REQUEST FOR PROPOSAL

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1 REQUEST FOR PROPOSAL INFORMATION TECHNOLOGY (IT) DISASTER RECOVERY PLAN DEVELOPMENT WAUPACA COUNTY INFORMATION SYSTEMS DEPARTMENT 811 HARDING STREET WAUPACA, WI PART I GENERAL A. Background The Waupaca County Information Systems Department (ISD) facilitates the effective use of information technology resources to support the County s business objectives including financial management, information systems, public service and regulatory compliance. This is accomplished by providing services related to, but not limited to, computer system programming, records management services, WAN and LAN management and data communications systems management. ISD utilizes a wide variety of hardware and software, including IBM s iseries AS/400 and RS/6000 platforms, SQL and Novell servers, and various personal computers and workstations to support the County s computing needs. In addition, ISD has implemented technologies such as Internet and Intranet access, electronic mail ( ), and optical image storage. Certain hardware and software systems are considered critical to the County s operations. If a disaster disables the facilities in which ISD is housed, the operation of these systems would have to be recovered within a relatively short period of time to ensure restoration of essential County services. B. Scope Develop and implement an IT Disaster Recovery Plan that is comprehensive enough to ensure that business interruptions can be minimized in the event of a disaster by restoring critical hardware and software systems, files and computer output services. 1

2 PART I GENERAL (continued) C. Owner s Needs and Expectations 1. Identify and compile a database of key decision-making personnel to be notified in the event of a disaster that includes both ISD personnel and hardware & software vendor representatives. 2. Identify and compile a database of ISD essential supplies that are required for continuing normal business activities. 3. Organize and assign responsibilities to decision-making ISD and user department personnel that will form the following reconstruction teams: First Response Team Damage Assessment Team Emergency Management Team Security Team Emergency Operations Hot-Site Team Network Recovery Team User Hardware Team 4. Prepare a Business Impact Analysis (BIA) that will identify critical business functions and rank these functions in order of importance from highest to lowest priority including required recovery times for hardware and software systems that support these critical business functions. 5. Identify the critical recovery time(s) in which business processing must be resumed before suffering significant or unrecoverable losses. 6. Identify and document existing data backup procedures and the off-site storage of such backup media. Evaluate the security and control of these off-site facilities and determine if alternative backup strategies are required for an orderly recovery. 7. Identify alternate hot-site options available to Waupaca County for their existing computer hardware and software configurations and recommend the option(s) to incorporate into the IT Disaster Recovery Plan. 8. Develop and incorporate procedures for the annual testing and maintenance of the IT Disaster Recovery Plan that also includes documentation, evaluation and analysis of actual test results. 2

3 PART I GENERAL (continued) D. Selection Procedure The Waupaca County Information Systems Department (ISD) and the Information Systems Committee shall be the sole judge as to the merits of the proposal(s) received and any resulting agreement. The decision by Waupaca County will be final. Waupaca County s evaluation criteria will include, but shall not be limited to, the following items: Contractor s Overall Experience Contractor s Experience with IT Disaster Recovery Plan Development Projects Expertise of Contractor s Personnel Contractor s References Contractor s Cost Proposal E. Tentative Schedule Waupaca County s tentative schedule is as follows: Request for Proposal Released: March 17, 2006 Proposals Due: April 17, 2006 Contract Awarded: May 10, 2006 Contract Completion Date: December 15, 2006 F. Schedule Objectives The anticipated completion of this project is December 15, 2006, or mutually agreed upon date; approximately 217 days after the contract is awarded by Waupaca County. 3

