Scope Statement for North Carolina State University. Administrative Computing Services. Disaster Recovery Services

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1 Authorization to Award to Vendor: Inflow Group, Inc. February 18, 2002 Scope Statement for North Carolina State University Disaster Recovery Services BCRS Contract Attachment #3 #ITS December 14, 2001

2 Table of Contents A. Scope Statement Purpose...3 B. Description of Business Functions... 3 C. Scope/Objectives... 3 D. Recovery Requirements... 4 E. Security Requirements... 6 F. Testing Requirements... 6 G. Length of Contract... 6 H. Contract Change Procedures... 6 I. Vendor Proposal Costs... 7 J. Additional Vendor Qualifications... 7 K. Additional Contractual Terms... 7 L. Evaluation Criteria... 8 M. Administrative Items... 8 N. Execution of Scope Statement... 9 Page 2

3 Department/Agency: North Carolina State University Issue Date: December 14, 2001 Short Description: Due Date for Scope Statement Responses: January 3, 2002 Umbrella Contract Manager: Project Sponsor: Project Manager: NCSU Disaster Recovery Services Joan Mize, BCRS Contract Manager Katina Williams Jessica Dalton Deadline for Vendor Questions: December 19, 2001 Send questions to the address listed above. All questions will be answered and submitted to vendors by December 21, 2001, or soon thereafter. A. Scope Statement Purpose The purpose of this scope statement is to solicit proposals to procure recovery services for a cohost facility to be located within a 30 to 45 minute drive of 2620 Hillsborough Street (Hillsborough Building). The facility will be used by the University to recover the Centralized Computing and Communication distributed infrastructure in the event these services are disrupted. (ACS) has completed a project to assess and document the recovery requirements. These requirements have been consolidated and are represented in this scope statement. B. Description of Business Functions ACS supports critical administrative computer applications that are distributed on diverse distributed platforms on the NC State campus. ACS operates an enterprise server as well as many other server class machines. C. Scope/Objectives If the Hillsborough Building becomes inaccessible, the following procedures will take place for the purpose of restoring electronic communication and access to the distributive computing environment with a reduced processing capacity: C.1 An alternate data center such as co-hosted facility will provide cabinets and floor space for NC State to recover the administrative distributed environment for daily and on-demand recovery needs. C.2 Cabinets (described in D.1.2) will be available for NC State to use for: Disaster Recovery Regular periodic update of the backup system Housing servers and support equipment that will be used to recover the Human Resources and Financial applications with service provided at a reduced level. Housing of auxiliary servers for restoration of additional identified applications. C.3 Auxiliary servers will be leased and brought to the facility during a declaration to restore additional identified applications. Page 3

4 C.4 Work area with network connectivity to the enterprise applications for at least 10 workstations will be available at the recovery facility for use during a declaration. C.5 Communication to campus will be provided by a dedicated connection to NC State's network backbone at an NC State designated location. At the time of a declaration, supplemental Internet connection will be provided by the co-host facility. D. Recovery Requirements D.1 NC State University requires the Vendor to provide a data center to provide support including, but not limited to, the following: D.1.1 Vendor must specify location of primary facility and alternate facility, if primary facility becomes unavailable. Both facilities must meet all requirements. D.1.2 Accommodations for at least six (6) adjacent fully enclosed cabinets that are at least 84 inches in height, 36 inches deep, and 2 feet wide, with three (3) 120VP1 20AMP powered AC Circuits. D.1.3 Communication services for a NMLI100MHD pipe connecting the primary facility to the NC State University campus. D.1.4 Power to the circuits for the remaining three (3) cabinets in the event of a declaration. D.1.5 On demand, Internet access and availability of network connections for at least 10 workstations for use by campus staff in the event of a declaration or test. Location of the workstations will include chair and workspace accommodations for each workstation. D.1.6 Fire detection and suppression system. D.1.7 Security system and security staff with 24/7 coverage. D.1.8 Environmental support equipment including power, HVAC, chillers, UPS, and/or diesel generators. D.1.9 Redundant capabilities for the environmental support equipment. D.1.10 On-site technical staff capable of performing documented procedures. D.1.11 Amenities such as restrooms and break rooms. D.2 NC State University requires the following documentation from the Vendor: D.2.1 Maintenance procedures for environmental equipment and hardware. D.2.2 Shipping and receiving procedures. D.2.3 Problem notification procedures. D.2.4 Procedures on security measures at the primary facility (entrance/exit of building; securing equipment shipment) D.2.5 Procedure for informing NC State personnel of proposed equipment changes or upgrades to the facility. D.3 NC State University requires the following facility access requirements: D.3.1 NC State University and/or the NC State Auditor s Office will have the right to audit the primary or alternate facility. D.3.2 Access to the primary facility must be available seven days a week and 24 hours a day for NC State University staff and immediate access to the alternate facility if the primary facility becomes unavailable. D.3.3 No vendor is allowed greater access rights than NC State University. Page 4

