Solicitation RFQ ITS for Disaster Recovery Warm-Site Services. Bid designation: Public. State of California

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1 5 Solicitation RFQ ITS for Disaster Recovery Warm-Site Services Bid designation: Public State of California 5/19/2015 2:12 PM p. 1 6

2 RFQ ITS for Disaster Recovery Warm-Site Services 5 Bid Number Bid Title RFQ ITS for Disaster Recovery Warm-Site Services Expected Expenditure $252, (This price is expected - not guaranteed) Bid Start Date May 19, :10:27 PM PDT Bid End Date Jun 10, :00:00 PM PDT Question & Answer End Date May 27, :00:00 PM PDT Bid Contact Andrea Sutton Standard Disclaimer The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad. Description Please see the attached RFQ ITS for all requirements. 5/19/2015 2:12 PM p. 2 6

3 STATE OF CALIFORNIA Request For Quotation For Information Technology Services QUOTE DUE DATE: June 10, 2015 By 1:00 PM PST Quotes must be delivered to Air Resources Board by 1:00PM PST on the due date Supplier name and address: SOLICITATION NO. REV. # DATE _RFQ _5/19/2015_ Contact: Phone: Fax: For further information contact: Andrea Sutton Ship To: (see below or bid document) ARE YOU CLAIMING PREFERENCE AS A SMALL BUSINESS: YES NO IF YES, MANUFACTURER? YES NO ARE YOU A NON-SMALL BUSINESS CLAIMING AT LEAST 25% SMALL BUSINESS SUBCONTRACTOR PREFERENCE? YES NO Name (Print): Title: Signature: Date: Federal Employer Identification Number: Return bid to: Contract Services Section Attn: Andrea Sutton I Street, 20th Floor Sacramento, CA Bids must be hand delivered or sent by mail (e.g., USPS, UPS, FEDEX, DHL). Responses received via any other method will be deemed non-responsive and rejected. SECTION ET SEQ. OF THE CALIFORNIA GOVERNMENT CODE REQUIRES THAT A 5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS AS A NON-SMALL BUSINESS CLAIMINIG AT LEAST 25% CALIFORNIA CERTIFIED SMALL BUSINESS PARTICIPATION FOR REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF REGULATIONS SECTION 1896 ET SEQ. THE REQUIREMENTS FOR NONPROFIT VETERAN SERVICE AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTAINED IN SECTION ET SEQ. OF THE MILITARY AND VETERANS CODE. Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct. DESCRIPTION The purpose of this Request for Quote for Information Technology (IT) Services is to provide Disaster Recovery Warm-Site services for the California (ARB). The following are incorporated as part of this Request for Quote for IT Services: Bidder Instructions (GSPD-451) General Provisions Information Technology (GSPD-401IT) 5/19/2015 2:12 PM p. 3

4 Page 2 of 2 Table of Contents I. General Information... 1 A. Purpose... 1 B. Availability... 2 C. Period of Performance... 2 D. Key Action Dates... 2 E. Written Questions... 2 F. RFQ-ITS Response Guidelines... 3 G. Responsible Bidder... 3 H. RFQ-ITS Responses... 3 I. Award of Agreement... 3 J. Protests... 4 K. RFQ-ITS Response Content... 4 II. Evaluation Information... 8 A. Evaluation Process... 8 B. Evaluation Criteria... 8 III. Technical and Business Requirements... 9 A. Business Requirements... 9 B. Technical Requirements IV. Statement of Work A. Overview B. Service Delivery C. Contractor Tasks and Responsibilities D. Deliverables E. Acceptance Criteria F. Amount G. Amendments H. ARB Responsibilities I. Travel J. Evaluation of the Contractor K. Confidentiality L. Conflict of Interest ATTACHMENT 2 COST WORKSHEET... 1 ATTACHMENT 3 CUSTOMER EXPERIENCE REFERENCES... 1 ATTACHMENT 4 PAYEE DATA RECORD (STD 204)... 1 ATTACHMENT 5 BIDDER DECLARATION /19/2015 2:12 PM p. 4

