City of New Bern INFORMATION TECHNOLOGY DEPARTMENT 300 Pollock Street, New Bern, North Carolina Phone (252)

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1 City of New Bern INFORMATION TECHNOLOGY DEPARTMENT 300 Pollock Street, New Bern, North Carolina Phone (252) REQUEST FOR PROPOSAL (RFP) Consolidation of IT Infrastructure Issue Date: April 10, 2015 BID NO: SEALED BIDS DUE BY 2:00:00 PM, EST, MAY 22, 2015 INQUIRIES: Must be submitted in writing to: Tony Gatlin, IT Manager Deadline for written inquiries: May 1, 2015 by 12:00 noon Address: NOTICE TO OFFEROR Sealed bids, subject to the conditions made a part hereof, will be received by the City of New Bern until 2:00:00 PM, May 22, 2015 in the Purchasing/Warehouse Division, 205 First Street, New Bern, North Carolina for the purchase and delivery of Consolidation of IT Infrastructure. The products and services shall meet the requirements contained in the scope of work section of this RFP. Sealed bids will NOT be publicly opened and read aloud and are not public record until award of said contract is made. Only sealed bids will be accepted. Refer to Submittal Instructions for bids, Item 9 for proper mailing instructions. Bids submitted via facsimile (FAX) machine or electronic means, such as , in response to this Request for Proposal will not be acceptable. Bids are subject to rejection unless submitted on this form. SCOPE OF WORK Introduction and General Requirements The City of New Bern (the City) has an ongoing program to improve the security, efficiency and maintainability of its Information Technology (IT) infrastructure. The first major milestone of this effort, merging the City and Police Department (PD) networks, has been accomplished. The next several project milestones are designed to eliminate redundant infrastructure, implement more comprehensive and efficient system management capabilities, and establish more robust and secure end user computing capabilities.

2 The City plans to award five contracts based on the requirements described in this RFP in order to obtain highly qualified technical assistance in meeting these objectives. Each contract will be awarded independently of the others. Prospective offerors may submit proposals for as many or as few of the deliverables as they desire. The following table contains an overview of the acquisition strategy. The order in which the deliverables are listed in the table does not necessarily correspond to the order in which the projects will be sequenced. Deliverable Acquisition Strategy Deliverable 1: Consolidation of Microsoft Active Directory (AD) and Exchange Environments Deliverable 2: Implementation of Microsoft System Center 2012 R2 The City will award separate contracts for each of Deliverable 3: Consolidation of VMWare these deliverables. A separate, independent proposal Environments shall be submitted for each deliverable for which an Deliverable 4: Microsoft SharePoint 2010 offeror wishes to be considered. Configuration and Development Deliverable 5: Microsoft SQL Server Cluster Implementation Table 1: Deliverables and Acquisition Strategy The grouping of requirements into the deliverables specified in Table 1 is purposely designed to minimize interdependencies between the deliverables. However, where such interdependencies do exist the vendors selected for contract award shall take mutual ownership of the interdependencies and work together to ensure that their respective deliverables meet all specifications documented in this RFP as well as general industry best practices. No contract award will be made in the case of an individual deliverable for which the City does not receive proposals meeting the minimum criteria for acceptability. In order to allow offerors to exercise maximum flexibility and creativity in proposing cost-effective solutions the City has, to the greatest extent possible, framed the requirements in terms of the end results sought vice defining specific methodologies and processes to be used to create the deliverables. Offerors are encouraged to propose creative solutions which reduce cost and minimize schedule while still delivering quality products which are fully compliant with the requirements of this RFP. Offerors shall factor the following general requirements into their proposals: Development of technical implementation plans, project management reports, other deliverable documentation and the vendor s internal project status and planning meetings may be conducted off-site at a location of the vendor s choosing All face-to-face meetings with City personnel shall be conducted at the City s facilities in New Bern, NC All technical implementation shall be performed on-site at the City s facilities in New Bern, NC The City s IT staff will participate and/or assist in the project management and technical implementation in the manner and for the purposes described in this RFP The offeror shall identify any software required for the project (other than that identified in this RFP as already being owned by the City) by manufacturer, name, version, and quantity of licenses required Vendor personnel who will be working on New Bern PD systems during the course of the project shall be required to undergo fingerprinting and a background investigation by New Bern PD officers to verify their eligibility for access to PD facilities and systems before being allowed access to PD facilities and systems 2