5 D.3.4 A right of first refusal on spaces adjacent to NC State equipment when it becomes available. D.3.5 Ability to return space that is no longer needed without penalty. D.3.6 NC State University may not be pre-empted by another subscriber for access to the facility. D.4 NC State University requires the following regarding the location of the facility: D.4.1 In the event of a disaster, it is anticipated that University employees will require reasonable access to the main campus and the recovery site. These employees will need to travel to and from the primary recovery site from locations on the main campus. Therefore, evaluations shall reflect NC State's preference for a primary facility within a thirty (30) to forty-five (45) minute drive of the NC State University main campus located in Raleigh, NC. D.4.2 The alternate facility must be within an 8-hour drive of NC State University main campus. D.4.3 The primary and alternate facility must be located within five (5) miles of public and private interconnects. D.4.4 A work area for designated NC State University technical staff must be provided at the primary and alternate facility during setup, maintenance, testing, and declaration. D.5 NC State University requires the Vendor to have the following for the network: D.5.1 Internal backbone network that has sufficient capacity to dedicate bandwidth of at least 100 MB or higher to NC State University. D.5.2 A dedicated circuit would at minimum need to be 45 Mbps (DS-3) or 100 Mbps NMLI. A backup Internet connection tunnel (preferably encrypted) would serve as a failover. D.5.3 Sufficient bandwidth on the vendor's network will have to be available in the event of the failure of the primary circuit. D.5.4 A diagram of the Vendor's backbone and routing characteristics including failover response time and alternate routing. D.5.5 Monthly reports of bandwidth usage, network and heartbeat availability. Immediate notification if NC State exceeds contracted bandwidth capacity. D.5.6 Vendor staff support in setting up and connecting the network without additional charges. D.5.7 Vendor support with the installation of cabling at the co-location facility. D.5.8 Formal documented procedures for requesting upgrades. D.5.9 Documented usage charges. D.5.10 Documented process on how the vendor minimizes network downtime. D.5.11 List of standard carriers. D.5.12 Staffed or on-call network specialist to support NC State University personnel. D.5.13 List Points of Presence. D.5.14 Ability to handle emerging technologies. D.5.15 Description on how vendor can/will re-route customer's network and communications to the primary or alternate sites. D.6 NC State University requires the following information on the Vendor s corporate background and experience: D.6.1 Date Established. D.6.2 Proof of a minimum of three (3) years' experience providing co-location services to entities similar in nature and scope to the NC State University environment. Page 5

