ADDENDUM #1 FOR RFP #PC462 IT Network and Server Maintenance Services

Transcription

1 HOUSING AUTHORITY OF THE COUNTY OF SAN BERNARDINO PROCUREMENT AND CONTRACTS DEPARTMENT 715 E. BRIER DRIVE, SAN BERNARDINO, CA (909) FAX (909) ADDENDUM #1 FOR RFP #PC462 IT Network and Server Maintenance Services The following addendum to this Request for Proposal is hereby incorporated into the bid process. BID DUE DATE EXTENDED: Please note the bid due date has been extended to Wednesday, December 9, 2009 by 2:00 P.M. (PST). Proposal submissions: Please include hourly rate for any additional services that would be included in your proposal. As a result of the Pre-Bid Conference (Job Walk) conducted on Monday, November 16, 2009 at 9:00 A.M., the following questions were received and responses are included: Q: In Scenario 1, referencing Visual Homes (one of the big 3 programs agency utilizes) this program is very graphic, very CAD; how many locations within agency access Visual Homes? Response: All sites within agency have access Q: What is agency doing with SharePoint? Response: What we have now See file HACSB Project Server.jpg Q: How are vendors supposed to bid Sharepoint given the template of the RFP process, and what is HACSB looking for? Response: You do not need to bid SharePoint. Agency will do this as a followup project under a separate RFP. Q: How do you define SharePoint as a different cost when there are so many aspects to what agency is requesting/requiring in bid? Response: Please see response directly above. Q: In reference to Scenario 5 Who would own the equipment? Does it matter? Response: Agency (HACSB) would own the equipment Q: In reference to Technical Support Service would data center services be needed?, the agency will handle the data center.

2 Q: How is the agency currently staffing services of the system? Response: Three (3) Technicians and one (1) Temporary I.T. Manager Q: Does this include desk side support? Q: Any preference if vendor owns their own hardware? Q: Is agency looking for any replacement of its T-1 Lines? Response: Yes, but this will be done on the Network refresh, after this RFP is awarded. The HACSB will be configured to fit what ever scenario is chosen. Q: Does agency plan to stay with current phone system, or what is agency s plan to change out phones? Response: This will be decided when we do the Network. Q: Does agency have any video or plan to have video included in this RFP? Q: Is there a set budget for this RFP? Response: There is no set budget. Q: Responding to this RFP appears to be more of a project than an RFP request due to all the agency is asking for, because interested bidders would need to do an analysis for all scenarios which is a lot to ask and difficult to do. Response: It is agreed we are asking a lot. We are trying to play to each company s strengths and get the best solution possible for the various scenarios listed in the bid documents. Q: Is agency open to having a company host and service the servers? Response: Yes. We are open to whatever options are provided to see what will work best for our agency. Q: Agency should be posting an RFI (Request for Information) rather than an RFP to find out what is needed instead of asking for submission of a formal bid, given the different scenarios requested and because there is a lot of analysis needed to determine best scenario. So is agency asking to make it a two-step process where bidder evaluates what is needed and then submits a bid?. We are looking for a single step process that includes solutions and pricing.

3 Q: What is the business driver behind the RFP requirements of our scenarios? Response: The agency is looking to handle I.T. in the best possible manner given future strategic plans and goals of agency, as well as current needs. Q: Is agency looking for web and spam filtering, and are we looking to replace network, data center, and desktops? Response: Possibly, however this will be a separate RFP. Q: Is agency going to continue to provide support for the desk tops or outsource? Response: Possibly outsource, however this will be a separate RFP. Q: Is there a certain level of service agreement agency would like to be at? Response: Yes, at least 99% during normal or negotiated business hours. Q: What is agency s recovery time objective standpoint? Response: One week in a major disaster, and 24 hours in normal business problems. Q: For purpose of this RFP can we assume that 48 hours recover is sufficient? Response: Yes. We are not a first-response agency and therefore do not anticipate that 24-hour recovery is needed. Q: In reference to Outlook, what version is agency using now? Response: We are going to go to the latest version of Outlook. Q: In reference to GP (Microsoft General Dynamics) is agency requiring vendor to support the infrastructure, or supply support to the current vendor? Response: Vendor will support the infrastructure and agency will support application. Q: How many Users or Seats are there currently on GP? Response: There are 60 licensed users Q: The bid documents state 1 year contract with 4 year renewals, so are you looking for basically a 5-year life cycle cost? Response: Yes. The Proposal Form (Exhibit C) which is included in the bid documents is laid out for you to bid this way. You are to list separate pricing for each consecutive year. Q: How much data is stored each night? Response: 3-1/2 Terabytes.

