KLAMATH COUNTY, OREGON REQUEST FOR PROPOSAL TO PROVIDE PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES
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1 KLAMATH COUNTY, OREGON REQUEST FOR PROPOSAL TO PROVIDE PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES Issue Date: July 24, 2012 Issued by: Klamath County Steering Committee 316 Main Street, Room 20 Klamath Falls, OR (541) Closing Date: 2:00 P.M., August 14, 2012 ELECTRONIC SUBMITTAL REQUIRED Klamath County PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES RFP, Page 1 of 7
2 Public Notice REQUEST FOR PROPOSALS The Klamath County Board of Commissioners and the Klamath County Steering Committee invite electronically submitted proposals from organizations qualified to provide PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES for Metro Area Network Services, Internet, and Voice Communication for all Klamath County Departments. The Request for Proposals (RFP) document may be obtained on the web at or from the undersigned at 316 Main Street, Room 20, Klamath Falls, Oregon or by calling (541) between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday. Any proposer will be responsible to check the web link above for any addenda issued for this project. proposals with the subject PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES will be received by Kevin Aleshire, until 2:00p.m., August 7, 2012 and publicly opened thereafter. The name of the proposer(s) will be read aloud for the record. Late proposals will be rejected. Klamath County may reject any proposal not in compliance with all prescribed public bidding procedures and requirements, and may for good cause reject any or all proposals upon a finding of the agency it is in the public interest to do so. All proposals are subject to Oregon Law proposal/bid procedures. Kevin Aleshire Senior Systems Administrator Klamath County PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES RFP, Page 2 of 7
3 KLAMATH COUNTY, OREGON REQUEST FOR PROPOSAL FOR PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES Klamath County hereby requests proposals from professional organizations that are qualified to provide PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES. 1. Purpose. Klamath County is seeking proposals from professional organizations that are qualified to provide PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES. Upon receipt and subsequent evaluation of proposals, the Board may invite the responding organizations to make presentations to the County. 2. Issuing Office. This Request for Proposal ( RFP ) is being issued by the Klamath County Board of Commissioners together with the Klamath County Steering Committee. The Senior Systems Administrator is the only point of contact for this RFP. Proposals must be submitted to Kevin Aleshire, Senior Systems Administrator, Klamath County IT Department, kaleshire@co.klamath.or.us, 2:00 p.m., August 14, Objective. The objective of the RFP is to identify a single qualified professional organization that can offer the highest quality services in as efficient and timely manner possible at the best value to Klamath County. 3. Scope of Services. Please specify in your response if the following capabilities are included. Please include any additional cost associated with the items listed below. Data Storage Please list storage capacities. A solution scalable to unlimited storage capacity is preferred. The County s first year average monthly storage usages is estimated to scale from 3TB to 5TB. Note: this is only an estimate and in no way implies a commitment by the County to achieve these storage goals. On Premise Storage Please provide monthly cost for any appliance based on customer premised storage options. Please provide storage capacity, network interface speeds, and data throughput specifications. Supported Operating Systems Please list all operating systems your solution is able to directly backup to the cloud. Please include all client and server operating including versions supported. Please include/confirm the following value added capabilities: Internet Portal Based Management Platform Multisite data replication Klamath County PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES RFP, Page 3 of 7
4 Expected bandwidth data throughput on a 100mb internet wan circuit SSAE 16 Data Center Encryption algorithm Mountable file system Map backup set to drive letter Remotely browse directory structure of backup set Integrated backup process with MS SQL Server 4. Response to Request for Proposal. All responding organizations should answer the following questions: I. Organization Personnel 1. Identify the name, location and contact information (including address) regarding your organization and the key contact person for this RFP process. 2. Describe your organization s depth and experience in its professional staff. Identify how many professionals are employed relative to client load. II. Organization Background 1. Provide a brief history of your organization. 2. Describe your organization s experience with providing network and hosted VoIP services to local governments in Oregon, i.e. counties and/or cities. List your client accounts and identify three client accounts (at least one reference for each of the two services being proposed) that can serve as a reference to your organization s services. 3. Describe your organization s professional liability insurance. III. Service Level and Incident Response 1. Describe your organization s ability to provide service at greater than 99.9% end-to-end availability including SLA credits when target service levels are not reached. IV. Timeline and Fees 1. Identify your organization s proposed fees for the scope of services. Include any build-out and non-recurring costs as well as detailed monthly recurring costs a. Monthly per gigabit storage pricing b. Minimum monthly/annual storage requirements/charges if applicable Klamath County PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES RFP, Page 4 of 7
