City of University City. Request for Proposal (RFP)

Transcription

1 City of University City, Missouri Request for Proposal (RFP) For Data Storage, Backup, and Disaster Recovery Issue Date: July 1, 2013 Issued By: Inquiries: Proposals Due: City of University City 6801 Delmar Blvd. University City, MO Michael Carlin Information Technology Phone: (314) July 29 th, 2013 at 3:00 p.m.

2 SECTION 1 INTRODUCTION PURPOSE In May of 2012, the City of University City (hereafter referred to as the City ) sought equipment for data storage, back-up and disaster recovery. Due to the length of time since those proposals were received, the City is reissuing the RFP to obtain a current price and ensure the best technology is selected. This Request for Proposal (RFP) states the overall scope of services desired and specific functionality as well as required Vendor qualifications, and it is intended. BACKGROUND The City of University City, Missouri is located in St. Louis County and was incorporated in The City charter was adopted in 1947 and the City has a Council-Manager form of government. It serves an area of six square miles with a population of 35,000 residents. City staff is divided into 2 uniformed departments (Police and Fire), 4 non-uniform departments (Administrative Services; Public Works and Parks; Community Development; and the Council / City Clerk.) IT services are performed at multiple City locations including the following buildings: City Hall, City Hall Annex, Trinity Building, Fire Station #2, Centennial Commons, the Community Center, and the Ruth Park Golf Course. The existing network is comprised of (4) physical servers and (20) virtual servers with a goal of being completely virtual by the end of The current system consists of one of three configurations: 1. Dell PowerEdge physical servers with internal storage (to be eliminated) 2. Dell PowerEdge physical servers accessing PowerVault storage (to be eliminated) 3. Dell PowerEdge servers hosting a virtual VMWare environment accessing an Equilogic Storage Area Network (SAN) Backup is provided via two solutions (both to be eliminated): 1. Cloud backup is provided for critical systems 2. Non-critical backup is provided by a Quantum DXI3500 with Speedloader tape drive The only current means of disaster recovery is to physically store the magnetic tapes from the Speedloaded offsite. City of University City RFP for Storage / Backup / Disaster Recovery 2

3 SCOPE OF WORK (SOW) The scope of work for this RFP shall include the following items: Provide a storage solution, including hardware and any software, that is compatible with our existing Dell PowerEdge ESX / VMWare virtual environment with a minimum five-year life cycle. Provide a backup solution, including hardware and software, that will allow for timed automated backups with quick and easy restores. Provide a disaster recovery solution, including hardware and software, that will provide automated off-site storage. Provide warranty and maintenance agreements for a minimum five-year life cycle. Warranty shall provide a quick replacement time. Maintenance shall include access to any and all patches, updates, and upgrades available for proposed equipment; and access to technical support personnel. Equipment should simplify storage management and increase IT efficiency City of University City RFP for Storage / Backup / Disaster Recovery 3

4 SUBMISSION OF PROPOSALS Each proposal will be prepared on the form provided and be submitted in a sealed envelope bearing the words City of University City, Information Technology Services and the name of the Vendor. It is the sole responsibility of the Vendor to see that their RFP is received in the proper time. Any proposal received after the proposal opening date and time shall be eliminated from consideration and returned to the Vendor unopened. Bids must be received no later than 3:00 P.M., CST, on Monday, July 29, 2013, at the following address: City of University City Attn: Jared Agee 6801 Delmar Blvd. University City, MO If Vendor is selected for award, the bid proposal and all Vendor responses become a part of the final contract. All proposals submitted shall be valid for a period of 150 calendar days from the date of proposal opening. The City will not enter into any contract with a vendor that is unwilling to meet the contractual terms below. Please do not present a proposal if your company or you are unwilling to meet the following terms: 1. Any future legal dispute pertaining to the contract shall be governed by the laws of the State of Missouri and all claims shall be brought in St. Louis County. 2. Any multi-year contracts will be required to be dependent on yearly appropriations in accordance with Missouri law. 3. The City of University City will not agree to full indemnification, hold harmless, limitation on liability, or other similar contractual clauses. City of University City RFP for Storage / Backup / Disaster Recovery 4