5 Page 1 of 19 Disaster Recovery Warm-Site Services You are invited to review and respond to this Request for Quote for IT Services (RFQ-ITS) entitled Disaster Recovery Warm-Site Services. In submitting your quote, you must comply with the instructions found herein. The services required are delineated in the Statement of Work. Please read the enclosed document carefully. Quotes must be received no later than the date and time specified on the face of this RFQ-ITS and in Section I.D. Key Action Dates. I. General Information A. Purpose The State of California (ARB) requires the services of a Contractor to provide Disaster Recovery (DR) Warm Site Services, including: 1. Warm-site certified Tier 3 facility with ARB s equipment and configurations 2. One-time setup to receive shipped equipment, provide cabinet space, internet connectivity, power, and support initial hardware installation and configuration 3. Monthly warm-site co-location services, including 24x7x365 physical and remote network access for ARB staff and limited remote hands presence Currently, ARB hosts and supports more than 90 mission-critical and public-facing business applications and databases at the California Department of Technology Data Center in Rancho Cordova, California. These systems are typically custom-built and developed specifically to meet ARB business needs, and to serve and deliver air quality information to ARB stakeholders and to the general public. Additionally, ARB s public and internal websites serve more than 400,000 pages, files, and images of content to ARB staff, stakeholders, and the public, and act as portals to ARB applications. ARB s public website is accessed 2-4 million times per month by more than 180,000 persons. Content is managed by more than 300 ARB staff. ARB also utilizes a public List Server to manage hundreds of program-specific mailing lists and more than 100,000 subscribers. Although the Department of Technology Data Center is a Tier 3 facility, ARB s public-facing and mission-critical applications and databases could become unavailable in case of a natural or manmade disaster. ARB therefore requires a suitable DR site for storing backups, archives, and reconstituting its most critical systems in case of an extended outage. Unlike ARB s headquarters and laboratory facilities, this DR site must not be dependent on the State s backbone network for accessibility to the public and other ARB stakeholders. ARB s DR site must be located more than fifty (50) miles but less than one hundred and fifty (150) miles one way from ARB s headquarters in downtown Sacramento. ARB staff will require 24x7x365 remote access as well as physical access to install or upgrade servers, and ARB may conduct Recovery Exercise/Testing on an annual basis. Currently, there is no other service provider supporting these services for the Air Resources Board. The total amount of funds allocated for this service cannot exceed $252,500 over a five (5) year contract period. 5/19/2015 2:12 PM p. 5

6 Page 2 of 19 B. Availability The selected bidder must be able to meet the requirements of this RFQ-ITS and be ready to begin the required services within ten (10) business days of the Agreement award date specified in Section I.D. Key Action Dates. C. Period of Performance The term of this Agreement begins on the date as indicated on the Standard Agreement for IT Goods/Services (STD213) through June 24, 2018 with the option for the State to extend the term for up to two (2) one-year terms at the rates specified in Attachment 2 (Cost Sheet) that includes optional costs for optional extensions to the contract. The period of performance must be changed by a written Amendment to the Agreement, if ARB exercises its option to extend services. The Contractor shall not be authorized to deliver or commence performance of services as described in this Statement of Work (SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement. D. Key Action Dates Listed below are the key action dates and times by which the actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFQ-ITS. EVENT DATE Release of RFQ-ITS May 19, 2015 Last Date/Time to Submit Questions (via ) May 27, 2015 at 1:00PM PST Question and Answers Addendum Posted (via ) May 29, 2015 Submission of Quotes (date and time) June 10, 2015 at 1:00PM PST Review of Quotation Submissions Begins June 11, 2015 Site Visits Projected to Begin, if needed June 15-16, 2015 Intent to Award June 18, 2015 Estimated Contract Start Date June 25, 2015 All dates after the Submission of Quotes (date and time) are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution. E. Written Questions All questions regarding the content of this RFQ-ITS must be submitted in writing by to the ARB contact named on the cover page of this RFQ-ITS and must be received by the Key Action Date identified above. Questions not submitted in writing via by the Key Action Date for submission of written questions shall be answered at the State s option. When the State has completed its review of the questions, all of the questions and answers will be distributed via to all bidders or posted on BidSync for bidders to review. 5/19/2015 2:12 PM p. 6

