REQUEST FOR PROPOSAL. Data Center Relocation Services

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1 . Douglas County School District Learn today. Lead tomorrow. REQUEST FOR PROPOSAL Purchasing and Contracting Date of Issue: May 18, 2010 Proposal Closing Date: June 15, 2010, at 2:00 p.m. Proposal to be returned PRIOR TO date and time above. RETURN TO: Douglas County School District Re-1 Purchasing & Contracting Department 701 Prairie Hawk Drive Castle Rock, Colorado THIS IS NOT A COMPETITIVE BID. The request for proposal process allows the District to select the vendor that best meets the needs of the District, taking into consideration vendor qualifications, price, products, and service capabilities. PROPOSER S CERTIFICATION We offer to furnish to the District the products, services, and equipment requested in accordance with the specifications described herein: Proposer: Address: City: State Zip Code Telephone No. Name: Title: Signature: 701 Prairie Hawk Drive, Castle Rock, CO Phone: Fax:

2 CONTINUATION SHEET Page 2 REQUEST FOR PROPOSAL RFP NO Douglas County School District Re-1 is requesting sealed proposals from qualified firms or individuals to provide. The award will be to the most qualified Provider as determined by an evaluation committee. Proposals are to be addressed and delivered to the Purchasing & Contracting Department of Douglas County School District Re-1, in accordance with the Instructions to Proposers and all other requirements as referenced in this document. Proposals will be received until June 8, 2010, at which time a representative of the Purchasing Department will announce publicly the names of those firms or individuals submitting proposals. No other public disclosure will be made until after award of contract. The District will use the following tentative schedule for the selection process: Mail requests for proposals May 18, 2010 Mandatory Pre-Bid May 26, 2010 Proposal submission deadline June 15, 2010 Interviews with selected proposers TBD DOUGLAS COUNTY SCHOOL DISTRICT RE-1 Trudi Peepgrass Buyer, Purchasing & Contracting

3 CONTINUATION SHEET Page 3 TABLE OF CONTENTS Page A. Instructions to Proposers 4 B. Contract Administrator / Technical Point of Contact 6 C. Special Instructions Mandatory Pre-Bid 10 D. Specifications/Scope of Work 11 E. Contractor Responsibilities 16 F. Projector Manager Responsibilities 18 G. Moving Company Responsibilities 21 H. Technician Responsibilities 22 I. DCSD Responsibilities 23 J. Award of Contract 25 K. General Terms & Conditions 26 L. Insurance Requirements Contractors 28 M. Proposal Response Format 31 N. Attachment A DCSD List of Equipment

4 CONTINUATION SHEET Page 4 INSTRUCTIONS TO PROPOSERS 1. Firms responding to this Request for Proposal ( RFP ) must submit their proposals in the overall format as outlined in this solicitation. 2. Each vendor proposal shall consist of one marked original copy and three (3) copies in the format specified within Proposal Format. Proposals are to be submitted no later than 2PM on June 15, The original proposal shall be submitted to: Douglas County School District Re-1 Purchasing & Contracting Department 701 Prairie Hawk Drive Castle Rock, CO Proposals must be submitted in a sealed package or envelope listing the following information on the outside: RFP Title: RFP Number: RFP Due Date: June 15, 2010 Proposer s name and address: No telephone, electronic, or facsimile proposals will be considered. 4. Proposals must be sent by mail or hand delivered, allowing sufficient delivery time to ensure receipt in the Purchasing & Contracting Department by the deadline specified. Time and date validation will occur in the Purchasing Department. All proposals received after the deadline will be automatically rejected and will be returned to the proposer unopened. 5. Proposals must be dated and signed by a duly authorized partner or corporate officer, with that person s name and title clearly identified. All of the proposal contents and fees must be guaranteed for one hundred and eighty (180) days from the proposal date. 6. The content of all proposals must conform to the following: Proposers must respond to the questions in the order presented Proposers may provide additional supporting documentation pertinent to clarification of the proposal

5 CONTINUATION SHEET Page 5 INSTRUCTIONS TO PROPOSERS (Continued) 7. The District reserves the right to: Reject any and all proposals received as a result of this RFP Waive or decline to waive any informalities and any irregularities in any proposal or responses received Adopt all or any part of the proposer s proposal Negotiate changes in the scope of work or services to be provided Award to multiple vendors Withhold the award of contract Select the proposer it deems to be most qualified to fulfill the needs of the District. The proposer with the lowest proposal will not necessarily be the one most qualified, since a number of factors other than price are important in the determination of the most acceptable proposal. 8. The selected proposer will be required to assume responsibility for all goods and services offered in the proposal, whether or not the proposer produces them. Further, the selected proposer shall be the sole point of contact and responsibility with regard to all contractual matters, including payment of any and all charges resulting from the contract. The selected proposer shall not assign or transfer any interest in the contract without prior written consent of the District. 9. The District shall not be liable for any costs incurred by the proposer in the preparation and production of the proposal or for any work performed prior to the execution of a contract. 10. All proposals and other materials submitted shall become the property of the District. 11. No reports, information, or data given to or prepared by the selected proposer shall be made available to any individual or organization by a respondent or the selected proposer without prior written approval of the District. 12. All changes in the RFP documents shall be through written addendum and furnished to all proposers. Verbal information obtained otherwise will not be considered in awarding of the proposal.

6 CONTINUATION SHEET Page 6 INSTRUCTIONS TO PROPOSERS (Continued) 13. The selected proposer may be required to enter into a written contract with the District on the District s approved form. All information contained in this request for proposal and acceptable provisions of the proposer s response will be attached to and made part of the executed contract. 14. Proposers who have questions concerning the submission of proposals or the RFP process, must contact: Trudi Peepgrass Buyer, Purchasing & Contracting Trudi.peepgrass@dcsdk12.org Telephone: Fax: The proposals will be reviewed by a selection committee. The committee may request additional information from proposers or request personal interviews with one or more proposers. Final evaluation and selection may be based on, but not limited to, any or all of the following: Delivery Time Information presented in the proposal Flexibility and capability of proposed system Qualifications and experience of the proposer Quality of Response Reference Checks Technical Support Total Cost 16. The District is an equal opportunity employer. Businesses owned and operated by minorities or women are encouraged to submit proposals. Proposers to whom a contract is awarded shall not discriminate on the basis of age, race, color, national origin, gender, creed, or disability.

