Morgan County REQUEST FOR PROPOSAL PROJECT NAME: Off-Site Data Backup and Disaster Recovery Solution

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1 Morgan County REQUEST FOR PROPOSAL PROJECT NAME: Off-Site Data Backup and Disaster Recovery Solution Morgan County 218 West Kiowa Avenue, P.O. Box 596 Fort Morgan, Colorado PH: , ext FAX: Release Date: February 14, 2014 REQUEST FOR PROPOSAL Off-Site Data Backup and Disaster Recovery Solution Morgan County, Colorado 1

2 Article I. Introduction Morgan County (the County) issues a Request For Proposals (RFP) to establish a contract for an off-site data backup and disaster recovery solution (the Project). The following proposal request will outline the Project goals and detail the format you should use to submit your proposal. Please take careful notice of the Timeline (Sec 2.07), as well as the Proposal Format (Sec 3.03) when preparing and submitting your proposal. In order for your proposal to be considered, it must meet the pre-conditions, submission deadline, and project schedule as outlined in the Timeline Section Section 1.01 Management Karol L. Kopetzky, Information Systems Manager, will manage this Project. Section 1.02 Contact Information Please contact Susan Bailey, Administrative Services Manager, for questions about the proposal: Phone: , ext Fax: sbailey@co.morgan.co.us Substantive questions about the Project should be put in writing. All questions and County responses will be made available to contractors considering submitting a proposal. Article II. Statement of Needs Section 2.01 Existing Conditions Currently Morgan County has the following setup: Two (2) servers at Admin Building running Windows Server 2008 R2 and 2008 Std. SQL Server 2012 is running on one of the server. A total of 1 TB of data resides between both servers. NOTE: An Oracle database is running on one of the Admin Building Servers. This Database and its storage use has NOT been counted towards this RFP and will be backed up separately from the rest of the data. One (1) server houses Comm Center Data and is a Windows Server 2008 R2 Machine with 500 GB of data. NOTE: A separate server at the Comm Center houses Justice Center CIS data and is Windows Server 2003 slated for upgrade to Windows Server st Quarter The data that resides here totals about 500 GB WILL NOT BE PART OF THIS RFP. One (1) machine resides at the Commissioner s Office running Windows 7 that is always on containing important historical documents. In total houses 85 GB of data. One (1) Server resides at the Extension Office running Windows Server 2008 R2 and houses 150 GB of data. 2

3 One (1) Server resides at Road and Bridge running Windows Server 2008 R2 and houses 25 GB of data. One (1) Server resides at Landfill running Windows Server 2003 and houses 50 GB of Data. This Server is slated for upgrade to Windows Server 2012 by Early March. All buildings are connected via redundant 100Mbps Fiber except Road and Bridge and Landfill. Road and Bridge has a point to point T-1 Connection to the Admin building. Landfill is on its own separate wireless internet connection. Morgan County is looking to upgrade Internet Connections to EagleNet Fiber in We are currently using tapes to back up our current data. + Section 2.02 Mission The goals and objectives of this Project are as follows: 3

4 A. To enhance the current backup system with a more comprehensive solution. B. Full Backup Solution that also incorporates disaster recovery. C. To have a geo-redundant backup solution in case of on-site failures. D. Options for County staff to do restore independently of service provider Section 2.03 Project Specifications The summary of Project requirements includes: A. The new backup system must be fully managed by the service provider. B. Backups must be able to provide file level restore points including granular SQL Database restores. C. The geo-redundant backup must be a cloud backup of all servers (with exception to the CIS server) in a SOC (Service Organization Control) certified datacenter. D. In the event of server/server hardware failure, a full bare metal restore must be possible both locally and in the cloud. E. Daily incrementals and 30 Day retention policy is necessary for backup needs. Section 2.04 Payment Payment must be an operational, monthly based system. Give a summary of the total costs for your proposal. Include a brief explanation of the contributing costs to the total cost including any hardware, software and ongoing maintenance through 36 months. Section 2.05 Contractor Requirements Should your proposal be accepted, your company shall furnish the following: A. A Performance Bond and a Payment Bond, if the contractor s proposal exceeds $50,000 (fifty thousand dollars) in cost. Each Bond, if required, shall cover 100% of the proposal amount. B. Contractor shall provide all equipment, materials, and qualified personnel to successfully complete this Project in a timely and professional manner. 4