3 The PD and City systems are located in two different buildings, approximately one mile apart The classroom referenced in Deliverable 4 is in a third building, located approximately six miles from the building in which the City systems are located Pre-Proposal Conference The City will host a pre-proposal conference to allow prospective offerors to visit the City s facilities to review the RFP and ask detailed questions in order to ensure that sufficient information has been provided to result in the most competitive, cost-effective and responsive proposals possible. Attendance at the pre-proposal conference shall be subject to the following conditions: The pre-proposal conference shall be held in New Bern, NC on May 5, 2015 from 9:00 a.m. through 12:00 noon Interested prospective offerors shall register for the conference no later than 5:00 pm, April 29, 2015 by contacting City IT Manager, Mr. Tony Gatlin at gatlint@newbern-nc.org o Registration requests shall include the company name, attendee names, attendee and phone contact information, and the deliverables for which the company is interested in submitting proposals o Attendees will be notified of the exact location of the conference once registration has closed Requests for the inclusion of specific questions or topics on the conference agenda shall be submitted to Mr. Gatlin by the conference registration deadline The prospective offeror shall bear all costs associated with their attendance at the pre-proposal conference Information presented at the pre-proposal conference is provided for the sole purpose of enabling prospective offerors to produce a responsive proposal and shall be used for no other purpose While attendance at the pre-proposal conference is not required in order to submit a proposal, it is highly encouraged as it will give prospective offerors the opportunity to ask detailed questions that will allow them to develop a more responsive proposal. All presentations and question & answer sessions will be hosted by City personnel in a joint forum, open to all conference attendees to ensure that all prospective offerors have equal access to information relevant to the development of their proposals. The City may, at its discretion, provide summary documentation of the conference proceedings to conference attendees as well as other prospective offerors who do not attend the conference. This documentation may not cover the full breadth and detail of information presented at the conference. Reasonable requests for postconference follow-up information may be entertained if the City believes providing such information will result in more competitive and responsive proposals. Answers to such requests will be provided to all prospective offerors of whom the City is aware. If similar informational requests are received from multiple sources, the City may provide a single general response. Project Management Each contract awarded under this RFP will be considered a separate project by the City, and in each case the City will designate a project manager (PM) and bear overall project management responsibility. Upon being awarded a contract, the vendor shall identify a Point of Contact (POC) who shall coordinate with the City s designated PM on all matters related to the delivery of the products and services specified in the contract. The vendor shall implement and exercise internal project management practices sufficient to ensure that cost, schedule and performance conform to contract requirements. 3

4 Offeror proposals shall, at a minimum, include the following project management information: A proposed Statement of Work (SOW) describing the products, services and development/delivery methodologies included in the proposal A proposed project schedule documenting the critical path milestones necessary to achieve the contract deliverables A proposed schedule of project status reports to be provided by the vendor to the City PM A proposed schedule of critical path milestone reviews to allow the City PM to make a determination that each critical path milestone has been satisfactorily met and authorize work to proceed towards the next critical path milestone 1 After contract award a project kickoff meeting will be scheduled by the City for each deliverable at a date and time mutually agreeable to the City and the vendor. To facilitate scheduling and minimize cost this meeting may be held via teleconference. The meeting agenda will be as follows: Identify the minimum project management controls necessary to o manage cost, schedule and performance o facilitate efficient communications between the City and vendor o maintain a shared understanding of project status o ensure the early identification of problems Reach a mutual agreement on o the project start date o the overall project schedule o the frequency and content of project status reports and critical path milestone reviews The City s objective is to ensure project success while minimizing management costs. Therefore, all proposed project management documents and processes shall contain only the information and/or be conducted at the minimum frequency necessary to satisfy that objective. Existing Technical Architecture The following information provides an overview of the as-is state of the Network, Microsoft Active Directory, Microsoft Exchange, Microsoft SQL Server, Microsoft SharePoint, VMWare infrastructure, and Microsoft Enterprise Agreement currently in place at the City and PD. This information is not intended to be a comprehensive description of the City s technical environment, but is presented to provide prospective offerors with a contextual background upon which to develop their proposals. Specific questions and/or requests for more technical details shall be submitted as described earlier in this RFP. 1 The City s preference is that the milestone reviews be held face to face in City facilities. However, as a time and cost-saving measure some or all vendor attendees may participate via teleconference, webex, etc. Proposals should clearly document the intent to hold some or all milestone reviews in this manner. 4

5 Network The City s network consists of a fiber backbone linking computer assets in approximately 25 buildings covering an approximately 50 square mile (10 miles by 5 miles) area. Data centers at the PD and City Hall, where most of the work described in this RFP will occur, are connected by a 20 GB redundant fiber connection. Microsoft Active Directory Domains Figure 1 contains a high level depiction of the current architecture of the City (Newbern.local) and Police Department (Nbpd_domain) active directory domains. The domains are currently joined by a trust. Newbern.local has a virtual domain controller in City Hall, and a physical domain controller in a second location in the city on 1 st Street. Nbpd_domain has one virtual and one physical domain controller, both located in the PD building. Two Way Trust Newbern.local Nbpd_domain adprime adsecond Nbpd-dc1 Nbpd-netmotion Figure 1: City and PD High Level Active Directory Domain Architecture Diagram The following table summarizes the servers currently hosted in Nbpd_domain and physically residing in the PD building. Operating System Version Virtual/Physical Quantity Windows Server 2008 R2 Virtual 10 Windows Server 2008 R2 Physical 5 Windows Server 2003 Virtual 2 Windows Server 2003 Physical 5 CENTOS Linux centos.plus Virtual 1 AIX Physical 1 Table 2: NBPD_Domain Server Inventory The NBPD_Domain includes an RSA SecurID authentication solution integrated with the active directory, which provides two-factor authentication for users accessing the network via VPN. The solution utilizes the RSA SecurID 700 key fob token. More information can be found at 5

