Castaic Lake Water Agency Storage Area Network Expansion. Request for Proposal. July 2012

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1 Castaic Lake Water Agency Castaic Lake Water Agency Storage Area Network Expansion Request for Proposal July 2012 Questions due by 5:00 p.m., Wednesday, July 18, Proposals will be received until 4:00 p.m., Thursday, July 26, 2012 at the Castaic Lake Water Agency Administration Building, Bouquet Canyon Road, Santa Clarita, CA July 2012

2 Castaic Lake Water Agency TABLE OF CONTENTS SECTION PAGE SECTION 1: INTRODUCTION 1 SECTION 2: TERMS AND CONDITIONS 3 SECTION 3: PROJECT SUMMARY 8 SECTION 4: PRICING 9 SECTION 5: REFERENCES 10 SECTION6: SUBCONTRACTORS 12 SECTION 7: ACKNOWLEDGEMENT OF RECEIPT AND SIGNATURE 13 ATTACHMENT A NETWORK DIAGRAM 14 July 2012

3 SECTION 1: INTRODUCTION 1.1 PROJECT BACKGROUND AND INTRODUCTION Castaic Lake Water Agency (Agency) is requesting proposals for the expansion of the Agency s existing HP/Lefthand storage area network. Prices quoted shall be all-inclusive and represent complete installation at the sites shown on the attached drawings and in the attached specifications. The Vendor shall be responsible for all parts and labor, as necessary, to completely install, test and turnover for acceptance by the Agency of the storage area network expansion detailed below. A High level network diagram is included in Attachment A Network Diagram. Sealed Proposals will be accepted by Castaic Lake Water Agency before 4:00 PM (PST) on Thursday, July 26, 2012 and must be addressed to: Mr. Jeff Herbert Information Technology (IT) Technician Castaic Lake Water Agency Bouquet Canyon Road Santa Clarita, CA The outside envelope must clearly indicate the vendor name, the Agency s RFP name RFP: CLWA Storage Area Network (SAN) Expansion, and the due date and time. Proposals will not be opened at this time; bidders will be notified of the Agency s decision. Interested Vendors are highly encouraged to plan ahead and submit proposals well in advance of the due date to ensure the Agency receives them. If requested, the Agency will confirm receipt of proposals to the firm submitting a response. The information contained in this Request for Proposal is intended to communicate the Agency s operational requirements and to request information needed to select a provider. It is the proposing vendor s complete responsibility to familiarize themselves with the operational requirements of the Agency and any physical attributes of the project to enable them to provide a complete turnkey response. 1.2 SCHEDULE OF EVENTS A. Release of RFP to Vendors on or before July 9, 2012 B. Intent to Propose July 18, 2012 C. Questions Due July 18, 5:00 PM (PST) D. Questions and Answers Posted on Agency Website July 19, 2012 E. Responses From Vendors Due July 26, 4:00 PM (PST) F. Anticipated Contract Award on or before August 31, 2012 G. Installation Starts Immediately after contract is awarded H. Anticipated Project Completion October 31, 2012 or sooner 1.3 INTENT TO PROPOSE Vendors wishing to propose and receive all communications related to this RFP should submit their contact information in writing to: Jeff Herbert, IT Technician at Castaic Lake Water Agency Page 1 Storage Area Network Expansion

4 1.4 ADDENDA The Agency may release addenda to this RFP. All addenda received by a Vendor shall be acknowledged in their proposal on the Submission Page. If an addendum or addenda have been issued by the Agency and not noted above as being received by the responder, the RFP response may be rejected. 1.5 CONTACTS WITH AGENCY STAFF All questions related to this RFP process and the associated document should be submitted in writing (via is acceptable) and addressed directly to the contact listed below. Contact with other Agency employees is expressly prohibited without prior consent of the project contact listed below. Mr. Jeff Herbert, IT Technician Castaic Lake Water Agency Bouquet Canyon Road Santa Clarita, CA Phone: Address: Castaic Lake Water Agency Page 2 Storage Area Network Expansion