7 CONTINUATION SHEET Page 7 INSTRUCTIONS TO PROPOSERS (Continued) 17. The District reserves the right to renew and extend the executed contract agreement pertaining to all current prices, terms, conditions and specifications upon mutual agreement between the District and the Vendor for an additional one (1) year but not to exceed four (4) additional one (1) year periods. 18. Contract Termination with Cause: DCSD shall have the right at any time and at all times to terminate this Contract for cause. It is agreed that the violation by the awarded Contractor of any covenant or provision contained in this Contract, or the failure or refusal of the awarded Contractor to abide or carry out any covenants or provision of this Contract, shall constitute sufficient cause for which the District may terminate this Contract. In the event the District shall elect to terminate this contract for cause, the District shall notify the awarded Contractor in writing and shall specify the cause for such termination and the date that such termination shall be effective. Whereupon the awarded Contractor shall have no further rights and the District shall have no further obligation to the awarded Contractor, pursuant this Contract subsequent to the date that the Contract is terminated for cause as aforementioned by DCSD. 19. Contract Termination without Cause: DCSD shall have the right at any time and at all times to terminate this Contract without cause, upon written notice of such termination not less than 90 days prior to the date that such termination shall be effective. Such right to terminate this Contract without cause is hereby reserved by and to the District. In the event the District shall elect to terminate this Contract without cause, the District shall notify the awarded Contractor in writing and shall specify the date (not earlier than 90 days after the date of delivery of written notice by the District to the awarded Contractor) on which this Contract will terminate. Upon receipt of written notice, the awarded Contractor agrees to abide and perform all covenants and provisions of this Contract until the date of termination specified in the written notice of termination. The awarded Contractor shall have no further rights, and the District shall have no further obligation to the awarded Contractor, subsequent to the date of termination of this Contract as specified in the written notice. 20. Contractors Personnel: Qualifications of new people working under this contract will be submitted to the District in writing for approval prior to them conducting any service under this contract. Submit list of all employees that will be working under the current contract and any intention for additional personnel, and back-up personnel for each function.

8 CONTINUATION SHEET Page 8 INSTRUCTIONS TO PROPOSERS (Continued) 21. Communications: Contractor must provide a means to receive direct communications from DCSD. A copy of all written communication concerning contract discrepancies, issues or concerns from the District and the Contractor shall be forwarded to the Assistant Director of Purchasing upon issuance. 22. Contract Administration: DCSD will periodically inspect work to assure that the requirements of this contract are being met. Should it be found that the requirements specified herein are not being satisfactorily maintained, the Contractor shall be contacted and any discrepancies, inconsistencies or items not meeting the specifications contained herein corrected immediately at no additional cost to DCSD. A second discrepancy notice shall serve as notification that any future discrepancies, inconsistencies or items not meeting specifications contained herein will result in termination of the Contractors right to proceed further with this work. In such event the Contractor will be paid only for materials used. The Contractor and his sureties may be liable to DCSD for any additional cost incurred by DCSD to complete the job. At this point the Contractor shall be considered in default and the contract subject to termination. Failure of the Contractor to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of Douglas County School District. DCSD reserves the right to terminate this contract in whole or in part should the need for the services cease to exist. Contractor shall be subject to periodic performance evaluations by DCSD personnel. Continued unsatisfactory ratings shall be cause to find the Contractor in default of the contract. Performance ratings may be considered during award of future contracts by DCSD. 23. Illegal Immigrants: Successful contractor shall provide documentation regarding Colorado House Bill 1023, Restriction of Public Benefits. House Bill 1023 requires vendors/contractors to provide verification of employee s lawful presence in the United States. DCSD will provide necessary documentation to be signed upon award of contract. 24. Sustainability: The Douglas County School District RE-1is committed to protecting the environment, and the health of the community and its employees. In accordance with this policy, DCSD schools and departments are directed to procure cost-competitive products and services that minimize resource consumption and negative impacts on the environment and human health.

9 CONTINUATION SHEET Page 9 INSTRUCTIONS TO PROPOSERS (Continued) Vendors, when applicable, are to follow standards and recommendations of the United States Environmental Protection Agency EPP (Environmentally Preferable Purchasing) program, the Green Seal organization, and standards and practices specified by the U.S. Green Building Council, including the Leadership in Energy and Environmental Design (LEED) program. Vendors, when providing products that would qualify as EPP products please be specific as to the standards or which program has approved your solution. 25. Background Checks: The successful Vendor will be required to complete, at their own expense, a Criminal record check on all employees working on or reasonably likely to work on school district property for this contract. Employees who have been convicted of, pled nolo contendere to, or received a deferred sentence or deferred prosecution for a felony, or a misdemeanor crime involving unlawful sexual behavior or unlawful behavior involving children, will not be allowed to work on District property for this contract. The successful Vendor must complete a Verification of Background Check form indicating that they have done a background check on all of their employees working on school district property. The successful Vendor will be responsible to adhere to any Federal, State, and Local privacy and confidentiality requirements and other laws, regulations or policies governing employee background checks.

10 CONTINUATION SHEET Page 10 SPECIAL INSTRUCTIONS A Mandatory Pre-bid conference will be held on Wednesday, May 26, 2010 at 2:00pm at the West Support Center in the Telluride Conference Room at Douglas County School District, 701 Prairie Hawk Drive, Castle Rock, Colorado All Proposers are expected to have a representative present. At this mandatory pre-bid conference the Scope of Work will be discussed in detail and any questions will be addressed individually. The purpose of this pre-bid conference it to answer all questions to all vendors at one time in one location. The District expects everyone in attendance to have read the RFP and developed a list of questions or items that need further clarifications. The District will make every attempt to answer all questions during the pre-bid conference but if there are any questions that need to be further clarified we will do so to the entire group in an , after the conference. Each perspective bidder MUST attend this mandatory pre-bid conference to familiarize themselves with all conditions, requirements and specifications. Proposals will not be accepted by Vendors that did not attend the mandatory prebid conference. Questions that are not addressed at the mandatory pre-bid conference will be received by Trudi Peepgrass at trudi.peepgrass@dcsdk12.org until Friday, May 28, 2010 at 5:00pm. The response to these questions will then be distributed to one company representative who attended the pre-bid conference via by Wednesday, June 2, 2010 at 5:00pm. If questions are submitted after the May 28, 2010, 5:00pm deadline, it is the sole discretion of the District if the question will be answered and distributed to the representatives who attended the pre-bid conference.

