
Work Effective Date.
EPC Group
LA
Name: Errin O'Connor
Title: Founder \ Chief Architect
Date: 12-3-2019
City of Southlake
By:
Name:
Title:
Date
www.epcgroup.net C/EPCGroup 12