6 Microsoft Exchange Figure 2 depicts the current architectures of the City and PD Microsoft Exchange infrastructures. Newbern-nc.org Newbernpd.org Netscaler Load Balancer (round robin) Netscaler Load Balancer (round robin) Yggdrasil All Roles Exchanghub1 CAS Exchangehub2 CAS Source One Archive Server DAG Group Exchang 5p Mailbox Exchang 6p Mailbox Source One SQLServer Source One Discovery Manager Server Source One Master Server Application Interface Figure 2: City and PD MS Exchange Architecture Diagram The NBPD Exchange system hosts approximately 300 mailboxes and 60 Distribution Lists. There are approximately 200 mailboxes belonging to active users on approximately 150 endpoint devices The remaining mailboxes are inactive, belong to former employees must be retained for historical and records retention compliance purposes Microsoft SQL Server The PD has a number of applications that utilize databases hosted on Microsoft SQL 2005 Express, Microsoft SQL Server 2005, Microsoft SQL Server 2008 or Microsoft SQL Server 2008 R2. Some of these databases contain information subject to Federal Bureau of Investigation (FBI) Criminal Justice Information System (CJIS) requirements. 6

7 Microsoft SharePoint Figures 3 and 4 below depict the current City and PD SharePoint 2010 architectures. Deliverable 4 contains tasking for significant revisions to the architecture of the City SharePoint site. The architecture of the PD SharePoint site does not require a revision, but Deliverable 4 does contain tasking for additional capabilities that are to be added to the site. Sharepoint web application 2 servers One for Central Admin (Server 2008 R2) and the other for SQL (also Server 2008 R2) 4 calendars Link list only one active Document Library Announcements My Sites 11 Sites PEG Channel City Wellness Site Development Service Finance Fire Human Resources Parks & Rec Public Utilities Public Works Safety User s Group These sites have content that will need to be moved to the new site. This content may move to a new business unit site in a different location. The current locations of some content do not reflect recent Organizational changes. Figure 3: Current City SharePoint Architecture 2 servers One for Central Admin (Server 2008 R2) and the other for SQL (also Server 2008 R2) Bear web application 3 calendars for resource scheduling Link list 6 Sites Announcements Contacts Documents & Forms (Document Libraries) Employees & Training Forums Historical Data Inventory & Tracking Quick Links Document Library Scheduling Calendars 5 Discussion Boards Document Libraries 5 Custom Lists Items that didn t fit in other areas, but were needed Figure 4: Current PD SharePoint Architecture 7

8 VMWare The City and PD currently have separate VMWare environments as depicted in Figure 3. 20GB Connection CH_ESX CLUSTER VMWare ESXi 5.5 PD_ESX CLUSTER VMWare ESXi 5.5 EMC VNX 5300 EMC VNX2 UCS BLADE SYSTEM HOST Servers 4 Blades UCS BLADE SYSTEM Host Servers 4 blades 65 VMWare 5.5 Virtual Servers 20 VMWare 5.5 Virtual Servers Figure 5: City and PD High Level VMWare Architecture Diagram 8

9 Microsoft EA Agreement Product Pool Applications Servers License Product Family License Version Effective License Quantity Upgrade License Quantity 9 Quantity (w/maintenance) Active SA Quantity 0 12 Months Expiring SA Months > 24 Months Office Professional Plus Office Standard PowerPoint Project Visio Professional Visual Studio Professional with MSDN Visual Studio Team Edition for Software Architects Exchange Server - Standard Exchange Server Standard CAL Exchange Server Standard CAL - User CAL Lync Server Standard - User CAL SharePoint Server SharePoint Server Standard CAL - User CAL SNA CAL SQL - Device CAL SQL CAL SQL Server - Standard SQL Server Standard Core System Center Configuration Manager Client 2012 R ML System Center DataCenter 2012 R System Center Endpoint 2012 R Protection System Management Server Client ML Windows Server Device CAL Windows Server - Standard 2012 R Windows Server - User CAL Windows Server CAL Windows Server Datacenter R Proc Systems VDA Windows 8.1 Enterpris e Table 3: Current Microsoft EA Licensing as of March, 2015