4 Q: It appears the primary phone system is at HPO office but must route through Administration Office? Response: Any reference in the RFP was intended for background information purposes only. Q: Does our agency have any business associations with programs such as battered women s shelters or similar where high security levels are needed or required? Q: Can you provide us with a breakdown of how many staff persons are located at each site? Response: Yes. The diagram included in our bid documents and identified as Exhibit A (Scope of Work) shows a number by location and number by location of PC s assigned to each site. Q: You mentioned a Department of Energy grant, is this something that is going to help fund this bid? Response: We are just beginning this process, as to keep our options open, we have put in energy portion for award in this RFP. Q: Will power be evaluated if not outsourced? Response: Yes Q: Are we to bid virtualized environment? Response: Yes, however there is one system that cannot be virtualized and that is Visual Homes. Q: Would virtualization be part of the selection criteria?, it doesn t have to be, but we are asking for ideas, and would consider virtualization. Remember the Virtual Homes application requires a nonvirtualized environment. Q: Are the current servers at the end of their life, or how end of life are they? Q: Is there any warranty on them? Q: Will there be any work from home telecommunicating? Response: We have a VPN for limited telecommuting and home and access. We do not see this expanding, but would handle this requirement during the Network refresh..

5 Q: Visual Homes servers are 5-7 years old, are we keeping up on the updates for Visual Homes? Response: Yes Q: Would our agency consider going with internal environment and not PC? Response: Yes, but it is not part of this RFP. Q: For those who are using CAD does that interact with Visual Homes?, it is stand alone Q: Will management be handled internally? Response: Yes Q: Is agency not necessarily tied to the three (3) com phones currently in place? Q: Did vendor LBL (HACSB s network analysis consultant) do a security audit? Response: Yes they did, and the information will be given to the successful proposer. Q: Can you please provide bidders with a network diagram of the server room to include information on speeds and feeds. Please see the network diagram in the RFP. Q: Does agency have preference or monies available to purchase outright or lease? preferences, however please provide cost for both if you have it available so we can review and make a determination that best meets our needs. Q: Is agency going to provide bidder with template for responses?, vendor is to price it out Q: Is agency going to conduct interviews with the top 3 vendors for instance? Response: It depends on what we get back from the proposals submitted and whether or not that warrants it or not, as per the paragraph below from our RFP bid documents (Page 8 of 24): VIII. RFP REVIEW At a HACSB meeting, scheduled after such review, some of the companies that have responded may be asked to be available for interviews. If so, those companies will be given not less than three (3)

6 business days notice, along with the date, time and place for the interviews. Expenses will be the responsibility of the respondent. Hardware requirements for Visual Homes: SQL Server Minimum Server Recommendation One Quad Core 2.5GHz 16GB RAM 2 147GB 15,000 RPM SAS RAID1 For OS Full OS Partition 2 147GB 15,000 RPM SAS RAID1 For SQL DATA 2 450GB 15,000 RPM SAS RAID1 For File Attachments Dual GB Ethernet Teaming Redundant Power Supply Windows 2008 Standard Server R2 (64bit) Terminal Server Minimum Server Recommendation (up to 50 users per Server) Dual Quad Core 2.5GHz 16GB RAM 3 147GB 15,000 RPM SAS RAID5 For OS and Application Full OS Partition Dual GB Ethernet Teaming Redundant Power Supply Windows 2008 Standard Server R2 (64bit) Should you have any questions regarding this Addendum, or any other part of this RFP process, please them to Marsha Zeller at mzeller@hacsb.com, or fax them to Marsha Zeller at (909)