6 D.6.3 Ownership (public company, partnership, subsidiary, etc). D.6.4 Federal Tax Identification number. D.6.5 Total number of full-time employees and customers at the primary facility. D.6.6 Annual Audit Process. D.6.7 An overview of the Vendor s capabilities to support the following platforms: Large Systems, Midrange/Distributed systems, Network recovery, Work area recovery, Client Server recovery, and Open systems. D.6.8 Validated statement that the Vendor has not declared bankruptcy within the last 3 years. D.6.9 Audited balance sheet for the most recent year or other evidence of financial stability. (Income tax returns are not acceptable as evidence of financial stability.) E. Security Requirements Vendor must be, and remain, compliant with all state and federal regulations for processing information, including but not limited to IRS 1075, HIPAA (Health Information Portability and Accountability Act), and any future regulations imposed upon ACS, or by ACS pursuant to future statutory or regulatory requirements. U.S. Department of Defense level C2 security is preferred. Response must specify all security and facility protection measures that are in place in each proposed recovery site. Compliance with federal or state statutory and regulatory requirements shall be determined by the State at its sole discretion. The Vendor must have the ability to provide data encryption between the Point of Presence at NC State University and the recovery center. Encryption standards may be subject to federal or state statutory and regulatory requirements, and shall be determined by the State at its sole discretion. F. Testing Requirements Offeror must allow NC State University technical staff to test equipment and recovery of applications as often as desired at no additional cost. G. Length of Contract Responses must be submitted for a contract term of two (2) years with the option to renew for two (2) additional one (1)- year terms. This contract will begin when an award is made. H. Contract Change Procedures Consistent with Section VIII (A)(13) and Section X of the BCBRS Convenience Contract, the State may amend this Scope Statement, the terms and conditions incorporated herein, attachments issued pursuant to this Scope Statement, or any action dates set forth herein when such amendments: (i) further the State s need or requirements for business continuity and recovery specialty areas, (ii) (ii) may be required to incorporate applicable state or federal statutory or regulatory changes, (iii) (iii) may be required to incorporate changes or enhancements under applicable industry (iv) standards, or (iv) are deemed advantageous by the State to further the purpose of this Scope Statement. Future amendments may address other similar changes and requirements that will be defined as a part of the amendment. Page 6

7 The State and eligible Offerors shall mutually agree upon amendments to this contract in writing. Eligible Offerors will be notified in writing when the contract has been amended and will be allowed sixty (60) calendar days from the issue date of the written notification to accept or reject the amendment in writing. A signature is required. The effective date of any amendment shall be sixty (60) days from the date of notification. If an eligible Offeror rejects an amendment, the State shall cancel the contract with that Offeror for cause upon the earlier of (i) 30 days after receipt of the Offeror s rejection, or (ii) ninety (90) days from the issue date of the amendment. If an eligible Offeror fails to respond in writing to a notification of amendment to this scope statement, said eligible Offeror shall be issued a notification for termination for convenience to be effective within (30) days of the amendment s effective date. Scope statements in process shall be subject to the terms of the amended contract on the effective date of amendment. I. Vendor Proposal Costs Each piece of equipment or service must be priced independently. Costs must cover all requirements set forth in this document, unless otherwise noted. All costs for items listed in Section D must be presented using the following table format: Item Quantity Requested by ACS Quantity Primary Site # of Current Subscriptions for Item Max # of Subscriptions Allowed for Item Total Cost J. Additional Vendor Qualifications Mandatory Qualifications include: Ability to meet all recovery requirements included in Section D of this document, excluding those specifically stated as optional or preferable. Compliance with all security requirements as described in Section E of this document, excluding those specifically stated as optional or preferable. Failure to meet these qualifications in the judgement of the evaluators will disqualify the vendor. K. Additional Contractual Terms When data communication is established between North Carolina and the primary hotsite facility, and during a declaration, NC State is directed to the alternate facility, the vendor will bear the cost of re-routing communications. Additionally, the ACS team must be physically located in the same location for testing and in the event of a declaration. All equipment and services must be priced independently, allowing NC State the ability to modify individually by line item as needed. Due to the constantly changing technical environment at NC State, it is expected that the detailed technical requirements contained in this document may change between the issue date Page 7