5 c. Minimum monthly/annual storage commitments if applicable d. Bandwidth utilization charges if applicable e. Optional equipment or service pricing f. 24 x 7 telephone and support cost g. Quote for month to month and annual service agreement for components in solution h. Additional charges not listed above 6. Proposal Review Criteria. Each response may be reviewed and rated, at a minimum, on the following criteria. Responsiveness of the written proposal to the purpose and scope of the project. Reputation, professional qualifications and technical competency. Experience with government entities. Timeline for the completion of the project. Adherence to all requirement and conditions of the request for proposals. Service level and dependability. Initial and recurring costs. 7. Assignability. The successful respondent cannot transfer any interest or provide for assignment of professional services contract with Klamath County either in whole or in part, without the expressed written consent of Klamath County. 8. Payment. Payment for services rendered will be based upon receipt of a detailed statement. 9. Anticipated Schedule of Events: Date RFP is available... July 24, 2012 Last date for questions... August 13, 2012 Protests of Solicitation document or process... August 13, 2012 Deadline for submission of RFP... 2:00 p.m., August 14, 2012 Intent to Award (contract) notice... August 14, 2012 Deadline for Protest of Award of Contract... 5:00 p.m. August 20, 2012 Contract Awarded... August 21, General Information. The RFP is not to be construed as creating a contractual relationship between Klamath County and any organization submitting a response to this RFP. Klamath County shall have no obligation for liability to any organization responding to this RFP. All costs associated with responding to this RFP are borne solely by the respondent. Klamath County may require follow-up interviews with selected respondents and may require the respondent to participate in negotiations. Klamath County PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES RFP, Page 5 of 7
6 Klamath County reserves the right to reject any or all responses, to modify the scope of services with one or more of the respondents and to waiver any/all requirements which Klamath County deems to be in its or its employees best interest. By submitting this information the organization represents that it has examined and understands this RFP and has become fully informed of all the requirements of the RFP. All terms and conditions set forth in this document are accepted and must be incorporated in the submission unless explicit exception is made to individual items and accepted by Klamath County. By submitting a response, the organization represents that it has the ability to meet the requirements outlined herein. Provider must meet the highest standards prevalent in providing these services. Proposer must submit a signed certificate of non-discrimination, compliance with Oregon tax laws, and residency statement along with their proposal. These certifications as provided as Addendum A. Statements made by County representatives are not binding unless followed by written addenda. Addenda will be provided to each known proposer via and/or regular mail. Please provide your proposals via with the subject PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES to Kevin Aleshire, kaleshire@co.klamath.or.us by 2:00p.m., August 13, Late proposals will be rejected All questions regarding services and evaluation of this RFP should be directed to Kevin Aleshire at (541) or kaleshire@co.klamath.or.us Klamath County PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES RFP, Page 6 of 7
7 Addendum A CONTRACTORS CERTIFICATIONS AND SIGNATURE OF AUTHORIZED REPRESENTATIVE RESIDENCY STATEMENT Pursuant to ORS 279A.120, Oregon s Reciprocal Preference Law, public contracting agencies shall, for the purposes of determining the lowest responsible bidder/proposer and the awarding of a contract, add a percent increase on the bid of a non-resident bidder/proposer equal to the percent, if any, of the preference given to that bidder/proposer in the state in which the bidder/proposer resides. As defined in ORS 279A.120, Resident Bidder/proposer means a bidder/proposer that has paid unemployment taxes or income taxes in this state in the twelve calendar months immediately preceding submission of the bid, has a business address in this state, and has stated in the bid whether the bidder/proposer is a Resident Bidder/proposer. A Non-resident Bidder/proposer is a bidder/proposer who does not meet the definition of a Resident Bidder/proposer as stated above. Bidder/Proposer IS or IS NOT a Resident Bidder/proposer as set forth above. CERTIFICATE OF NON-DISCRIMINATION To the best of the undersigned s knowledge, Contractor has not discriminated against and will not discriminate against minority, women or emerging small business enterprises or against a business enterprise that is owned or controlled by or that employs a disabled veteran certified under ORS in obtaining any required subcontracts. COMPLIANCE WITH OREGON TAX LAWS The undersigned is authorized to act on behalf of Contractor and that Contractor is, to the best of the undersigned s knowledge, not in violation of any Oregon Tax Laws. For purposes of this certification, Oregon Tax Laws means a County tax imposed by ORS to and to , ORS Chapters 118 (Inheritance Tax), 314 (Income Tax), 316 (Personal Income Tax), 317 (Corporation Excise Tax), 318 (Corporation Income Tax), 320 (Amusement Device and Transient Lodging Taxes), 321 (Timber and Forestland Tax), 323 (Cigarettes and Tobacco Products Tax), and the elderly rental assistance program under ORS to ; and any local taxes administered by the Department of Revenue under ORS The undersigned certifies under penalty of perjury both individually and on behalf of Contractor that: The undersigned is a duly authorized representative of Contractor, has been authorized by Contractor to make all representations, attestations, and certifications contained in this Contract and to execute this Contract on behalf of Contractor; Date: Signature: Printed or Typed Name: Name of Organization: Klamath County PUBLIC ENTERPRISE ONLINE BACKUP AND DISASTER RECOVERY SERVICES RFP, Page 7 of 7
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