Sands Construction Managed IT Proposal

1. Cover Letter

Dear Michael Sands,
Rooted Software (Rooted) is a technology services company specializing in supporting the missions of small to mid-sized organizations in the United States. During their combined 40 years of experience in tech leadership, founders Toby Weiss and Josh Bechard found that their organizations were best served by those who shared a passion for their mission and an understanding of their needs. Rooted was launched to provide technical support, backed by this very passion and experience, to countless organizations with the following three core values to sustain it:
Fidelity - In all things Rooted strives to be transparent and trustworthy. We act with integrity and follow through on commitments from our initial meeting to project/service delivery.
Compassion - People first, technology second. Rooted comes alongside you with empathy for your team, passion for your mission, and humility in our approach.
Intentionality - Rooted takes ownership of issues, is proactive in finding solutions, and will not cut corners on quality to drive quantity.
Rooted Software is honored to currently provide Managed IT services in the support of many organizations of varying ages, scopes of influence, employee-count, tech stacks, infrastructures and needs. The technological needs of Sands Construction are well within the capability of Rooted Software’s Service Desk team which consists of highly trained remote technicians working across numerous time zones following best practice availability, security protocols, and measures of consistency. The team of technicians is regularly praised by Rooted partners for a genuine support of their mission and for resolving technical issues in a prompt and professional yet personal manner. Several references are provided directly within the proposal for further detail. Additional testimonials can also be found on our website at .
Rooted Software is excited at the opportunity to provide the technology and technical human resources to support Sands Construction in its mission to prevent, mitigate, abate or control geologic hazards within several districts in California. Rooted understands that each machine thoughtfully configured, deployed, monitored, and maintained for an individual at Sands Construction translates directly to Sands Construction’s ability to serve its community. While recognizing that Sands Construction is executing due diligence in comparing multiple MSPs for its technical solutions, Rooted hopes that Sands sees our desire to form a long-term partnership that yields increased impact to Sands Construction.
Toby Weiss

2. Statement of Work

2.1 Implementation Project SOW (Phone, Email, and File Server Migration, Network Replacement, and Remote sever Migration, And Hardware Procurement)

File Migration

The Client currently stores their files on a Synology NAS system and seeks to migrate these files to Microsoft 365 SharePoint for improved collaboration, accessibility, and security.
The primary objective of this project is to efficiently migrate all client files from the existing Synology NAS to Microsoft 365 SharePoint. This migration should be seamless, ensuring that all files are accurately transferred while minimizing disruption to ongoing operations.
Scope of Work
The scope of work for this project includes but is not limited to the following tasks:
Initial assessment of existing file structure and content on the Synology NAS.
Planning and strategizing the migration process, including mapping of file structures, permissions, and metadata.
Configuration of Microsoft 365 SharePoint environment to accommodate the migrated files and ensure optimal performance and security.
Execution of the migration process, ensuring the accurate transfer of all files, directories, and associated metadata.
Validation and testing of the migrated data to ensure completeness and integrity.
User training and documentation to familiarize client personnel with the new SharePoint environment and file management practices.
Project Plan and Estimates
Assessment and Planning: 6 Hours