10 Contract Deliverables This section contains detailed descriptions and requirements for the products and services to be delivered under the contracts awarded via this RFP. As indicated earlier, the City intends to award separate contracts for deliverables 1 through 5. Prospective offerors are strongly encouraged to carefully read the requirement descriptions in this section for each deliverable for which they plan to submit a proposal. Offerors should also carefully read the other sections of this RFP since they contain general requirements applicable to all deliverables, descriptions of the current technical architecture, proposal submission instructions, and other information pertinent to preparing and submitting a responsive and competitive proposal. For the purposes of this RFP the following definitions shall apply: Migrate/Migration: the logical relocation of a physical asset, application, data, account, etc. from NBPD_Domain to NewBern.local Consolidate/Consolidation: decommissioning a physical NBPD_Domain asset by utilizing a NewBern.local asset with sufficient excess capacity to host applications, data, accounts, capabilities, etc. that are being migrated from NBPD_Domain The City has no specific target for the ratio of migration versus consolidation. Achieving the maximum possible consolidation of physical assets is not an objective of this RFP. The consolidation approach should be utilized only where it represents the best technical and/or most efficient means of meeting the deliverable requirements of this RFP. The concept of migration versus consolidation applies primarily to deliverable 1, but offerors shall utilize these definitions in their proposed solution for any of the deliverables specified in this RFP to the extent that the concepts are applicable. 10

11 Deliverable 1: Consolidation of Microsoft Active Directory (AD) and Exchange Environments Objective: Migrate/consolidate all users, hardware, software, data and functionality contained in the PD Active Directory (NBPD_Domain) and Exchange environments into the City Active Directory (NewBern.local) and Exchange environments. Once the migration into NewBern.local is completed, NBPD_Domain will be decommissioned and all system access, functionality and capabilities that formerly existed in NBPD_Domain shall be fully available and functional in NewBern.local. Knowledge Transfer and Documentation. The City desires to obtain graphic and textual documentation of the architecture, configuration and operational procedures of the systems deployed under the contract as well as the informal transfer of knowledge via the City IT staff observing the installation and configuration of these systems. The offeror shall deliver the following documentation to the City: Diagrams and textual descriptions of the specific architecture and configurations that are deployed under the contract An installation guide for all technologies deployed under the contract which includes all configuration settings/options utilized for the City s installation A written operations guide detailing basic procedures commonly performed in day-to-day operation of the technology deployed under the contract The offeror shall allow the City IT staff to gain experience with the technologies being deployed under the contract by observing the installation and configuration over the shoulder This shall not be interpreted as a requirement for formal, offeror-led on-the-job training when accounting for this requirement in offeror proposals The offeror shall allow City IT personnel to observe and learn as much about the technologies as possible without materially impacting the deployment schedule Criminal Justice Information System (CJIS) Requirements. PD systems are subject to Federal Bureau of Investigation (FBI) CJIS security and auditing requirements. The vendor shall comply with these requirements in the design and implementation of the consolidated AD environment. The full CJIS security policy document can be downloaded in PDF format at Pre-consolidation Health Checks. The vendor shall conduct an analysis of the City and PD AD and Exchange environments to verify that they are healthy enough to execute the consolidation. If issues that present an unacceptable risk to the success of the consolidation are discovered, then those issues, along with the attendant remediation procedures, shall be documented and provided to the City PM. The vendor shall work with the PM to develop a remediation plan and schedule. The remediation actions shall be performed by the vendor with assistance from the City s IT staff. Assistance by the City IT Staff. The City IT staff will assist the vendor with the delivery of these products and services. The purpose of this assistance will be to provide the vendor with the required access to systems and facilities, to provide background knowledge on the architecture of the existing systems, to make decisions on optional elements of system configuration, and to gain a working knowledge of the new architecture being implemented by the vendor. 11