5 SECTION 2: TERMS AND CONDITIONS 2.1 NON-COLLUSION By signing and submitting a RFP response, the participating vendor is certifying that this response is genuine and not a pretense or collusive or made in the interest or in behalf of any person not herein named and that the undersigned has not directly or indirectly induced or solicited any other vendor to put in a sham response, or any other person, firm, or cooperation to refrain from proposing, and that the undersigned has not in any manner sought by collusion, to secure for itself an advantage of any other vendor sales opportunity. 2.2 PROPOSAL REQUIREMENTS Vendors should submit a complete, thorough and well prepared proposal answering questions proposed by the Agency, in the RFP. The Agency requires one (1) marked original with original signatures (preferably in a binder), and one (1) digital copy on CD. 2.3 RESPONSE SUBMISSION Responses to this RFP must be submitted in sealed packages and delivered by either USPS, express delivery, or personally on or before the date and time listed in Section 1 at the address indicated. It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. The Agency reserves the right to reject all late arrivals. The Vendor must submit the required number of copies of the response along with a sample installation work plan COSTS ASSOCIATED WITH PREPARATION OF THE VENDOR S RESPONSE The Agency will not be liable for any cost incurred by the respondents in preparing responses to this RFP or negotiations associated with award of a contract. 2.5 PROPOSAL BINDING PERIOD Prices quoted in the Vendor s response for all labor and materials will remain in effect for a period of at least one hundred and twenty (120) business days from the issuance date of the Vendor s response. 2.6 PRICE QUOTATIONS Price quotations are to include the furnishing of all necessary materials, equipment, tools, and the provision of all labor and services. The Agency will not be liable for any costs beyond those proposed herein and awarded. The Vendor shall include all applicable sales, consumer, use, and other similar taxes in the price quotations. Castaic Lake Water Agency Page 3 Storage Area Network Expansion

6 2.7 AWARD OF CONTRACT A. The Agency reserves the right to reject any and all proposals. The right is also reserved to waive any informalities or errors in the proposals received. B. The award of contract will be to the Vendor whose proposal is the most advantageous to the Agency and whose proposal complies with all the requirements described in this Request for Proposal. C. The Agency may also consider additional factors in award such as, but not limited to: 2.8 EQUIPMENT The Vendor s completeness of proposal Price Successful and recent public sector experience in supporting the same or similar equipment as proposed References Equipment proposed must be new and of latest manufacture or release and shall not be remanufactured or used. The proposed solution must meet the Agency s equipment specifications. All design documents and equipment bills of materials must be signed off by the Agency prior to installation. 2.9 OMISSIONS Omission in the proposal of any provision herein described shall not be construed as to relieve the Vendor of any responsibility or obligation requisite to the complete and satisfactory delivery, operation, and support of any and all equipment or services PRICE STABILITY A. The Agency and the Vendor shall fix contract prices and discounts at the time of contract approval. In the event of price changes, replacement equipment shall be purchased at the lower of contract or then current market price. In no case shall a price higher than contract price be paid for equipment proposed. B. In the event that the Agency desires to purchase equipment or services not contained in the contract, future purchases will be determined using the Vendor-specified discount rate in the proposal from the manufacturer s suggested retail price as of the date of the order. C. In no case shall the price exceed the favored Vendor prices VARIATION IN QUANTITIES AND CONFIGURATIONS Equipment and capacity requirements are the best estimates currently available. The Agency reserves the right to modify quantity and configuration requirements. The Vendor agrees to sell the Agency the revised quantity of items at the unit price as stated in the RFP regardless of quantity changes INSURANCE A. The Vendor shall assume the full duty, obligation, and expense of obtaining and maintaining necessary insurance. Additional Insured must be named as required here. The policies shall name as a minimum the following as Additional Insured. Castaic Lake Water Agency Page 4 Storage Area Network Expansion

7 Castaic Lake Water Agency, its officers, agents, and employees. B. Insurance Coverage: The Vendor shall be fully liable to provide and maintain in force during the life of this Contract such insurance, including: Public Liability Insurance, Product Liability Insurance, Auto Liability Insurance, Worker s Compensation, and Employer s Liability Insurance, as will assure to the Agency the protection contained in the foregoing indemnification provision undertaken by the Vendor. Such policies shall be issued by United States Treasury-approved companies authorized to do business in the State of California and having agents upon whom service of process may be made in the Agency and shall contain as a minimum, the following provisions, coverage s, and policy limits of liability. C. Commercial General Liability D. General Liability Insurance, Product Liability, or Completed Operations Insurance shall protect the Agency, the Vendor, subcontractor, agents, and employees from claims for damages. The limits of liability provided by such policy shall be: General Aggregate: Unlimited Products / Completed Aggregate: $2,000, Personal & ADV Injury: $2,000, Each Occurrence: $2,000, Fire Damage: $500, Medical Expense: $10, E. Auto Liability Coverage to include all Owned, Hired, Non-owned vehicles and/or trailers, and other equipment required to be licensed. Auto Liability Insurance shall have bodily injury limits of not less than One Million Dollars (U.S. $1,000,000.00) per occurrence and property damage limits of not less than One Million Dollars (U.S. $1,000,000.00). F. Workers Compensation and Employer s Liability Workers Compensation and Employer s Liability Insurance shall meet minimum requirements set by the State of California, but in no case less than One Million Dollars (U.S. $1,000,000.00). In the case where work has been sublet, the Prime Vendor shall require all subcontractors similarly to provide this insurance. In case employees are engaged in work under this contract and are not protected under the Worker s Compensation and Occupational Disease Act, the Vendor shall provide, and shall cause each subcontractor to provide, adequate and suitable insurance for the protection of employees not otherwise covered. G. Umbrella Each Occurrence / Aggregate: $6,000, H. Proof of Insurance Upon successful contract award, the Vendor shall furnish to the Agency a Certificate of Insurance or duplicate policies of insurance described above which specifically protect the Agency. This will be accomplished by naming those listed above as additional insured under the policy and by providing an endorsement under the terms of which the insurer specifically agrees not only to pay any claims incurred by or resulting to additional insured, but also agrees to enter a defense on behalf of the additional insured. The defense includes Castaic Lake Water Agency Page 5 Storage Area Network Expansion