4 PART II RESPONSIBILITIES A. Waupaca County s Team The following Waupaca County team members will be available for the proposed project for contract negotiation, contract monitoring, and contract change order authority: Mr. Robert Reath Information Systems Director Waupaca County Courthouse 811 Harding Street Waupaca, WI Phone: (715) Fax: (715) Mr. Jim Bernhagen Finance Director Waupaca County Courthouse 811 Harding Street Waupaca, WI Phone: (715) Fax: (715) Waupaca County Information Systems Department staff will provide contractor with data and information concerning the county s computer hardware and software infrastructure. Waupaca County also will provide the contractor with existing software questionnaires that were received from user departments during a December 2005 tabletop exercise on continuity of operations / continuity of government (COOP/COG). In addition, Waupaca County expects that both Department Heads and Information Systems Committee members will be available to assist the contractor with the task of identifying critical business functions and the ranking of those functions in order of importance. B. Contractor s Team The contractor s team includes the contractor and the contractor s consultants and subcontractors. The contractor shall provide all the necessary personnel and support staff to develop the IT Disaster Recovery Plan from initial preparation to implementation of the final product. These Request for Proposal documents are intended to define existing conditions, certain required items, and basic development parameters to be included in the project. It is the contractor s responsibility to complete the IT Disaster Recovery Plan in a manner consistent with the intent of the Request for Proposal documents within the required time period (contract length). 4

5 PART III PROPOSAL REQUIREMENTS A. Basic Proposal Requirements In order to be considered to provide the IT Disaster Recovery Plan Development services, contractors must meet the following basic requirements: A sealed proposal must be received by Monday, April 17, 2006 at 3:00 p.m., at Lower Level Room 0005 of the Waupaca County Courthouse, to the attention of: Jim Bernhagen, CPA Finance Director Waupaca County Courthouse 811 Harding Street Waupaca, WI Sealed proposals received after the scheduled receipt time will not be considered and will be returned by Waupaca County unopened. A duly authorized officer of the submitting company shall sign the original copy of the submitted proposal. One original and ten (10) copies of the proposal that addresses the information described in this Request for Proposal must be submitted in the required submittal format on or before the deadline. Late proposals will not be considered. Contractors submitting proposals must be authorized to do business in the State of Wisconsin and Waupaca County, and must possess all required professional registrations and licenses in accordance with all applicable Wisconsin and Waupaca County statutes, ordinances, regulations and rules. Contractors must also be able to demonstrate financial strength and capacity appropriate to the scale of this proposed project. Costs for the preparation of your response to this Request for Proposal are solely those of the contractors responding and Waupaca County assumes no responsibility for any such costs incurred. Respondents to this Request for Proposal must be available in person for presentation to the selection body or committee designated by Waupaca County at such time and place as may be established. Waupaca County reserves the right to reject any proposal that does not comply with the specific requirements for the submission as described herein. Any questions in regard to this Request for Proposal should be directed to either Robert Reath at (715) or to Jim Bernhagen at (715)

6 PART III PROPOSAL REQUIREMENTS (continued) B. Instructions For Preparing Proposals The proposal shall be prepared and submitted in the following order and format: 1. Transmittal Letter A letter of transmittal signed by an owner, officer, or authorized agent of the company, acknowledging and accepting the terms and conditions of this Request for Proposal. 2. Contractor s Experience with IT Disaster Recovery Plan Development Identify and briefly list your company s experience with projects completed for IT Disaster Recovery Plans. 3. Expertise of Contractor s Personnel a. Identify and include information on your company and any other subcontractor or consultant to be involved in the project along with their specific area of responsibility. b. Size and location of each company, subcontractor or consultant. c. Length of time in business and ownership history of company, subcontractor or consultant. d. Identify key personnel proposed as members of your project team and include their resumes; list their duties, responsibilities and field of expertise as it applies to this project and any applicable licenses, registrations or certifications. 4. Contractor s References Provide three (3) references to include client name, contact name, title, address and telephone number, and description of project that is similar in nature to that being proposed in this Request for Proposal. 5. Contractor s Insurance List the carrier, the type and amount of liability, property, vehicle and worker s compensation insurance carried by your company and by your subcontractors and consultants. 6. Contractor s Litigation Status Provide a description of all litigation against your company or against your subcontractors and consultants for the last five years. Describe the circumstances and outcome of each case. 7. Contractor s Proposed IT Disaster Recovery Plan(s) for this Project Provide any preliminary plan(s) documents that your company feels will satisfy the intent of this Request for Proposal and explain why your company s plan development approach would best meet Waupaca County s needs and expectations. 6