7 Page 3 of 19 F. RFQ-ITS Response Guidelines This RFQ-ITS and the Contractor s quote in response to this document will be made a part of the contract. Responses to this RFQ-ITS must contain all data/information requested and must conform to the format described in this RFQ-ITS. It is the Contractor s responsibility to provide all required data and any other information deemed necessary for the State s evaluation team to determine and verify the Contractor s ability to perform the tasks and activities defined in the Contractor s Statement of Work. All bids must be submitted under sealed cover and either hand delivered or mailed/shipped via common carrier to the ARB contact specified on the Cover Page of this RFQ-ITS by the date and time shown in Section I.D. Key Action Dates. The envelopes must be plainly marked with the RFQ number and title, must show the Bidder s firm s name and address, and must be marked with "DO NOT OPEN. Facsimile machine (fax) bids or delivery via any other method will not be accepted. The bidder is solely responsible for ensuring that the full bid is received by the State in accordance with the solicitation requirements prior to the date and time specified in the solicitation and at the place specified. The State shall not be responsible for any delays in mail or by common carriers or by transmission errors or delays or by misdelivery. WHEN SUBMITTING YOUR RESPONSE TO THIS RFQ-ITS, PLEASE SUBMIT 4 COPIES. G. Responsible Bidder ARB may require bidder(s) to submit evidence of their qualifications at such times and under conditions, as it may deem necessary. The question of whether a particular bidder is a responsible bidder may involve an evaluation of the bidder s experience, type of facility, expertise or financial resources regarding the particular items requested by the pertinent solicitation. If a bidder has been determined to be non-responsible, the bid shall be rejected. H. RFQ-ITS Responses RFQ-ITS responses that reference a bidder s own terms and conditions or provisions will be considered non-responsive. I. Award of Agreement Award of Agreement, if made, will be in accordance with the RFQ-ITS Evaluation information specified in Section II, to a responsible bidder whose bid complies with all the requirements of the RFQ-ITS documents and addenda thereto, except for such immaterial defects as may be waived by the State. ARB reserves the right to determine the successful bidder on the basis of lowest cost and the right to modify or cancel in whole or in part this RFQ-ITS. Written notification of ARB s intent to award will be made to all responding bidders. If a bidder, having submitted a bid, can show that its bid, instead of the bid selected by ARB, should be selected for Agreement award, the bidder will be allowed five (5) working days to submit a protest to the Intent to Award, according to the instructions contained in the paragraph titled Protests of this RFQ-ITS. 5/19/2015 2:12 PM p. 7

8 Page 4 of 19 J. Protests Any bidder s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation. If the issues result in a protest, the protest will be submitted to the Department of General Services (DGS) Procurement Division Deputy Director to hear and resolve issues and whose decision will be final. If a bidder has submitted a bid that it believes to be totally responsive to the requirements of the RFQ-ITS and to be the bid that should have been selected according to the evaluation procedure in the solicitation section on Evaluation, and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the successful supplier will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final. All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to both parties listed below: Deputy Director Procurement Division Contracts Section Manager 707 Third Street, Second Floor South 1001 I Street, 20 th Floor West Sacramento, CA Sacramento, CA Facsimile #: (916) Facsimile #: (916) All protests to the RFQ-ITS or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but not later than the date of Intent to Award specified in Section I.D. Key Action Dates. Certified or registered mail must be used unless delivered in person, in which case the protester should obtain a receipt of delivery. K. RFQ-ITS Response Content The following documents must be submitted in the RFQ-ITS response. 1. Cover Page Attachment 1 Bidder must complete and attach the cover page of this RFQ-ITS and include it as Attachment 1 2. Cost Worksheet Attachment 2 Bidder must complete the Attachment 2 - Cost Worksheet that identifies all costs for the tasks described in the Statement of Work, including one-time costs (Part A), base contract recurring monthly costs for three (3) years (Part B), and optional costs extensions (Part C). Optional extension costs would be in effect should the State exercise its option to extend the term of the contract for up to two (2) one-year terms. 5/19/2015 2:12 PM p. 8