11 CONTINUATION SHEET Page 11 SPECIFICATIONS/SCOPE OF WORK Background The Douglas County School District (DCSD) is soliciting proposals from qualified firms to provide to the Douglas County School District in accordance with the scope of service specified. Qualified firms that meet all criteria will be considered. This Request for Proposal should not be misconstrued as a formal bid. There is absolutely no commitment to purchase or enter into a formal contract. Upon completion of our evaluation of your proposal, we may recommend that a formal contract be established. The Douglas County School District is currently the third largest school district in the State of Colorado. Douglas County School District covers a geographical area of approximately 870 square miles. Within these boundaries are 49 elementary schools, 9 middle schools, 9 high schools and 7 charter schools. In addition to the permanent structures, there are multiple modular buildings associated with these sites. Our remaining buildings house administration, alternative programs and support service functions; 56,000 students and 6,500 staff members occupy these buildings year round, in most cases. Scope of Work Douglas County School District (DCSD) is soliciting firm, fixed-price proposals from qualified vendors for furnishing turnkey materials, manpower, services, equipment and supplies to research, plan, coordinate and implement the relocation of its Data center from the south Time Warner Telecom Collocation facility to the north Time Warner Telecom Collocation facility. The successful vendor will be responsible for providing and implementing a satisfactory turnkey solution for the timely and efficient relocation of its data center for review, consideration and approval by DCSD. In addition to other requirements, each plan should detail the proposed time requirements for the move, list all equipment to be provided by the vendor to accomplish the move, and address specific levels of impact that would be imposed on the customer base during the move. Efforts to minimize potential risk and downtime should be exercised. Although a specific move date is not yet available, the tentative date is July 23 through the 25 th A detailed inventory of equipment to be relocated is included in the Specifications (Attachment A). Note: Equipment listed as new in Attachment A will need to be installed in the collocation facility as opposed to move.

12 CONTINUATION SHEET Page 12 SPECIFICATIONS/SCOPE OF WORK (Cont d) All proposals are to include firm and committed all-inclusive costs that remain valid until such time as the move has been completed. Competitive costs should be projected on a worst-case scenario to accommodate after-hours, weekend, and/or holiday manhours. By responding to this proposal, vendor is declaring their past experience, qualifications, ability and agreement to provide all products, materials, repair and/or replacement parts or components, technical support, and/or services necessary to fulfill the requirements of this RFP to the satisfaction of DCSD if awarded the contract. It is the intent of this Proposal to award a contract all or none to the vendor that accumulates the highest number of evaluation points (the Primary Contractor) based on the designated evaluation criteria, with additional assurances to the DCSD provided by a secondary award to the vendor that accumulates the next highest number of evaluation points (the Secondary Contractor) and is agreeable to assuming the relocation responsibilities in the event the Primary Contractor fails to satisfactorily perform. Upon request by DCSD, vendors are to include one (1) original of any or all vendorrequired contracts (i.e., purchase contract, lease/purchase contract, maintenance contract, license contract, etc) in their proposal response. Failure to provide contracts as instructed or to cause an unnecessary and untimely delay in getting contracts reviewed and signed may result in the rejection of that Vendor s proposal. During the evaluation process (and prior to making an award recommendation), the Vendor who appears successful in providing the best overall offer will have their contracts subjected to review by DCSD Attorney s office. Request for Vendor demonstrations should be accommodated when feasible. Upon request by DCSD, Vendor shall provide an adequate presentation or demonstration that fully displays the capability and functionality of the products proposed in his proposal. This demonstration shall take place within ten (10) working days following DCSD s request. Vendor shall be fully responsible for providing all equipment, hardware, software, tools, shipping, insurance, delivery, personnel, technical knowledge (or ANY other pertinent needs) necessary to facilitate any requested demonstrations. The COST associated with providing any requested demonstrations shall be borne in FULL by the Proposer. DCSD shall NOT be responsible for any costs incurred resulting from any requested demonstrations.

13 CONTINUATION SHEET Page 13 SPECIFICATIONS/SCOPE OF WORK (Cont d) DCSD reserves the right to use its own discretion whether to avail itself of any or all of the equipment, products, or services offered by the Vendor on the Proposal Forms. In addition, DCSD reserves the right to perform work in part or in whole on any of the phases. SECONDARY AWARD: Would you, the Vendor, be willing to accept a Secondary Award to provide materials/services in the absence of the primary vendor? Prices would be the same as those proposed on the Proposal Forms. Yes No Overview DCSD is in the process of planning and preparation for a pending move that will relocate its primary data center which includes central computer processing equipment and attached peripherals, open systems servers and storage, and network communications environment from their existing location in the south part of the TWT Collocaton facility to the north Time Warner collocation facility in Aurora, Colorado. These two facilities are in the same building. During this move our District will loose connection to the Internet, phone system, and most applications so time will be critical issue with this move. A significant part of the equipment being moved will be HP equipment. HP requires that we use HP certified movers to protect our warranties. The winning vendor will have to be able to provide proof that they are or have contracted with certified HP movers. Although the move date has not been established, the collocation facility will tentatively be available within the next thirty to sixty days. All bidders must understand and accept the possibility that by the time the planned relocation takes place, any attached equipment inventories may have been subjected to changes whereas older equipment may have been removed from the list and newer equipment may have been added to it. DCSD reserves the right to make such changes to reflect its actual in-use inventory when prior written notification is made to the Contractor of such changes. In such cases, DCSD will be invoiced only for the equipment that has actually been moved. Charges for the relocation of new equipment may be included IF the DCSD and the Contractor have agreed on a cost to move such items in advance.

