. Douglas County School District Learn today. Lead tomorrow. REQUEST FOR PROPOSAL Purchasing and Contracting INFRASTRUCTURE PRODUCT AND SERVICES Date of Issue: February 22, 2013 Proposal Closing Date: March 12, 2013, at 2:00 p.m. Proposal to be returned PRIOR TO date and time above. RETURN TO: Douglas County School District Re-1 Purchasing & Contracting Department 701 Prairie Hawk Drive Castle Rock, Colorado 80109 THIS IS NOT A COMPETITIVE BID. The request for proposal process allows the District to select the vendor that best meets the needs of the District, taking into consideration vendor qualifications, price, products, and service capabilities. PROPOSER S CERTIFICATION We offer to furnish to the District the products, services, and equipment requested in accordance with the specifications described herein: Proposer: Address: City: State Zip Code Telephone No. Name: Title: Email Address: Signature: 701 Prairie Hawk Drive, Castle Rock, CO 80109 Phone: 720.433.0060 Fax: 720.433.0061 www.dcsdk12.org
CONTINUATION SHEET Page 2 REQUEST FOR PROPOSAL RFP NO. 13-02-038 Douglas County School District Re-1 is requesting sealed proposals from qualified firms or individuals to provide. Vendors will be selected based on complete fulfillment of requirements listed below and the ability to provide references demonstrating competency to satisfy proposed services. Selected vendors will be placed on a preferred vendors lists and authorizing the Information Technology (IT) Department to freely solicit proposal(s) and fulfillment of ITE services requirements listed within the RFP. All vendors will be notified of position requirements and given the opportunity to respond. Award of specific services will be based on the ability of the vendor to fulfill requirements given time, cost, and competency requirements and the needs of Douglas County School District. Proposals are to be addressed and delivered to the Purchasing & Contracting Department of Douglas County School District Re-1, in accordance with the Instructions to Proposers and all other requirements as referenced in this document. Proposals will be received until March 12, 2013, at which time a representative of the Purchasing Department will announce publicly the names of those firms or individuals submitting proposals. No other public disclosure will be made until after award of contract. The District will use the following tentative schedule for the selection process: Post requests for proposals February 22, 2013 Proposal submission deadline March 12, 2013 Interviews with selected proposers TBD Recommendation to the Board of Education TBD DOUGLAS COUNTY SCHOOL DISTRICT RE-1 Trudi Peepgrass Buyer, Purchasing & Contracting
CONTINUATION SHEET Page 3 TABLE OF CONTENTS Page A. Instructions to Proposers 4 B. Contract Administrator / Technical Point of Contact 6 C. Special Instructions 11 D. Specifications/Scope of Work 12 E. Award of Contract 37 F. General Terms & Conditions 38 G. Insurance Requirements Contractors 40 H. Proposal Response Format 43
CONTINUATION SHEET Page 4 INSTRUCTIONS TO PROPOSERS 1. Firms responding to this Request for Proposal ( RFP ) must submit their proposals in the overall format as outlined in this solicitation. 2. Each vendor proposal shall consist of one marked original copy, one (1) electronic copy and one (1) copies in the format specified within Proposal Format. Proposals are to be submitted no later than 2PM on March 12, 2013. The original proposal shall be submitted to: Douglas County School District Re-1 Purchasing & Contracting Department 701 Prairie Hawk Drive Castle Rock, CO 80109 3. Proposals must be submitted in a sealed package or envelope listing the following information on the outside: RFP Title: Infrastructure Product & Services RFP Number: 13-02-038 RFP Due Date: March 12, 2013 Proposer s name and address: No telephone, electronic, or facsimile proposals will be considered. 4. Proposals must be sent by mail or hand delivered, allowing sufficient delivery time to ensure receipt in the Purchasing & Contracting Department by the deadline specified. Time and date validation will occur in the Purchasing Department. All proposals received after the deadline will be automatically rejected and will be returned to the proposer unopened. 5. Proposals must be dated and signed by a duly authorized partner or corporate officer, with that person s name and title clearly identified. All of the proposal contents and fees must be guaranteed for one hundred and eighty (180) days from the proposal date.
CONTINUATION SHEET Page 5 INSTRUCTIONS TO PROPOSERS (Continued) 6. The content of all proposals must conform to the following: Proposers must respond to the questions in the order presented Proposers may provide additional supporting documentation pertinent to clarification of the proposal 7. The District reserves the right to: Reject any and all proposals received as a result of this RFP Waive or decline to waive any informalities and any irregularities in any proposal or responses received Adopt all or any part of the proposer s proposal Negotiate changes in the scope of work or services to be provided Award to multiple vendors Withhold the award of contract Select the proposer(s) it deems to be most qualified to fulfill the needs of the District. The proposer with the lowest proposal will not necessarily be the one most qualified, since a number of factors other than price are important in the determination of the most acceptable proposal. 8. The selected proposer(s) will be required to assume responsibility for all goods and services offered in the proposal, whether or not the proposer produces them. Further, the selected proposer(s) shall be the sole point of contact and responsibility with regard to all contractual matters, including payment of any and all charges resulting from the contract. The selected proposer shall not assign or transfer any interest in the contract without prior written consent of the District. 9. The District shall not be liable for any costs incurred by the proposer in the preparation and production of the proposal or for any work performed prior to the execution of a contract. 10. All proposals and other materials submitted shall become the property of the District.