8 and when the contract is awarded. The changes are not expected to be material, however the awarded vendor is expected to include the changes when the initial contract is established. L. Evaluation Criteria The selection criteria will be based on the best value concept rather than on lowest cost.. Source selection will be in accordance with the trade-off method as described in the North Carolina Administrative Code, Title 9, Chapter 06B For this scope statement, the evaluation criteria shall be: Criteria # Criteria Description Percentag e Weight 1 Ability to meet requirements as stated in Section D 25% (excluding D.4.1-3) 2 Ability to meet requirements as stated in Section E 25% 3 Location of facility from ACS Data Center (D.4.1-3) 30% 4 Total contract cost over two (2) years 20% The evaluation committee may request written clarifications of any offer received. However, the State may, at its sole discretion, refuse to accept in full or partially the response to a clarification request given by any vendor. Vendor is cautioned that the evaluators are not required to request clarification, nor is the State required to conduct negotiations; therefore, all offers should be complete and reflect the most favorable terms. The State may, at its sole discretion, conduct negotiations with one or more offerors after the bid opening. Any aspect of a vendor s bid, including price, may be subject to negotiation. The State may request Vendors to revise either or both their technical and price responses for resubmission during negotiations. This request, if made, may be made in the form of requesting a Best and Final Offer setting forth the result of the negotiations. Final ranking of responses and award of the contract will be made after the State reviews all bids and completes its evaluation, or if negotiations are conducted, after all rounds of Best and Final Offers have concluded. Award will be made to the vendor providing the best overall value to the University. The State reserves the right to reject any bid failing to meet the required evaluation criteria. Note: Those vendors who do not satisfy the Vendor Qualifications specified in Section I will not be considered in the evaluation process. M. Administrative Items Important: One (1) hardcopy original and four (4) copies of your response, signed by an authorized officer of the corporation shall be submitted. In addition, an electronic version of your response is required in PDF format. Response should be clearly labeled as a "Response to the NCSU Administrative Computing Services No. ITS " Page 8

9 All responses are due by 2:00 p.m., Thursday, January 3, 2002, to the following address: Attn: Jessica Dalton Purchasing Agent North Carolina State University Purchasing Department 40 Pullen Road, Campus Box 7212 Room 206 Alumni Bldg Raleigh NC Responses received after 2:00 p.m. on January 3, 2002, will not be considered for award. N. Execution of Scope Statement Responding vendors must include the signed Execution of Scope Statement form provided on the following page. Page 9

10 EXECUTION OF SCOPE STATEMENT By signing below, the Offeror certifies that: An authorized representative of the Offeror signed this scope statement response. This scope statement response was not derived through any acts of collusion as stated in NCGS The Offeror agrees to all the mandatory terms and conditions and agrees to pay the 2% administrative fee to ITS per Section I, Paragraph B, of the ITS Business Continuity and Recovery Services Contract. Therefore in compliance with the foregoing Scope Statement and subject to all terms and conditions of the ITS Business Continuity and Recovery Services Contract, including all exhibits, the undersigned offers and agrees to furnish the services set forth in the Scope Statement if the Scope Statement Response is accepted by the State. Failure to execute/sign scope statement prior to submittal shall render it invalid. Late bids are not acceptable. OFFEROR: FEDERAL ID OR SOCIAL SECURITY NO.: STREET ADDRESS: P.O. BOX: ZIP FOR P.O. BOX: CITY, STATE & ZIP: TELEPHONE NUMBER: ( ) FAX NUMBER ( ) TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: TOLL FREE TELEPHONE NUMBER: ( ) AUTHORIZED SIGNATURE: DATE: Acceptance by Agency is contingent upon ITS approval of the Agency s recommendation of award. This contract award was approved by ITS on, 20, as indicated by attached certification letter from ITS. ACCEPTANCE OF SCOPE STATEMENT RESPONSE If any or all parts of this scope are accepted, an authorized representative of Contracting Agency shall affix their signature hereto and this document along with the provisions of the Umbrella Contract shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful offeror(s). FOR CONTRACTING AGENCY USE ONLY Offer accepted this day of, 20, as indicated on attached certification or purchase order, by (Authorized representative of Contracting Agency). Page 10

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