ARMS Ltd. - Rack Server System TENDER FOR A RACK SERVER SYSTEM. Page 1 of 18

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1 TENDER FOR A RACK SERVER SYSTEM Page 1 of 18

2 1.0 SCOPE OF TENDER These specifications and conditions detail the basic requirements for the supply and delivery of a Rack server system for ARMS Ltd. Tenderers are being requested to quote for all parts of the tender, the Rack Server System, Microsoft Licenses, and Maintenance Agreement, all charges paid, including Value Added Tax (VAT), to the Executive Chairman, ARMS Limited. All equipment and material must be delivered at ARMS offices at Gattard House, Blata l-bajda as per specifications detailed in section PURPOSE OF NEW SYSTEM The solution will be installed as a platform for a number of virtual servers. Two physical servers will host the virtual servers, while a storage system will hold the virtual hard disks (VHD), thus providing virtual server failover functionality. The storage system will also hold archived data of at least 5 Tb. Acceptable solutions could include both Blade systems as well as separate Rack units. Critical data will be backed up to disk on a daily basis through the Backup Server, and to tape on a weekly basis for safe storage. Physical servers will be installed with Windows Server 2008 R2 and Hyper-V with Failover Clustering. Virtual server will be installed mainly with Windows Server 2008 R2 with the following services: MS Domain Controller MS File & Print MS SQL MS Sharepoint Oracle Database Software See chart below for brief description of system. Page 2 of 18

3 1.2 CHART Page 3 of 18

4 2.0 TECHNICAL SPECIFICATIONS The tenderer MUST submit a price for all the sections below. Incomplete submissions will not be accepted. 2.1 Rack Server System Item No. Description Qty A B Host Servers (minimum spec) Format: Processor: RAM: Network: Rack or Blade (Rail mount included if rack server) 1 x Intel Xeon E5645 or better (6 cores) 32Gb DDR3 4 x 1GbE ports for normal network traffic Internal storage: 2 x 146GB SAS 15k 2.5 Hotplug, RAID1 (for Hypervisor Software) Internal RAID controller: Minimum 512MB Cache External connections: Storage system connection, 1Gbps or better Important: Including redundant connection to storage Optical drive: Power supply: Storage System (minimum spec) Format: Controller: Internal DVD reader 2 x PSU (redundant) Rack or Blade (rack mountings included) 1Gbps or better, Providing redundant server connections Production Array: Min 1.5 Tb usable disk space + 1 Hotspare (RAID10 SAS 15k Hotplug Hdd) Archive Array: Min 5 Tb usable disk space + 1 Hotspare (RAID5 SAS or SATA 7.2k Hotplug Hdd) Must cater for another 10TB as per optional request below. Optional Archive Array: Another 10Tb usable disk space (RAID5 SAS or SATA 7.2k Hotplug Hdd). These will be added to the Archive Array (5Tb) above. Empty Hdd slots: Min 6 empty slots for future expansion (3 for production array + 3 for archive array) Power supply: 2 x PSU (redundant) 2 1 C Server/Storage Connection Connectivity: Expandability: Specify any equipment needed to provide full redundancy of the connection between above host servers and storage system, 1Gbps or better. Connectivity solution must cater for the above 2 servers plus an additional 2 servers, total of 4 host servers with redundant storage connections. 1 Page 4 of 18