CONTINUATION SHEET Page 6 INSTRUCTIONS TO PROPOSERS (Continued) 11. No reports, information, or data given to or prepared by the selected proposer shall be made available to any individual or organization by a respondent or the selected proposer without prior written approval of the District. 12. All changes in the RFP documents shall be through written addendum and furnished to all proposers. Verbal information obtained otherwise will not be considered in awarding of the proposal. 13. The selected proposer may be required to enter into a written contract with the District on the District s approved form. All information contained in this request for proposal and acceptable provisions of the proposer s response will be attached to and made part of the executed contract. 14. Proposers who have questions concerning the submission of proposals or the RFP process, must contact: Trudi Peepgrass Buyer, Purchasing & Contracting Trudi.peepgrass@dcsdk12.org Telephone: 720.433.1131 Fax: 720.433.0061 15. The proposals will be reviewed by a selection committee. The committee may request additional information from proposers or request personal interviews with one or more proposers. Final evaluation and selection may be based on, but not limited to, any or all of the following: Information presented in the proposal Qualifications and experience of the proposer Demonstrated Quality Reference Checks Proposed timelines to fulfill requirements Personal Interview Total Cost
CONTINUATION SHEET Page 7 INSTRUCTIONS TO PROPOSERS (Continued) 16. The District is an equal opportunity employer. Businesses owned and operated by minorities or women are encouraged to submit proposals. Proposers to whom a contract is awarded shall not discriminate on the basis of age, race, color, national origin, gender, creed, or disability. 17. The District reserves the right to renew and extend the executed contract agreement pertaining to all current prices, terms, conditions and specifications upon mutual agreement between the District and the Vendor for an additional one (1) year but not to exceed two (2) additional one (1) year periods. 18. Contract Termination with Cause: DCSD shall have the right at any time and at all times to terminate this Contract for cause. It is agreed that the violation by the awarded Contractor of any covenant or provision contained in this Contract, or the failure or refusal of the awarded Contractor to abide or carry out any covenants or provision of this Contract, shall constitute sufficient cause for which the District may terminate this Contract. In the event the District shall elect to terminate this contract for cause, the District shall notify the awarded Contractor in writing and shall specify the cause for such termination and the date that such termination shall be effective. Whereupon the awarded Contractor shall have no further rights and the District shall have no further obligation to the awarded Contractor, pursuant this Contract subsequent to the date that the Contract is terminated for cause as aforementioned by DCSD. 19. Contract Termination without Cause: DCSD shall have the right at any time and at all times to terminate this Contract without cause, upon written notice of such termination not less than 90 days prior to the date that such termination shall be effective. Such right to terminate this Contract without cause is hereby reserved by and to the District. In the event the District shall elect to terminate this Contract without cause, the District shall notify the awarded Contractor in writing and shall specify the date (not earlier than 90 days after the date of delivery of written notice by the District to the awarded Contractor) on which this Contract will terminate. Upon receipt of written notice, the awarded Contractor agrees to abide and perform all covenants and provisions of this Contract until the date of termination specified in the written notice of termination. The awarded Contractor shall have no further rights, and the District shall have no further obligation to the awarded Contractor, subsequent to the date of termination of this Contract as specified in the written notice.
CONTINUATION SHEET Page 8 INSTRUCTIONS TO PROPOSERS (Continued) 20. Contractors Personnel: Qualifications / resumes of new people working under this contract will be submitted to the District in writing for approval prior to them conducting any service under this contract. Submit list of all employees that will be working under the current contract and any intention for additional personnel, and back-up personnel for each function. Contact personnel may not begin work until approved by DCSD. All contract personnel who have access, either directly or indirectly, to sensitive data protected under HIPAA or FERPA will be required to sign a Non-Disclosure Agreement (NDA). 21. Communications: Contractor must provide a means to receive direct communications from DCSD. A copy of all written communication concerning contract discrepancies, issues or concerns from the District and the Contractor shall be forwarded to the Assistant Director of Purchasing upon issuance. 22. Contract Administration: DCSD will periodically inspect work to assure that the requirements of this contract are being met. Should it be found that the requirements specified herein are not being satisfactorily maintained, the Contractor shall be contacted and any discrepancies, inconsistencies or items not meeting the specifications contained herein corrected immediately at no additional cost to DCSD. A second discrepancy notice shall serve as notification that any future discrepancies, inconsistencies or items not meeting specifications contained herein will result in termination of the Contractors right to proceed further with this work. In such event the Contractor will be paid only for materials used. The Contractor and his sureties may be liable to DCSD for any additional cost incurred by DCSD to complete the job. At this point the Contractor shall be considered in default and the contract subject to termination. Failure of the Contractor to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of Douglas County School District. DCSD reserves the right to terminate this contract in whole or in part should the need for the services cease to exist. Contractor shall be subject to periodic performance evaluations by DCSD personnel. Continued unsatisfactory ratings shall be cause to find the Contractor in default of the contract. Performance ratings may be considered during award of future contracts by DCSD.
CONTINUATION SHEET Page 9 INSTRUCTIONS TO PROPOSERS (Continued) 23. Illegal Immigrants: Successful contractor shall provide documentation regarding Colorado House Bill 1023, Restriction of Public Benefits. House Bill 1023 requires vendors/contractors to provide verification of employee s lawful presence in the United States. DCSD will provide necessary documentation to be signed upon award of contract. 24. Sustainability: The Douglas County School District RE-1is committed to protecting the environment, and the health of the community and its employees. In accordance with this policy, DCSD schools and departments are directed to procure cost-competitive products and services that minimize resource consumption and negative impacts on the environment and human health. Vendors, when applicable, are to follow standards and recommendations of the United States Environmental Protection Agency EPP (Environmentally Preferable Purchasing) program, the Green Seal organization, and standards and practices specified by the U.S. Green Building Council, including the Leadership in Energy and Environmental Design (LEED) program. Vendors, when providing products that would qualify as EPP products please be specific as to the standards or which program has approved your solution. 25. Background Checks: The successful Vendor will be required to complete, at their own expense, a Criminal record check on all employees working on or reasonably likely to work on school district property for this contract. Employees who have been convicted of, pled nolo contendere to, or received a deferred sentence or deferred prosecution for a felony, or a misdemeanor crime involving unlawful sexual behavior or unlawful behavior involving children, will not be allowed to work on District property for this contract. The successful Vendor must complete a Verification of Background Check form indicating that they have done a background check on all of their employees working on school district property. The successful Vendor will be responsible to adhere to any Federal, State, and Local privacy and confidentiality requirements and other laws, regulations or policies governing employee background checks.
CONTINUATION SHEET Page 10 INSTRUCTIONS TO PROPOSERS (Continued) 26. Other governmental agencies may be extended the opportunity to purchase off this RFP with the agreement of the successful vendor and the participating agencies. Due to all the variables in this type of RFP, the District will contact the successful Proposer and make it aware of the interest by another agency (if any). The successful Proposer and the interested agency will then be able to design the successful RFP around their parameters, i.e., delivery locations, requirements, implementation, specialty products, etc. 27. Certification Regarding Debarment and Suspension: All vendors will be required to sign a certification regarding debarment and suspension indicating they have not been debarred by any Federal, State, or Local department or agency. The District will be using the Excluded Parties List System (EPLS) to verify that the vendor has not been debarred.