Evaluate the current file server structure, including folder hierarchy, permissions, and data volume.
Determine SharePoint site structure, permissions model, and document libraries organization based on the assessment.
User Training and Communication: 5 Hours
Develop training materials and conduct sessions to educate users on SharePoint features, document management, and collaboration tools.
Communicate the upcoming migration plan, timeline, and expectations to all stakeholders.
Preparation of SharePoint Environment: 5 Hours
Set up SharePoint sites, document libraries, and necessary permissions according to the planned structure.
Configure metadata, content types, and other relevant settings to align with organizational requirements.
Data Preparation: 5 Hours
Clean up and organize files on the file server, removing duplicates, outdated documents, and irrelevant data.
Assign metadata tags or labels to files for easier categorization and search in SharePoint.
Migration Tool Selection: 5 hours
Evaluate and select a suitable migration tool or method based on factors such as data volume, complexity, and desired features.
Test the selected migration tool in a sandbox environment to ensure compatibility and effectiveness.
Pilot Migration: 3 hours
Conduct a pilot migration of a subset of files to SharePoint to validate the process and identify any issues or challenges.
Gather feedback from users participating in the pilot migration to make necessary adjustments.
Full-Scale Migration: 20 Hours
Schedule the full migration during off-peak hours to minimize disruption to regular business operations.
Execute the migration process, monitoring progress and addressing any issues promptly.
Post-Migration Validation: 6 Hours
Verify that all files have been successfully migrated to SharePoint and are accessible to users with the appropriate permissions.
Conduct spot checks to ensure metadata, permissions, and file properties are correctly transferred.
User Support and Troubleshooting: 6 Hours
Provide ongoing support to users encountering issues or needing assistance with navigating SharePoint.
Address any post-migration challenges promptly, such as missing files, broken links, or permission discrepancies.
Documentation and Training Refresh: 8 hours
Update documentation to reflect the new SharePoint environment, including guidelines for document management, collaboration, and best practices.
Offer refresher training sessions or resources to reinforce SharePoint usage and address any lingering user concerns or questions.
The following deliverables will be provided upon completion of the project:
Migration Plan detailing the approach, timeline, and resources required for the migration process.
Configured Microsoft 365 SharePoint environment ready to host the migrated files.
Documentation outlining the migrated file structure, permissions setup, and any necessary configurations.
User training materials and documentation for utilizing Microsoft 365 SharePoint effectively.
Post-migration support for addressing any issues or concerns related to the migration.
Assumptions and Dependencies
Availability of necessary resources, including access to the Synology NAS and Microsoft 365 SharePoint environment.
Client cooperation and timely provision of required information and approvals.
Minimal changes to the existing file structure during the migration process.
The Managed Service Provider (MSP) will be responsible for planning, executing, and managing the migration process, as well as providing necessary training and support.
The Client will be responsible for providing access to the existing Synology NAS and collaborating with the MSP throughout the project duration.
Acceptance Criteria
The project will be considered successfully completed upon the following criteria:
All client files are migrated to Microsoft 365 SharePoint without loss of data or metadata.
The SharePoint environment is properly configured to support the migrated files and meets the client's requirements.
Client personnel are adequately trained and equipped to utilize Microsoft 365 SharePoint for file management effectively.

