Firmlaw, a renowned law firm headquartered in Ottawa, faces the critical task of migrating its data infrastructure from a local server to cloud services. This transformation is driven by the firm's commitment to improving document accessibility for its 30 employees and clients, enabling lawyers to access crucial documents on the go. The primary objectives of this transition include the safe removal of the existing server, seamless data transfer to the selected cloud service provider, and meticulous archiving of older files. Paramount to this endeavor is ensuring the utmost data privacy and security. This Statement of Work (SOW) outlines the comprehensive plan for achieving these objectives and guiding the procurement process.

Procurement Management Plan:

This part will need roles and responsibilities for each and every member of team to make a good procurement plan.

Role	Responsibilities
Sponsor	Approve budget, oversee the project, and ensure alignment with firm goals.
Project Manager	Plan, execute, and monitor the procurement process, ensuring timely delivery and budget adherence.
IT Specialist	Provide technical expertise, assess cloud service providers, and assist in data transfer.
Legal Advisor	Ensure the procurement process complies with legal regulations and negotiate contract terms.
Data Security Officer	Oversee data privacy and security aspects throughout the transition.
Finance Manager	Manage budget, approve payments, and ensure financial compliance.

Scope of Work:

The Scope of Work encompasses a comprehensive set of tasks to be executed by the selected vendor. These tasks include the following:

Server Removal: The vendor is responsible for the safe dismantling and environmentally responsible disposal of the existing server hardware.

Data Transfer: The vendor must proficiently migrate all data from the local server to the chosen cloud service provider while ensuring data integrity and security.

Archiving: Older files are to be meticulously archived to meet legal and compliance requirements, with a focus on data accessibility for authorized personnel.

Accessibility: The vendor is tasked with setting up a secure portal, allowing both employees and clients seamless access to files during and post-transition.

Data Security: Implement robust data security measures to safeguard sensitive information throughout the project.

Document Sharing Software: Assess the need for document sharing software and, if required, install the software with parameters that facilitate seamless collaboration.

Period of Performance:

The Period of Performance for this project is as follows:

Start Date: January 15, 2023 Expected Duration: Approximately 6 months Completion Date: July 15, 2023

These timelines are indicative and may be adjusted based on project progress and unforeseen circumstances.

Place of Performance:

The Place of Performance for this project is the headquarters of Firmlaw, located in Ottawa, Ontario.

Deliverables Schedule:

The following milestones and their respective dates are crucial to monitor progress throughout the project:

Server Removal Completed: February 15, 2023 Data Migration and Accessibility Portal Setup: April 30, 2023 Archiving of Older Files: June 15, 2023 Data Security Measures Implemented: Ongoing throughout the project."

Special Requirements:

Special Requirements: The selected vendor must adhere to all relevant data privacy regulations, including GDPR, HIPAA, or any local legal requirements. Additionally, they should possess security certifications such as ISO 27001 to ensure the highest level of data security during the transition.

Payment terms:

Payment Terms:Payments will be made in accordance with the following schedule:

• 30% upon signing the contract
• 20% upon successful server removal
• 25% upon data migration and portal setup
• 15% upon archiving completion
• 10% upon final data security measures implementation."

Contract:

"Contract: A Fixed-Price Contract with Milestones is proposed for this project. This contract type aligns the vendor's interests with project success, as payments are linked to the achievement of predefined milestones."

On the basis of above given plan, prepare the evaluation criteria as part of that same RFP. Your team needs to establish the selection process that will benefit the most Firmlaw and its employees.

Your team will need to identify the key elements that will lead to the best choice of vendor and how this will be achieved. Will you score by points or scoring? How much weight does the price have? Will there be a mandatory evaluation criteria? Are the specific technical elements of the cloud valued more or less than the service?

Assignment Template

Title Page

Evaluation Grid (2 Pages)

Provide the evaluation grid(s) to score the proposals of the vendors.