CONTINUATION SHEET Page 11 SPECIAL INSTRUCTIONS Trudi Peepgrass will receive questions at trudi.peepgrass@dcsdk12.org until Friday, March 1, 2013 at 4:00pm. The response to these questions will then be posted on Rocky Mountain E-Purchasing by Wednesday, March 6, 2013. at 5:00pm. If questions are submitted after the Friday, March 1, 2013, 4:00pm deadline, it is the sole discretion of the District if the question will be answered.
CONTINUATION SHEET Page 12 SPECIFICATIONS/SCOPE OF WORK BACKGROUND District Profile: The Douglas County School District (DCSD) is issuing this Request for Proposals (RFP) for interested qualified vendors to establish a Master Product and Services Agreement for Private Cloud Infrastructure as a Service (IaaS), enterprise network management, infrastructure consultation services, and subsequent system procurement. The DCSD recently conducted a review of its IT Infrastructure assets and capabilities, and identified a strategy to increase service levels, provide elasticity in a continuous evolving technology industry, and reduce the total cost of ownership. Qualified firms that meet all criteria will be considered. There is absolutely no commitment to purchase or enter into a formal contract. Upon completion of our evaluation of your proposal, we may recommend that a formal contract be established. The DCSD reserves the right to consider such other relevant factors as it deems appropriate in order to contract the best value provider. The DCSD may or may not seek additional information from Respondents prior to making a selection. This RFP does not commit the DCSD to select any firm, award any work order, pay any costs incurred in preparing a response, or procure or contract for any services or supplies. The DCSD reserves the right to accept or reject any or all submittals received, cancel or modify the RFP in part or in its entirety, or change the RFP guidelines, when it is in the best interests of the DCSD to do so. The DCSD also reserves the right to enter into contract, in part or whole, the services requested within this RFP. Qualified vendors must be full solution providers and be able to internally handle requirements listed within this RFP. Vendor proposals will not be selected that include partnering of a third party for requested Cloud IaaS, network management, and consultation services. The Douglas County School District is currently the third largest school district in the State of Colorado. Douglas County School District covers a geographical area of approximately 870 square miles. Within these boundaries are 46 elementary schools, 9 middle schools, 9 high schools, 8 charter schools, 2 magnet schools, 1 alternative high school, 1 night high school, 1 university center and 34 preschools. In addition to the permanent structures, there are multiple modular buildings associated with these sites. Our remaining buildings house administration, alternative programs and support service functions; over 65,000 students and 6,500 staff members occupy these buildings year round, in most cases. The District continues to grow at a rate of approximately 1,500 new students each year requiring new school sites in the future.
CONTINUATION SHEET Page 13 SCOPE OF WORK The Purpose and intent of this RFP is to secure competitive bids to establish a Master Product and Services Agreement for Private Cloud Infrastructure as a Service (IaaS), enterprise network management, infrastructure consultation services, and subsequent system procurement. The vendor provided Private Cloud IaaS will be utilized as both a development, testing, and production environment utilizing vendor provided equipment. Best fit will be determined based on the DCSD needs and Vendor responses to the questions listed in the RFP. The IaaS will be required to support : Thick provisioning of mission critical systems. DEVOPS, in particular Chef, for automated provisioning. Regression and load testing. True Muli-tenancy. Geographic separation for disaster recovery. On-demand self-service, ubiquitous network access, rapid elasticity, and a pay per use. Direct connectivity of existing DCSD data center and networks. Meet the additional requirements identified for Cloud Services. The DCSD requires comprehensive network management services for DCSD wired and wireless networks. The service provider will become the DCSD enterprise single point of contact for management of the enterprise network and underlying maintenance. Services expected include providing up/down status reporting, malfunction alarms/alerts, fault monitoring, performance management, change management (including device configuration, backups, and log reporting), fault isolation, escalation, and resolution; 24/7 network monitoring; and online portal-based device/network availability performance reporting. The vendor will be responsible for providing near real-time data / metrics to the DCSD Information Technology Production team and monitoring system. DCSD shall retain measures of control over network elements and or functions based on DCSD capabilities and in consultation with the awarded vendor. For the existing DCSD networks and hardware, the vendor shall be responsible for providing consultation services and system procurement options supporting refresh and growth requirements. The vendor will be required to provide proposals based on DCSD requirements. The vendor shall not purchase and or install equipment without the full approval of DCSD. Contracts shall be to purchase the hardware as well as the functional and technical consulting services for implementation of new hardware. The functional
CONTINUATION SHEET Page 14 SCOPE OF WORK (Continued) and technical consulting services shall be purchased on an as a la carte basis to work in conjunction with the Douglas County School District RE-1 personnel to convert from the existing hardware, and shall include training. DCSD reserves the right to be advised by a third party as well as right of refusal of all proposals. Cloud Services Please provide an overview of the dedicated single-tenant and shared (multi-tenant) cloud services provided by your company. Please detail all hardware specifications, including manufacturers, for all cloud product offerings. Include manufacturer, model numbers, processors, disk drives, database hardware, data center networking components (routers, switches, etc.), security devices (firewalls, etc.), load balancers, and any other hardware relevant to the delivery of the service. The proposal must include answers to all of the following questions within the Scope Section of the proposal response. 1) How often is infrastructure hardware software upgraded? 2) Please note if the following data center components are provided by you or by a third party: i) Compute ii) OS iii) Storage iv) Firewalls and policies v) Load Balancers vi) Database services (note which and if licenses are included) vii) Data center networking viii) WAN networking (public and private) ix) Hybrid integration between cloud colocation, managed hosting, etc. 3) Do you have options for dedicated storage, dedicated hardware firewalls and load balancers to connect to the public cloud offerings in your facilities?