5 D E F Blade Center (if applicable) Size, power and cooling: Sufficient for above storage + 4 blade servers (the above 2 servers plus 2 servers expansion) Connections: Rack Server (Backup server) (minimum Spec) Format: Processor: RAM: Network: KVM connection + See storage connection requirements above. Rack (Rack rail mount included) 1 x Intel Xeon E5620 or better 8Gb DDR3 Minimum 2 x 1GbE ports Internal storage: 2 x 146GB SAS 15k Hotplug Hdd, RAID1 (array 1) (for Operating System) Internal storage: (array 2) Hdd Controller: Tape Controller: Optical drive: Power supply: Autoloader Tape drive 6 Tb usable disk space (MS DPM backup volume) (RAID5 SATA 7.2k Hotplug Hdd) Minimum 512MB Cache (matching specifications for tape drive below) Internal DVD reader 2 x PSU (redundant) Daily backups will be done to disk. However the weekly backup will be done to tape. Thus bidders must cater for enough tapes so the system will do a full backup for the whole system. Any necessary change of tapes needs to be handled automatically by the autoloader. Two sets of tapes must be submitted. The data will be uncompressed. The number of tapes required should be based on the archive data of 6TB. If the extra 10TB (mentioned in 2B above) is also taken, the extra tapes will be purchased separately. However the autoloader must be able to handle a full automatic backup of atleast 10TB. 1 1 Capacity and throughput: Cable (if external): Tape media: Weekly full backup of 6 Tb must complete unattended within 12 hours. (tape autoloader must be included in price) If additional archive storage is taken, weekly full backup of 10Tb must be completed in 20 hours. Min 2 meter included 2 Set of tapes (6 Tb each set) + 1 cleaning tape G Monitor, KVM, Keyboard and mouse for Cabinet (KVM Drawer) The systems above require a 1U rack-mounted collapsible 17 TFT and Keyboard setup connected with a KVM switch so that through these devices, all the equipment submitted can be accessed seamlessly and switching through the KVM. The KVM should be sized based on the equipment submitted and cater for three more free slots for additional equipment. 1 Page 5 of 18

6 H I J Cabinet A 42U 19 Cabinet is required to host the above equipment and is thus to be quoted as part of the tender. Dimensions of Cabinet are 800mmx1000mm (WidthxDepth). Smaller sizes will not be accepted as this cabinet may host other equipment as well. The quote must include all the accessories for the rack and 3 power bars (8way) and have in-built fans for aiding of cooling of systems. Also it must include 3 Rackmount shelves. Warranty Period: Response time: Replacement parts: Minimum 3 years on All parts and labour. 4 hours (office hours, 8am to 5pm) Important: Parts MUST be kept in stock during the warranty period, and provided within the response time. Any exclusions for hardware not covered by the 3 year warranty mentioned above MUST be listed with the relevant current prices. Labour costs MUST be covered during this warranty period for all hardware replaced under such Warranty. Hardware replaced that is not covered by the warranty will be charged on a time and material basis. General hardware requirements: Brands: Tenderers: Compatibility: Established brands such as Dell, Fujitsu, HP, or IBM only (preferably all units of same brand) Need to be Authorized Reseller for the supplied brand (proof must be supplied with tender documents) Certified for Windows Server 2008 R2 (see quote below) ( Important: Microsoft supports a failover cluster solution only if all the hardware components are marked as "Certified for Windows Server 2008 R2." In addition, the complete configuration (servers, network, and storage) must pass all tests in the Validate a Configuration Wizard, which is included in the Failover Cluster Manager snap-in. Energy consumption: Must provide info of power consumption (in Watts) for each hardware unit and quote the total consumption of the whole tender equipment. A 5 year usage calculation will be done on our part, based on current electricity prices for the non-residential tariffs, and added to the total price of the tender. 1 Page 6 of 18

7 2.2 Microsoft Licences Item No. Description Qty a b Windows Server 2008 R2 Enterprise license (1 for each VM host) Windows Server 2008 R2 Standard license (1 for backup server + 1 for existing server not in tender) 2 2 c Windows Server 2008 Client Access License (CAL) 150 d Optional Windows Server 2008 Client Access Licenses (CAL) 50 e MS System Center Essentials Plus 2010, Server Management License Suite (MS DPM Backup software included covering both VM hosts) 2 f Note 1: The above MS licenses cannot be OEM licenses Note 2: In case any other software licenses are needed for the functionality of the tendered hardware, they have to be specified and priced here. 2.3 Hardware Maintenance Agreement Item No. Description Qty a Hardware Maintenance Agreement Following the 3 year full warranty, a 2 year maintenance contract is required to cover the hardware purchased. This should include all parts and labour for the duration of the agreement. Response time should be 4 hours. Replacement parts have to be kept in stock and available within the response time. Price of maintenance should be all inclusive. Price should also cater that scheduled downtimes are done after office hours (M-F from 8am to 5pm). The Maintenance contract may be extended for further durations of 2 years as necessary. A sample agreement must be submitted based on the quote submitted for this section clearly outlining the service cover and any exclusions not covered in the said agreement. 1 Page 7 of 18