Email Migration

The primary objective of this project is to seamlessly migrate Client's email infrastructure from Exchange Server to Microsoft 365 while minimizing disruption to business operations. Key objectives include:
Transfer all user mailboxes, emails, contacts, calendars, and other relevant data to Microsoft 365.
Ensure data integrity and security throughout the migration process.
Minimize downtime and ensure uninterrupted access to email services for end-users.
Scope of Work
The scope of work for this project includes, but is not limited to, the following tasks:
Assessment and Planning
Evaluate the existing Exchange Server environment to determine the scope and requirements of the migration.
Develop a comprehensive migration plan outlining timelines, dependencies, and resource allocation.
Pre-migration Preparation
Prepare the Exchange Server environment for migration, including necessary updates, configurations, and backups.
Conduct user communication and training sessions to ensure awareness and readiness for the migration process.
Migration Execution
Perform the migration of user mailboxes, emails, contacts, calendars, and other relevant data to Microsoft 365.
Monitor the migration process, address any issues or errors promptly, and ensure data integrity throughout.
Post-migration Validation
Validate the successful migration of all data to Microsoft 365.
Conduct testing to ensure seamless functionality and access for end-users.
User Support and Training
Provide ongoing support to end-users during and after the migration process.
Conduct additional training sessions as needed to familiarize users with the new Microsoft 365 environment.
Documentation and Reporting
Document the migration process, including configurations, settings, and any customizations made.
Provide comprehensive reports outlining the status of the migration, including any issues encountered and their resolutions.
Project Plan and Estimates
Assessment and Planning: 3 hours
Evaluate current email server infrastructure, including hardware, software, and configurations.
Identify the scope of migration, including mailboxes, distribution lists, calendars, and contacts.
Determine migration goals, such as timeline, budget, and desired features of Microsoft 365.
User Communication and Training: 3 hours
Inform users about the upcoming migration, including its benefits and impacts.
Provide training sessions or documentation on using Microsoft 365 features, such as Outlook, Teams, and SharePoint.
Data Backup: 7 hours
Backup all existing email data, including mailboxes, calendars, and contacts, to ensure no data loss during the migration process.
Set Up Microsoft 365 Accounts: 3 hours
Create user accounts on Microsoft 365, ensuring proper permissions and roles are assigned based on organizational needs.
Configure Microsoft 365 Environment: 7 Hours
Set up Exchange Online within Microsoft 365, including domain configuration, security settings, and compliance features.
Configure mail flow settings to ensure seamless email routing during and after the migration.
Migration Testing: 5 Hours
Conduct pilot migrations for a subset of users to test the migration process and identify any potential issues or complications.
Verify that migrated data, including emails, calendars, and contacts, are accessible and intact in the new Microsoft 365 environment.
Full-Scale Migration: 15 Hours
Schedule the migration process during off-peak hours to minimize disruption to regular business operations.
Migrate remaining mailboxes, distribution lists, and other relevant data to Microsoft 365 using appropriate migration tools and methods.
Post-Migration Verification: 5 hours
Validate the successful migration of all data and functionalities, ensuring that users can access their emails, calendars, and contacts without any issues.
Address any post-migration issues promptly, such as missing data or configuration errors.
Security and Compliance Configuration: 5 hours
Implement security measures, such as multi-factor authentication (MFA), data loss prevention (DLP), and encryption, to protect sensitive information within Microsoft 365.
Configure compliance features, such as retention policies and eDiscovery, to meet regulatory requirements and organizational policies.
User Support and Follow-Up: 10 hours
Provide ongoing support to users to address any questions or issues they may encounter while using Microsoft 365.
Gather feedback from users to identify areas for improvement and optimize the Microsoft 365 environment accordingly.
Upon completion of the migration project, the following deliverables will be provided to the Client:
Migration Plan detailing the approach, timelines, and dependencies.
Documentation of the migration process, including configurations and settings.
Reports on the status of the migration, including any issues encountered and their resolutions.
Training materials and documentation for end-users.
Post-migration support documentation outlining procedures for ongoing support and maintenance.
The estimated timeline for completing the migration project will be provided upon agreement between the Client and the MSP. Timelines will be subject to adjustment based on factors such as the size of the environment and any unforeseen challenges encountered during the migration process.
Assumptions and Dependencies
This project assumes full cooperation and support from the Client, including access to necessary systems, resources, and personnel. Dependencies such as network connectivity, hardware availability, and third-party integrations will be identified and addressed throughout the project.
Terms and Conditions
All services provided under this SOW will be subject to the terms and conditions outlined in the Master Service Agreement (MSA) between the Client and the MSP.
Upon acceptance of this Statement of Work, both parties agree to abide by the terms and conditions outlined herein. Any deviations or changes to the scope of work will be documented through formal change control procedures.