5 SECTION 2 PROPOSAL FORMAT AND EVALUATION PROCESS RESPONSE INSTRUCTIONS The submitted proposal must follow the rules and format established within this RFP. Adherence to these rules will ensure a fair and objective analysis of all proposals. Failure to complete any portion of this request may result in rejection of a proposal. To ensure a fair and objective evaluation of all proposals, Vendors are required to submit all communications to the project contact noted on the cover of this RFP. The Vendor must name a representative to communicate with the City. The representative must be a person authorized to negotiate a contract in the company s name and this person or a successor must have full authority to resolve disputes with the City. Before submitting a proposal, Vendors shall examine the specifications in order to understand all existing conditions and limitations. The Vendor shall indicate in the proposal the total sum to cover the cost of all items included in the RFP. The City will not reimburse Vendors for costs incurred in preparing proposals or traveling to the site. PROPOSAL REQUIREMENTS Bids must contain at least the following information: Executive Summary Narrative summarizing the Vendor s ability to meet the requirements of this bid. Include the address of headquarters and the address of office that will serve the City of University City. Provide the name, telephone number and address of primary Vendor contact. Company Profile Describe your company, including but not limited to its years in business, number of clients using the Vendor, company size, organizational structure, and company s target market. Include biographies of key staff members. Support / Maintenance Services Describe your on-going support services available, including hours available, normal response time and communication capabilities (telephone, fax or internet). If you partner with a third party to supply implementation or support services, include the name and address of this company. City of University City RFP for Storage / Backup / Disaster Recovery 5

6 Responses to Functional/Technical Questions (Use Form Attached) Completion of the Functional / Technical Questions is required. Failure to comply with this format may be considered nonresponsive and may cause the Vendor s proposal to be removed from consideration. This portion of the proposal response contains a number of questions that must be answered by each Vendor and are included as an aid to assist the Vendor in making sure all major functionality has been covered in their proposal. The following codes should be used when responding to the questions: YES = NO = Vendor can meet requirement Vendor cannot meet requirement (*) = Indicates the Vendor has an alternative method to satisfy a requirement. The Vendor may place an asterisk (*) in the YES column and refer to that item in the Comments column. Proposal Details Vendors will provide a detailed proposal regarding equipment, software, delivery time, installation time, installation instructions, administration details, estimated switch-over time in which storage may not be available for use with the network, support details, warranty details, etc. Proposal Cost Include all of the costs on the Cost Summary Form found in this packet. References Provide five (5) references of clients similar to the City in which you provide similar services. Please include the site name, address, telephone number, contact name and contact title. Signature Form The attached signature form must be signed as outlined for the proposal to be considered. A web-conference may be requested prior to award. City of University City RFP for Storage / Backup / Disaster Recovery 6

7 DEMONSTRATIONS AND PRESENTATION The City may require Vendors to be interviewed at the City s work site. Vendors may also be required to make presentations and/or provide written clarifications of their responses at the request of the municipality. MANDATORY PRE-BID MEETING The City will have a mandatory pre-bid meeting on July 17th, 2013 at 10am to view the existing equipment and answer any questions. Staff will meet vendors at the base of the main stairs on the first floor of City Hall and begin the tour shortly thereafter. Interested vendors must be present at this meeting to be considered. EVALUATION OF PROPOSALS Evaluation of the proposals is expected to be completed within 90 days after receipt with implementation to begin as soon as possible. The City s staff will evaluate all proposals and review the features with users. The City may involve outside consultants in this review. An evaluation team will evaluate proposals using, but not limited to, the criteria outlined below. Public sector specific market focus Quality, clarity and responsiveness to specifications Cost and quality of services Functional/technical requirements Demonstrated performance elsewhere in the public sector Vendor financial stability and longevity Qualifications of the assigned project manager and training staff On-site interviews City of University City RFP for Storage / Backup / Disaster Recovery 7