14 CONTINUATION SHEET Page 14 SPECIFICATIONS/SCOPE OF WORK (Cont d) DCSD is seeking the services of a qualified and knowledgeable vendor (hereafter referred to as the Contractor ) to provide a Project Manager (hereafter referred to as the PM ) to function as a single-point-of-contact between the DCSD and any other vendors who will be engaged and onsite during the move. Under the direction of the Contractor, the PM must work with DCSD to research, plan, manage, provide consulting, test (as applicable) and coordinate the implementation of the resulting plan for moving the data center, as follows Plan: The PM shall prepare a documented relocation plan that meets with the satisfaction of DCSD, its Information Technology department, and Applicaton Owners. Using the plan that has been accepted by the DCSD, the PM is to coordinate with each required participant, engage their commitment sub contractors for necessary services, establish a workable schedule with individual Application Owners, and ensure all elements of the plan are made ready for scheduled implementation. Test: From the developed plan, the PM is to schedule any testing that can be performed to a point of satisfactory completion prior to implementation. Each Application Owner will test and communicate to the move team that Applications are up and running (or not) after the move and outline any functional testing they have performed. Implement: The PM is to be onsite and available at the time each phase of the finalized plan is implemented, serving as the single point of contact, coordinating all elements of the relocation effort, and reporting directly to IT management as necessary. The Contractor will also be responsible for contracting with and providing a qualified moving company that is experienced and specializes in the relocation of data centers and handling of high-dollar computing equipment. The moving company will, in turn, be responsible for providing the necessary moving vehicles, equipment, materials, and staff to effectively perform the work. The Contractor will be responsible for providing trained, knowledgeable, and experienced staff to effectively de-install, package, oversee the transport, then re-install all equipment included in all phases of the move. Contractor must use the DCSD s existing maintenance providers for equipment that is maintained under support contract to ensure that those contracts are not compromised or invalidated.

15 CONTINUATION SHEET Page 15 SPECIFICATIONS/SCOPE OF WORK (Cont d) Information Applicable to Existing Wilcox Data Center Site The address of the DCSD s existing data center is Time Warner E. Jewell Avenue South end of the building Aurora, CO The address of the DCSD s new data center is: Time Warner E. Jewell Avenue North end of the building Aurora, CO Into designated cage space Again, no loading dock is available. A concrete ramp leading directly to the collocation data center is available. Assumptions prior to move-in Vendors may make the following assumptions when responding to this RFP Racks and power will be available and provided by the collocation facility and ready to accommodate the relocated equipment. Prior to move-in, fiber will be in place that extends the DCSD s existing fiber network to include the collocation facility. Necessary network switch-ports and other communications equipment will be put in place at the collocation facility by the DCSD s Network Communications Group.

16 CONTINUATION SHEET Page 16 SPECIFICATIONS/SCOPE OF WORK (Cont d) Contractor Responsibilities The Contractor s responsibilities include, but are not limited to, the following: 1. Vendors are to include three (3) recent customer references for BOTH himself (as Contractor) and the proposed Project Manager. References should be reasonably current (within the past three years), consist of work that was performed that is of similar size and scope as the DCSD s anticipated relocation, and include both a current phone number and address for each contact. 2. Upon award, the Contractor must provide evidence of insurance per the requirements established in this RFP. 3. The Contractor will be responsible for contracting and scheduling with the DCSD s existing equipment maintenance contractors for performing the deinstallation, preparation for transport, overseeing the transport, unpackaging, setup, re-installation, diagnosing and testing (as needed), and turnover of specific equipment they typically maintain under contract with the DCSD. They are to also ensure the timely onsite repair or replacement of equipment that is damaged in the course of relocation. 4. The Contractor is to assume responsibility for all applicable debts and/or liabilities resulting from an award of contract. DCSD shall not be held accountable or liable for debts incurred by the Contractor, its employees, vendors, or subcontractors, etc. Contractor must assume responsibility for any claims of non-payment for goods, materials, or services, etc, resulting from this relocation. 5. The Contractor shall be responsible for ensuring the contracted moving company is properly equipped with the necessary personnel, tools, equipment, transport vehicles, dollies, carts, materials, floor protection, moving pads and blankets, supplies, etc, that are typical in the relocation of medium-scale to large-scale computing equipment. A delay in the relocation activities due to inadequate personnel, materials, or equipment will not be acceptable. 6. The Contractor shall provide qualified data center movers who are trained and experienced in the relocation and transport of highly expensive and sensitive computer equipment. They should be professional in appearance, be recognizable (distinguishable colored T-shirts with company logos) have a proven background

17 CONTINUATION SHEET Page 17 SPECIFICATIONS/SCOPE OF WORK (Cont d) Contractor Responsibilities (Cont d) in data center relocations with a minimum of five (5) years continuous experience in data center relocation similar in size and scope as DCSD, and include all moving vehicles and supplies to ensure the equipment is properly wrapped, packaged or prepared for move. All costs associated with the hire of these movers, equipment and materials will be assumed by the Contractor. 7. It is imperative that all computer technicians be present from the time of their scheduled equipment de-installation; oversee the actual relocation by moving company personnel, and during the re-installation of equipment at the destination site. They are to remain onsite until power has been restored and the devices are restored to acceptable operating condition to the satisfaction of DCSD. 8. The Contractor will be responsible for providing personnel who are knowledgeable and experienced in working with cabinet enclosures and deinstalling servers and server-related devices, switches, storage devices, rail kits, HP Blade Servers, associated Blade enclosures, power enclosures and mini bus bar, HP SANs, etc. 9. The Contractor will be responsible for providing experienced personnel who are trained and experienced in cable management within equipment cabinets, labeling cables, and cable documentation of each cabinet. 10. The Contractor will be responsible for providing detailed costs for each of the following on the Bid Proposal Forms a) flat fee for applicable Contractor fees and salaries b) flat fee for applicable Project Manager fees and salaries c) applicable moving company charges d) applicable computer and peripheral equipment service technician charges f) total equipment move costs (based on actual items moved) g) applicable insurance h) detailed listing of other applicable charges Note: The DCSD will not be responsible for costs not detailed in the bid response.

