City of Montpelier Requests for Proposal. Purchase of Onsite and Remote File / Data Backup Devices

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1 City of Montpelier Requests for Proposal Purchase of Onsite and Remote File / Data Backup Devices Issued by the City of Montpelier, Vermont Finance Department September 26, 2011

2 Purpose This document provides information for vendors to decide on their participation in a more detailed selection process. It will enable the vendors to provide sufficient information to the municipality for a Request for Proposal (RFP) process. Vendors should provide basic company information and forward materials that propose innovative solutions to meet the municipality s objectives and technical requirements contained later in this document. Municipality Overview Departments Affected: Technology Services Division of the Finance Department. Employees Affected: System Wide Funding: Fund Balance, current and future operating budgets. Functions: Digital backups of Windows, Exchange, SQL, Unix, DOS and MAC Systems will be produce on a device located at City Hall. These backups will be archived to an off site device via a VPN connection. Project Overview: Project name: LAN /WAN Backup Devices The municipality seeks the replacement or integration of it s current Overland Tape Vault backup system. It is assumed that any proposal presented will require the replacement of some or all backup devices and software currently owned by the municipality. This document will be distributed electronically by and displayed at All questions should be submitted by October 4 th, 2011 to fskeels@montpelier-vt.org. All proposals from this document must be written and received by mail or hand delivered by 2:00 PM, Friday October 7 th, 2011 at: Backup Proposal City Hall, Suite 6, Finance 39 Main St. Montpelier, VT Late submissions will not be opened accepted under any circumstances. Based on responses to the RFP the municipality may proceed straight to an award of a contract with a selected vendor or refuse any or all proposals and resume the search process. Interested parties can schedule a site visit and request further information by contacting Fred Skeels, Manager of Technology Services at fskeels@montpelier-vt.org or by calling

3 The Finance Director, the Manager of Technology Services and the Montpelier City Council will review submissions provided to the municipality. We anticipate the completion of the entire process by October 13th, Announcement of either a direct award of a contract or a resumption of request for proposals will be made through the municipality s website: and to those submitting proposals. All proposals and documentation once received by the City are Public Record. Requirements: Business background of the project: The present backup equipment and software is an Overland ArcVault 24 tape library with Symantec Backup Exec used as the backup agent software. The municipality currently provides backup for Window, UNIX, SQL, Exchange, DOS, and MAC environments. User Shares include files, images and data files and database files maybe SQL, Access, Sharepoint or UNIX file structures. All backups are Exchange The municipality s core requirements are: Ease of use Devices should be managed from an HTML or Java based interface from within the Firewall. Device reliability regardless of usage patterns and overall throughput, our office environment seeks a solution that will meet the expectation of minimal downtime and 8 hour response time to all reported problems. Device / Software flexibility Devices must be able to be used with Windows, Exchange, SQL, Linux/Unix, Virtual and Mac platforms. Technical considerations: The City of Montpelier technology is largely based on Microsoft technologies. This includes technologies such as Active Directory, SharePoint, IIS, and Windows Server 2000, 2003 and Over 90% of the city s desktops and notebooks are using either Microsoft Windows XP, Windows Vista and Windows 7 with an Office Suite 2003, 2007 or The core of the City s network operates at gigabit speeds with service delivered to the desktops at 100 megabits/sec. Integration considerations: The product will have to interface with the following existing systems: Our chosen solution will be accessible from all currently used client and server based operating systems and applications. General Information to be Documented: Company Name(s) and physical address involved in your submission Parent Company(s) name and physical address Name and Signature of the person responsible for the information contained in the RFP A list of the contact information including a phone number, fax number, and US postal mail address.

4 A brief history of your experience in the provision and servicing of these products and services. A list of four references using the same devices recommended in your RFP. Listing of Prices for or Cost of each piece of hardware, software and support services ( see attachment for an example) Technical Requirements: (minimum) Two Servers, 1 to 4 U, multi-bay appliance scales from 1.0TB - 4TB. Supports RAID 0, 1, and 5. Intel quad-core CPU 2GB DDR3 1333MHz Registered DIMMs. 2 x Gigabit Ethernet Ports autosense 10/100/1000Base-T. dual RJ-45network connections for NICs. Support for stand-alone, failover, and load balancing modes. Support for APC brand UPS, tape devices, and printers over USB. Simultaneous NAS file-level and iscsi block-level access. Shares data across Windows, UNIX/Linux, and Mac OS platforms Snapshots for both NAS volumes and iscsi LUNs. Snap Enterprise Data Replicator enables multi-directional WAN-based replication. 19 in rackmount slide rails, power cords for US. 3 yr Support Agreement (8hrx5day, NBD) for hardware and software support with operating system upgrades. Training and Support: What level of training do you recommend and provide? Document the proper methods for scheduling a service calls and ordering any supplies. Provide or recommend an installation and technical support organization.

5 EXAMPLE Bid Components Bid for Backup Server and Remote Recovery Server: Backup Server $5,000 Component 1 Component 2 Remote or Recovery Server $4,000 Component 1 Component 2 Specialized Component $ 800 Service Care 1 st Yr. N/A (included) Service Care yr 2,3 $1,000 (per year) Or Service Care $ 850 (each yr 1-3) Agent Software $ 900 1) Service Care would include but not limited to software / hardware updates,call in support 10x5 NBD technical support.