ADDENDA #2 IT-RFP-2016-01: INFORMATION TECHNOLOGY SERVICES

ADDENDA #2 IT-RFP-2016-01: INFORMATION TECHNOLOGY SERVICES The following questions were provided before, during and after the Pre-Proposal meeting held on Monday, March 7, 2016. Due to our vacant IT department, we answered these questions to the best of our abilities. Q1: Size of backups? A1: Full backups of 4 servers can be completed with four 1.6 TB tapes 0.44 TB Exchange 1.10 TB GIS 1.59 TB File Share 0.022 TB Primary Domain Controller Q2: Remote desktop? A2: We do not telecommute, though approximately 21 staff use Citrix Go to My PC remotely and have licenses. Q3: GIS Integration/Transportation Modeling? A3: 4-step modeling process with many zones (for entire region)/thousands of links (entire regional roadway system)/multi-modal: runs on separate workstations Citi Labs Q: runs on three separate workstations: Cube Program w/feedback logistics Rest of GIS runs on certain workstations Trans modeling has its own server: Cluster Program that segments the model to run simultaneously on multiple cores 7 concurrent GIS licenses: 3 ARCVIEW; 4 ARCINFO (Versions: 10.1; 10.2; 10.3) Q4: Technology Architecture (Is it an Oracle shop)? A4: We are NOT an Oracle shop We have Transportation modeling SQL databases There is No centralized SQL server Q5: Any Regional governmental integrations/interfaces? A5: No (are just starting to work on a regional GIS initiative with 7-10 data layers) Q6: Any mobile needs/apps/etc.? A6: Currently using Citrix. Employees access email through personal cell phones/mobile devices. Q7: Any SQL backups? Any profile redirection? A7: No. We are unaware of any profile redirection. Q8: Any other home-grown apps? A8: Not currently. Potential for some in the future. Q9: Issues with Helpdesk? A9: Desktops are fairly new, purchased with long service agreements. UPSs batteries have been failing, resulting in some hard drive failures. There have been occasional memory issues. IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 1

Q10: Telephone Support? A10: Not looking for telephone support at this time. Have a contract with another vendor (Carousel). Q11: 24-7 expected volume outside normal work hours? A11: Need to see price points with various support options. Usually only would need between 6:30 AM 9:00 PM M-F, which would be the critical times. Q12: Sensitive Information-security requirements? A12: We re not in the HIPAA business, but do have personnel data (social security numbers, etc.); and homeland security data layers, etc. Q13: Total SQL licenses? A13: MS SQL Server Name Instance Version Desktop 1 HAZUSPLUSSRVR 10.50.2500.0 Desktop 1 ROBSPCSQL2008R2 10.50.2500.0 Domain Controller ADMINDB 9.00.4035.00 Domain Controller MICROSOFT##SSEE 9.00.4035.00 Backup Domain Controller MICROSOFT##SSEE 9.00.5000.00 Backup Server BKUPEXEC 10.50.1600.1 Backup Server SQLEXPRESS 11.0.2100.60 GIS Server HRPDCSQL 10.0.1600.22 GIS Server SQLEXPRESS 9.00.3042.00 Desktop 2 Desktop 2 SQLEXPRESS 10.0.5500.0 Desktop 3 UPSWSDBSERVER 9.00.5000.00 Desktop 4 Desktop 4 SQLEXPRESS 11.0.2100.60 Desktop 5 Desktop 5 SQLEXPRESS 10.50.4000.0 Q14: How do four offsite servers interact with internal system? A14: Outside servers do not interact with internal servers. They will not be included in this process. Q15: Are they Co-Located? A15: Yes Q16: Managed here? A16: Monitored by co-location vendor. Q17: Any architecture diagrams? A17: The ones inherited are not up to date. Old diagrams with edits will be available to selected vendor. IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 2

Q18: Internal assessment? A18: Network Detective was run on servers Q19: Organizational size/data growth? A19: No major staff changes in the foreseeable future, from the current 47-52 staff/workstations. Data driven organization lots of data that is kept indefinitely Q20: Interface with external systems? A20: Some: in Econ and Transportation, both manual and automated Q21: Looking for pricing for? A21: Costs associated with Assessment/Strategic Plan Costs for Managed Services Costs associated with migration to Cloud environment, based on your experience with previous clients Questions to consider include: Potential cost efficiencies in Cloud Would it be appropriate to go to Cloud for GIS, Traffic Modeling? Is a Hybrid approach more feasible? Q22: Provide server warranty/aging details? A22: Server Warrantee / Aging Details Computer Ship date Dell Pro Support Expiration Date Next Business Day Support Expiration Date Domain Controller DELL Apr-10 Apr-17 Apr-17 Backup Domain Controller DELL Apr-10 N/A N/A Exchange DELL Apr-10 Apr-17 Apr-17 GIS DELL Apr-10 Apr-17 Apr-17 File Share DELL Apr-10 Apr-17 Apr-17 Backup HP May-08 N/A N/A NAS DELL Feb-13 Feb-17 Feb-17 IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 3