18 Project Manager Responsibilities CONTINUATION SHEET Page 18 SPECIFICATIONS/SCOPE OF WORK (Cont d) The PM s responsibilities include, but are not limited to, the following 1. It is important to the DCSD that the PM functions as a knowledgeable intermediary between the Contractor, the DCSD, and all applicable subcontractors regarding all move-related activities and concerns. 2. The PM will maintain a historical record of all move-related matters, requests, responses, concerns, decisions and resolutions applicable to the move. A copy of this record will be made available to the DCSD upon request or upon completion of the move. 3. The PM will provide necessary assistance during relocation planning, preparation and implementation. 4. The PM will make themselves available, either by phone, fax, , or in person (in the manner requested and upon request of the DCSD) in a timely manner to provide leadership and guidance during the planning and preparation for the move. 5. The PM will be onsite and available for the purpose of overseeing the move and working with the DCSD in coordinating all move-related activities. 6. The PM will correct any noted problems with processes or personnel in a timely manner. 7. The PM will be responsible for remedying problems with their own staff (or employees, contractors, and sub-contractors) in the manner the move is taking place (safety issues, poor quality work, personnel matters, etc). DCSD shall rely on the PM to remedy such issues rather than taking matters into their own hands. Conversely, DCSD will remedy any noted problems being created by DCSD personnel. 8. The PM will make himself available for necessary meetings and discussions applicable to move planning and preparation. This availability is to be either in person, by phone, or based on the needs of the DCSD. 9. The PM will perform additional duties necessitated by the relocation. Upon the request of the DCSD, the PM is to make his services available in the performance of other tasks or duties as deemed necessary to coordinate, streamline or hasten the relocation effort.

19 CONTINUATION SHEET Page 19 SPECIFICATIONS/SCOPE OF WORK (Cont d) Project Manager Responsibilities (Cont d) 10. The PM will be responsible for functioning as a single point of contact while coordinating the flow of work between the moving company and staff, onsite technicians, equipment installers, electricians, network administrators, facilities staff, cleanup personnel, and IT employees. The PM will report directly to IT management. 11. The PM will coordinate the servicing or repair of equipment that fails to become satisfactorily operational immediately following the move using specific maintenance technicians contracted for the equipment they typically maintain. 12. The PM will participate in a supervised tour of the TWT Collocation facility to gather information applicable to the relocation and to better understand the scope of services to be provided. In addition, he will participate in a supervised tour of the collocation data center site to become familiarized with that facility and to obtain a better understanding of where the equipment will be positioned during the move. During this tour, he should note any observed problems or deficiencies that might impact the move, equipment locations, or lead to future problems. 13. The PM will oversee the setting up and maintaining of a sign-in/sign-out location and register and require all persons participating in the relocation effort (to include, but not limited to move company personnel, contracted computer technicians, electricians, IT personnel, other support staff, etc) to sign a log upon arrival indicating their name, company, and arrival time. Following their arrival and sign-in, they are to physically remain on-site until such time as dismissed by the PM, at which time each individual is to sign out. A copy of this log will be provided to the DCSD upon completion of the move, or upon request. 14. The PM will maintain an inventory check-list for each device that is de-installed and moved to the new facility. Each item on the inventory should reflect an origin time (when the device was moved FROM the existing data center, a destination time (when the device was delivered to the new data center location, and a completion time (when the device has been re-installed and verified fully operational to the satisfaction of the DCSD. 15. The PM shall be responsible for planning, developing, and implementing a move solution approach and schedule that offers acceptable levels of risk, produces minimal impact to the DCSD s Customers, and results in nominal downtime. The solution must be based on Customer s business needs, the equipment and applications necessary to fulfill those needs, and include individual Customer s

20 CONTINUATION SHEET Page 20 SPECIFICATIONS/SCOPE OF WORK (Cont d) Project Manager Responsibilities (Cont d) approvals for any downtime that is required. Responses that offer asset-based solutions (whereas minimal consideration is provided for the Customer s business requirements) will be unacceptable and will be deemed justification for rejection due to non-compliance to Specifications. The resulting plans must detail any risks, anticipated downtime, and/or concerns that the DCSD should be aware of. 16. The PM should have at least five years actual experience in planning, managing, overseeing, and implementing data center relocations. 17. The PM will remain available and onsite during each phase of the relocation. 18. The PM will perform other duties as assigned that are within the scope of this move.

21 CONTINUATION SHEET Page 21 SPECIFICATIONS/SCOPE OF WORK (Cont d) Moving Company Responsibilities The moving company s responsibilities include, but are not limited to, the following 1. Prior to the start of relocation activities, the moving company is to provide a team to prepare the pathways for both the origin and destination locations to avoid any possible damage in the process of moving equipment, to include (but not limited to) floors, walls, elevators, etc). This preparation shall be done to the satisfaction of DCSD. The Contractor will be responsible for the cost to repair damaged areas resulting from the move due to poor preparation, with their costs being recovered thru withheld payments to the moving company (as applicable). 2. The moving company will follow the instructions and direction of DCSD and the contracted PM. 3. The moving company representative is to review the condition of the originating and destination locations in the company of a DCSD representative prior to the move and immediately after the move-in. These reviews are to be notated and signed by both representatives. The moving company will be responsible for any new damage discovered and reported during a walk-thru inspection of the same locations conducted after the move. 4. The moving company employees are to be dressed in neat, clean uniforms that are identified in such a manner as to identify the moving company and wear ID badges while on DCSD property. 5. The moving company shall ensure that moving personnel are readily available as dictated by the readiness of equipment for removal and relocation as stated by the onsite technicians who are responsible for de-installing and preparing the equipment for the move. 6. The moving company shall ensure that appropriate equipment and moving materials are provided and used to move the applicable computing equipment from their existing location, to the transport vehicle, and ultimately to the new installation location. All transport vehicles are to be enclosed and offer an air-ride suspension.