7 PART III PROPOSAL REQUIREMENTS (continued) B. Instructions for Preparing Proposals (continued) 8. Contractor s Proposed Plan Development Schedule Provide a specific schedule of how plan development will be completed by November 22, Contractor s Cost Proposal Submit contractor s cost proposal for the IT Disaster Recovery Plan Development Project. The cost proposal shall contain the proposed lump-sum price written out and repeating the amount in figures. The cost proposal must be signed and dated by the contractor, or, if by a partnership, joint venture or corporation, by a duly authorized officer. The cost proposal shall state that the services offered therein shall be valid for a period of thirty (30) days. The cost proposal shall be submitted on a separate sheet of paper. PART IV CURRENT IT SYSTEMS A. Servers 1. IBM AS400 iseries Model 520, OS400 V5R3, 246 GB 2. IBM RS6000 (LIO), AIX 5.2, 300 GB 3. IBM RS6000 Model 7028 (Sheriff), AIX 5.3, 100 GB 4. HP (Courthouse) Novell 6.0, 66 GB 5. (2) HP Proliant ML370 (Highway & WCI), Novell 6.5, 72GB 6. HP Proliant ML370 (LVM), Novell GB 7. HP Proliant ML370 (Courthouse GroupWise Server), Novell HP NAS1200 (Hypercache), 640 GB 9. IBM Integrated xseries Windows Server, and (2) IBM xseries Windows Servers B. Software Applications 1. New World Systems Financials/Payroll (AS400) 2. Spillman Law Enforcement system (RS6000) (Summit 4.5) 3. Data Resources Inc, DHHS Client Database (AS400) 4. TriMin ROD Land Records & Land Shark (AS400) 5. RPG written R.E. Tax and ROD system (AS400) 6. IMS21 Imaging System (AS400, Optical Jukebox & Hypercache device) 7. IBM Client Access 8. Novell GroupWise Microsoft Office Pro 1997/2000/ Microsoft Internet Explorer 11. LIO Oracle 10G and ESRI ARC/SDE 9.0 (RS6000) 12. WRQ Reflection for the Web (RS6000) 7

8 PART IV CURRENT IT SYSTEMS (Continued) C. Network Hardware 1. Category 5 cable courthouse and remote sites (L.E. Center, Highway, Lakeview Manor & WCI) 2. Fiber optic cable (Courthouse between floors and L.E. Center) 3. Cisco switches models 2924 & Linksys switches 10/100/ (3) Cisco PIX 525 firewalls (1 courthouse, 1 WCI & 1 Lakeview Manor) 6. T1 communication line to Internet ISP (Wiscnet) 7. T1 communications line to State of Wisconsin (Badgernet) 8. T1 communications line to State of Wisconsin TIME system 9. T1 communication line to Highway Dept 10. DSL connections to Lakeview Manor and WCI D. Network Clients 1. Novell Client for Windows 2. IBM Client Access PART V DESIRED OUTCOME A. Scope 1. Disaster Recovery Planning and Consulting Waupaca County Information Systems Department will be provided with the necessary resources to build and maintain an Information Technology Disaster Recovery Plan. The plan shall include a prioritization of systems, software and hardware identified as critical which are to be restored before less critical systems. B. General Requirements 1. The recovery plan must document procedures to prepare for a disaster and detailed procedures to follow after a disaster have occurred. 2. Recovery plan development must be flexible enough to adapt the plan to a constantly changing data, application software, operating system, computer and network environment. 3. The vendor must provide, at a minimum, a testing of the recovery plan. Testing time will be coordinated to accommodate Waupaca County. 4. The disaster recovery plan must meet the security requirements of H.I.P.A.A. 8

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