12 Consolidation of PD Exchange System into the City Exchange System. The vendor shall consolidate the PD Exchange system into the City Exchange system. The vendor shall: Determine the optimum end-state server architecture for the combined City/PD system in the NewBern.local domain 2 Develop a test plan to verify that all consolidated mailboxes, distribution lists, and Outlook clients are functioning properly in accordance with the requirements documented in this RFP Document the results of the analysis and the test plan and submit to the City PM for approval Once approval is obtained from the City PM, execute the necessary architectural and configuration changes to the Exchange system in the NewBern.local domain to implement the approved architecture Migrate all active NBPD_Domain Exchange mailboxes and distribution lists to the NewBern.local Exchange system Preserve the PD SMTP domain (@newbernpd.org) for all PD mailboxes moved to the NewBern.local Exchange system Reconfigure the PD Outlook clients to access their mailboxes on the NewBern.local Exchange system Consolidate the NBPD_Domain and NewBern.local Active Directories. The vendor shall migrate/consolidate all users, hardware, software, data resources, and capabilities currently hosted in the NBPD_Domain Active Directory domain into the NewBern.local Active Directory domain. The Existing Technical Architecture section of this RFP contains an inventory of the servers currently hosted in these domains. If necessary due to security policy or other requirements, the migration/consolidation of a system shall be coordinated with the system vendor and/or state agencies. The City PM will manage this coordination and provide the necessary guidance to the vendor. Once the NBPD_Domain users and assets have been migrated/consolidated and verified to be functioning properly in NewBern.local the vendor shall decommission NBPD_Domain. Once the migration/consolidation has been completed all users shall retain all of their former capability to log onto the system and shall have full access to the same resources, capabilities and functionality that they had prior to the migration. The vendor shall implement the following capabilities for the NBPD_Domain assets being migrated to NewBern.local. These capabilities do not currently exist in the NBPD_Domain. My Document redirection to a file server for PD users o File server configuration shall be CJIS-compliant Ensure all functionality and security controls currently applicable to NewBern.local domain users are available/applied to the migrating NBPD.Domain users The offeror s proposal shall, at a minimum, contain the following technical and logistical information: Proposed end-state NewBern.local architecture 3 Proposed implementation plan and schedule for the migration/consolidation of NBPD_Domain assets into NewBern.local and the decommissioning of NBPD_Domain Proposed test plan to verify that all former NBPD_Domain users and assets are functioning properly after being migrated/consolidated to NewBern.local 2 The City plans to migrate to an Office 365 cloud-based Exchange solution within a year. The proposed Exchange server architecture and configuration shall be designed to facilitate that transition. 3 The City recognizes that offerors will likely not obtain sufficient information from this RFP or from the pre-proposal conference to develop a comprehensive architecture plan, or to determine how many PD servers can be decommissioned utilizing excess capacity on City systems to host PD applications and data. Consequently, the end state architecture should be somewhat high level and illustrate elements such as the recommended number and location of equipment such as domain controllers, exchange mailbox servers, etc. once the migration/consolidation is completed. 12

13 The proposed architecture, implementation plan, schedule, and test plan shall contain sufficient detail to allow the City to determine that they are technically sound and logistically feasible, but are not required to be sufficient for project execution. In addition to meeting all of the technical objectives documented in this RFP, the proposed methodology shall be designed to minimize system outages experienced by NBPD and City personnel during execution of the migration/consolidation. Additionally, the intent of this project is not an extensive reengineering of the NewBern.local domain; only those configuration changes necessary to accommodate the migration/consolidation of NBPD_Domain assets shall be made to NewBern.local. During the initial phase of project execution the vendor shall: Perform any analysis required to finalize the end-state NewBern.local architecture, implementation plan, test plan and project schedule Submit the revised end-state architecture, implementation plan, test plan and schedule to the City PM for review and approval The City PM will review the submitted documentation with the vendor. If the PM determines the plan to be compliant with the requirements of this RFP the vendor will be authorized to begin executing the migration/consolidation. The migration/consolidation shall be considered complete when all users, hardware, software, and data resources formerly hosted in NBPD_Domain have been migrated to NewBern.local and proven to be functioning properly by the successful execution of the test plan. Functional Level of NewBern.local Domain. NewBern.local domain shall be raised to a Windows 2008 R2 functional level. The vendor shall coordinate with the City PM to determine the best time for the upgrade to occur within the overall project schedule. Decommission NBPD_Domain. Once the migration and consolidation of NBPD_Domain resources into NewBern.local is completed, the vendor shall decommission NBPD_Domain. The decommissioning shall include all actions necessary to take NBPD_Domain permanently out of service. 13