8 SECTION 3 ADDITIONAL INFORMATION Right to Cancel The City of University City reserves the right to change any aspect of, terminate, or delay this RFP, the RFP process and/or the program which is outlined within this RFP at any time, and notice shall be given in a timely manner thereafter. No Award Recipients of this RFP are advised that nothing stated herein, or any part thereof, or any communication during the evaluation and selection process, shall be construed as constituting, offering or awarding a contract, representation or agreement of any kind. Not Liable for Costs The City of University City is not liable and will not be responsible for any costs incurred by any Vendor(s) for the preparation and delivery of the RFP responses, nor will we be liable for any costs incurred prior to the execution of an agreement, including but not limited to, presentations by RFP finalists. Property of the City Responses to this RFP will become the property of the City, and will form the basis of negotiations of an agreement with the apparent successful Vendor. Waiver of Irregularities The City reserves the right, at its sole discretion, to waive minor administrative regularities contained in any proposal. No Obligation to Buy The City reserves the right to reject, or accept only certain portions of, any or all proposals at any time without penalty and from contracting with any Vendor. The release of this RFP does not convey the initiation of a purchase. Withdrawal of Proposals Vendors may withdraw a proposal that has been submitted at any time up to the proposal closing date and time. To accomplish this, a written request signed by an authorized representative of the Vendor must be submitted to the RFP Contact. The Vendor may submit another proposal at any time up to the proposal closing date and time. Errors in Proposal The City will not be liable for any errors in Vendor proposals. Vendors will not be allowed to alter proposal documents after the deadline for proposal submission. Corrections or amendments due to errors identified in the Vendor s proposal may be accepted if this type of correction or amendment is due to typing, transposition or any other obvious errors. Vendors are liable for all errors or omissions contained in their proposals. After opening and reading proposals, they will be checked for correctness. If, after the opening and tabulation of proposals, a Vendor claims error and requests to be relieved of award, s/he will be required to promptly present certified work sheets. The RFP contact will review the work sheets and if the RFP Contact is convinced, by clear and convincing evidence, that an honest, mathematically excusable error or critical omission of costs has been made, the Vendor may be relieved his/her proposal. City of University City RFP for Storage / Backup / Disaster Recovery 8

9 Confidentiality The Vendor agrees that it will not permit the disclosure or duplication of any information received from the City or stored on City systems unless such disclosure or duplication is specifically authorized in writing by the City, or as required by law. The City agrees that it will not disclose or duplicate any information designated in advance by the Vendor as Confidential/Proprietary information to any person (other than City personnel who must have access to such information) unless such duplication, use or disclosure is specifically authorized in writing by the Vendor or is required by law. The term Confidential/Proprietary does not include ideas, techniques, or concepts that are in the public domain. Evaluation Rights The City reserves the right to: a) reject any or all proposals, or to make no award, b) require modifications to initial proposals, c) make partial or multiple awards, or d) further negotiate costs submitted in proposals. The City reserves the right to award the contract in any manner deemed in the best interest of its citizens. Employee Background Check The City reserves the right to require a credit check and background check (federal, state, and local) of any and all employees accessing City technology. Cost associated with checks shall be the responsibility of the Vendor. Indemnification Vendor shall agree to defend, indemnify, and hold harmless the City, its officers, employees, agents and volunteers from any and all claims, actions, judgments, losses, cost (including personnel related costs, reasonable attorney s fees and all other claim related expenses) and damages whatsoever including but not limited to claims made upon the City arising by reason of accident, injury, or death to any person, to Vendor or to Vendor agents, employees, servants and all subvendors or by reason of injury to property arising out of or in connection with work performed under the contract, except upon a finding of a tier of fact that such loss was caused by the sole negligence of the City. This promise of indemnity shall specifically apply in the case of injuries to Vendor s own employees. Insurance Requirements The Vendor shall procure and maintain for the duration of this agreement insurance of the types and in the amounts required by the City against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work by the Vendor, its agents, representatives, employees, sub-consultants or sub-vendors. Equal Employment The Vendor shall comply with all federal, state, and local laws, rules, regulations and ordinances prohibiting discrimination in employment with regard to age, sex, race, color, creed, national origin, or mental handicap, unless based upon a bona fide occupational qualification. Payment Schedule Upon reaching agreement with the Vendor for the pricing of work, the City shall pay the Vendor according to the schedule specified in the contract or lease agreement. City of University City RFP for Storage / Backup / Disaster Recovery 9