22 CONTINUATION SHEET Page 22 SPECIFICATIONS/SCOPE OF WORK (Cont d) Moving Company Responsibilities (Cont d) 7. The moving company shall ensure that all supervisory personnel assigned to the relocation effort are dedicated for the purpose of supervision responsibilities, and are not to be used as part of the labor pool. Technician Responsibilities The Computer Technicians responsibilities include, but are not limited to, the following 1. To prevent unnecessary delay, necessary Technicians must be onsite and prepared to begin powering down, disconnecting, unracking and making the equipment ready for the move personnel to perform the actual relocation. 2. Once equipment has been made ready for the movers, Technicians are to accompany the movers from the old install site to the new install site, ensuring care and safety of each device is properly exercised and that the equipment is moved in compliance to manufacturer s expectations and in such a manner that existing OEM maintenance certifications remain intact. 3. Technicians are to document any discrepancies or damages incurred by movers (or others) during the device relocation and immediately inform the PM of such. In the event of damages, this information will be helpful in seeking repair or replacement compensation. 4. Upon arrival at the new site, Technicians are to oversee the off-loading and movement of equipment to their new locations, unwrap, prepare each device for re-installation, and perform final racking of equipment. Necessary power and network connections should be readily identified and available to the Technicians for ease of installation. 5. For equipment that is not operational following its relocation and re-installation, Technicians are to be onsite to perform immediate repairs or obtain and install replacement parts (with additional support available as needed from their company and its maintenance and support resources) as needed to restore equipment to satisfactory operating condition. 6. Technicians are to remain onsite from their scheduled arrive time until all equipment has been relocated, re-installed, powered-up, and verified by the DCSD to be back in full and satisfactory operating condition.

23 DCSD Responsibilities CONTINUATION SHEET Page 23 SPECIFICATIONS/SCOPE OF WORK (Cont d) DCSD s responsibilities include, but are not limited to, the following 1. To ensure existing maintenance contracts are not adversely impacted and remain valid, DCSD will ensure that the Contractor utilizes only equipment maintenance providers that are authorized to work on equipment without compromising or invalidating existing maintenance contracts. 2. The DCSD will provide a floor-grid diagram of the existing facility. A floor-grid diagram is included that identifies the current placement of equipment frames and server cabinets as they now exist on the computer room floor. 3. The DCSD will provide a floor-grid diagram of the future facility at the pre-bid meeting. This diagram may be modified as changes are confirmed. 4. The DCSD will provide a detailed listing of all equipment to be relocated. 5. The DCSD will be responsible for coordinating the relocation of all communications to the new facility. The DCSD s Network Group will ensure that all communications circuits and equipment are in place and ready at time of move. 6. The DCSD will provide a licensed electrical contractor (as needed) at planning meetings and during the move. 7. The DCSD will be responsible for the relocation of all office furniture, equipment, and employee s personal items and Contractor involvement will not be required. 8. The DCSD will produce a full backup of all databases and systems. Immediately prior to shutting down systems, all DCSD customers will be advised to cease any update activities and a full backup will be taken of all databases and systems. One set of tapes from this backup will be transported offsite for disaster recovery purposes. 9. The DCSD will be responsible for the disconnection, packing, and safe transport of all personal computers, printers, and other computer-related devices from existing offices to new offices and Contractor involvement will not be required.

24 DCSD Responsibilities (Cont d) CONTINUATION SHEET Page 24 SPECIFICATIONS/SCOPE OF WORK (Cont d) 10. The DCSD will provide the Contractor any changes or updates regarding the relocation. Due to the advance preparation and award of this RFP, the DCSD will make every effort to keep the Contractor current and up-to-date on changes to the relocation plans as they become known to ensure that added costs and logistics can be evaluated prior to the move. 11. The DCSD will provide a current escalation list of involved parties. A current listing of individuals who will actively be involved in the move will be provided to the successful contractor PRIOR to the relocation. It will include the names, job titles, addresses, and work and home phone numbers should the need arise that they be contacted during the move effort (although these persons will most likely be present and available during the move). 12. The DCSD will ensure payment only for equipment that is actually relocated. 13. The DCSD will provide the Contractor with access to DCSD ITS staff for all phases.

25 CONTINUATION SHEET Page 25 AWARD OF CONTRACT Selection shall be made of one or more Offerors deemed to be fully qualified and best suited among those submitting proposals. Negotiations and interviews may be conducted with one or more qualified Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, DCSD shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. DCSD may cancel this RFP; reject proposals or any portion thereof at any time prior to an award. Should DCSD determine at its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award shall be in the form of a firm fixed price contract. The award document will be a contract incorporating by reference all the requirements, terms, and conditions in this solicitation and the contractor's proposal as negotiated.

26 CONTINUATION SHEET Page 26 TERMS & CONDITIONS 1. All participating proposers, by their signature, agree to comply with all of the conditions, requirements, and instructions of this request for proposal ( RFP ) as stated or implied herein. Should the District omit anything from this document which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the proposer shall secure written instructions from the Director of Purchasing & Contracting of the District at least 48 hours prior to the time and date of the scheduled opening of the proposals. 2. The proposer warrants that all equipment, materials, and work will conform within applicable drawings, specifications, samples, and/or other descriptions given to the District, and that they will be free from defects. Without limitation of any rights that the District may have at law or in equity, goods that are not as warranted and/or that are not in conformance with applicable drawings, specifications, samples, and/or other descriptions may be returned by the District at the proposer s expense within a reasonable time after delivery, for either credit or replacement, as the District may direct. 3. The successful proposer shall be required to indemnify and hold the District and its agents and employees harmless from and against all suits or actions of any kind, including workers compensation claims, brought against them for or on account of any damages or injuries received or sustained by any parties, by or from the acts of the successful proposer or its agents or employees. The successful proposer shall maintain insurance for workers compensation as required by law, and shall additionally maintain general liability insurance with limits not less than $1,000, for bodily injury and $1,000, for property damage. Comprehensive automobile liability insurance coverage is also required. 4. The successful proposer shall comply with all applicable federal, state, and local laws, regulations, administrative rulings, and codes, and shall secure all necessary licenses and permits in connection with this RFP and any goods or services to be provided hereunder.