Q23: Firewall/Security? A23: Barracuda spam and web filter on wired internet Wireless internet is not filtered Symantec anti-virus end-point protection Firewall at edge of network at router Q24: Any pre-existing vendor agreements? A24: Other than routine applications, no. Q25: Microsoft License agreements? A25: Assume we re compliant, bought at time of purchase of computers, with long service agreements Q26: Did you have an IT Team? A26: At one time we had two (manager and assistant). Manager was very conservative. Assistant did not have total access: he was a network engineer, managed servers, updates, etc. Q27: Backup and retention policy? A27: No formal policy. Regular backups of all internal servers are done using Backup Exec HP tape drives No virtual servers Q28: Financial package? A28: GMS (Grants Management System): 4 licenses, on four separate workstations Access is backend 10-year financial data, grows each year Includes payroll, benefits, VRS, ICMA, taxes, etc. All payroll, A/P, A/R are done in house GMS is backed up nightly Both current and new upgrade is Cloud compatible Q29: Any other external security solutions? URL content filtering? A29: Barracuda IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 4

Q30: Printers/Document Management Systems to handle scans? A30: Xerox 4112; Xerox EX700 Print/server powered by FIERY; Xerox Phaser 3300MFP; HP4200/4300 Laserjet PCL 6; (2) HP4250_Laserjet8; HP4015_Laserjet; HP LAS2679; HP Laserjet P2035 UPD PCL 5; HP Laserjet P4014/P4015 PCL 6; (5) HP Deskjet 6122; (2) HP Laserjet P4015 UPD PCL 6; HP Universal Printing PCL 5; (2) HP Color Laserjet 4600 PCL 6; HP Designjet 800 PS 42 by HP; HP Color Laserjet CP4520 PCL 6; HP Laserjet P4015N PCL 5; HP Laserjet 4250 PCL 6; HP Color Laserjet CP2025; HP Ethernet Multienvironment (4) Q31: List of printers for compatibility with Cloud? A31: See #30 Q32: Can we get copies of your Financial statements?/ Any upcoming IT audits? A32: IT audit is part of annual financial statements audit, testing done in-house Audited Financial Statements can be found at: http://www.hrpdcva.gov/page/financial-statements-/ To go directly to the statements: http://www.hrpdcva.gov/uploads/docs/hrpdc%202015%20final.pdf To go directly to the Report to the Board: http://www.hrpdcva.gov/uploads/docs/hrpdc%20-%20sas%20114%20letter%206-30-2015.pdf Q33: Requirements for using VITA? A33: We re not required to use VITA, currently using VITA for wired internet through Windstream, Contract ended October 2015 Two internet connections: Cox wireless and VITA/Windstream wired Q34: Are you currently using Share Point? A34: Share-point solution not being used currently. Share Point will not be part of this process. Q35: Email hosting? A35: Exchange server is in-house All incoming email coming through WHRO, who has a Barracuda filter but is not using it for us All outgoing email not going through WHRO We use a Barracuda filter once email has come in-house from WHRO IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 5

Q36: Is this a new or existing contract? If it is existing, who is the incumbent? A36: This is a new contract. We lost our staff member in a one-person department. Q37: Can you share the budget or budget range for this project? A37: As a public agency, with budget challenges, we need to be good stewards of the public s money. This RFP is testing the waters for us to see if Cloud computing is an affordable option for us. We are seeking expertise to determine if there are more cost effective approaches for our IT system. Q38: What is the level of effort in terms of labor categories and number for FTE s expected? A38: Dependent on selected vendor s IT assessment. Q39: How many key personnel resumes are expected? A39: Resumes of key personnel who will be directly assigned to our account. Q40: What is the place of performance? Can part of the contract be performed remotely? A40: Our office is located at 723 Woodlake Drive, Chesapeake, VA 23320. We anticipate that most managed services can be provided remotely. Q41: Will you release the names of attendees to the event, and their companies for this RFP? A41: See Addenda #1 Q42: Would you please provide the makes, models, configurations, and ages of your existing IT infrastructure to include, but not limited to Servers, Routers, Switches, Firewalls, Desktops, and Laptops? A42: This information will be provided to the selected vendor. Q43: What is the existing hardware lifecycle? A43: Every 4-5 years, on a rotating basis. Q44: How much data do you currently manage in your infrastructure? A44: See #1. No information available on data on user/clients personal systems. Q45: How much of the data is structured i.e., in databases, Exchange, etc.? A45: See #69. Q46: How much is unstructured i.e., file servers, end user client systems, media files? A46: See #1. No information available on data on user/clients personal systems. Q47: What are the organization s existing policies for backup, recovery, archiving, and disaster recovery? A47: See Addenda #3 IT Policy. Other information will be provided to selected vendor. Q48: What is your data retention policy? A48: We follow Virginia records retention policy. Q49: What is the recovery point objective (RPO) i.e., how much data can you lose? A49: All data is critical and essential to our operations. IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 6