10 SECTION 4 EQUIPMENT DATA Current Equipment: (4) Dell PowerEdge physical servers with either internal storage or Dell PowerVault storage (to be eliminated) (3) Dell PowerEdge virtual hosting a VMWare virtual environment with (2) Dell Equilogic SANs City utilizes gigabit switches, but would entertain the option of upgrading the server switch to a 10gig if justified City has numerous remote sites in the City with dedicated gigabit fiber connections that can be used for disaster recovery Currently, the City has 6TB of total storage with an expected 10% annual growth rate. Please note, the storage solution is expected to provide storage for the entire network. Systems we have utilizing the PowerVaults and internal storage are intended to be decommissioned with the purchase of a new unified storage solution. City of University City RFP for Storage / Backup / Disaster Recovery 10

11 SECTION 5 SIGNATURE FORM If the Vendor is a SOLE OWNER OR PARTNERSHIP (indicate one) execute this part of the Proposal: _ (Signature of Owner or Partner) (Date) (Print Contact Name and Title) (Business Name of Bidder) (Contact Telephone Number) (Address) (City, State, Zip) ************************************************************************************* If the Vendor is a CORPORATION execute this part of the Proposal. If not executed by the Corporation (i.e. required signatures as seen below and Corporate Seal affixed), a certified Corporate Resolution authorizing the form of execution used must be attached to and made part of this RFP Response. _ (Signature of President/Vice President (Date) (Signature of Secretary, Asst. Sec., or Treasurer (Title) _ (Title) (Corporate or Business Name of Bidder) (Print Contact Name and Title) (Address) (Contact Telephone Number) (City, State, Zip) CORPORATE SEAL City of University City RFP for Storage / Backup / Disaster Recovery 11

12 SECTION 6 COST SUMMARY FORM Bidder Name Date PROPOSAL COST Storage Hardware Cost Software Cost Warranty / Maintenance Yearly Cost TOTAL Backup Hardware Cost Software Cost Warranty / Maintenance Yearly Cost TOTAL Disaster Recovery Hardware Cost Software Cost Warranty / Maintenance Yearly Cost TOTAL City of University City RFP for Storage / Backup / Disaster Recovery 12

13 SECTION 7 Functional / Technical Questions Completion of the Functional / Technical Questions is required. Failure to comply with this format may be considered non-responsive and may cause the Vendor s proposal to be removed from consideration. This portion of the proposal response contains a number of questions that must be answered by each Vendor and are included as an aid to assist the Vendor in making sure all major functionality has been covered in their proposal. The following codes should be used when responding to the questions: YES = NO = Vendor can meet requirement Vendor cannot meet requirement (*) = Indicates the Vendor has an alternative method to satisfy a requirement. The Vendor may place an asterisk (*) in the YES column and refer to that item in the Comments column. PHONE / VOIC Yes No Comments Manufacturer can provide 24x7 support Manufacturer can respond within 2 hours of service request Manufacturer has previous experience in a municipal environment Reseller has previous experience selling proposed equipment Reseller has previous experience installing proposed equipment 6 Proposal supports Citrix 7 Proposal supports Microsoft City of University City RFP for Storage / Backup / Disaster Recovery 13

14 Yes No Comments 8 Proposal supports VMWare Proposal provides RAID configuration Proposal has hot-swappable hard drives Proposal has hot-swappable power supplies Proposal has hot-swappable controllers Proposal provides redundant power supplies Proposal can handle an annual 10% growth rate on current 6TB for 5 years Vendor can provide migration assistance City of University City RFP for Storage / Backup / Disaster Recovery 14