8 3.0 OTHER CONDITIONS 3.1 DELIVERY ARMS Ltd reserves the right not to accept offers quoting a delivery period in excess of eight (8) weeks from the issue of letter of acceptance. Late delivery shall be penalised by the application of clause 21 of the General Conditions for the Supply of Materials and Other Articles. 3.2 PAYMENT Payment will be made to the Contractor by ARMS Ltd within 60 days from delivery of goods to ARMS offices in Gattard House, provided that the goods are found to correspond to our order. Payment will be subject to any deduction to which the Supplier may become liable under the Contract. 3.3 DOCUMENTATION Prospective suppliers shall include, together with tender documents, sufficient literature, in the English language, to enable specifications verification. The required literature shall be complete and shall be related only to the equipment to be supplied. The quotation shall be accompanied by a statement of compliance. If the technical documentation submitted with the bid is inconsistent with manufacturer information that is widely distributed including on their internet site, the afore-mentioned statement of compliance, which explains the differences, must be included with the bid. Failure to submit this documentation as requested shall render the tenderer s submission to be incomplete. 3.4 GUARANTEE Prospective suppliers shall guarantee all equipment offered for a period of not less than thirty six (36) calendar months. This period shall come into effect from the date of delivery. Any faults or defects that might result due to normal operation of the equipment, within the period covered by the warranty, shall be repaired or replaced at the tenderer s own expense. ARMS Ltd shall retain the right to request complete equipment replacement as against the repair of the equipment and/or the replacement of defective parts. 3.5 METHOD OF ADJUDICATION After the completion of the tendering stage, ARMS ltd will enter the adjudication stage, whereby all offers will be assessed. Each section within Section 2.0 (Rack Server System, Software Licences and Maintenance Agreement) will be assessed individually against the technical specifications submitted. All those bids that are technically compliant will be reviewed for the overall least expensive price of the tender and the least expensive will be recommended for award. Incomplete submissions will be eliminated immediately irrespective of the price. Page 8 of 18

9 3.6 PRICING All tenderers are required to quote prices for the individual items covering the total cost delivered to ARMS Ltd offices in Gattard House, Blata L-Bajda inclusive of Customs import duty, insurance, ECO tax, if any, and any other charges, as applicable. Value Added Tax should be quoted separately. Moreover, the successful bidder shall be bound to conform in all respects with VAT legislation and regulations. 3.7 CURRENCY Offers are to be submitted in Euro. 3.8 PRESENTATION OF TENDERS (a) (b) (c) All tenders must be submitted in one original. All tenders must be received by date and time indicated and deposited in the tender box at the entrance of ARMS Ltd., Gattard House, National Road, Blata l-bajda. All tenders must bear only: (i) the above address; (ii) the reference of the invitation to tender concerned; (iii) if applicable, the number of the lot(s) to which the tender refers; (iv) the name of the tenderer. (d) A separate Tender Form is to be submitted for each option tendered, each form clearly marked Option 1, Option 2 etc. 3.9 INTERPRETATION OR CORRECTION OF TENDER DOCUMENTS Tenderers shall promptly notify the Executive Chairman, ARMS Limited of any ambiguity in or discrepancy between any of the Tender documents which they may discover upon examination of the Tender documents. Tenderers requiring clarification or interpretation of the Tender Documents shall make a written request that shall reach the Executive Chairman, ARMS Limited by fax on or by on procurement.arms@arms.com.mt at least eight (8) days prior to the date of receipt of Tenders. Any request after this date will not be accepted. Any interpretation, corrections or changes to the Tender Documents by the Executive Chairman, ARMS Limited or his representative will be made by an official addendum. Interpretation, corrections or changes made in any other manner will not be valid, and Tenderers shall not rely upon such interpretation, corrections and changes. The Contracting Authority may, at its own discretion, as necessary, extend the deadline for submission of tenders to give tenderers sufficient time to take clarification notes into account when preparing their tenders. Page 9 of 18