CONTINUATION SHEET Page 15 SCOPE OF WORK (Continued) 4) Are there options for dedicated storage, dedicated hardware firewalls and load balancers to be connected to the dedicated cloud offerings in your facilities? 5) Can you share networks, VPNs, firewalls and load balancers between your dedicated and public cloud environments? 6) Please outline the size of the network (number of contiguous IP addresses) available to a customer s cloud environment. 7) Is there any customization or customer specific changes allowed for your cloud services? If so please describe. Are there additional costs? Storage, Backup, and Database 1) Describe the SAN storage options connected to your cloud. 2) Describe the NAS storage options connected to your cloud. 3) Do you offer persistent cloud images (longer than 2-week retention)? 4) Do you offer back up in your cloud longer than 1-month retention? 5) Describe your backup hardware architecture including software, physical or virtual, technologies, storage media, etc. 6) Describe your cloud backup architecture addressing specifically disaster recovery precautions and including information on time to access, time to recover, locations where data is kept, and replication/cloning. 7) Describe how your backups between many customers are kept separate and secure. Is encryption available? 8) Describe how you can facilitate backups from a customer site. 9) Does your cloud backup allow file based restore, without requiring clients to mount a full historic copy of their virtual machine?
CONTINUATION SHEET Page 16 SCOPE OF WORK (Continued) 10) Please describe the automated Information Lifecycle Management capabilities of your cloud offering and the benefits clients receive from this functionality. 11) Describe your cloud Database offering. Is it virtualized or dedicated? Service Level Agreements 1) What is your standard cloud SLA? (Describe in detail.) Please attach your cloud SLA in your response. 2) Do you offer upgraded SLA tiers? 3) What is your SLA for the operating system inside the virtual server? 4) Does the SLA encompass network storage, database, networking, security, load balancing and other data center components? 5) Please describe the specific SLA metrics and details on the calculation of SLA metrics. Include formulas. 6) If third party services are required to fulfill the data center requirements, are they covered under your SLA or is that negotiated separately between the customer and the provider? 7) Please note any customer impacting events occurring within the past 18 months not covered by your service SLA. Please include an explanation of why the SLA did not apply. Service Support 1) Is 24x7 support for virtual servers and their operating systems available in your cloud offering beyond self-help, knowledge based or message boards? Are their additional costs associated for this support? If so, note those costs.
CONTINUATION SHEET Page 17 SCOPE OF WORK (Continued) 2) Describe your trouble ticketing systems, phone support options, and support mechanisms up through the virtual server operating system included in your standard cloud offerings. Are these support services included in the price or are there additional charges? Are additional services available as an uplift? If so, note those costs. 3) Define your trouble ticket severity levels. How are they assigned and how are they escalated? Is escalation automatic based on a metric or customer initiated? 4) Do you offer application support? If so, what applications do you support? Performance and Flexibility 1) Do you oversubscribe or overcommit your cloud resources? If so, what is the average ratio of virtual resources presented to virtual servers compared to actual physical resources for CPU, storage, backups, and server network ports? 2) Can clients choose the level of server oversubscription in their cloud environment to ensure consistent performance? 3) Do you offer traditional managed server hosting? If yes, can you share networks, VPN, firewalls and load balancers between your managed servers and dedicated and public cloud environments? 4) Do you offer colocation? If yes, can you share networks, VPN, firewalls and load balancers between your colocation, managed servers and dedicated and public cloud environments? 5) Do you offer IPsec VPN connectivity without requiring clients to build their own VPN server within the cloud? Is it hardware or software? Appliance? Equipment required for purchase, lease, etc. 6) Can clients save images in your dedicated and public cloud environments? 7) Can client configurations be parked when not in use to save costs but still allow for rapid deployment when needed?
CONTINUATION SHEET Page 18 SCOPE OF WORK (Continued) 8) Can clients deploy their own server images? How are they supported? Note any limitations or restrictions. 9) Can clients deploy multiple identical virtual servers at once in your cloud environment? 10) Please list the tiers of availability you offer in your cloud for various workloads with differing cost/availability needs. 11) Please explain your ability to group and separate cloud resources for different users or departments within our firm. Service Delivery 1) How long does it take to provision a cloud server in your environment? 2) Please provide most recent audit reports for all security certifications held. 3) Please describe your customer portal capabilities in detail. Are there services that cannot be configured via the portal? If so note them and associated deployment time frames. 4) Please list any distinguishing characteristics of your cloud portal GUI. 5) If your cloud automation fails, how are operations and customer provisioning provided? 6) Please provide detailed documentation describing your service delivery, problem resolution, and upgrade/downgrade process. Can this be tailored to specific customer needs? Provide time frames for each step or service. Is this covered by any SLA? 7) In a multi-tenant public environment, is there an ability to exclude certain classes or types of customers within the same virtual data center instances? 8) Does your company provide any oversight or review of potential customers and/or their content?
CONTINUATION SHEET Page 19 SCOPE OF WORK (Continued) 9) Please include your Acceptable Use Policy (AUP) 10) Can DCSD request the precise location of their data and infrastructure (city, data center name, server name(s), disk structure, etc.) for security, audit, or compliance purposes? If so, how quickly can this be provided? If not, please explain why. 11) Please describe all national, international, and industry compliance standards that your service meets. If any are specifically excluded, please list those. 12) Please list the global availability of your services. Note if there are any regional differences in the service offering. Are separate agreements needed in different regions? 13) Can all cloud global cloud services be managed via a single portal interface? Financial Considerations 1) How do you ensure usage cloud environments do not exceed cost limits desired by your customers? 2) Do you offer a monthly rate for persistent workloads? 3) Do you offer discounts for longer contractual commitments? 4) What is the minimum billing time frame (hourly, monthly, daily, etc.?) 5) Are customer configurable user access and spend controls available? Describe in detail and how they are administered. 6) Can spending and spending controls be implemented on department or individual basis?
CONTINUATION SHEET Page 20 SCOPE OF WORK (Continued) Security Managed Services 1) Please describe your Security services to include the following: i) Virtualized Security Services ii) In-the-Cloud Security Services iii) Threat Management iv) Log Management v) Network-Based DDoS Mitigation vi) Firewall vii) Intrusion Detection viii) Cloud-Based Email & Web Protection ix) Integrity Monitoring x) Incident Response 2) Security Professional Services 3) Please note which are included in the service offerings, whether they are provided by your company or a third party, if a separate agreement with the security provider is required, and if the services are included within the SLA. 4) Are security services provided by an internal organization or via a third party provider or both? Physical Security 1) Please describe the physical security measures in place within your data centers. 2) How are the logical and physical data center services secured from other users and from external threats?