14 Deliverable 2: Implementation of Microsoft System Center 2012 R2 Objective: The installation and configuration of Microsoft Systems Center 2012 R2 Configuration Manager, Operations Manager, and Endpoint Protection (SCCM, SCOM, and SCEP) to enable City IT personnel to more effectively manage the configuration, operation and security of the City s IT infrastructure. Knowledge Transfer and Documentation. The City desires to obtain graphic and textual documentation of the architecture, configuration and operational procedures of the systems deployed under the contract as well as the informal transfer of knowledge via the City IT staff observing the installation and configuration of these systems. The offeror shall deliver the following documentation to the City: Diagrams and textual descriptions of the specific architecture and configurations that are deployed under the contract An installation guide for all technologies deployed under the contract which includes all configuration settings/options utilized for the City s installation A written operations guide detailing basic procedures commonly performed in day-to-day operation of the technology deployed under the contract The offeror shall allow the City IT staff to gain experience with the technologies being deployed under the contract by observing the installation and configuration over the shoulder This shall not be interpreted as a requirement for formal, offeror-led on-the-job training when accounting for this requirement in offeror proposals The offeror shall allow City IT personnel to observe and learn as much about the technologies as possible without materially impacting the deployment schedule Assistance by the City IT Staff. The City IT staff will assist the vendor with the delivery of these products and services. The purpose of this assistance will be to provide the vendor with the required access to systems and facilities, to provide background knowledge on the architecture of the existing systems, to make decisions on optional elements of system configuration, and to gain a working knowledge of the new system being deployed by the vendor. Licensing Analysis. The City currently has an enterprise licensing agreement with Microsoft, but not all licenses required to deploy the System Center capabilities described in this RFP are currently owned by the city. The vendor shall determine the total licensing required, analyze the City s current System Center licensing, and provide written documentation to the City PM detailing the following: Licensing currently possessed by the City that can be used for this project Additional licensing that must be acquired by the City to fully deploy the capabilities described in this deliverable, to include quantities Microsoft System Center 2012 Data Center R2 Deployment. Currently, the City is utilizing Windows Server Update Services (WSUS) for patching. The City is open to proposals that incorporate the integration of our existing WSUS capability into the System Center deployment to meet the requirements documented in this section of the RFP, but it is not requiring offerors to do so. Symantec Endpoint Protection is currently being used as the antivirus solution for City servers and workstations. Offerors proposals shall include tasking to 14

15 deploy System Center s endpoint protection capabilities and to remove the Symantec Endpoint Protection software from City servers and workstations. The vendor shall install Microsoft System Center 2012 R2 into the NewBern.local domain, and shall configure the Configuration Manager (SCCM), Operations Manager (SCOM), and Endpoint Protection (SCEP) components to provide the following capabilities. Creation, management, deployment and monitoring of applications Client device configuration compliance assessment, tracking and remediation Security, antimalware, and Windows Firewall management for workstations and servers Identification and monitoring of hardware inventory, software inventory, and software license usage for servers and workstations Retrieval and reporting of inventory, configuration and status for servers and workstations Management of remote connection profiles for mobile devices Remote control and administration of servers and workstations Client software usage metering Management, deployment and monitoring of software updates for servers and workstations Automate the monitoring of the health, performance and availability of servers Enforce appropriate SCEP policies for servers and workstations to enable the desired security posture on the City s network To the degree which is reasonable and practical the vendor shall configure Systems Center to enable these capabilities for the non-windows systems (Linux, HP-UX, AIX) which are a part of the City s infrastructure. To minimize potential conflicts the City will schedule the implementation phase of this deliverable to occur following the completing of Deliverable 1. 15

16 Deliverable 3: Consolidation of VMWare Environments Objective: Consolidation of the NBPD VMWare/VCenter environment into the City VMWare/VCenter environment, and the installation and configuration of VMWare Site Recovery Manager. Knowledge Transfer and Documentation. The City desires to obtain graphic and textual documentation of the architecture, configuration and operational procedures of the systems deployed under the contract as well as the informal transfer of knowledge via the City IT staff observing the installation and configuration of these systems. The offeror shall deliver the following documentation to the City: Diagrams and textual descriptions of the specific architecture and configurations that are deployed under the contract An installation guide for all technologies deployed under the contract which includes all configuration settings/options utilized for the City s installation A written operations guide detailing basic procedures commonly performed in day-to-day operation of the technology deployed under the contract The offeror shall allow the City IT staff to gain experience with the technologies being deployed under the contract by observing the installation and configuration over the shoulder This shall not be interpreted as a requirement for formal, offeror-led on-the-job training when accounting for this requirement in offeror proposals The offeror shall allow City IT personnel to observe and learn as much about the technologies as possible without materially impacting the deployment schedule Pre-consolidation Health Checks. The vendor shall conduct an analysis of the City and PD VMWare VCenter environments to verify that they are healthy enough to execute the consolidation. If issues that present an unacceptable risk to the success of the consolidation are discovered then those issues, along with the attendant remediation procedures, shall be documented and provided to the City PM. The vendor shall work with the PM to develop a remediation plan and schedule. The remediation actions shall be performed by the vendor with assistance from the City s IT staff. Assistance by the City IT Staff. The City IT staff will assist the vendor with the delivery of these products and services. The purpose of this assistance will be to provide the vendor with the required access to systems and facilities, to provide background knowledge on the architecture of the existing systems, to make decisions on optional elements of system configuration, and to gain a working knowledge of the new architecture being implemented by the vendor. Licensing Analysis. The vendor shall determine the total VMWare licensing required to implement the tasking defined in this deliverable, analyze the City s current VMWare licensing, and provide written documentation to the City PM detailing the following: Licensing currently possessed by the City that can be used for this project Additional licensing that must be acquired by the City to fully deploy the capabilities described in this deliverable, to include quantities 16