9 3. Customer Experience References Attachment 3 Page 5 of 19 The bidder must submit a minimum of three (3) references to validate experience providing hosting services for projects with similar scope, schedule and resources to this project. The bidder shall complete the Customer Experience Reference Form, Attachment 3, listing each reference. The descriptions of these projects must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this procurement. The State may contact customer references any time during the State s review process following Submission of Quotes to validate the information provided by the bidder and to determine the customer s overall satisfaction with the services provided. Therefore, it may prove beneficial to the bidder to contact its referenced customers to ensure their contact information provided on the Customer Experience Reference Form is up-to-date and that the reference will be available during the period of time that the State will be validating references. 4. Payee Data Record Attachment 4 The bidder must submit a completed Payee Data Record, STD. Form Bidder Declaration Attachment 5 The bidder must complete Attachment 5 the Bidder Declaration GSPD and include it with the bid response. When completing the declaration, Bidders must identify all subcontractors proposed for participation in the Agreement. Bidders awarded an Agreement are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the Agreement. Bidders who have been certified by California as a Disabled Veteran Business Enterprise (DVBE) (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) should also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at The completed form should be included with the bid response. 6. TACPA If any of these acts apply complete the appropriate form and attach it to your response. The TACPA preference will be granted for this procurement. Bidders wishing to take advantage of this preference will need to review the following website and submit the appropriate response with the bid: Bidders wishing to take advantage of these preferences are required to submit the following applications/forms: TACPA (Std. 830) Manufacturer Summary of Contract Activities and Labor Hours (DGS/PD 525) 5/19/2015 2:12 PM p. 9

10 Page 6 of 19 Bidder s Summary of Contract Activities and Labor Hours (DGS/PD 526) If you qualify for more than one bidding preference (TACPA, Small Business), the maximum preference allowed by law is 15% or $100, DVBE Participation The State DVBE Program Participation requirement has been waived for this solicitation, but the DVBE incentive option does apply. 8. Small Business Regulations The Small Business regulations, located in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et. seq.), concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals are revised, effective 09/09/04. More information about small business contracts can be viewed at the Office of Small Business and DVBE Services (OSDS) website at For those without Internet access, a copy of the regulations and other information can be obtained by calling OSDS at (916) Non-Small Business Subcontractor Preference A 5% bid preference is now available to a non-small business claiming 25% California certified small business subcontractor participation. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation. 10. Small Business Nonprofit Veteran Service Agencies (SB/NVSA) SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation. 11. Attachment With Quote Required if Claiming the Small Business Preference All bidders must complete and include the Bidder Declaration form GSPD If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which you commit to subcontract in an amount of at least twenty-give percent (25%) of the net bid price. All certified small businesses must perform a commercially useful function in the performance of the contract as defined in Government Code Section 14837(d)(4) Small Business Certification Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. 5/19/2015 2:12 PM p. 10

11 Page 7 of 19 Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time bids are due. Questions regarding certification should be directed to the OSDS at (916) Declaration Forms All bidders must complete the Bidder Declaration GSPD and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. Bidders who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at The completed form should be included with the bid response. 14. Clarifying Information At the State s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection. 5/19/2015 2:12 PM p. 11

12 Page 8 of 19 II. Evaluation Information A. Evaluation Process Each RFQ-ITS response will be checked for the presence of requirement information in conformance with the submission requirements of this RFQ-ITS. The department will evaluate each RFQ-ITS response to determine its responsiveness to the requirements. Award if made will be to the responsible and responsive bidder with the lowest total cost. B. Evaluation Criteria The overall responsiveness of each RFQ-ITS response is based on the complete response from the bidder to the RFQ-ITS requirements, including the statement of work for the project. The following three sub-sections and criteria will be reviewed by the State s evaluation team. 1. Administrative Requirements (Pass/Fail) 1. Cover Page (Attachment 1) 2. Cost Worksheet (Attachment 2) 3. Customer Experience Reference Form (Attachment 3) 4. Payee Data Record (STD 204) (Attachment 4) 5. Bidder Declaration (GSPD ) (Attachment 5) REQUIREMENT YES NO N/A 6. Target Area Contract Preference Act, Local Agency Military Base Recovery Area and Enterprise Zone Act Preferences (if applicable) 7. DVBE Declaration (STD. 843) (if applicable) 8. Mandatory Requirements (Technical and Business) 9. Statement of Work 2. Technical and Business Requirements (Pass/Fail) All mandatory Technical and Business Requirements must be answered Yes. Any No response to a requirement, or if any requirement response is left blank, will result in the bid being considered non-responsive and will be grounds for bid rejection. In addition, ARB may verify that technical requirements are met via a site visit. 3. Cost The Contractor will be evaluated on the total extended cost, including one-time cost, monthly recurring cost for the contracted term, and cost for optional extension years. 5/19/2015 2:12 PM p. 12