CONTINUATION SHEET Page 21 SCOPE OF WORK (Continued) Cloud Security 1) Describe the standard security measures of your cloud services. 2) Please note any security (cloud, network, Intrusion detection, DDOS, etc.) measure that are the customer responsibility to implement. How is this accomplished? 3) Please outline in detail the security architecture of your cloud. 4) Do you offer server-tier firewalls in your cloud offerings? 5) Please list the tiers of security offered in your cloud for various workloads with differing cost/security needs. People and Processes 1) Does your organization provide optional security consultants familiar with the delivered cloud services? Can third party consultants be utilized? 2) Please describe the security screening process for all employees having access to customer data. 3) Please detail the security training and certifications required for all internal users. 4) What are the ongoing security training requirements? 5) In the event of a suspected security incident, what is the procedure to report and remediate? 6) Please describe in detail, the internal security processes in place to identify and remediate security threats.
CONTINUATION SHEET Page 22 SCOPE OF WORK (Continued) Hosting Services 1) Please provide an overview of your Managed Hosting services to include: i) Managed Compute ii) Managed Applications iii) Storage and Backup iv) Database Services 2) Please note which, if any can be integrated into your cloud services. 3) Please provide data center sizes (physical space, air conditioning units, battery backup, generators, number of hosts, estimate storage and other hardware components) currently in use as well as plans for expansion over the next 12 months and over the next 3 years. Colocation Services 1) Please provide an overview of your Colocation service. Describe your experience in facility management. 2) Number / Location(s) / Size of Data Centers: Please provide the total number of Data Centers owned and operated by your company along with their geographic locations and size. Note any geographical limitations for the services offered in each center. 3) What options do you offer for space in the facility? Describe cage sizes, rack types available, and any other options; for example vaulted space with floor-to-ceiling walls. 4) What types of network access do you offer? i) Internet are you a Tier-1 Internet provider? ii) Local area switching iii) MPLS and private networks iv) Redundancy options
CONTINUATION SHEET Page 23 SCOPE OF WORK (Continued) 5) Describe available structured cabling services i) Do you have defined structured cabling standards, policies and procedures? ii) Do you provide complete cage layout and structured cabling design? iii) Do you provide complete structured cabling implementation services? (project management, installation, etc.). Please describe. iv) Describe your standard structured cabling components (vendors and standards). v) Provide standard warranties, and any available SLAs for structured cabling 6) What are your lead times for implementation of colocation services? 7) Describe the implementation process for colocation services. What aspects of the colocation project are the client s responsibilities and what aspects are the vendor s responsibilities? 8) Describe your colocation service level agreements. Can you commit to 100% availability? 9) Do you offer migration planning and execution services? Please provide a high-level sample migration plan with key steps and timeframes. 10) Can colocation services be integrated with or connected into your IaaS and cloud services? If so please describe options and alternatives. 11) Describe the 3 rd party carrier and network connectivity requirements for implementation of your colocation services. 12) What level of physical and logical security is needed for implementation of your colocated IT infrastructure? 13) Do you require remote hands and onsite data center support, if so, at the 7x24x365 level?
CONTINUATION SHEET Page 24 SCOPE OF WORK (Continued) Please provide the following additional details on the proposed facility. FACILITY & PROVIDER DETAILS RESPONSE Facility Address Site Ownership - Leased/Owned (include Landlord's name and term period if leased) Please include a list of other financial services customers that currently reside in this facility. Age of Building Age of Data Center Space Previous Use of Building Facility Type (multipurpose, principally industrial, purpose built/single use, etc.) Number of Floors Gross SF Raised SF Occupancy Rate of Data Center Space / Available Contiguous SF Certifications (SSAE-16 Type II)
CONTINUATION SHEET Page 25 Uptime Tier Rating Please describe any Green initiatives that are currently underway at this facility (improving energy efficiency/pue, free cooling, etc.) Local Natural Hazards (flood plain; hurricane; tornado; earthquake; forest/brush fire; blizzard; mudslide; etc.) Local Man-made hazards (freight railroad/airport/high density highway) Future Expansion Plans (accessibility to additional power and space) Roof (Describe whether Roof rights are available for dedicated GPS/Dishes, and provide minimum and maximum cable length from proposed space to Roof) Structural Hardening (mph code rating) Height of Access Flooring (for air & chilled water distribution, power, and data cabling) Slab-Slab Height
CONTINUATION SHEET Page 26 Height to Lowest Ceiling Point DATA CENTER PHYSICAL SECURITY RESPONSE Describe data center physical security policies and procedures Describe access controls for facility, to raised floor, etc. Describe escort procedures onto raised floor Describe video monitoring/logging. Who is responsible for access control to customer cage? Describe access control options for customer cage DATA CENTER FLOOR POLICIES & PROCEDURES RESPONSE Is there a delivery, storage, or lab area outside of the raised floor environment? Delivery Area Timetable and Rules/Policies
CONTINUATION SHEET Page 27 Describe Access Control onto Raised Floor Raised Floor Access Policy (escorts, time frames, etc.) Raised Floor Work Rules (i.e. Cable Management, Cardboard Policy, etc.) From what location is the Data Center area monitored (on-site, offsite, etc.)? MECHANICAL SYSTEMS Response Describe the cooling systems serving the facility, including mechanical systems Under floor Leak Detection Humidification Control Who is responsible for hot/cold aisle layout? Describe any hot/cold aisle containment initiatives. Who is responsible for hot/cold aisle containment? Provide detail on SLA for temperature and humidity. Is SLA a data center SLA or specific to customer
CONTINUATION SHEET Page 28 cage/suite? ELECTRICAL SYSTEMS Response Electrical Density of Data Center Space (watts per sf, max cabinet density, etc.) Commercial Power - provider name, & overall capacity Utility Supply (Single Supply, Dual Supply/ Common Single End Substation, Dual Supply/ Common Double End Substation, Diverse, Independent Sources) Utility Substations (N, N+1, 2N, 2(N+1) Describe overall power distribution architecture Describe UPS configuration (N, N+1 A feed only, N+1 A & B feed, 2N, 2(N+1) Describe PDU/PMM configuration (N, 2N from Maintenance Bypass, 2N from A&B)
CONTINUATION SHEET Page 29 Describe power distribution to cabinet (N, 2N common source, 2N diverse source) Describe Generator configuration Describe fuel reserve (onsite run time, fuel contracts, etc.) Who is responsible for provisioning of power distribution from PDU to customer rack? Describe applicable power SLA. Does SLA cover distribution to customer rack? FIRE PROTECTION SYSTEMS Response Describe detection systems Describe suppression systems BUILDING MANAGEMENT & CONTROL SYSTEMS Response Describe the building management system, and interfaces to centralized management, as well as
CONTINUATION SHEET Page 30 local authorities such as the fire department Do you support key facility enhancements such as DCIM or CFD? Explain Describe maintenance program NETWORK SERVICES Response Is this a carrier neutral facility? What carriers are currently installed at the facility? Describe available cross connect services OTHER SERVICES Response Description of Services (include offerings such as smart hands, managed services, hosting, etc.) Please include a brief description and the names of any third party contractors that provide work or maintenance activity on your behalf.