Server Migration

This Statement of Work (SOW) outlines the scope of professional services to be provided by Rooted Software (hereinafter referred to as "MSP") for hosting a cloud server for Sands Construction (hereinafter referred to as "Client"). The objective of this engagement is to ensure the efficient, secure, and reliable hosting of Client's cloud server infrastructure.
Scope of Work
The scope of work includes but is not limited to the following:
Initial Consultation and Assessment
MSP will conduct an initial consultation session with Client to understand their specific hosting requirements, including performance, security, scalability, and compliance needs. This will involve a comprehensive assessment of existing infrastructure and applications to determine the optimal cloud server solution.
Cloud Server Provisioning
MSP will provision and configure the cloud server environment according to the agreed-upon specifications. This includes setting up virtual machines, storage, networking, and any necessary software components.
Security Implementation
MSP will implement robust security measures to protect the cloud server environment from unauthorized access, data breaches, and other security threats. This will involve setting up firewalls, encryption, access controls, and regular security audits.
Performance Optimization
MSP will optimize the performance of the cloud server environment to ensure optimal responsiveness and resource utilization. This may include tuning server configurations, implementing caching mechanisms, and load balancing.
Backup and Disaster Recovery
MSP will design and implement a backup and disaster recovery strategy to safeguard Client's data against unforeseen incidents. This will involve regular backups, offsite storage, and testing of recovery procedures to ensure business continuity.
Monitoring and Maintenance
MSP will continuously monitor the health and performance of the cloud server environment, identifying and addressing any issues proactively. Routine maintenance tasks such as software updates, patches, and system optimizations will also be performed to keep the environment running smoothly.
Reporting and Documentation
MSP will provide regular reports to Client detailing the performance, security status, and any notable incidents or actions taken. Additionally, comprehensive documentation of the cloud server environment, configurations, and procedures will be provided to facilitate future management and troubleshooting.
Project Plan & Estimates
Assessment and Planning
Evaluate the current cloud server setup, including resources, configurations, and data stored.
Identify the client's requirements, including hardware specifications, software dependencies, and data migration needs.
Plan the migration timeline, considering downtime constraints and potential risks.
Selecting Hardware
Procure or lease the necessary server hardware based on the assessment done in the previous step.
Ensure that the hardware meets the performance, storage, and scalability requirements identified during the assessment phase.
Installing Operating System and Software
Install the chosen operating system (OS) on the new server hardware.
Configure the OS according to best practices and security guidelines.
Install required software applications and dependencies needed for the client's operations.
Network Configuration
Configure network settings on the new server to ensure connectivity with the client's internal network and the internet.
Set up firewalls, routing, and DNS configurations as per security and access requirements.
Data Migration
Develop a data migration strategy to transfer data from the MSP cloud server to the new client-owned server.
Determine the most efficient method for transferring data while minimizing downtime and ensuring data integrity.
Execute the data migration process, verifying data completeness and accuracy after the transfer.
Application Migration
Identify all applications hosted on the MSP cloud server.
Determine compatibility and dependencies of these applications with the new server environment.
Migrate applications to the new server, ensuring they are properly configured and tested for functionality.
Testing and Validation
Conduct comprehensive testing of the new server environment, including hardware, software, and data integrity.
Validate the performance of applications and services running on the new server.
Perform user acceptance testing (UAT) to ensure that all client requirements are met.
Training and Documentation
Provide training sessions for users and administrators on how to operate and maintain the new server environment.
Document all configurations, procedures, and troubleshooting steps for future reference.
Ensure that there is a clear understanding of roles and responsibilities among the client's IT staff.
Transition and Go-Live
Coordinate with stakeholders to schedule the final cutover from the MSP cloud server to the client-owned server.
Communicate with end-users about any expected downtime or changes in access during the transition period.
Execute the cutover plan, closely monitoring the process to address any unforeseen issues promptly.
Post-Migration Support
Provide post-migration support to address any issues or concerns that arise after the transition.
Conduct a post-implementation review to assess the success of the migration project and identify areas for improvement.
Establish ongoing maintenance and monitoring procedures to ensure the continued smooth operation of the new server environment.
The following deliverables will be provided as part of this engagement
Provisioned and configured cloud server environment
Security implementation documentation
Performance optimization report
Backup and disaster recovery plan
Monitoring and maintenance reports
Comprehensive documentation of the cloud server environment
The estimated timeline for completion of the above tasks is 35 hours. However, actual timelines may vary based on project complexity and specific requirements.
Assumptions and Dependencies
The successful completion of this project is dependent on:
Client's provision of necessary access to existing infrastructure and systems
Timely decision-making and approvals from Client
Availability of resources and support from both parties as required