27 CONTINUATION SHEET Page 27 TERMS & CONDITIONS (Continued) 5. By submission of the proposal, the proposer certifies that the proposal has been arrived at independently and submitted without collusion with any other proposer, and that the contents of the proposal have not been communicated by the proposer, or to the proposer s best knowledge and belief, by any one of its employees or agents, to any person not an employee or agent of the proposer, and will not be communicated to any person prior to the official opening of the proposals. 6. All information included the Colorado Open Records Act a strong presumption for disclosure, merely marking information as confidential is not necessarily sufficient to prevent disclosure. The following information concerning the proposal shall not be considered as confidential commercial information even if it is clearly marked as such: prices, non-financial information concerning compliance with specifications, guarantees, and warranties. 7. The successful proposer shall indemnify and hold the District harmless from any and all claims, causes of action, suits and liabilities, including attorneys fees and costs, arising out of or relating to disclosure of any information included in the successful proposer s proposal. 8. Venue for any and all legal action regarding or arising out of or related to the RFP, response to RFP, or work performed thereunder shall be solely in the District Court in and for Douglas County, State of Colorado. The transactions covered herein shall be governed by and construed in accordance with the laws of the State of Colorado. 9. The District is exempt from sales, use, and excise taxes. Certification of tax exemption will be issued upon request. Any appropriate taxes shall be shown as a separate item in the proposal. 10. The District reserves the right to cancel without penalty, at any time, any awards occurring as a result of this RFP. Time is of the essence. When a date is set for the delivery of goods or the performance of work, the goods must be delivered, and/or the work must be performed, in accordance with the proposal specifications or description on or before that date, or the order to the delinquent proposer may be canceled and re-awarded.

28 CONTINUATION SHEET Page 28 INSURANCE REQUIREMENTS CONTRACTORS General: The contractor shall not commence work under this contract until he has obtained all insurance required by the contract documents, and such insurance has been approved by the School District, nor shall the Contractor allow any Subcontractor to commence work on this project until all similar insurance required of the Subcontractor(s) has been obtained and approved by the School District. During the life of this contract, the Contractor must maintain the insurance coverages listed in this section. THE SCHOOL DISTRICT MUST BE NAMED AS AN ADDITIONAL INSURED. Indemnification: The Contractor shall indemnify and save harmless the Douglas County School District Re-1 ("The School District") and all its officers, agents, and employees against all losses, costs, or damages (including attorney's fees and other costs of defense) and all suits or actions for, or on account of, anyone's injuries or damages in connection with performance under this contract (whether or not negligence of any of the indemnities contributed thereto) or by, or in consequences of, anyone's negligence in connection with same, or on account of the use of any improper or defective materials, or on account of any poor workmanship, or on account of any act of omissions or commission of the Contractor of his Subcontractor(s), agents, servants, or employees, or for any cause arising out of the performance of this contract. The School District may, if it so desires, withhold payments due the Contractor so long as shall be reasonable necessary to indemnify the School District hereunder. Minimum Limits of Insurance: Contractor shall maintain limits of: 1. Commercial General Liability: $1,000,000 combined single limit and/or policy aggregate; or $500,000 aggregate and $500,000 per occurrence for bodily injury, personal injury, and property damage. An "Occurrence" policy from preferred. 2. Automobile Liability: $500,000 combined single limit or $250,000 per person and $500,000 per occurrence for bodily injury and property damage. 3. Worker's Compensation and Employer's Liability: Workers' Compensation limits as required by the State of Colorado and Employer's Liability limits of $100,000 per accident. 4. Professional Liability (Errors & Omissions): $1,000,000 per occurrence, $1,000,000 annual aggregate for claims resulting from professional errors and/or omissions. A "Claims-made" policy form is acceptable.

29 CONTINUATION SHEET Page 29 INSURANCE REQUIREMENTS CONTRACTORS (Continued) 5. Other Insurance As May Be Required by the School District: The School District reserves the right to evaluate the adequacy and financial stability of the insurance companies, using standard industry guidelines and rating systems; and to use this evaluation as a contributing basis for evaluating and awarding of the bid. All Coverages: Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the following: Douglas County School District Re-1 c/o Risk Management 701 Prairie Hawk Drive Castle Rock, CO Special circumstances and/or risks may require additional endorsements. Commercial General Liability Insurance: This insurance is to protect the Contractor, Subcontractor(s), and the School District against claims for bodily injury or property damage arising out of any act or omission of the Contractor, his agents, employees, or Subcontractor(s). It must include "Broad Form" general liability language including, but not limited to: 1. Operations - Premises Liability (including mobile equipment) 2. Contractors Protective Liability 3. Completed Operations/Product Liability 4. Broad Form Property Damage coverage 5. Blanket Contractual coverage 6. Personal injury coverage If the work requires blasting, explosive conditions, or underground operations, the comprehensive general liability coverage shall contain no exclusion relative to blasting, explosion, structural collapse, or damage to underground property. Any Subcontractor must have coverage in the same amount and form as the Contractor. Worker's Compensation Insurance: This insurance is to protect against bodily injury claims of employees. It must include all coverages set forth in the Colorado Workers' Compensation Act and cover all employees at the site of the project. Any Subcontractor must have coverage in the same amount and form as the Contractor.

30 CONTINUATION SHEET Page 30 INSURANCE REQUIREMENTS CONTRACTORS (Continued) Commercial Automobile Liability Insurance: This insurance is to protect the Contractor, Subcontractor(s), and the School District against claims resulting from an occurrence involving the Contractor's automotive equipment. This insurance shall be written in comprehensive form. Protection under the automobile liability insurance must include: owned, hired, and non-owned cars, trucks, and other licensed automotive equipment. Any Subcontractor must have coverage in the same amount and form as the Contractor. Professional Liability Insurance: This insurance is to protect the Contractor, Subcontractor(s), and the School District against claims arising out of any act of error or omission of a professional architect, engineer, or consultant. Proof of Insurance: When the Contractor executes the agreement, the Contractor shall furnish to the School District sufficient evidence to prove that all required insurance is in force, and shall require any Subcontractor to submit similar evidence before undertaking work under this contract. Each insurance policy shall contain a clause providing that it shall not be canceled or limits significantly depleted without 30 days written notice to the School District. Insurance obtained by the contract shall be subject to approval by the School District, but neither approval by the School District of any insurance supplied by a Contractor of Subcontractor(s), nor failure to disapprove such insurance shall relieve Contractor of Subcontractor(s) of their obligation to maintain in full force, during the life of the contract, all required insurance. Subcontractors: Contractor shall include all Subcontractor(s) and insureds under its policies, or shall furnish separate certificates and endorsements for each Subcontractor. All coverage for Subcontractor(s) shall be subject to all of the requirements stated herein.