CONTINUATION SHEET Page 31 CONTRACTING TERMS Response Please include a brief description around contracting flexibility and the ability to decrease colo footprint and migrate to other Services provided. Please describe the price protection and price consistency for colocation throughout the term. Network Services Please describe your public and private network services and the carriers and products supported. Note any special connectivity or equipment requirements and charges. Private Line Networking Options Please describe any private Line networking service options. Please note if these are provided via a third party. How are they supported? Is any additional networking hardware required? If so, are their costs associated with it? Does your company provide support and/or maintenance for the hardware? Public Internet Connectivity Please describe your Public Internet services and providers. Network Bandwidth options Please provide a description of available bandwidth / connectivity options
CONTINUATION SHEET Page 32 Network Bandwidth reporting SCOPE OF WORK (Continued) 1) Please describe your reporting capabilities. If possible, provide a sample of the reporting you make available to customers to document concerns like bandwidth usage, network status and quality of service. 2) Are these reports available online? Network Redundancy Please describe the redundancy built into your backbone network, including diverse Telco providers and failover options. Professional Services Please describe all Professional Services offerings. Note if these are provided by your company. Include the following: Infrastructure Optimization Cloud Compute Storage Network Security Migration Disaster Recovery Customer Support Service Desk Please describe how your company provides ITIL based Service Support, including: Hours of operation Roles and Responsibilities Incident and Request Management Processes
CONTINUATION SHEET Page 33 SCOPE OF WORK (Continued) Escalation procedures Please provide a complete description of your company's incident escalation procedures. Will your company notify us in the event of a system outage or service failure? How? What events trigger a notification? What system do you use to track customer site problems? Customer Portal Please describe your customer support portal, including available reports and services. Include screen shots if possible. Is there a demo option available? If so, please note. SSAE 16 Audits Please describe the SSAE 16 audit process your company executes. Other Certifications 1) Are any of your services compatible with the Payment Card Industry (PCI) standards? If so please describe. 2) Do you maintain Safe Harbor compliance? Business Continuity / Disaster Recovery Please describe solutions available to maintain data and server availability in the event of a server failure. Corporate Business Continuity Please describe your organization s overall Business Continuity Plan in the event of a catastrophic loss of a facility or portion of your network. How will your plan specifically address our interests in case of such an occurrence?
CONTINUATION SHEET Page 34 SCOPE OF WORK (Continued) Proposed Solutions Please provide an overview and technical diagram of your proposed solution to include the following areas: (Select only those services desired) Be sure to note any components provided by third parties and the identities of those third parties. Cloud Acceleration Services Software-as-a-Service Business Continuity Content Management Proximity Hosting Web Solutions Web Life Cycle Management Application Expertise Brand Protection End User Management Cloud Compute Global Cloud Data Center availability Regional cost differentials Data Networking solutions both public and private Security services Consulting Services Installation Services Structured Cabling All data center services All others Pricing 1) Please provide detailed pricing that corresponds to all proposed solution elements above. Note any discounts that might be available. (Note any elements not provided directly by your company and/or requiring a third party to design, implement, or support.) 2) What impact on pricing would occur if we need to expand services during the contract term? 3) What impact on pricing would occur if we need to contract services during the contract term?
CONTINUATION SHEET Page 35 Terms and Conditions SCOPE OF WORK (Continued) 1) Please provide your company's standard contract and Service Level Agreements. 2) Describe your standard contract structure. 3) Please note any early termination penalties and/or buyout conditions. 4) Please note what billing or pricing impacts occur at the conclusion of the agreement. Alliances / strategic relationships Please provide a listing and / or description of any alliances or strategic relationships that you may have with other technology companies including the following: HP Cisco Microsoft Oracle VMware Red Hat NetApp Industry Awards and Recognition Please describe any Industry awards your company has received in the past 18 months (Example The Gartner Magic Quadrant) Industry Expertise & Vertical Solutions Please provide an overview of specific expertise and available solutions geared toward vertical markets to include: Consumer Brands/Media Financial Government Software IT Outsourcing
CONTINUATION SHEET Page 36 SCOPE OF WORK (Continued) Professional Memberships and Certifications Please provide an overview of your professional memberships to include: International Standards Organization (ISO) PCI Standards Council, the Information Security Audit and Control Association (ISACA) Information Systems Security Association (ISSA) Institute of Electrical and Electronics Engineers (IEEE) Computer Security Institute (CSI) Professional Certifications CCIE, CNE, CISSP, Oracle, Microsoft, Red Hat, Sun, IBM, Checkpoint, Symantec, ITIL
CONTINUATION SHEET Page 37 AWARD OF CONTRACT Selection shall be made of one or more Offerors deemed to be fully qualified and best suited among those submitting proposals. Negotiations and interviews may be conducted with one or more qualified Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, DCSD shall select the Offeror which in its opinion, has made the best proposal, and shall award the contract to that Offeror. DCSD may cancel this RFP, reject proposals or any portion thereof at any time prior to an award. Should DCSD determine at its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award shall be in the form of a firm fixed price contract. The award document will be a contract incorporating by reference all the requirements, terms, and conditions in this solicitation and the contractor's proposal as negotiated.