5 C. Contractor shall be responsible for securing all required licenses and permits, to the extent necessary. D. Contractor shall provide all services needed to meet the requirements of Section E. Contractor must have experience implementing backup and disaster recovery solutions. Contractor shall be required to execute the County s standard professional service agreement. Section 2.06 Insurance-Liability, Worker s Compensation Contractor agrees to procure and maintain, at its own cost, a policy or policies of insurance sufficient to insure against all liability, claims, demands, and other obligations assumed by Contractor pursuant to the Agreement to provide services responsive to this RFP. At a minimum, Contractor shall procure and maintain, and shall cause any subcontractor to procure and maintain, the following insurance coverages: Worker's Compensation insurance to cover obligations imposed by applicable law for any employee engaged in the performance of work under the Agreement, and Employer's Liability insurance with minimum limits of five hundred thousand dollars ($500,000) each accident, one million dollars ($1,000,000) disease policy limit, and one million dollars ($1,000,000) disease each employee. Evidence of qualified self-insured status may be substituted for the requirements of this Section. Commercial General Liability insurance with minimum combined single limits of one million dollars ($1,000,000) each occurrence and one million dollars ($1,000,000) general aggregate. The policy shall be applicable to all premises and operations, and shall include coverage for bodily injury, broad form property damage, personal injury (including coverage for contractual and employee acts), blanket contractual, products, and completed operations. The policy shall contain a severability of interests provision, and shall include the County and the County's officers, employees, and contractors as additional insureds. No additional insured endorsement shall contain any exclusion for bodily injury or property damage arising from completed operations. Professional liability insurance with minimum limits of one million dollars ($1,000,000) each claim and one million dollars ($1,000,000) general aggregate. Such insurance shall be in addition to any other insurance requirements imposed by law. Contractor shall file with the County immediately after execution of the Agreement and prior to commencement of work a certificate of insurance as evidence that the required policies are in full force and effect. The certificate shall identify the Agreement. The County shall be named as an additional insured party on all policies. Section 2.07 Timeline 5

6 In order to complete the Project, the County has set the following timetable. This timetable is subject to change by the Service. Request for Proposals Sent Out February 14, 2014 Deadline for Proposal Submission March 6, 8:30 A.M. Selection of Finalists for Interviews no later than March 12, 2014 Finalist Interviews no later than March 19, 2014 Project Award Date no later than March 25, 2014 Article III The Proposal Section 3.01 Expectations The County will enter into an agreement based on the proposal determined to be the most beneficial to the County considering a variety of factors. The County reserves the right to reject any or all proposals, without obligation to the County. Section 3.02 Selection Criteria Proposals will be evaluated based upon the information submitted. Consideration will also be given to performance projections as well as cost. The following criteria will be the primary considerations for selecting a proposal: A. Submission of all proposals in the correct format as outlined in Section 3.03, by the stated deadline in Section B. The perceived effectiveness of the proposal's solution for the County s stated mission (Sec 2.02). C. The perceived ability for the Contractor to deliver the solution set forth in their proposal within the allotted time frame. D. The Contractor's past performance and successes in similar projects. E. Overall cost of the proposal. Section 3.03 Proposal Format 6

7 The County requires that you include the following information in your proposal: A. Contractor Summary and Capabilities. Include a brief history of your company including your past experience with similar projects. Also include the company owners' names or those persons authorized to sign on behalf of your business B. Methodology. Please use this section to outline specifically your proposed method for achieving the goals of the Project. This should include a detailed timeline of milestones for completing the Project. C. Expected Results. Use this section to summarize the expected results of your methodology listed above. D. Expense Summary. Give a summary of the total costs for your proposal. Include a brief explanation of the contributing costs to the total cost including any hardware, software and ongoing maintenance through 36 months or past 36 month costs. E. Licensing, Permits and Bonding. If applicable, include the details of your licenses, permits and bonds for the services you are proposing. If possible, enclose proof of your licenses, permits and bonds. F. References. Provide a minimum of three (3) references for past projects similar in scope. Please include contact information for each of the references listed. G. Proposal Delivery. 7

8 Regardless of delivery method, all proposals must be received by the County at 218 West Kiowa Avenue, P.O. Box 596, Fort Morgan, Colorado by 8:30 AM local time, Thursday, March 6, 2014 at which time all proposals will be taken to Morgan County Administration Building, Assembly Room, 231 Ensign Street, Fort Morgan, CO and read aloud. ed proposals should go to Susan Bailey at: Proposals may be hand-delivered, shipped via US Mail, FedEx, UPS, or other such commercial carrier service. Fax submittals will not be accepted. 8