8 any and all suits or actions, in which the liability of the Agency is vicarious and is predicated upon allegation of some act of omission by the Vendor, subcontractor, or his or her agents. This proof shall be received within five (5) working days after notice of award. Purchase order(s) will not be issued until Certificates of Insurance are received. Such certification must contain a provision for notification of the Agency thirty (30) days in advance of any material change in coverage or cancellation. Notification shall be in writing and signed in ink by a duly authorized officer of the Insurer. Insurance Companies are subject to approval and may be rejected by the Agency without stated cause WARRANTY The Agency shall require that all equipment and labor be covered for the duration of one (1) year (minimum) from system acceptance, at no cost to the Agency. If workmanship, design defects, or poor performance cause the system to require modification, repair, or replacement, the Vendor shall promptly bring the units to satisfactory operating condition at no expense to the Agency. The Vendor agrees that the Agency has the right to perform any routine maintenance and/or repairs required during the warranty period without jeopardizing the Vendor s warranty or guarantee. The Vendor shall replace any defective parts during the warranty period. The Agency may agree to replace these parts or choose to have repairs and modifications done by the Vendor or the Agency s local service representative, at the discretion of the Agency. If the Vendor is unable to provide local service, they must identify how they intend to provide satisfactory service support that is comparable ADVERTISING The Vendor agrees not to use the results from this RFP as a part of any commercial advertising without prior written approval of the Agency TESTING, CUTOVER, AND ACCEPTANCE The Vendor shall perform field-testing to verify performance of the proposed system in accordance with the requirements of the system. Test plans/procedures for field-testing shall be provided by the Vendor and submitted to the Agency for review and approval VENDOR PROJECT MANAGEMENT Vendors are to provide Project Management services in order to meet the needs of the Agency with respect to coordination meetings. Project Management services shall include, at a minimum, a single point of contact at the Vendor for all tasks and scheduling issues and regular project status reports. These services shall be available up until system acceptance AGENCY S PROJECT MANAGER The Agency shall provide a Project Manager who shall act as a single point of contact for all activities regarding this project. The Construction Manager will be responsible for all decisions required of the Agency and shall coordinate with all departments during installation activities. The Project Manager for this Project is: Mr. Jeff Herbert (IT Technician) Castaic Lake Water Agency Page 6 Storage Area Network Expansion

9 2.18 PAYMENT A. Vendor payments shall be made based on the following: 25% upon contract signing 50% upon installation of equipment 25% upon acceptance B. Payments Withheld: The Agency may withhold or, on account of subsequently discovered evidence, nullify the whole, or a part of any payment to such extent as may be necessary in its opinion to protect the Agency from loss on account of: 1) Defective work not remedied 2) Claims filed or reasonable evidence indicating probable filing of claims 3) Failure of the Vendor to make payments properly to Subcontractors or for material or labor 4) A reasonable doubt that the Contract Work can be completed for the balance then unpaid 5) Damage to the Work When the above grounds are removed, payment shall be made for amounts withheld because of them. C. Invoice Submittal: All invoices shall be submitted to the Agency, and sent for consideration and approval before the last day of the month, with authorized payment to be made by the Agency within thirty (30) days thereafter. D. Final Payment: Upon satisfactory completion of the improvements provided for by the Contract, final clean up, inspection, and final approval and acceptance by the Agency, the Vendor shall submit a final request for payment, to be paid by the Agency as stated in the Contract. Castaic Lake Water Agency Page 7 Storage Area Network Expansion