CONTINUATION SHEET Page 38 TERMS & CONDITIONS 1. All participating proposers, by their signature, agree to comply with all of the conditions, requirements, and instructions of this request for proposal ( RFP ) as stated or implied herein. Should the District omit anything from this document which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the proposer shall secure written instructions from the Director of Purchasing & Contracting of the District at least 48 hours prior to the time and date of the scheduled opening of the proposals. 2. The proposer warrants that all equipment, materials, and work will conform within applicable drawings, specifications, samples, and/or other descriptions given to the District, and that they will be free from defects. Without limitation of any rights that the District may have at law or in equity, goods that are not as warranted and/or that are not in conformance with applicable drawings, specifications, samples, and/or other descriptions may be returned by the District at the proposer s expense within a reasonable time after delivery, for either credit or replacement, as the District may direct. 3. The successful proposer shall be required to indemnify and hold the District and its agents and employees harmless from and against all suits or actions of any kind, including workers compensation claims, brought against them for or on account of any damages or injuries received or sustained by any parties, by or from the acts of the successful proposer or its agents or employees. The successful proposer shall maintain insurance for workers compensation as required by law, and shall additionally maintain general liability insurance with limits not less than $1,000,000.00 for bodily injury and $1,000,000.00 for property damage. Comprehensive automobile liability insurance coverage is also required. 4. The successful proposer shall comply with all applicable federal, state, and local laws, regulations, administrative rulings, and codes, and shall secure all necessary licenses and permits in connection with this RFP and any goods or services to be provided hereunder.
CONTINUATION SHEET Page 39 TERMS & CONDITIONS (Continued) 5. By submission of the proposal, the proposer certifies that the proposal has been arrived at independently and submitted without collusion with any other proposer, and that the contents of the proposal have not been communicated by the proposer, or to the proposer s best knowledge and belief, by any one of its employees or agents, to any person not an employee or agent of the proposer, and will not be communicated to any person prior to the official opening of the proposals. 6. All information included the Colorado Open Records Act a strong presumption for disclosure, merely marking information as confidential is not necessarily sufficient to prevent disclosure. The following information concerning the proposal shall not be considered as confidential commercial information even if it is clearly marked as such: prices, non-financial information concerning compliance with specifications, guarantees, and warranties. 7. The successful proposer shall indemnify and hold the District harmless from any and all claims, causes of action, suits and liabilities, including attorneys fees and costs, arising out of or relating to disclosure of any information included in the successful proposer s proposal. 8. Venue for any and all legal action regarding or arising out of or related to the RFP, response to RFP, or work performed thereunder shall be solely in the District Court in and for Douglas County, State of Colorado. The transactions covered herein shall be governed by and construed in accordance with the laws of the State of Colorado. 9. The District is exempt from sales, use, and excise taxes. Certification of tax exemption will be issued upon request. Any appropriate taxes shall be shown as a separate item in the proposal. 10. The District reserves the right to cancel without penalty, at any time, any awards occurring as a result of this RFP. Time is of the essence. When a date is set for the delivery of goods or the performance of work, the goods must be delivered, and/or the work must be performed, in accordance with the proposal specifications or description on or before that date, or the order to the delinquent proposer may be canceled and re-awarded.
CONTINUATION SHEET Page 40 INSURANCE REQUIREMENTS CONTRACTORS General: The contractor shall not commence work under this contract until they have obtained all insurance required by the contract documents, and such insurance has been approved by the School District, nor shall the Contractor allow any Subcontractor to commence work on this project until all similar insurance required of the Subcontractor(s) has been obtained and approved by the School District. During the life of this contract, the Contractor must maintain the insurance coverage s listed in this section. THE SCHOOL DISTRICT MUST BE NAMED AS AN ADDITIONAL INSURED. Indemnification: The Contractor shall indemnify and save harmless the Douglas County School District Re-1 ("The School District") and all its officers, agents, and employees against all losses, costs, or damages (including attorney's fees and other costs of defense) and all suits or actions for, or on account of, anyone's injuries or damages in connection with performance under this contract (whether or not negligence of any of the indemnities contributed thereto) or by, or in consequences of, anyone's negligence in connection with same, or on account of the use of any improper or defective materials, or on account of any poor workmanship, or on account of any act of omissions or commission of the Contractor or his Subcontractor(s), agents, servants, or employees, or for any cause arising out of the performance of this contract. The School District may, if it so desires, withhold payments due the Contractor so long as shall be reasonable necessary to indemnify the School District hereunder. Minimum Limits of Insurance: Contractor shall maintain limits of: 1. Commercial General Liability: $1,000,000 combined single limit and/or policy aggregate; or $500,000 aggregate and $500,000 per occurrence for bodily injury, personal injury, and property damage. An "Occurrence" policy form preferred. 2. Automobile Liability: $1,000,000 combined single limit or $250,000 per person and $500,000 per occurrence for bodily injury and property damage. 3. Worker's Compensation and Employer's Liability: Workers' Compensation limits as required by the State of Colorado and Employer's Liability limits of $100,000 per accident. 4. Professional Liability (Errors & Omissions): $1,000,000 per occurrence, $1,000,000 annual aggregate for claims resulting from professional errors and/or omissions. A "Claims-made" policy form is acceptable.
CONTINUATION SHEET Page 41 INSURANCE REQUIREMENTS CONTRACTORS (Cont'd) 5. Other Insurance As May Be Required by the School District: The School District reserves the right to evaluate the adequacy and financial stability of the insurance companies, using standard industry guidelines and rating systems; and to use this evaluation as a contributing basis for evaluating and awarding of the bid. All Coverages: Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the following: Douglas County School District Re-1 c/o Risk Management 701 Prairie Hawk Drive Castle Rock, CO 80109 Special circumstances and/or risks may require additional endorsements. Commercial General Liability Insurance: This insurance is to protect the Contractor, Subcontractor(s), and the School District against claims for bodily injury or property damage arising out of any act or omission of the Contractor, his agents, employees, or Subcontractor(s CGL insurance shall be written on ISO occurrence form CG 00 01 12 04 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). If the work requires blasting, explosive conditions, or underground operations, the comprehensive general liability coverage shall contain no exclusion relative to blasting, explosion, structural collapse, or damage to underground property. Any Subcontractor must have coverage in the same amount and form as the Contractor. Worker's Compensation Insurance: This insurance is to protect against bodily injury claims of employees. It must include all coverage s set forth in the Colorado Workers' Compensation Act and cover all employees at the site of the project. Any Subcontractor must have coverage in the same amount and form as the Contractor.