10 3.10 AWARD NOTIFICATION Prior to the expiration of the period of validity of tenders, ARMS will issue and affix an advertisement on the notice board dedicated for this purpose in the Reception area indicating the awarded public contract, the financial aspect of the award and the name of the successful tenderer. Where the estimated value of the contract (excluding VAT) exceeds 12,000 any tenderer or candidate concerned shall have a right to make a complaint to the Review Board in accordance with regulation 21 of the Public Procurement Regulations. Comment [SB1]: can we affix this at our reception area? Unsuccessful bidders shall be notified with the outcome of the evaluation process, and will be provided the following information: (i) (ii) (iii) (iv) (v) the name of the successful tenderer; the recommended price of the successful bidder; the reasons why the tenderer did not meet the technical specifications/ notification that the offer was not the least expensive (if applicable); the deadline for filing a notice of objection; the deposit required if lodging a complaint. The recommendations of the Departmental Contracts Committee shall be published on the Notice Board of ARMS Ltd., Gattard House, National Road, Blata l-bajda, and published online on the Company s website CONDITIONS OF EMPLOYMENT Tenderers are required to annexe with their offer the attached Statement on Conditions of Employment. Any tenderer who fails to provide this statement with his offer, will not be eligible for the award of the contract ARBITRATION Any dispute, controversy or claim arising out of or relating to this contract, or the breach, termination or invalidity thereof shall be settled by arbitration in accordance with the rules of the Malta Arbitration Centre as at present in force. Any reference in the attached General Conditions to other arbitration procedures shall not apply RIGHT OF RECOURSE Tenderers are to note that the award of this contract is subject to the right of recourse as set forth in Legal Notice 296/2010 (Public Procurement Regulations, 2010). A copy of Regulation 21 of these regulations is annexed with this document for easy reference BANK GUARANTEE The successful contractor shall be required to submit a bank guarantee for 10% of the value of the contract within seven days (fifteen days for overseas contractors) from the date of award of contract. The guarantee shall be issued by a local Maltese Bank or a Financial Institution licensed by a recognized Financial Regulator in the country where the company is located and who assumes Page 10 of 18

11 responsibility for claims and payments to the amount as stated above. The bank guarantee will be released one month after satisfactory completion of the contract TENDER PREPARATION COSTS Applicants shall bear all costs associated with the preparation and submission of the tender documents. The Corporation shall not reimburse any fee associated with the preparation of tender documents in the event that any or all offer/s is/are rejected LABOUR LAW Particular attention is drawn to the conditions concerning the employment of labour in Malta and the obligation to comply with all regulations, rules or instructions concerning the conditions of employment of any class of employee GENERAL CONDITIONS The attached General Conditions of Contract for the Supply of Materials and Other Articles, insofar as they are not inconsistent with the above shall also apply DOCUMENTS TO BE SUBMITTED WITH TENDER OFFER a. Technical literature (clause 3.3) b. Statement on Conditions of Employment (clause 3.11) c. Sample Hardware Maintenance Agreement (clause 2.3 A) d. Proof that tenderer is Authorised Reseller 3.19 PERIOD OF VALIDITY OF TENDERS Tenders must remain valid for a period of 6 months after the deadline for submission of tenders indicated in the contract notice, the tender document or as modified in accordance with Clauses 3.9. Any tenderer who quotes a shorter validity period will be rejected. The successful tenderer must maintain his tender for a further 60 days from the date of notification of award. Page 11 of 18

12 FINANCIAL OFFER ARMS/T/2/2012 Rack Server System (as per specs in Section 2.0 Technical Specifications) Item No. Product Description Qty 2.1A HOST SERVER 2 Server model Rack rail mount (if applicable) Processor RAM Network adapter Internal hard disks Internal RAID controller External storage connection Optical drive PSU Other Comments Total Euros delivered to ARMS Ltd excluding VAT Warranty Total Energy Consumption 2.1B STORAGE SYSTEM 1 Storage model Controller PSU Hard disks, Production Array Hard disks, Archive Array Additional enclosure (if applicable) Controller PSU Hard disks, Production Array (1.5TB) Hard disks, Archive Array (6TB) Hard disks, Optional Archive Array (quote this price individually as may not be taken initially) Other Comments Warranty Total Energy Consumption (excl Optional storage above) Page 12 of 18

