JOHNSON COUNTY COMMUNITY COLLEGE College Blvd., Overland Park, KS Ph Fax

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1 JOHNSON COUNTY COMMUNITY COLLEGE College Blvd., Overland Park, KS Ph Fax ADDENDUM #1 September 21, 2015 REQUEST FOR PROPOSALS # FOR CLOUD BASED BACKUP & RECOVERY SOLUTION The following questions have been received regarding this Request for Proposals (RFP) and Johnson County Community College s (College or JCCC) responses are indicated below: 1. Question: Will the College grant an extension on the due date? The College will grant an extension on the due date section 1 3 a. will now read: 1-3 SUBMISSION OF PROPOSALS a. Sealed proposals for Cloud Based Backup & Recovery Solution will be received at room 170, Campus Services Building, Johnson County Community College, College Blvd., Overland Park, Kansas until 2:00 PM on Tuesday, October 6, 2015, at which time the names of the proposers submitting proposals shall be announced. Proposals received after the exact time specified for receipt will not be considered. 2. Question: Are the databases on a single server with 32 instances or does the College actually have 32 database servers? The numbers in the RFP represent individual Microsoft SQL servers. 3. Question: What are the front end applications that run the databases? We would want to protect the setup as a whole for disaster recovery, not just the databases. This is a valid point. Some of the applications reside on the same server as the database, others are on separate application servers. The College may increase the number of virtual servers to accommodate disaster recovery for applications. Show how adding backup capacity will affect costs. 4. Question: Can the College provide the total other servers that should be protected? The College has more than 1,000 virtual servers. The College is evaluating which systems will be covered by this solution. Cost will be one of the factors in determining how many additional servers will be protected. JCCC RFP # Addendum #1 Page 1 of 9

2 5. Question: Are there 40Tb of USED space or is that allocated? How much actual space is being used? This is a rough estimate of allocated space. Virtual machines are typically thin provisioned. Used space is closer to 25 TB. 6. Question: Would the College prefer a fully managed service or a self-service model? Proposals for either/both models will be accepted for consideration. 7. Question: What are the RPO and RTO Requirements? 8. Question: What is the current Bandwidth (up and down) available, and saturation of stated bandwidth? The College has two 1Gbps connections with different ISPs through the KanREN membership. The KanREN membership also provides peering options with I2 and other carriers. The links are 30% to 50% saturated during peak usage 8:00am- 7:00pm. Evening hours are less than 10% saturated. 9. Question: What is the quantity of External IP addresses required? The College does not anticipate needing a large number of external IP addresses. As few as two maybe no more than ten. Please include any requirements in your proposal. 10. Question: Quantity of IP SEC Tunnel and/or SSLVPN Connections required? The College does not anticipate configuring many tunnels. One or two as necessary. Include any VPN or tunnel requirements in your proposal. 11. Question: How many CPUs in the production environment would the College be looking to licenses on this project? 12 physical CPUs (ESXi), 72 cores (virtual machines). 12. Question: Is the College looking for a cloud based Disaster Recovery managed solution? I believe what you re looking for is a passive secondary system that would be used if the primary system goes down. Can you please clarify? The cloud based backup and recovery solution must provide replication of running VMware virtual servers to a secure cloud based or hosted data center location. The replication site will be used for backup only. No running workloads will be used unless recovery operations require booting the replicated copy. This means the offsite copy will be copied back to the campus data center or another location during a recovery operation. In some situations recovery may include starting the virtual JCCC RFP # Addendum #1 Page 2 of 9

3 machine to retrieve data or access the application from the cloud or hosted data center. 13. Question: Would a copy of 2014 financials be sufficient for a proof of stability requirement? (Item 2-2 C) 14. Question: There is mention of a second site is the second site considered a hosted cloud (provided by vendor), or does the College have additional sites and could set up a private cloud with backup between two locations. The solution should include storage in the cloud or offsite location for the purposes of this RFP. 15. Question: VMs are running VMware What version and edition? VMware vsphere Enterprise Plus version Question: The 40 TB s of disk space is that raw or usable? 40 TB of storage represents the size provisioned for the virtual machines. In a thin provisioned state, used storage is closer to 25 TB. 17. Question: Does the College have any requirements for retention? The solution should be flexible and accommodate a range of retention requirements. Some systems may require retention of 1-2 days, others may need 30+ days. Please include the retention options that can be accommodated and the associated costs. 18. Question: What is the annual growth rate? Please provide all cost information associated with cloud or hosted storage. 19. Question: Anything required locally for a hybrid type solution, or is this strictly cloud, and cloud only? The backup copies of these VMs will be stored in the cloud or hosted location. Hybrid solutions may be considered. 20. Question: There is mention of no running workloads We need some additional clarity around this. Would it not be possible (at least how we re viewing it) to have a software or cloud based solution without either taking up network bandwidth, or computer processes? The intention is for the backup copies of the virtual machines to remain in a powered down state in order to lower costs associated with running workloads. Replication to the cloud or hosted location must be performed on a running VM with little or no performance impact to the running VM. JCCC RFP # Addendum #1 Page 3 of 9