13 Page 9 of 19 III. Technical and Business Requirements Bidders must meet and adhere to all of the Technical and Business requirements included in this RFQ-ITS. All Technical and Business requirements are Mandatory and scored on a pass/fail basis. 1. : Bidders must enter a Yes or a No indicating their ability to meet each of the requirements. All mandatory requirements must indicate Yes to be considered responsive. 2. : Bidders who wish to include additional comments to support a requirement can do so; otherwise, the area may be left blank. 3. CONTRACTOR S SUPPLEMENTAL DESCRIPTION OF SERVICES: Bidders who wish to include a description of services to support the mandatory requirements of this RFQ- ITS can do so; however, the State will evaluate to ensure there is no conflict with the State s Terms and Conditions or modification to the mandatory requirements. Any conflict may cause your bid response to be deemed nonresponsive. Acceptance of Contractor Supplemental Description of Services is at the State s sole discretion. NOTE TO BIDDER: Use ARB s form as provided in this section. DO NOT RE-TYPE THIS SECTION. If additional space is required for the response to a particular requirement, state See Attached in the Comments area and attach a new sheet immediately following the page with the requirement number, bid page number, and the required description. A. Business Requirements 1. The Bidder must be able to meet the requirements of this RFQ-ITS and be ready to begin work within ten (10) business days of the Agreement start date as specified in the Key Action Dates. 5/19/2015 2:12 PM p. 13

14 Page 10 of The Bidder shall be required to provide 24 hours per day, 7 days per week, and 365 days per year (27x7x365) physical security of the warm-site facility by the use of card access control, or equivalent, controlling access to the facility itself as well as to computer areas within the facility. The site must be protected by on-site security guards with both inside and outside active patrols, and by video surveillance with offsite logging and storage. The facility must be equipped with fire, smoke, water detection, and automatic alarm systems. 3. The Bidder s warm-site facility must be located more than fifty (50) miles one way, but less than one hundred and fifty (150) miles from ARB s headquarters in downtown Sacramento. 4. The Bidder shall be required to provide warm-site facility monitoring and management, including power, temperature, and humidity. Temperature above floor maintained at 72 ± 6 with humidity at 50% ± 5%. 5/19/2015 2:12 PM p. 14

15 Page 11 of The Bidder s warm-site facility must be available and network accessible 24 hours per day, seven (7) days per week, and 365 days per year (24x7x365). 6. The Bidder s warm-site facility and applicable computer areas must be physically accessible to designated ARB staff 24 hours per day, seven (7) days per week, 365 days per year (24x7x365). 7. The Bidder shall notify the ARB Agreement Project Manager in writing at least 90 business days prior to any period of scheduled facility or service unavailability. 5/19/2015 2:12 PM p. 15

16 Page 12 of Bidder must provide a single point of contact to coordinate support activities. 9. The Bidder, upon request, shall provide a minimum of two (2) copies of all documentation describing operational procedures of the warm-site facility relating to ARB s services. 10. The Bidder must provide secure receipt of ARB-owned equipment shipments, including: a. Verify and account for all containers shipped by ARB to contractor b. Log receipt of containers and confirm inventory of contents c. Log the handling and loading of media from container contents d. Log and confirm inventory of contents e. Notify ARB Agreement Project Manager in the event of a missing container 5/19/2015 2:12 PM p. 16

17 Page 13 of The Bidder must be able to provide remote hands and eyes presence using qualified IT personnel (as opposed to already on-site security guards that are not accredited IT professionals); e.g., for equipment power on/off. B. Technical Requirements 1. Bidder s warm-site facility must be tier 3 certified, including the following: a % Availability Guarantee b. UPS in an N+1 configuration c. Generators in an N+1 configuration d. Waterproof conduit with waterproof connectors e. Cooling in an N+1 configuration f. Dry pipe fire suppression system with Very Early Smoke Detection Apparatus (VESDA) 2. Bidder s warm-site facility must provide standard height cabinets providing 48 RU server space. 5/19/2015 2:12 PM p. 17

18 Page 14 of Bidder s warm-site facility must provide internet connectivity at 100 Mbps with a minimum of 150% bursting overage via multiple carriers, and a minimum of 16 IP addresses. 4. Bidder s warm-site facility must provide fully conditioned uninterruptable power at 208v 30 Amp, 4.8KW, with primary and redundant sources up to 125W per sq. ft., and local emergency generators. 5. Bidder s warm-site facility must have Leadership in Energy and Environmental Design (LEED) Silver certification or higher. 5/19/2015 2:12 PM p. 18

