REQUEST FOR BID. Data Backup & Archive Solution. Greenville-Spartanburg International Airport (GSP) Greer, SC

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1 REQUEST FOR BID at (GSP) Greer, SC October 3, 2011

2 GREENVILLE-SPARTANBURG INTERNATIONAL AIRPORT REQUEST FOR BIDS I. INTRODUCTION PART I - INSTRUCTIONS TO BIDDERS The Commission (Commission) is seeking competitive Bids (Bids) from qualified bidders (Bidders) which are interested in providing a combination hardware and software backup and archival solution based on products from Dell (Hardware) and Commvault (Software) at the (Airport) in Greer, SC. The procurement, which is the subject to this solicitation, shall be provided in accordance with the Description, Standards and Scope of Work (Specifications) contained in this Request for Bids (RFB). II. INSTRUCTIONS TO BIDDERS A. Notice to Bidders 1. Each Bidder shall carefully examine the RFB documents and any supplemental or clarifying instructions and information submitted as addenda (Addenda) to this RFB, including, but not limited to, the Instructions to Bidders of this RFB, the Bidder Eligibility Form, the Bid Form, and shall thoroughly familiarize itself with the detailed requirements of this RFB prior to submitting a Bid. Should a Bidder find discrepancies or ambiguities in, or omission from these RFB documents or Addenda, or should it be in doubt as to their meaning, or should a Bidder have a question concerning the same, it shall at once, and in any event no later than 5:00pm EDT (UTC-4) on October 5, 2011, notify the Commission s Representative the nature of the problem or its question. This notification must be in writing and may be sent by . The Commission s Representative, where necessary or appropriate, in his/her sole discretion, will issue written Addenda to this RFB document. Bidders shall not seek nor be entitled to rely upon oral instructions, statements or interpretations by representatives of the Commission. All Addenda sent to Bidders or posted on the GSP website prior to the bid opening shall become a part of the RFB documents. Modifications of or clarifications to the RFB issued as Addenda resulting from any prior written inquiry will be posted on the GSP website under the Business Opportunities section and made available by to all Bidders of record which have requested RFB documents directly from Request for Bids Page 2

3 the Commission. All Bidders that download the RFB from the website assume the responsibility to check the website for appropriate Addenda that may be issued prior to the bid opening date. A Bidder's failure to acknowledge receipt of all Addenda may cause its Bid to be rejected. The following is the name, mailing address, telephone number, and address of the Commission's Representative: B. Pre-Bid Conference Dan Ingram Information Technology Manager 2000 GSP Drive, Suite 1 Greer, SC Telephone: dingram@gspairport.com There is no pre-bid conference scheduled for this RFB. A site visit is not required. All essential information shall be obtained through this RFB or subsequent Addenda. C. Submission of Bids Bids will be received by to the Commission s Representative until 2:00 pm EDT (UTC-4) on October 7, The should be clearly denoted with subject: "BID - GSP ". After such delivery, neither the Bid nor any other submission required under the RFB may be changed, amended or modified. It shall be the Bidder's sole responsibility to timely deliver its Bid and all other submissions required by the RFB. Late delivery of the Bid or any required submission for any reason shall disqualify the Bid. D. Withdrawal of Bid A Bidder may withdraw its Bid prior to the time specified for the opening of Bids, if a written withdrawal request is received by the Commission s Representative or his/her designee prior to such specified time. In addition, the Commission may allow a Bidder to withdraw its Bid after the Bid opening because of a mistake, if the Bidder submits credible written evidence to the Commission that the mistake was clerical or mathematical in nature, as opposed to a judgment error, and if Commission determines that the Bid was submitted in good faith and that the mistake was actually due to an unintentional, material and substantial error. A request to withdraw a Bid must be made in writing and Request for Bids Page 3

4 received by the Commission no later than seventy-two (72) hours after the opening of the Bids. In making its determination, Commission shall not be required to hold a hearing or to make any written findings of fact or conclusions of law. E. Bid Security No security deposit is required for this project. F. Reading of Bids Bids must be received by Commission within the time and date specified above. Bids received after said time and date will not be considered. The time and date of receipt of each Bid shall be recorded based on the timestamp contained within the metadata of the to which the Bidder s documents are attached. Each and every Bid received prior to the scheduled closing time for the receipt of Bids will be publicly opened and read aloud at the time and place specified. At the opening of the Bids, only the names of the Bidders and the total bid amount will be read. G. Bids Retained Once opened, a Bid will become the property of the Commission and will not be returned. H. Preparation of Bids Bids must be unconditional and made in strict conformity with this RFB and all Addenda (if any) hereto. I. Disqualification for Submitting More Than One Bid A Bidder shall be disqualified for submitting more than one bid; provided that a Bid which has been withdrawn as permitted herein does not preclude the submission of another Bid prior to the time specified for the opening of the Bids. J. Final Award The award shall not be final or effective, nor shall the Commission be legally bound, until the fully executed Contract is returned by the Commission to the successful Bidder. Request for Bids Page 4