17 Consolidation of VCenter Environments. The vendor shall take all necessary actions to accomplish the following: Link the two VMWare environments into one manageable VMWare environment that has the ability to failover site A to site B and site B to site A using site recovery manager and vsphere replication in the event of a failure at one site. Minimize disruptions in the users access to the applications and data hosted on the virtual machines to the greatest degree that is practical Reconfigure the City VCenter environment as required to allow the full operation, support and management of the PD and City virtual machines Ensure all VMWare Hosts and Guest domains are NewBern.local Installation of VMWare Site Recovery Manager. The vendor shall install and configure VMWare Site Recovery Manager for use in the City and PD VMWare environments. As a part of this deliverable, the vendor shall also: Setup replication using Vsphere replication Develop and test a plan to failover the virtual machines to a second data center o The timing for the test shall be coordinated with the City PM to minimize any potential impact on users of the City s IT systems Document the step-by-step failover plan instructions in a Run Book to be included as a part of this deliverable Upon contract award the City PM will work with the vendor to determine the specific virtual machines to be configured for failover capability. It is anticipated that the number of virtual machines selected will not exceed fifty. To minimize potential conflicts the City will schedule the execution of this deliverable to occur following the completing of Deliverable 1. 17

18 Deliverable 4: Microsoft SharePoint 2013 Configuration and Development Objective: Upgrade the existing City and PD SharePoint 2010 installations to SharePoint Reconfigure the City of New Bern SharePoint site, and add additional capabilities to the PD SharePoint site. Definition. Due to the CJIS requirements referenced earlier in this RFP, the PD has a separate SharePoint site. Therefore, references to all City Business Units shall, with respect to Deliverable 4, be interpreted by offerors to mean all business units except for the PD unless it is explicitly stated that the PD is included. Knowledge Transfer and Documentation. The City desires to obtain graphic and textual documentation of the architecture, configuration and operational procedures of the systems deployed under the contract as well as the informal transfer of knowledge via the City IT staff observing the installation and configuration of these systems. The offeror shall deliver the following documentation to the City: Diagrams and textual descriptions of the specific architecture and configurations that are deployed under the contract An installation guide for all technologies deployed under the contract which includes all configuration settings/options utilized for the City s installation A written operations guide detailing basic procedures commonly performed in day-to-day operation of the technology deployed under the contract The offeror shall allow the City IT staff to gain experience with the technologies being deployed under the contract by observing the installation and configuration over the shoulder This shall not be interpreted as a requirement for formal, offeror-led on-the-job training when accounting for this requirement in offeror proposals The offeror shall allow City IT personnel to observe and learn as much about the technologies as possible without materially impacting the deployment schedule Upgrade SharePoint 2010 to SharePoint The vendor shall upgrade the City and PD SharePoint sites from SharePoint 2010 to SharePoint The vendor shall coordinate with the City PM to determine the scheduling of the upgrades in relation to the performance of the other tasking in this deliverable. Implementation of Basic SharePoint Capabilities for City Business Units. The vendor shall reconfigure the existing City SharePoint site to deliver the following products and services for the business units identified in Table 4. Administration Electric Human Resources Board of Aldermen Engineering/Water & Sewer Parks & Recreation Information Technology Finance Police Utility Business Office Public Works City3TV Developmental Services Fire Rescue Table 4: City of New Bern Business Units Develop and create a standard theme and banner for all City business unit SharePoint sites 18

19 Create a standardized site that implements the following out of the box SharePoint capabilities for each business unit s site o Calendar o Document library o Lists o Blogs o Wikis o Discussion Groups Implementation of PD SharePoint Capabilities. The vendor shall add the capability to schedule attendees for training classes to the existing PD SharePoint site. This capability shall include the following: The training officer shall be able to enter a list of upcoming classes The training officer shall be able to designate the maximum number of attendees for each class SharePoint will allow PD personnel to self-register for each class SharePoint will cut off self-registrations for a given class once the maximum number of attendees has been reached The training officer shall have the capability to print a list of registered attendees for each class SharePoint 2013 User Training. The vendor shall provide the following introductory and advanced training classes for City and PD SharePoint users. Develop and deliver a single introductory training class for key SharePoint users from each business unit, to include the PD o The City will provide a classroom suitably equipped with network-connected workstations for the vendor s use in the delivery of the class o The class shall be approximately two hours in length o The class shall utilize both lecture and hands-on exercises o The class shall present an overview of the basic capabilities being delivered in the departmental SharePoint sites o The vendor shall provide an electronic document in pdf format outlining the training to be presented in the class that can be circulated by the City IT group to recruit attendees Develop and deliver a single training class covering more advanced topics for experienced SharePoint users to include the PD o The City IT group will identify the attendees for this class o The City will provide a classroom suitably equipped with network-connected workstations for the vendor s use in the delivery of the class o The class shall be approximately two hours in length o The class shall utilize both lecture and hands-on exercises o The vendor shall work with the City PM to finalize the syllabus for the class o The offeror s proposal shall document the recommended syllabus for the class, examples of the types of topics that might be covered are Adding and configuring web parts Building web-based forms Implementing workflows Implementing views Conditional Routing Asset library Aggregated calendars 19