13 Item No. Product Description Qty 2.1C STORAGE CONNECTION EQUIPMENT Model Other Comments (List equipment included) Total delivered to ARMS Ltd excluding VAT Warranty Total Energy Consumption 2.1D BLADE CENTER (IF APPLICABLE) Model PSU Connections Other Comments Warranty Total Energy Consumption 2.1E BACKUP SERVER 1 Server model Rack rail mount Processor RAM Network adapter Internal hard disks OS Array Internal hard disks Backup Array RAID controller Tape controller Optical drive PSU Other Comments Warranty Total Energy Consumption Page 13 of 18

14 Item No. Product Description Qty 2.1F AUTOLOADER TAPE DRIVE 1 Model External Cable (if applicable) Tape Media (2 sets, 6Tb each) Other Comments Total delivered to ARMS Ltd excluding VAT Warranty Total Energy Consumption 2.1G KVM Drawer (KVM, Monitor, Keyboard/Mouse for Cabinet) 1 17 Monitor, KVM switch, Keyboard and Mouse Other Comments Warranty Total Energy Consumption 2.1H 42U 19 Cabinet 1 Cabinet 42U 19 plus accesories (800mmx1000mm) 3x 8way powerbars Built-in Fans system for cabinet 3 x Rackmounted Shelves Other Comments Warranty Total Energy Consumption Page 14 of 18

15 Item No. Product Description Qty Total delivered to ARMS Ltd excluding VAT 2.1I WARRANTY (OR SPECIFY ABOVE FOR EACH ITEM) 3 Years parts and labour 4 hours response time (8am to 5pm) Replacement parts in stock Warranty Exclusions: (List any hardware not covered and cost) Labour cost per hr (Time and material basis for hardware not covered by Warranty) - (this item must not be added to total cost) Total VAT Charges TOTAL DELIVERED including VAT c/f to Tender Form Page 15 of 18

16 Item No. Product Description Qty 2.2 MICROSOFT LICENSES (NON OEM) Total delivered to ARMS Ltd excluding VAT a OS License Windows Server 2008 R2 Enterprise license 2 b OS License Windows Server 2008 R2 Standard license 2 c OS CAL Windows Server 2008 CAL 150 d OS CAL Additional Windows Server 2008 CAL 50 e f Backup Software etc. Other software VAT Charges MS System Center Essentials Plus 2010, Server Management License Suite <Insert all necessary software and license costs to cover equipment submitted such as backups etc> 2 TOTAL DELIVERED including VAT c/f to Tender Form Page 16 of 18

17 Item No. Product Description Qty Total VAT excluding 2.3 MAINTENANCE AGREEMENT a Maintenance Contract 2 Year (following the 3 year warranty period) Parts and labour 4 hours response time (8am to 5pm) Replacement parts in stock b Exclusions Any further costs not covered in 2.3a above VAT Charges TOTAL DELIVERED including VAT c/f to Tender Form Confirmation of Inclusion of the following documents (Please tick) : (a) Technical literature (clause 3.3) (b) Statement on Conditions of Employment (clause 3.11) (c) Sample Hardware Maintenance Agreement (clause 2.3 A) (d) Proof that tenderer is Authorised Reseller Delivery period..from Letter of Acceptance VIP Delivery periods of over 8 weeks from date of Letter of Acceptance will not be accepted. Signature (the person or persons authorised to sign on behalf of tenderer) Date. Page 17 of 18

18 INFORMATION SHEET Name of Tenderer Address Tel.No. Fax. No. Address VAT / Tax No. Trading Licence Valid Up To Website Please attach proof of Authorized Reseller for tendered hardware to this document. Signature (the person or persons authorised to sign on behalf of tenderer) Date. Page 18 of 18