5 K. Right to Modify Bid Documents The Commission reserves the absolute right, in its sole discretion, to modify and amend any provision of any of the documents referred to in this RFB (including, without limitation, the Contract) at any time prior to the deadline for the submission of Bids. Modifications and amendments shall be made by written Addenda to this RFB document and posted on the GSP website under Business Opportunities / Requests for Bids: L. Right to Reject Any or All Bids The Commission reserves the absolute right, in its sole discretion, to reject any or all Bids and to waive minor irregularities and informalities in a Bid and award a Contract notwithstanding such minor irregularities or informalities, except that the Commission will not waive the requirement that a Bid be received prior to the deadline for submission of Bids. The Commission also reserves the right to re-advertise or to proceed with or to provide the service that is the subject of this solicitation in a manner other than by awarding the Contract under this RFB. M. Right to Cancel Award of the Contract The Commission reserves the absolute right to cancel the proposed award of the Contract to the successful Bidder at any time before an Agreement with such Bidder has been fully executed by the Commission and returned by the Commission to the Bidder. Any such cancellation by the Commission shall be without any liability to such successful Bidder except for the return of the Bid Security. N. Bid at Bidder s Expense No Bidder shall be entitled to any reimbursement or payment for any cost or expense incurred with respect to the submission of a Bid, the consideration of its Bid by Commission or any of its representatives, or any other matters relative to the Bid process, the consideration of the Bid, or the award of the Contract. O. Disadvantage Business Enterprises (DBE) 1. The Commission hereby notifies all potential Bidders that Disadvantaged Business Enterprises will be afforded full opportunity to submit a Bid. No Bidder will be discriminated against on the grounds of age, sex, race, religion, color, national origin or disability in the consideration for an award. Request for Bids Page 5

6 2. The Commission encourages Bids from companies that have been certified as DBEs by the State of South Carolina Department of Transportation (SCDOT) under the Unified Certification Program (UCP). To qualify as a DBE firm in consideration towards the DBE participation goal, the firm(s) must be certified by the State of South Carolina Department of Transportation under the Unified Certification Program prior to the Bid due date and be included in the SCDOT UCP certification registry. END OF SECTION Request for Bids Page 6

7 GREENVILLE-SPARTANBURG INTERNATIONAL AIRPORT REQUEST FOR BIDS Data Backup & Archival Solution PART II EQUIPMENT SPECIFICATIONS A. This bid package includes purchase and delivery of a specific combination of Hardware and Software to the Airport. The backup and archive solution shall be comprised of a Dell PowerVault 2200 powered by Commvault. Specific configuration of this server package including Commvault licensing requirements is listed below. Dell part numbers are parenthesized. This RFB assumes a combination of OEM hardware and software to be provided by Dell. For bids with a retail software solution, see Part II Section G. Allowance For Non-OEM Software. 1. As indicated in the table below, the project is to include Commvault Enterprise Data Protection and Commvault Enterprise Archive SKUs based on pay-per-terabyte and Microsoft Exchange protection based on client access licenses (CAL). For this purpose, the project shall include allowance for one terabyte (1 TB) of data and one hundred (100) Microsoft Exchange mailboxes. Table 1A - System Specifications Base Unit: PowerVault DL2200 Perf,2xE5620 Proc,24GB Mem,2x500GB HD,H700i ( ) Processor: No, I will not attach an MD1200 on this order ( ) Hard Drive: 6 x 1TB 7200RPM NL SAS 3.5 inch Hard Drives ( ) Operating System: Windows Server 2008 R2 SP1, Standard Edition, Includes 5 CALS ( ) No Option Selected ( ) No Option Selected ( ) CommVault Capacity License - Ent Arch - PerTB 1-10TB, 1YR ( ) CommVault Capacity License - Ent Data Prot - PerTB 1-10TB, 1YR ( ) CommVault Client Access License (CAL) Users, 1YR ( ) - Quantity 100 Modem: idrac6 Enterprise ( ) TBU: Proactive Maintenance Service Declined ( ) TBU: Proactive Maintenance Service Declined ( ) Feature ReadyRails Sliding Rails with Cable Management Arm ( ) Service: Dell Hardware Limited Warranty Plus On Site Service Initial Year ( ) Service: Non-Mission Critical: 4-Hour 7x24 On-site Service After Problem Diagnosis, 2 Year Extended ( ) Service: ProSupport : 7x24 HW / SW Tech Support and Assistance, 3 Year ( ) Service: Dell Hardware Limited Warranty Plus On Site Service Extended Year ( ) Service: Non-Mission Critical: 4-Hour 7x24 On-site Service After Problem Diagnosis, Initial Year ( ) Service: Thank you choosing Dell ProSupport. For tech support, visit or call ( ) Installation: Custom Installation Required with this order ( ) Support: Proactive Maintenance Service Declined ( ) Misc: Power Cord, NEMA 5-15P to C13, 15 amp, wall plug, 10 feet / 3 meter ( ) Misc: Power Cord, NEMA 5-15P to C13, 15 amp, wall plug, 10 feet / 3 meter ( ) Request for Bids Page 7

8 2. Remote deployment services through Commvault shall be included as follows: Remote Matador Deployment Services-3 Day (A ) B. System Installation All hardware shall be installed by GSP staff. Bidder shall only be responsible for delivery of the product. C. Software Configuration Software shall be configured by GSP staff in conjunction with Remote Matador Deployment Services by Commvault. No intervention from the Bidder is required within the scope of this RFB. D. Hardware Service Agreement The service agreement for the Dell PowerVault DL-2200 shall be configured in accordance with Table 1A. E. Software Assurance and Support The software assurance and support subscription with Commvault shall be assumed to be based on annual renewal and be billed directly to GSP through Commvault or the OEM provider. F. Ownership All hardware and software shall be purchased in the name of Greenville Spartanburg International Airport. GSP shall be direct and sole owner of all items, and must be listed as the owner with the OEM provider(s). Lease agreements are not allowed under this RFB. G. Allowance For Non-OEM Software Bidders may propose a combination of hardware and retail software SKUs if conforming to the hardware configuration and software licensing specifications in Part II Section A. END OF SECTION Request for Bids Page 8