CONTINUATION SHEET Page 42 INSURANCE REQUIREMENTS CONTRACTORS (Cont'd) Commercial Automobile Liability Insurance: This insurance is to protect the Contractor, Subcontractor(s), and the School District against claims resulting from an occurrence involving the Contractor's automotive equipment. This insurance shall be written in comprehensive form. Protection under the automobile liability insurance must include: owned, hired, and non-owned cars, trucks, and other licensed automotive equipment. Any Subcontractor must have coverage in the same amount and form as the Contractor. Professional Liability Insurance: This insurance is to protect the Contractor, Subcontractor(s), and the School District against claims arising out of any act of error or omission of a professional architect, engineer, or consultant. Proof of Insurance: When the Contractor executes the agreement, the Contractor shall furnish to the School District sufficient evidence to prove that all required insurance is in force, and shall require any Subcontractor to submit similar evidence before undertaking work under this contract. Each insurance policy shall contain a clause providing that it shall not be canceled or limits significantly depleted without 30 days written notice to the School District. Insurance obtained by the contract shall be subject to approval by the School District, but neither approval by the School District of any insurance supplied by a Contractor of Subcontractor(s), nor failure to disapprove such insurance shall relieve Contractor of Subcontractor(s) of their obligation to maintain in full force, during the life of the contract, all required insurance. Subcontractors: Contractor shall include all Subcontractor(s) and insured s under its policies, or shall furnish separate certificates and endorsements for each Subcontractor. All coverage for Subcontractor(s) shall be subject to all of the requirements stated herein.
CONTINUATION SHEET Page 43 PROPOSAL RESPONSE FORMAT In order to maintain comparability and consistency in review and evaluation of responses, all proposals shall be organized as specified below. Avoid any elaborate promotional materials and provide only information that is required. All supporting materials should clearly reference the portion of the RFP to which they pertain. Each vendor proposal shall consist of one marked original copy, one (1) electronic copy and one (1) copies in the format specified within this section. Proposals not meeting the requirements below may be determined to be non-responsive, non-responsive proposals will receive no further consideration. A. Table of Contents: Please clearly outline and identify the material and responses by tab and page number. Outline in sequential order the major areas of the proposal, including enclosures. All pages must be consecutively numbered and correspond to the table of contents. B. Tab 1 - Cover Letter: Provide a cover letter indicating your firm s understanding of the requirements/scope of services of this specific proposal. The letter must be a brief formal letter from the Proposer that provides information regarding the firm s interest in and ability to perform the requirements of this RFP. In this section, please provide a brief but comprehensive overview of your company. A person who is authorized to commit the Proposer s organization to perform the services included in the proposal must sign the letter. Please provide a list of all persons authorized to give presentations for Proposer. Please provide name, title, address, telephone numbers (including fax) and email address. Please provide the address of your corporate headquarters. Please provide the address of any global (non-us) subsidiaries providing like services. Please provide the names, titles, and background of your top three corporate executives. C. Tab 2 Qualifications: Summarize the qualifications of the firm. Please provide a brief description of your company and its product and service offerings. Also, summarize your company's relationships with all parent or subsidiary corporations. Note if your company is privately owned. What is your long-term track record in delivering the proposed services? Where the project team includes subcontractors or sub-consultants, qualifications of the proposed subcontractors or sub-consultants shall also be provided. Past working relationships on similar projects should be indicated.
CONTINUATION SHEET Page 44 PROPOSAL RESPONSE FORMAT (Continued) Provide the credentials of the individual(s) from your firm that will administer the day-to-day operations of the DCSD contract. Proposal must identify the person or persons to perform work with the District and give the percent of the contract each person would be expected to perform. It is expected that the services provided will require a close, positive working relationship with the District and that the personnel identified would not be changed without the prior written approval of the District. The District will reserve the right to terminate the contract if key personnel are changed or if working relationships are not satisfactory. The proposed personnel shall be available throughout the duration of the entire project. Include an organizations chart with identification of staff responsible for contract duties, and brief position descriptions. List the service representatives available to this account. Qualifications of new people working under this contract will be submitted to the District in writing for approval prior to them conducting any service under this contract. Submit list of all employees that will be working under the current contract and any intention for additional personnel, and back-up personnel for each function. It is expected that your response will include the resumes of your most qualified personnel to perform this project. As an alternate please include a resume and project history of your second tier personnel, your personnel evaluation will be based upon the least qualified personnel. D. Tab 3 References: Please provide a representative listing of your current clients. Please provide three (3) current Technical references and two (2) K-12 Education market references. Include name of customer, address, contact name, telephone numbers (including fax number), and email address. Please include only references within the previous two (2) calendar years. The District may contact these references during the evaluation process. Each Proposer should include under this tab, in tabular form, summary information for all contracts of similar size and scope performed by the firm, or team, within the past five (5) years. Information provided for each job shall include: 1. Contract/Project name 2. Agency/department/office for which performed 3. Dates of contract 4. Owner s contract/project manager or other representative 5. Contact person 6. Dollar value of contract
CONTINUATION SHEET Page 45 PROPOSAL RESPONSE FORMAT (Continued) The District reserves the right to contact any and all references and to obtain, without limitation, information on the Proposer s performance on the listed jobs. Current Customer Testimonials Please provide testimonials or case studies from your current customers. E. Tab 4 - Scope of Services: The Proposer must acknowledge agreement with the specific requirements of the specifications starting on page 12 or provide an alternative for the District to consider. Indicate any exceptions to the scope of services of the RFP. Summarize your approach and understanding of the services and any special considerations of which the District should be aware. F. Tab 5 Pricing: Provide the DCSD with pricing. Ensure that the recommended product meets the minimum specifications described herein. Proposers are encouraged to provide their best financial incentives with the initial proposal, since the District reserves the right to award a contract based on initial proposals without further discussion or negotiation. G. Tab 6 Appendices: The content of this tab is left to the Proposer s discretion. However, the Proposer should limit materials included here to those that will be helpful to the District in understanding the services provided for this specific contract.