REQUEST FOR PROPOSAL BACKUP SOLUTION PUTNAM PUBLIC SCHOOLS PUTNAM, CONNECTICUT OWNER: ADMINISTRATIVE OFFICES PUTNAM, CONNECTICUT OWNER CONTACT:

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1 REQUEST FOR PROPOSAL PUTNAM PUBLIC SCHOOLS 126 CHURCH STREET PUTNAM, CONNECTICUT OWNER: PUTNAM PUBLIC SCHOOLS ADMINISTRATIVE OFFICES 126 CHURCH STREET PUTNAM, CONNECTICUT OWNER CONTACT: NANCY T. COLE BUSINESS ADMINISTRATOR TEL: OCTOBER 2014

2 TABLE OF CONTENTS Invitation to Request for Proposal... Page 1 Specifications... Pages 2-3 Form... Pages 4-5

3 INVITATION TO REQUEST FOR PROPOSAL ISSUING OFFICE: PROJECT: PUTNAM PUBLIC SCHOOLS ADMINISTRATIVE OFFICES 126 CHURCH STREET PUTNAM, CONNECTICUT Vendors are invited to submit a sealed request for proposal on the Form provided in accordance with the requirements of this request for proposal and the following instructions. The work comprises installation of a Backup Solution for Putnam Public Schools. The Putnam School District will receive responses until 11:00 AM on October 31, 2014, at the Putnam Public Schools Administrative Offices. Interested parties are invited to attend. Responses will be opened publicly and read aloud immediately after the specified closing time. Proposals are to be submitted on the enclosed Form in a sealed envelope and addressed as follows: Putnam Public Schools RFP Backup Solution 126 Church Street Putnam CT Refer to the Specifications of this Request for Proposal for other requirements. No vendor may withdraw their proposal within three (3) calendar days after the actual date of opening thereof without the consent of the Putnam School District. This Request for Proposal may be requested or picked up from the Putnam Public Schools Administrative Offices on or after October 15, 2014 (Saturdays, Sundays and Legal Holidays excluded) between the hours of 9:00 AM and 4:00 PM. Contact Nancy Cole by calling Ext 5003 or via at: or download it from the district website at Prospective vendors attention is referred to the State requirements pertaining to conditions of employment to be observed, including Workmen s Compensation and Equal Employment Opportunities. The Putnam School District reserves the right to waive irregularities and to reject any or all responses, wholly or in part, to waive any informalities or defects in any or all responses and to make awards deemed in the best interest of the Putnam Public Schools, which may not be the lowest cost proposal. 1

4 SPECIFICATIONS 1. PURPOSE The purpose of this request for proposal is to solicit prices for the installation of a Backup Solution for Putnam Public Schools. A solution is being sought to protect the physical and virtual assets from data loss and to ensure information integrity in all applications. The product must be capable and priced to include functions for: replication, de-duplication, compression, encryption, and bare-metal recovery. It must be capable to handle, Hyper-V, VMware, Open Files, SQL, and Full Exchange Integration. In addition, the product should be able to act as a temporary host to spin up a server in the event a server fails. 2. METHODOLOGY To implement a fully functioning backup solution, with redundancy capability that provides complete coverage to three separate networks for all the district s data needs. The backup appliance should include all software, hardware and storage required to support the requirements outlined above and support 9TB per device. Full backups once per month Incremental backups daily Nominal RTO: ~ 4 hours Nominal RPO: ~ 24 hours Given the parameters of the current backup status stated, the solution must accommodate and maintain online in the backup target storage at a minimum 30 days worth of backups. Provisions for longer retention of backups should be accommodated. A three-year maintenance support plan has been selected for the backup solution. Price of the labor is to include the setup, configuration and training of the district staff. 3. DOCUMENTATION a) Vendor must provide details or specification sheets on the items provided for in their respective proposal. Equivalent items will be accepted. b) Proposal is to include information on technical support. c) Proposal is to include information on hardware replacement. 4. WARRANTY Proposal is to provide warranty details. 5. INSURANCE Vendors shall obtain and maintain, at the Vendor s expense, such insurance as will protect the Vendor from claims under Workers Compensation and Comprehensive General Liability Insurance that will protect the Putnam School District from all claims of bodily injury, death or property damage which may arise from the performance by the Vendor or the Vendor s employees in their functions and services to the Putnam School District. Limits of insurance shall be 1,000,000 per occurrence, 2,000,000 aggregate. Workers Compensation shall be in accordance with Connecticut Statutes. The selected vendor shall, within five (5) business days of the award, provide proof of this insurance. 2

5 6. VENDOR INFORMATION a. Describe the experience of your firm in providing and supporting the type of solution being proposed. Include the length of time your company has been in business. b. Include the most relevant (installed) project(s) of the this type of similar size and scope as is proposed. c. Provide a list of the school district clients you have installed or are in the process of installing. d. Include the biographies of the individuals who will be involved in this project. 7. REFERENCES Vendors must provide references of at least three (3) clients in schools for whom they have completed a similar project. Preference is for references which are similar in size and scope. Please provide the following information for each reference: Name of Organization: Contact Person: Phone Number: Address: Date of implementation (e.g. November 2013): 8. EVALUATION CRITERIA Responses to the Request for Proposal will be evaluated according to the following criteria: Background and experience in providing this type of solution; Length of time in business; The company s client references and demonstrated record of successful implementations in at least three (3) school clients; Quality, clarity, responsiveness and completeness of proposal in conformance with instructions; Cost of project. All evaluations and judgments about the proposals shall be made solely by Putnam School District representatives. All selection decisions shall be made by the Putnam School District in its complete and sole discretion. The Putnam School District will select the Request for Proposal it deems as the best possible solution and value for the Putnam School District, which may not be the lowest priced option. 3

6 FORM DATE: SUBMITTED BY: Firm Name Mailing Address City/State/Zip TELEPHONE: ( ) FAX: ( ) CONTACT: Name/Title 1. PROPOSAL The undersigned hereby attests-by-signature, having examined the details in the Request for Proposal, and proposes to furnish and install a backup solution for Putnam Public Schools and hereby offers to perform the work for the sum as indicated below: Qty Description Price per each Total Price 3 each Unitrends RC-813 Appliances or Equivalent Labor for installation/configuration/setup Training District Staff (if required) 3-Year Maintenance Support Plan Shipping and Handling TOTAL The undersigned certifies under penalty of perjury that this response is in all respects bonafide, fair and made without collusion or fraud with any other person. As used in this Section, the word "person" shall mean any natural person, joint venture, partnership, corporation, or other business or legal entity. 4

7 ADDITIONAL MAINTENANCE SUPPORT PLAN The district is also accepting additional maintenance support plans as follows: 5-Year Maintenance Support Plan 2. ACCEPTANCE This offer shall be open to acceptance and is irrevocable for three (3) calendar days from the closing date. The successful vendor will be required to furnish a Certificate of Insurance meeting or exceeding the minimum coverage as indicated in the Specifications within five (5) business days of the award. 3. HOURS FOR WORK The undersigned certifies that he/she will schedule the work to conform with the school system s operations and that the work will be performed during mutually agreed upon hours. 4. COMPLETION TIME The school district would like to complete this project by January 30, The undersigned agrees that if this proposal is accepted, he/she will complete the project no later than January 30, SIGNATURE Signature Typed Name/Title END OF DOCUMENT Date: Bids/RFP Backup Solution 5

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