4 21. Question: How many servers need to be backed up? Physical zero Virtual Question: Of the 40TB, do all the servers and data have the same RTO/RPO times and what are the RTO/RPO times? 23. Question: Does the College have any geographic concerns or limitations? The cloud or hosting site must be outside the Kansas City metro area. 24. Question: What type of mail server are you using and how many boxes does it have? servers are out of scope. 25. Question: How much data retention does the College need? The solution should be flexible and accommodate a range of retention requirements. Some systems may require retention of 1-2 days, others may need 30+ days. Please include the retention options that can be accommodated and the associated costs. 26. Question: Of the 40 TB what type of data is that being comprised of and how much of each type? 40 TB of storage represents the size provisioned for the virtual machines. In a thin provisioned state, used storage is closer to 25 TB. 27. Question: How is the College currently backing up your data now? Backup data covered by on premise backup and recovery systems is out of scope. 28. Question: What are your current backup schedules now? Systems in the scope of this RFP currently receive daily disaster recovery backups. 29. Question: Any regulatory compliance required? The cloud or hosted data center must be SSAE 16 audited and provide HIPAA, GLBA, FERPA compliant hosting options. 30. Question: What is the current backup solution? Backup data covered by on premise backup and recovery systems is out of scope. JCCC RFP # Addendum #1 Page 4 of 9

5 31. Question: Are there any other applications that will need to be backed up that require special attention? Backup of the entire running VM regardless of the running application. Include any information regarding VM or application quiescing. 32. Question: What are the intervals of the recovery points? What RPO? What RTO? 33. Question: What retention is needed for the replicated server? The solution should be flexible and accommodate a range of retention requirements. Some systems may require retention of 1-2 days, others may need 30+ days. Please include the retention options that can be accommodated and the associated costs. 34. Question: What recovery mode is used on the SQL SERVER? Simple recovery mode. 35. Question: If the solution requires an on premise device to replicate the data to the cloud would that be acceptable? Backup copies of these VMs will be stored in the cloud or hosted location. Hybrid solutions may be considered. 36. Question: Who will be maintaining the day to day operations of the backups and replications? Will the client be or will Alliance be? Will the client need any administrative abilities in the solutions. The solution may be vendor managed, maintained by JCCC IT staff, or a combination of both. Authorized JCCC IT staff should have the ability to perform backup and recovery operations. 37. Question: How many sites will the replication be done from, and what is the bandwidth from this site(s)? One site. JCCC has two 1Gbps connections with different ISPs through the KanREN membership. The KanREN membership also provides peering options with I2 and other carriers. The links are 30% to 50% saturated during peak usage 8:00am- 7:00pm. Evening hours are less than 10% saturated. 38. Question: If the replicated servers are required to be booted. What type of connectivity is required, i.e. Internet or Point-to-point vpn? Both Internet and VPN may be required. JCCC RFP # Addendum #1 Page 5 of 9

6 39. Question: Can we get a break down of how each server to be replicated is setup, with the following items: vmem in GB, number of vcpu, total storage by server? Sample: Provisioned Storage Used Storage Memory Size CPU Count GB GB 4096 MB GB GB MB GB GB 8192 MB GB GB 4096 MB GB GB 8192 MB GB GB 4096 MB GB GB 6144 MB GB GB 2048 MB GB GB 8192 MB GB GB MB GB GB 8192 MB TB 1.92 TB MB GB GB 2048 MB GB GB 4096 MB GB GB MB GB GB 6144 MB GB GB MB GB GB 8192 MB TB 1.46 TB MB GB GB MB GB GB 8192 MB GB GB 2048 MB TB GB MB GB GB 2048 MB GB GB 2048 MB GB GB 8192 MB GB GB MB GB GB 1024 MB GB GB MB GB GB 4096 MB GB GB 2048 MB GB GB 6144 MB GB GB 4096 MB GB GB 4096 MB GB GB 8192 MB GB GB MB Question: Does the JCCC want a completely hosted solution where they don t manage a local backup copy, or is JCCC open to managing the local backup and then having that replicate to the cloud or a hosted solution? Backup copies of these VMs will be stored in the cloud or hosted location. Hybrid solutions may be considered. JCCC RFP # Addendum #1 Page 6 of 9