Q50: What is the recovery time objective (RTO) i.e., how long can you be down? A50: Following the selected vendor s assessment, we would be interested in their recommendation as to what would be feasible to our Organization. Q51: What WAN/ISP subscriptions do you currently have? A51: Cox: 3 mg wireless VITA: 20mg wired Q52: What is the bandwidth of your WAN/ISP subscriptions? A52: See #51 Q53: Page 41, Item D, Sub-item a: This section states that HRPDC has 4 offsite servers that are separate from your primary network and maintained by a 3 rd party. Can you confirm that these 4 servers are excluded from the scope of work and will not be part of the services requested? A53: Yes Q54: Page 42, Item A, Sub-item a: This section states that HRPDC contracts with a 3 rd party for monitoring of the AVAYA IP Office phone system. Can you elaborate on what services are covered by this monitoring contract? Can you also elaborate on the date to day management of the phone system that you expect to be done as part of this contract? A54: See #10 Q55: Page 44, Section Communications, Item a: This section states that HRPDC utilizes a 3 rd party vendor for support for telephone servers and handsets. Can you elaborate what activities the 3 rd party vendor would be responsible for and what activities the winning bidder would be responsible for after the contract is awarded? A55: See #10 Q56: There seems to be some ambiguity in what is required to be priced out in the initial proposal submittal. For example, analysis of existing system page 7 section 2.7, are we pricing this out based upon the specifications listed in the RFP or after the on-site assessment has been done after contract award? A56: See #21 Q57: Does the HRPDC want pricing line items in the proposals for assessment, evaluation, implementation, in addition to the stated IT managed services? (It is fairly clear that line items for IT managed services can be presented however, migrating to the cloud, assessments and evaluations are unclear as to when these will take place and how they should be p[riced out for contract evaluation.) A57: See #21 Q58: Could the HRPDC provide a line item chart or matrix that would represent all items to be priced in the proposal to clarify these issues? A58: See #21 Q59: We are a privately owned company therefore our financial statements are not public documents, may we submit Federal Tax Returns instead to meet the requirement? A59: Yes. Be sure to designate these as confidential information (see RFP for form to so designate). IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 7

Q60: Are there going to be any upcoming IT audits? A60: See #32 Q61: Will there be a technical person reading the proposals? A61: There are several staff members with IT knowledge at the HRPDC/HRTPO, and we do have access to external IT-knowledgeable staff from the localities should they be deemed necessary in evaluating the proposals received. The eval committee consists of: Andrea Gayer IT Interim Manager, Bob Crum Executive Director, Randy Keaton & Camelia Ravanbakht Deputy Executive Directors of PDC and TPO, Nancy Collins CFO/Procurement Officer, Sara Kidd (GIS), and Mike Kimbrel (Trans). Q62: We use high level engineers occasionally and they get paid on 1099 basis. Would this apply to our 1099 s? ( The successful vendor will provide the Organization with all of the following services. The vendor shall not subcontract any portion of the services to be performed under the contract without the prior written agreement of the Organization. ) A62: Yes Q63: Is there a response time SLA implied with this statement? ( Remote support and on-site support must be provided during business hours as requested. ) A63: See #50 Q64: What is the current hardware and software or any associated equipment that may or may not need to be upgraded? A64: Dependent on selected vendor s IT assessment. Q65: What software is being utilized for GIS and the current version? A65: See #3 Q66: What does the network look like in reference to off-prim and on-prim? Q66: We are not able to provide this information at this time. Q67: Timeline for award? A67: See page 2 of the RFP. Goal is for June 1 st, subject to change as needed. Q68: Will there be a whittling down process? A68: See page 2 of the RFP. Possible short-list selection with oral presentations. Q69: How large is the MS Exchange environment (users and data)? A69: There are 85 mailboxes. The backup of the exchange server is 0.44TB. The space utilized on the Exchange Data drive is.39 TB. Q70: Who is the vendor currently supporting the telecom side of the house? A70: Carousel Q71: Is the current amount of backup data confirmed up to roughly 4TB of all backups? A71: See #1 IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 8