19 Page 15 of 19 IV. Statement of Work A. Overview The currently hosts and supports more than 90 mission-critical and public-facing business applications and databases at the California Department of Technology Data Center in Rancho Cordova, California. These systems are typically custom-built and developed specifically to meet ARB business needs, and to serve and deliver air quality information to ARB stakeholders and the general public. Additionally, ARB s public and internal websites serve more than 400,000 pages, files, and images of content to ARB staff, stakeholders, and the public, and act as portals to ARB applications. ARB s public website is accessed 2-4 million times per month by more than 180,000 persons. Content is managed by more than 300 ARB staff. ARB also utilizes a public List Server to manage hundreds of program-specific mailing lists and more than 100,000 subscribers. Although the Department of Technology Data Center is a Tier 3 facility, ARB s public-facing and mission-critical applications and databases could become unavailable in case of a natural or manmade disaster. ARB therefore requires a suitable DR site for storing backups, archives, and reconstituting its most critical systems in case of an extended outage. Unlike ARB s headquarters and laboratory facilities, this DR site must not be dependent on the State s backbone network for accessibility to the public and other ARB stakeholders. ARB s DR site must be located more than fifty (50) miles one way, but less than one hundred and fifty (150) miles from ARB s headquarters in downtown Sacramento. ARB staff will require 24x7x365 remote access as well as physical access to install or upgrade servers, and ARB may conduct Recovery Exercise/Testing on an annual basis. ARB requires the services of a Contractor to provide Disaster Recovery (DR) Warm Site Services, including: 1. Warm-site certified Tier 3 facility with ARB s equipment and configurations 2. One-time setup to receive shipped equipment, provide cabinet space, internet connectivity, power, and support initial hardware installation and configuration 3. Monthly warm-site colocation services, including 24x7x365 physical and remote network access for ARB staff and limited remote hands presence All Contractor Statement of Work tasks are mandatory. B. Service Delivery 1. ARB requires that disaster recovery warm-site co-location services be provided 24 hours per day, 7 days a week, and 365 days a year during the contract period of performance. 2. The responsible management points of contact during the term of this agreement are shown in the table provided at the end of agreement. C. Contractor Tasks and Responsibilities Task 1 Non-Recurring (one-time setup) 1.1. Provide a Warm-Site Facility meeting all ARB technical and business requirements. 5/19/2015 2:12 PM p. 19

20 Page 16 of Receive ARB Equipment receive, inventory, and report to ARB physical servers, storage systems, cables, and related equipment Provide Rack Space 1 standard height cabinet meeting ARB Technical Requirements Provide Bandwidth for Internet Connectivity 100 Mbps with a minimum of 150% Bursting Overage via multiple carriers; including 16 IP addresses Provide Power for ARB equipment to be hosted in 1 standard height cabinet that meets ARB Technical requirements Provide one hour of remote hands and eyes presence using qualified IT personnel. Task 2 Recurring (monthly services) 2.1. Provide Warm-Site Facility meeting all ARB technical and business requirements Provide Warm-Site Facility Security and Management meeting all ARB technical and business requirements, including 24x7x365 access by designated ARB staff Receive ARB Equipment as needed (e.g., replacements and upgrades) receive, inventory, and report to ARB physical servers, storage systems, cables, and related equipment Provide ongoing Rack Space 1 standard height cabinet meeting ARB Technical Requirements Provide ongoing Bandwidth for Internet Connectivity 100 Mbps with a minimum of 150% Bursting Overage via multiple carriers; including 16 IP addresses Provide ongoing Power for ARB equipment to be hosted in 1 standard height cabinet that meets ARB Technical requirements Provide one hour (per month) of remote hands and eyes presence using qualified IT personnel. D. Deliverables DELIVERABLE Detailed Invoice Monthly in Arrears DUE DATE Ten (10) business days after delivery of services. E. Acceptance Criteria It shall be ARB s sole determination as to whether a deliverable has been successfully completed and acceptable to ARB. If a deliverable is not accepted by ARB, ARB shall inform the Contractor via and/or via telephone, with the disapproval rationale in writing, within 15 business days of receipt of the deliverable(s). 1. Monthly Billing: Invoices will be submitted to ARB within the first fifteen (15) calendar days following performance of monthly services in arrears. Each invoice shall contain a breakdown summary, at a minimum and if feasible, by cost categories of Space 5/19/2015 2:12 PM p. 20

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