20 Deliverable 5: Microsoft SQL Server Cluster Implementation Development Objective: Establish and configure a Microsoft SQL Server 2008 R2 Active-Passive Cluster for the PD on VMWare virtual machines, and move selected PD databases into the resulting high availability environment. Criminal Justice Information System (CJIS) Requirements. PD systems are subject to Federal Bureau of Investigation (FBI) CJIS security and auditing requirements. The vendor shall comply with these requirements in the design and implementation of the high-availability database environment. The full CJIS security policy document can be downloaded in PDF format at Knowledge Transfer and Documentation. The City desires to obtain graphic and textual documentation of the architecture, configuration and operational procedures of the systems deployed under the contract as well as the informal transfer of knowledge via the City IT staff observing the installation and configuration of these systems. The offeror shall deliver the following documentation to the City: Diagrams and textual descriptions of the specific architecture and configurations that are deployed under the contract An installation guide for all technologies deployed under the contract which includes all configuration settings/options utilized for the City s installation A written operations guide detailing basic procedures commonly performed in day-to-day operation of the technology deployed under the contract The offeror shall allow the City IT staff to gain experience with the technologies being deployed under the contract by observing the installation and configuration over the shoulder This shall not be interpreted as a requirement for formal, offeror-led on-the-job training when accounting for this requirement in offeror proposals The offeror shall allow City IT personnel to observe and learn as much about the technologies as possible without materially impacting the deployment schedule Assistance by the City IT Staff. The City IT staff will assist the vendor with the delivery of these products and services. The purpose of this assistance will be to provide the vendor with the required access to systems and facilities, to provide background knowledge on the architecture of the existing systems, to make decisions on optional elements of system configuration, and to gain a working knowledge of the new architecture being implemented by the vendor. Licensing Analysis. The vendor shall determine the total licensing required, analyze the City s current Microsoft Windows and SQL Server licensing, and provide written documentation to the City PM detailing the following: Licensing currently possessed by the City that can be used for this project Additional licensing that must be acquired by the City to fully deploy the capabilities described in this deliverable. 20

21 Identification of Candidate Databases. The vendor shall evaluate existing PD databases to identify candidates for transition to the active-passive SQL Server cluster being implemented as the primary component of this deliverable. The City has no pre-set objectives as to the number of databases to be transitioned. The primary criteria to be used in identifying candidates for transition are the compatibility of the database and any applications it supports with the Microsoft SQL Server 2008 R2 active-passive cluster environment. Functional Test Plan. The offeror s proposal shall include a draft test plan for verifying that both the SQL Server cluster and the databases migrated into it are functioning properly and are ready for production use. At a minimum the test plan shall be designed to verify the following: SQL Server 2008 R2 Cluster o All capabilities required by Database Administrators (DBA) to maintain the system are working properly Migrated Databases o All permissions (DBA, applications, users, etc.) have been correctly configured o All tables, stored procedures, triggers, indexes, etc. have been migrated o Applications and users can access the database and can successfully query, insert, edit and delete data as required o Backups can be successfully executed The draft test plan shall identify City resources required to assist in the execution of the plan (DBA, application end users, etc.) After contract award the City PM will work with the vendor to finalize the test plan. Implementation of a Microsoft SQL Server 2008 R2 Active-Passive Cluster. The vendor shall configure a Microsoft SQL Server 2008 R2 active-passive cluster. Once the SQL Server 2008 R2 active passive cluster has been configured and determined to be ready to host production databases the vendor shall: Execute the portion of the test plan designed to verify that the cluster is functioning properly and that required DBA capabilities are functioning properly In the event of test failures make configuration changes as necessary and repeat the testing until an endto-end run of this portion of the test plan with no failures is achieved Transition of SQL Server Databases to the Active-Pasive Cluster. The vendor shall coordinate with the City PM to determine which of the previously-identified candidate databases will be transitioned to the SQL Service active-passive cluster. At a minimum the following criteria shall be used to identify the databases selected to be transitioned. Greatest benefit (relative to the other candidate databases) of transitioning to a clustered environment Number of database transitions that can be accommodated within the project schedule 4 Once the final list of databases to be transitioned to the SQL Server active-passive cluster has been agreed upon by the City PM and the vendor, the vendor shall: 4 Offerors shall, based on their experience with projects of similar size and scope, propose a reasonable schedule allocation for this phase of the project. After contract award, the City PM will work with the vendor to finalize the databases to be transitioned into the clustered environment. 21