7 41. Question: Can the College confirm that JCCC (a) will not export any of the products or services to be provided under the contract resulting from this RFP (including software) to any user or country outside the U.S. and (b) will use the products and services to be provided under such agreement (including software) in compliance with U.S. export laws? Yes, the College will not export any of the products or services to be provided under the contract resulting from this RFP (including software) to any user or country outside the U.S. and (b) will use the products and services to be provided under such agreement (including software) in compliance with U.S. export laws. 42. Question: What Backup and replication products do you own and can that be targeted to the cloud, or will the bid need to provide that type of licensed functionality? Backup data covered by on premise backup and recovery systems is out of scope. 43. Question: Do you have RTO and RPO requirement needs and what are those requirements? 44. Question: Are there any requirements that the data remain US based? No. 45. Question: Are there any requirements that the data be a certain distance from you primary site, if so what is that distance? The cloud or hosting site must be outside the Kansas City metro area. 46. Question: Are there any requirements to duplicate the data at the target site? The intention is for the backup copies of the virtual machines to remain in a powered down state in order to lower costs associated with running workloads. Replication to the cloud or hosted location must be performed on a running VM with little or no performance impact to the running VM. 47. Question: What connection speed do you current own from the originating site? JCCC has two 1Gbps connections with different ISPs through the KanREN membership. The KanREN membership also provides peering options with I2 and other carriers. The links are 30% to 50% saturated during peak usage 8:00am- 7:00pm. Evening hours are less than 10% saturated. 48. Question: What version(s) of SQL Server? JCCC has all currently supported versions of Microsoft SQL server and Windows Server operating systems. JCCC RFP # Addendum #1 Page 7 of 9

8 49. Question: Do we need to do both image-level backups AND SQL agent backups? No SQL agent backups. Virtual Machine backup is required. 50. Question: Are there SQL maintenance plans that back up SQL and truncate transaction logs multiple times each day? 51. Question: What connectivity will JCCC have to our cloud, commodity internet only, site-to-site VPN, or MPLS or T1 connection? JCCC has two 1Gbps connections with different ISPs through the KanREN membership. The KanREN membership also provides peering options with I2 and other carriers. The links are 30% to 50% saturated during peak usage 8:00am- 7:00pm. Evening hours are less than 10% saturated. S2S or P2P VPN may be used. MPLS may be explored if the solution has partnered with KanREN for MPLS circuits. 52. Question: Is 40TB the initial size of data, or the largest that it could grow to? This is the initial storage size requested. Additional growth is expected. Please include all costs related to storage. 53. Question: What is the expected data change rate and/or growth? Data change rates could range anywhere from a few Gigabytes to several Terabytes. 54. Question: Is there an SLA or expectation for RTO, or simply best effort? 55. Question: Will the booted copy run from the cloud, or restored back to premise to be turned on? The cloud based backup and recovery solution must provide replication of running VMware virtual servers to a secure cloud based or hosted data center location. The replication site will be used for backup only. No running workloads will be used unless recovery operations require booting the replicated copy. This means the offsite copy will be copied back to the campus data center or another location during a recovery operation. In some situations recovery may include starting the virtual machine to retrieve data or access the application from the cloud or hosted data center. 56. Question: Does JCCC currently have a DR process in place for these devices? JCCC RFP # Addendum #1 Page 8 of 9

9 57. Question: Assuming Microsoft, are there any other operating systems anticipated for introduction in the VMWare environment? Linux operating systems may be introduced in the future. 58. Question: Do you have any custom images or appliances you need to import? Standard VMware vsphere Enterprise Plus virtual machines. 59. Question: From an overall environment perspective, do you have very specific performance considerations (network or disk IO) that should be accounted for in a temporary production environment (intended for use only while production is restored)? If a virtual machine is started at the backup location, production level performance would not be expected. Please include any information around recovery times and impact to performance. 60. Question: Regarding the reference to the American College & University President s Climate Commitment, would a remote location that is LEED certified be considered? If that location were in a remote geography (Omaha, NE) would it still be considered? 61. Question: Is the College open to a VM-based replication solution? 62. Question: Est. Max. Snapshot size, Desired # of Checkpoints to Keep, Snapshot Storage (GB) To be determined. 63. Question: Database workloads with high I/O characteristics are a concern with any cloud-based backup solution. Can the College determine if the workloads to be backed up are at or below the following data change rates? Each workload will be evaluated before implementing the cloud based backup solution. 64. Question: Should a disaster event be declared what is the preferred access method (Internet or WAN)? Either option may be used depending on the needs for recovery operations. 65. Question: Are load balancers and firewalls required at the disaster recovery site? Not required. Include cost information for load balancers or firewall services if they are available in the hosting solution. 66. Question: Will the College remove the Bid Bound and Performance Bond requirements? Yes, section 6-8 Bonds will now read: N/A JCCC RFP # Addendum #1 Page 9 of 9