Network Replacement

This Statement of Work (SOW) outlines the scope, objectives, deliverables, and timelines for the network hardware replacement project to be carried out by Rooted Software at the client's location.
Project Overview
Rooted Software will be responsible for replacing the existing network hardware (Firewall, network Controller, Network Switches, and Access Points) at the client's location with new hardware to enhance network performance, security, and reliability. The project includes the procurement, installation, configuration, testing, and documentation of the new network hardware.
Scope of Work
Identify and procure the necessary network hardware components based on the project requirements and budget constraints (router/firewall, wireless access point, network switch)
Ensure timely delivery of hardware components to the client's location.
Installation and Configuration
Physically install the new network hardware, including switches, routers, firewalls, and any other required devices.
Configure the hardware according to the predefined specifications and network design.
Implement necessary security measures and best practices during the configuration process.
Testing and Validation
Conduct thorough testing of the newly installed hardware to ensure proper functionality and compatibility with existing network infrastructure.
Perform validation tests to verify network performance, stability, and security.
Prepare detailed documentation of the replaced hardware, including configurations, network diagrams, and user guides.
Provide training sessions for client staff on operating and maintaining the new network hardware.
Post-Implementation Support
Offer ongoing support and troubleshooting assistance to address any issues that may arise following the hardware replacement.
Ensure seamless transition and minimal disruption to the client's daily operations.
Project Plan & Estimates
Assessment and Planning: 5 hours
Identify the current network infrastructure and its limitations.
Define goals and requirements for the new network gear implementation.
Assess budget constraints and timelines for the project.
Research and Selection: 1 hour
Research available network gear options that meet the defined requirements.
Evaluate vendors, considering factors such as reliability, scalability, and support.
Select the most suitable network gear based on the assessment.
Design and Architecture: 2 hours
Develop a detailed network design and architecture plan based on the selected gear.
Determine the placement of switches, routers, access points, and other network components.
Consider redundancy and failover mechanisms to ensure high availability.
Procurement: 1 hour
Procure the selected network gear from the chosen vendor or vendors.
Ensure all necessary licenses, warranties, and support agreements are in place.
Testing and Configuration: 16 hours
Set up a test environment to configure and test the new network gear.
Configure network settings, VLANs, routing protocols, security policies, and other parameters according to the design plan.
Conduct thorough testing to validate functionality and interoperability.
Parallel Deployment: 16 hours
Deploy the new network gear in a parallel to the production environment.
Monitor performance and gather feedback from users and IT staff.
Identify and address any issues or optimization opportunities.
Deployment: 3 hours
Roll out the new network gear across the entire environment in phased or staged deployments.
Coordinate with relevant stakeholders to minimize disruption to operations.
Perform post-deployment testing to verify functionality and address any final issues.
Documentation: 2 hours
Document the new network infrastructure, including configurations, diagrams, and operating procedures.
Update network documentation and asset inventories accordingly.
Monitoring and Maintenance:
Implement ongoing monitoring tools and procedures to track network performance and health.
Establish a regular maintenance schedule for firmware updates, security patches, and hardware upgrades.
Continuously evaluate the network infrastructure to ensure it meets evolving needs and standards.
Upon completion of the project, the following deliverables will be provided to the client:
Detailed project plan and timeline.
Procurement documentation for the new network hardware.
Installation and configuration documentation.
Test results and validation reports.
Comprehensive network documentation, including diagrams and user guides.
Training materials and session records.
Post-implementation support documentation.
The project timeline will be as follows:
Assessment and Planning: 8 hours
Procurement: 3 hours
Installation and Configuration: 32 hours
Testing and Validation: 8 hours
Documentation: 5 hours
Post-Implementation Support: Ongoing
Assumptions and Dependencies
Timely availability of client resources and access to the premises.
Availability of required network hardware components from vendors.
Any changes to the project scope or requirements may impact the project timeline and budget.
Project Team
The project team will consist of Rooted Software professionals with expertise in network infrastructure, hardware procurement, installation, configuration, and support.
Acceptance Criteria
The project will be considered successfully completed upon the client's acceptance of the replaced network hardware and related documentation.
This Statement of Work is subject to mutual agreement by both parties and will serve as the basis for the successful completion of the network hardware replacement project.

Hardware Procurement

The purpose of this Statement of Work (SOW) is to outline the requirements and specifications for the procurement of four Apple computers for use within our organization.
Scope of Work:
The scope of this project includes the following:
Procurement of four Apple computers meeting the specified requirements.
Installation of necessary software and applications as per organizational standards.
Testing and verification of the functionality of each computer.
Delivery and setup of the computers at the designated location(s) within the organization.
The following requirements must be met by the Apple computers to be procured:
Model: Mac Mini
Processor: M2 Pro
Storage: 1 TB SSD (or latest equivalent)
Connectivity: Wi-Fi 6, Bluetooth 5.0, USB-C ports
Warranty: Three-year manufacturer warranty
Peripherals: 32” 4K Dell Monitor, Apple Magic Keyboard, Apple Magic Mouse, Logitech Webcam
We will also purchase 1 computer with these requirements:
Model: MacBook Air 15”
Processor: M3
Storage: 1 TB SSD (or latest equivalent)
Connectivity: Wi-Fi 6, Bluetooth 5.0, USB-C ports
Warranty: Three-year manufacturer warranty
The following deliverables are expected from the selected vendor:
Four Apple computers meeting the specified requirements.
Documentation including warranty information, user manuals, and invoices.
Project Plan & Estimations
Project Initiation and Requirements Gathering: 2 hours
Define project scope, objectives, and timeline.
Gather requirements from the client regarding the specifications of the Apple machines needed.
Budgeting and Cost Analysis: 1 hour
Determine the budget allocated for procuring the Apple machines.
Conduct cost analysis to ensure the chosen machines align with the budget and client requirements.
Purchase Order Generation: 1 hour
Generate purchase orders detailing the agreed-upon terms, including quantities, pricing, delivery schedules, and payment terms.
Ensure accuracy and completeness of purchase orders before sending them to the vendor.
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