Q72: What is the latest version of the Symantec Endpoint, I suspect you are running 11.x which had issues earlier on in life by resolved in later version. Also, what other similar security solutions are implemented? A72: We are using cloud based Symantec Endpoint Protection Small Business Edition. We have 85 licenses. This is the version information: Q73: Can you confirm the assessment tool ran in-house? A73: Network Detective Q74: Could you please furnish an inventory (listing) of your current network infrastructure including make and model of the devices (i.e., servers, firewalls, switches, routers, etc.)? A74: Will be available to selected vendor. Q75: Is wireless considered part of this RFP? If so, could you please provide your current make and models for your wireless devices (i.e., Access Points, etc.)? A75: Yes, wireless is part of the RFP. We only know the make and model of 1 of the Access Points. It is a Sonic Wall, Sonic Point Ne. The other Access Points are not easily accessible to check the makes and models. Q76: Under the Scope of Work Help Desk Support, you ask for on-line ticket submission, commenting and tracking. Does the vendor have to include an online ticketing system in its quote, or is there one in use at the Organization? A76: Selected vendor must provide. No in-house system. Q77: Under the Scope of Work Help Desk Support, do you have any historical data as to the number of Help Desk Calls received either daily, weekly and/or monthly? A77: No formal Help Desk system exists. Assistance is given on an as-needed basis. Q78: Is there a particular format you are looking for in the Pricing Proposal? A78: See #21 Q79: What is the contract duration? A79: Initial period of one year, with up to four, one-year renewals. IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 9

Q80: For the support services, do you require full-time staff for the duration of the contract? If no, what are the anticipated work hours for a part-time or as needed staff person(s)? A80: Dependent on selected vendor s IT assessment. Q81: Will background checks be required of the staff working remotely or onsite? A81: Yes Q82: Is a current detailed inventory available? Including: make and model of switches, routers, firewalls, workstations, printers, servers, and respective operating systems? A82: See #74 Q83: Could serial numbers be provided if this information is unobtainable? A83: See #74 Q84: Is a current detailed logical and physical network diagram available? A84: See #17 Q85: Can you provide the current bandwidth and circuit detail information for all sites? A85: See #51 Q86: Is hard drive encryption used on any of the laptops/workstations? If so, is a recovery mechanism in place? A86: No Q87: Number of remote users, methods of current remote access and applications accessed remotely? A87: See #2 Q88: Is software licensing inventory information available? A88: Will be available to selected vendor. Q89: We would like to know is there any incumbent for this contract; if yes, can you provide us details for the same? A89: See #26 & #36 Q90: What is the value of the contract? A90: See #37 Q91: What are the major issues that department is facing? A91: See #26 & #36 Q92: Is there any preferred cloud service the department is looking for? A92: Dependent on selected vendor s IT assessment. Q93: What is the function of the 4 offsite servers that are managed by another vendor? A93: See #14 IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 10

Q94: What is the interaction between these servers and the rest of the organization s servers (If any)? A94: See #14 Q95: How many users access the applications that house their data in the SQL Databases? A95: All of the SQL databases are accessed by less than 5 users. Q96: Which applications utilize the SQL Server Database(s)? A96: See #13 Q97: How many users access the applications that house their data in the SQL Databases? A97: See #95 Q98: The Software listing shows QuickBooks pro Server 2013 Can you tell us which server (from page 41 of the RFP) is running this application? A98: The application is run on two desktops. The associated databases are located on the File Share. Q99: Do you know roughly how much data is in use across the Organization at this time? A99: See #1. No information available on data on user/clients personal systems. Q100: How much data is currently being backed up? (estimate total Gigabytes or Terabytes) A100: See #1. Q101: Does anyone in the organization need the ability to access the network while working remotely? A101: Yes. Q102: What type of Router/Firewall is currently in place (the make and model)? A102: Cisco ASA 5510 Q103: What sort of Firewall capabilities/licenses are enabled? A103: Barracuda webfilter 310 Barracuda spam and virus firewall 300 Q104: You list that there are 51 active workstations and 12 laptops: Does this mean there are a total of 63 desktop/laptop devices? Or, are the laptops counted in the 51 active workstations? A104: There are 63 total devices. Q105: Under Proposal Preparation and Instructions Required Forms (Page 7 item e: Brief description of your organization structure - is an organization chart sufficient to answer this question? A105: Yes IT-RFP-2016-01 IT SERVICES ADDENDA #2 Page 11