31 CONTINUATION SHEET Page 31 PROPOSAL RESPONSE FORMAT In order to maintain comparability and consistency in review and evaluation of responses, all proposals shall be organized as specified below. Avoid any elaborate promotional materials and provide only information that is required. All supporting materials should clearly reference the portion of the RFP to which they pertain. Each vendor proposal shall consist of one marked original copy and three (3) copies in the format specified within this section. Proposals not meeting the requirements below may be determined to be non-responsive, non-responsive proposals will receive no further consideration. A. Table of Contents: Please clearly outline and identify the material and responses by tab and page number. Outline in sequential order the major areas of the proposal, including enclosures. All pages must be consecutively numbered and correspond to the table of contents. B. Tab 1 - Cover Letter: Provide a cover letter indicating your firm s understanding of the requirements/scope of services of this specific proposal. The letter must be a brief formal letter from the Proposer that provides information regarding the firm s interest in and ability to perform the requirements of this RFP. A person who is authorized to commit the Proposer s organization to perform the services included in the proposal must sign the letter. Please provide a list of all persons authorized to give presentations for Proposer. Please provide name, title, address, telephone numbers (including fax) and address. C. Tab 2 Qualifications: Summarize the qualifications of the firm. Where the project team includes subcontractors or sub-consultants, qualifications of the proposed subcontractors or sub-consultants shall also be provided. Past working relationships on similar projects should be indicated. Provide the credentials of the individual(s) from your firm that will administer the day-to-day operations of the DCSD contract. Include a resume for each individual mentioned detailing specific experience with similar projects. Proposal must identify the person or persons to perform work with the District and give the percent of the contract each person would be expected to perform. It is expected that the services provided will require a close, positive working relationship with the District and that the personnel identified would not be changed without the prior written approval of the District. The District will reserve the right to terminate the contract if key personnel are changed or if working relationships are not satisfactory. The proposed personnel shall be available throughout the duration of the entire project.

32 CONTINUATION SHEET Page 32 PROPOSAL RESPONSE FORMAT (Continued) List the service representatives available to this account. Qualifications of new people working under this contract will be submitted to the District in writing for approval prior to them conducting any service under this contract. Submit list of all employees that will be working under the current contract and any intention for additional personnel, and back-up personnel for each function. It is expected that your response will include the resumes of your most qualified personnel to perform this project. As an alternate please include a resume and project history of your second tier personnel, your personnel evaluation will be based upon the least qualified personnel. D. Tab 3 References: D.1. Vendor References: Please provide five (5) market references of similar size moves. Include name of customer, address, contact name, telephone numbers (including fax number), and address. Please include only references within the current calendar year and previous two (2) calendar years. The District may contact these references during the evaluation process. Each Proposer should include under this tab, in tabular form, summary information for all contracts of similar size and scope performed by the firm, or team, within the past two (2) years. Information provided for each job shall include: 1. Contract/Project name 2. Agency/department/office for which performed 3. Dates of contract 4. Owner s contract/project manager or other representative 5. Contact person including phone and address 6. Dollar value of contract The District reserves the right to contact any and all references and to obtain, without limitation, information on the Proposer s performance on the listed jobs. These contacts may be asked a brief number of questions to help ascertain the bidder s qualifications for relocation-related contracts.

33 CONTINUATION SHEET Page 33 PROPOSAL RESPONSE FORMAT (Cont d) D.2. Project Manager References: Please provide three (3) references where they have fulfilled relocation-related contracts. Include name of customer, address, contact name, telephone numbers (including fax number), and address. Please include only references within the current calendar year and previous two (2) calendar years. The District may contact these references during the evaluation process. Each Proposer should include under this tab, in tabular form, summary information for all contracts of similar size and scope performed by the firm, or team, within the past two (2) years. Information provided for each job shall include: 1. Contract/Project name 2. Agency/department/office for which performed 3. Dates of contract 4. Owner s contract/project manager or other representative 5. Contact person including phone and address 6. Dollar value of contract The District reserves the right to contact any and all references and to obtain, without limitation, information on the Proposer s performance on the listed jobs. These contacts may be asked a brief number of questions to help ascertain the bidder s qualifications for relocation-related contracts. E. Tab 4 - Scope of Services: The Proposer must acknowledge agreement with the specific requirements of the specifications starting on page 9 or provide an alternative for the District to consider. Indicate any exceptions to the scope of services of the RFP. Summarize your approach and understanding of the services and any special considerations of which the District should be aware. In addition to the stated Scope of Services, the proposer shall address each of the following points: 1. A proposed time line for the move. 2. List all equipment to be provided by the vendor to accomplish the move. 3. Address specific levels of impact that would be imposed on the customer base during the move. F. Tab 5 Pricing: Provide the DCSD with pricing and technical specifications that fully describe the recommended relocation service. Ensure that the recommended solution meets the minimum specifications described herein and is appropriate for the anticipated environment that is described in this document.

34 CONTINUATION SHEET Page 34 PROPOSAL RESPONSE FORMAT (Cont d) Part-A: Contractor fees and salaries Part-B: Project Manager fees and salaries Part-C: Base moving company costs Part-D: Equipment technician charges Part-E: Total other charges (attach detailed listing) TOTAL COST $ $ $ $ $ $ G. Tab 6 Appendices: The content of this tab is left to the Proposer s discretion. However, the Proposer should limit materials included here to those that will be helpful to the District in understanding the services provided for this specific contract.

35 TWT Colo ITS Last Revision By: Victor Wilcox May 17 th, x Cisco 3750Es Blade Enclosure C P Class Oracle RAC Blade Enclosure D P Class Oracle Apps 3 Phase, 205V, 30Amp Power Enclsoure

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