10 SECTION 3: PROJECT SUMMARY 1 PROJECT SUMMARY 3.1 PROJECT SUMMARY Castaic Lake Water Agency is to procure a storage area network (SAN) that meets the following specifications. The SAN will be installed by the vendor at the Agency s Retail division, the Santa Clarita Water Division (SCWD) and the Earl Schmidt Filtration Plant (ESFP) in Santa Clarita, CA. These systems shall be redundant and volumes installed at SCWD shall replicate to ESFP on a regular basis. Proposing vendors can assume: A. Rack space will be available B. A power outlet and UPS will be available C. IP addresses and switch ports will be specified by the Agency D. The Agency will be responsible for all patch cables 3.2 METHODOLOGY A. The vendor will physically install each SAN 1) Verify connectivity to the network, the Agency s Windows 2008 R2 servers and to the other SAN 2) Define all LUNs and volumes per Agency specifications 3) Define replication for one volume and test with Agency personnel 4) Answer any questions that Agency staff may have prior to acceptance 5) Assist the Agency in completing any warranty paperwork 3.3 QUALIFICATIONS OF VENDOR A. The Vendor shall be licensed to do business in the State of California. B. The Vendor shall have at least one technician that is certified in the proposed equipment with offices within the Los Angeles area. Please submit copies of the resume of the individuals that will be working on the project. C. The Vendor shall have worked satisfactorily for a minimum of two (2) years on systems of this type and size. D. The Vendor shall furnish a list of three references with specific information regarding type of project and involvement in providing equipment and systems. E. Subcontractors shall assume all rights and obligations toward the Vendor that the Vendor assumes toward the Agency. Castaic Lake Water Agency Page 8 Storage Area Network Expansion

11 SECTION 4: PRICING ETE HIDE AS WHITE LETTERING) 4.1 SAN Expansion Price: Item Number SAN Expansion Bill of Material HP P4500 G2 14.4TB SAS VIRT SAN Quantity HP 3Y SUPPLUS Discounted Price Total Price Subtotal Equipment Installation and configuration (in hours) Knowledge Transfer (2 hours) 2 Subtotal Installation Taxes Shipping Total Proposed Price Castaic Lake Water Agency Page 9 Storage Area Network Expansion

12 SECTION 5: REFERENCES 1 TEMPLATE (DO NOT DELETE HIDE AS WHITE LETTERING) 5.1 REFERENCES Provide at least 3 references of similar installed systems in the Greater Los Angeles area, using the tables provided below expanding them as necessary to include all relevant information. The references should be for customers with comparable SANs installed in a redundant or replicating state. Be advised, references are a major element of the Agency s selection criteria. Reference #1 Customer Name Contact Name Contact Address Contact Telephone Number Contact Installation Date of Comparative System Description of Comparative System please be specific and detailed Number of Years maintaining the system? Reference #2 Customer Name Contact Name Contact Address Contact Telephone Number Contact Installation Date of Comparative System Description of Comparative System please be specific and detailed Number of Years maintaining the system? Castaic Lake Water Agency Page 10 Storage Area Network Expansion

13 Reference #3 Customer Name Contact Name Contact Address Contact Telephone Number Contact Installation Date of Comparative System Description of Comparative System please be specific and detailed Number of Years maintaining the system? Castaic Lake Water Agency Page 11 Storage Area Network Expansion

14 6.1 SUBCONTRACTORS SECTION 6: SUBCONTRACTORS Based on your understanding of the project scope, list all subcontractors required to complete this project along with the portion of the project they will be responsible for: A. Subcontractor #1 1. Company Name: 2. Company Address: 3. Portion of work to be performed by this subcontractor: B. Subcontractor #2 1. Company Name: 2. Company Address: 3. Portion of work to be performed by this subcontractor: C. Subcontractor #3 1. Company Name: 2. Company Address: 3. Portion of work to be performed by this subcontractor: D. Subcontractor #4 1. Company Name: 2. Company Address: 3. Portion of work to be performed by this subcontractor: Castaic Lake Water Agency Page 12 Storage Area Network Expansion

15 SECTION 7: ACKNOWLEDGEMENT OF RECEIPT AND SIGNATURE 7 TEMPLATE (DO NOT DELETE HIDE AS WHITE LETTERING) 7.1 ACKNOWLEDGMENT OF RECEIPT OF ANY ISSUED ADDENDA The following Addenda have been received and have been considered in response to this Request for Qualifications. A. Date: B. Date: C. Date: The successful Vendor will bear the burden of any and all undisclosed costs. 7.2 AUTHORIZATION Signature of Authorized Company Representative: A. Name of Authorized Rep. - (Typed): Signature: Employer Identification Number: B. Company Name: Street Address: City, State, Zip: Date: (Affix Corporate Seal) Castaic Lake Water Agency Page 13 Storage Area Network Expansion

16 ATTACHMENT A NETWORK DIAGRAM Castaic Lake Water Agency Page 14 Storage Area Network Expansion

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