AWARD OF REQUEST FOR PROPOSAL (P ) FOR ENTERPRISE BACKUP SOLUTION

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1 PUBLIC If Private select Ed. Act. Section. REPORT TO STUDENT ACHIEVEMENT AND WELL BEING, CATHOLIC EDUCATION AND HUMAN RESOURCES COMMITTEE AWARD OF REQUEST FOR PROPOSAL (P ) FOR ENTERPRISE BACKUP SOLUTION LORD our God, all this abundance that we have provided for building you a temple for your Holy Name comes from your hand, and all of it belongs to you. 1 Chronicles 29: Created, Draft First Tabling Review July 2, 2014 September 11, 2014 Click here to enter a date. J. Di Fonzo, Senior Coordinator, Technical Services M. Farrell, Coordinator, Materials Management RECOMMENDATION REPORT Vision: At Toronto Catholic we transform the world through witness, faith, innovation and action. Mission: The Toronto Catholic District School Board is an inclusive learning community rooted in the love of Christ. We educate students to grow in grace and knowledge and to lead lives of faith, hope and charity. G. Poole Associate Director of Academic Affairs A. Sangiorgio Associate Director of Planning and Facilities S. Pessione Associate Director of Business Services, Chief Financial Officer and Treasurer Angela Gauthier Director of Education Page 18 of 205

2 A. EXECUTIVE SUMMARY A Request for Proposal (RFP) was issued to invite proposals from proponents interested in providing hardware, software and professional services to implement and configure an enterprise data backup infrastructure to replace all or part of the existing data backup software and tape-based data backup hardware. The current enterprise data backup infrastructure is based on Symantec NetBackup software and LTO2 tape technology that is over 11 years old. This report recommends acceptance of the proposal from CompuCom Canada, being the respondent that provided the proposal that best meets the RFP specifications and the highest rating in the evaluation process, in the amount of $531, plus $11, net taxes for a total proposed cost of $542, A project contingency amount of $20, will be included in the overall project budget for any customizations to the solution needed to meet TCDSB requirements. Funding is available in the Technical Services Department portion of the ICT budgets over the project duration which spans two budget periods, the budget years and The estimated total project costs are shown in the following table. PROJECT RESOURCE COSTS (including net taxes) RFP Proposed Costs $542, Contingency Solution customization $20, Estimated Total Project Costs $562, B. PURPOSE 1. The current TCDSB enterprise data backup infrastructure is based on Symantec NetBackup software, IBM 3584 tape library (with 8 tape drives) and LTO2 tape technology that is over 11 years old. 2. An assessment of the current environment was conducted along with a review of various new technologies through a series of product evaluations and proof of concept testing activities. The end goal is to acquire the most effective Enterprise Backup Solution to meet current and future data backup requirements. C. BACKGROUND 1. Symantec NetBackup is the current backup software in use which was originally implemented in 2001 and has been upgraded over the years to keep the software up-to- Page 19 of 205 Page 2 of 5

3 date and also complaint with the manufacturer s requirements for continued maintenance and support. 2. The tape library was upgraded to a new model in 2003 to meet the ever-increasing volume of user, database and application data needing to be backed-up to ensure data integrity and recoverability. Within the last 11 years the size of the weekly data backup has increased from less than 10TB (Terabytes) in 2003 to over 70TB today, a 7 times increase of data volume being backed-up. 3. End-user demand for continued system access and uptime has impacted the time window available to perform and complete the data backup operation. At the same time the volume of data that needs to backed-up has increased. The current data backup operation is exceeding the available backup time window resulting in data backup jobs not fully completing on time, partial data backups or the backup job running into the daily production time window which impacts end-users. 4. The Technical Services Department in collaboration with the Materials Management Department prepared an RFP document to solicit proposals from vendors to supply the software and hardware and provide the professional services to design and implement a recommended Enterprise Backup Solution. The scope of work includes: Design Enterprise Backup Solution and supply all software and hardware for the solution. Perform services required for the installation, setup, configuration, build and testing the new Enterprise Backup Solution. Provide post-implementation warranty and maintenance options. Recommended Enterprise Backup Solution must be optimized to provide reliable backups within reduced backup time windows and meet the minimum functional requirements to provide O Backup of 80TB of data O Source and target data deduplication O Support for multiple server operating system and virtualization environments O Application aware granular backups Provide knowledge transfer and documentation (as built) of completed solution Page 20 of 205 Page 3 of 5

4 5. The RFP (P ) was issued to solicit proposals for the Enterprise Backup Solution on February 5, 2014 and closed on March 11, The RFP was advertised on Biddingo an electronic tendering system as well as being posted on the TCDSB website. Proposals from six respondents were received as follows: CDW Canada CompuCom Canada Dell Canada FlexITy Solutions Information System Architects (ISA) Kanatek Technologies 6. The RFP evaluation team comprised of a consultant from Metafore Technologies working on this project and representatives from the Technical Services and Materials Management departments reviewed and evaluated the proposals. 7. The following is the evaluation criteria and associated weighting percentages used in the evaluation process to score and rank the proposals: Functional Requirements 20% Quality and Feasibility of proposal 20% Implementation and Support 20% Competence 10% Ability 10% Past Performance (Qualifications) 5% Pricing 15% 8. The evaluation process was comprised of two phases as follows: The first phase was a PASS / FAIL score to confirm compliance with the mandatory requirements as defined in the RFP specifications. The second phase was to review and score the proposals based on how well the proposal met the RFP specifications. 9. After completion of the evaluation process and calculation of the final scores the following is the final ranking of the proposals: PROPOSAL RANK CompuCom Canada 1 Dell Canada 2 CDW Canada 3 Kanatek Technologies 4 ISA 5 FlexITy Solutions The evaluation team recommends that the scope of work as defined in the RFP document for the Enterprise Backup Solution be awarded to CompuCom Canada being the Page 21 of 205 Page 4 of 5

5 respondent that provided the proposal that best meets the RFP specifications and the highest rating in the evaluation process. 11. The proposed cost from the successful respondent, CompuCom Canada, for the scope of work as defined in the RFP specifications is $531, plus $11, net taxes for a total proposed cost of $542, The following is a summary of the estimated total project costs including a minimal project contingency cost for any solution customization requirements. PROJECT RESOURCE COSTS (including net taxes) RFP Proposed Costs $542, Contingency Solution customization $20, Estimated Total Project Costs $562, The project will span two budget periods, the budget years and The costs for the software, hardware and professional services is available in the Technical Services Department portion of the ICT budgets for these budget periods to fund this technology refresh project. D. METRICS AND ACCOUNTABILITY Upon approval, the services from CompuCom Canada will be engaged as soon as possible to initiate this project. E. STAFF RECOMMENDATION This report recommends that the RFP for the Enterprise Backup Solution be awarded to CompuCom Canada, being the respondent that best meets the RFP specifications and the highest rating in the evaluation process, in the amount of $531, plus $11, net taxes for a total proposed cost of $542, A project contingency amount of $20, will be included in the overall project budget. Funding is available in the Technical Services Department portion of the ICT budgets over the project duration which spans two budget periods, the budget years and Page 22 of 205 Page 5 of 5