PUTNAM CITY SCHOOLS Information Technology Services 5401 NW 40th Oklahoma City, OK 73122

Transcription

1 PUTNAM CITY SCHOOLS Information Technology Services 5401 NW 40th Oklahoma City, OK Request for Proposal for STORAGE AREA NETWORK SOLUTION Date of release March 1, 2014 Due Date April 10, :00 p.m.

2 PREFACE Technical contact for this project: Jared Juel, Interim Director Technical Services Office: ext District contact for this project: Cory Boggs, Executive Director Information Technology Services Office phone: ext TIMELINE March 1, 2014: April 10, 2014: April 11, 2014: April 21, 2014: Release RFQ RFQ submitted by 12:00 noon Bid opening, 3:00 p.m. Recommendation to the Putnam City Board of Education. *Pre-bid meetings will be held at vendor request. 2

3 TABLE OF CONTENTS Scope of Work pg. 4 Proposal pgs. 7-8 Proposal Pricing Form pg. 10 Vendor Information Form pg. 11 Non Submittal Response Form pg. 12 Non-Kickback Affidavit pg. 13 3

4 1.0 PURPOSE 1.1 Putnam City Schools, also abbreviated as PCS for brevity, is requesting proposals from qualified vendors to provide replacement of district Storage Area Network, abbreviated as SAN in this proposal. In using this method for solicitation, we are requesting your best effort in seeking the best value for our requirements. To be entitled for consideration, sealed proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected vendor to meet all specifications and guidelines set forth herein. Putnam City Schools, at its discretion, determines the criteria and process whereby bids are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Putnam City Schools. 2.0 DEMOGRHICS, NETWORK & TOPOGRAPHY 2.1 Putnam City Schools has an active enrollment of 19,400 students, attending a total of 29 schools: 2 pre-k centers, 18 elementary (K-5), 5 middle (6-8); 3 high (9-12); and 1 alternative high school. Putnam City Schools covers a large geographical area and is represented within the boundaries of Oklahoma City, Bethany, and Warr Acres. The PCS network is connected via Transparent LAN. Putnam City Center is the network core and data center. Network infrastructure consists of Cisco switches, access points and controllers. Users are authenticated with Active Directory and is provided through Exchange servers. The district has an offsite backup facility at PC North High School connected through a 1GB connect. The current SAN environment consists of EMC NS120 connected to the network via 8GB Fibre Channel Brocade switch. 3.0 SCOPE OF WORK 3.1 The Putnam City Public School District is seeking a vendor to provide replacement of SAN equipment to be located at Putnam City Center and the offsite location at PC North High School. It is the intent of Putnam City to evaluate cost-effective solutions based on installation availability, ability of vendor to provide quality installation in a timely fashion, warranty service, field expertise, but primarily, price. This is a turnkey project. All software, shipping, configuration will be assumed to be included in all submitted proposals. Items include: 3.2 Install and deliver to locations. Install Site Location Putnam City North N. Rockwell Oklahoma City, Putnam City Center 5604 N.W. 41 st, Warr Acres, Putnam City Schools has identified the following needs: a. The need for highly available storage solution that can be configured flexibly, allowing the assignment of appropriate storage including conventionally configured Microsoft Windows Servers, as well as VMWare virtualized servers. b. Acquire a solution that provides robust backup and restore capabilities with highly effective DR capabilities capable of restoring access data with near zero downtime. 4

5 c. Present a robust, centralized, flexible data storage solution that easily scales to growing storage demand and supports redefinition of configurations as needed. d. A compatible system that can be backed up within a reasonable backup window through use of EMC Avamar backup solution or a similar included proposed system. e. The system should be able to automate tiered storage from Flash to SATA or other disk drives as needed at the primary data center and disk drives at the secondary DR site. f. Solution must support 8GB fiber channel. g. Solution must be able to serve CIFS and NFS shares. h. The proposed SAN solution should include a minimum of 140 TB of usable data storage. 3.4 Vendor must migrate data from our current SAN solution and configure offsite replication. 4.0 GENERAL INFORMATION: 4.1 Technical questions may be directed to Jared Juel, Interim Director of Technical Services at jjuel@putnamcityschools.org. 4.2 Questions or requests for clarification should be directed to Cory Boggs, Executive Director of Information Technology Services at cboggs@putnamcityschools.org 4.3 For the purpose of this proposal, the pricing sheet, Appendix A, must be completed in its entirety. 4.4 PCS is under no obligation to purchase goods or services totaling the amount proposed in your response; Vendor will only be paid for services rendered. PCS reserves the right to adjust project scope or services if deemed necessary. 4.5 This Agreement states the total obligation of PCS to the vendor for compensation for the services to be performed hereunder. PCS shall pay vendor in accordance with the proposal made by the vendor and accepted by PCS. PCS shall pay vendor for the satisfactory performance of the work solicited, approved and accepted under this Agreement. Vendor acknowledges and agrees that this is a nonexclusive requirements type contract and PCS will utilize vendor's services on an as needed basis and as such PCS will only be responsible for payment for services requested that are satisfactorily performed and meet PCS's required specifications. Vendor further acknowledges and agrees that the value of this contract shall not exceed their proposed amount; however, PCS is under no obligation to solicit work totaling this amount and Vendor will only be paid for services rendered. 5.0 EQUIPMENT REQUIREMENTS 5.1 Equipment must arrive in new, unused condition. 5.2 Equipment shall be affixed with a label indicating IP address(s). 5.3 Equipment to be delivered and unpacked by Vendor. Vendor is responsible for removal and discarding of packaging. 5.4 Equipment storage shall be responsibility of the vendor until the agreed upon installation date at each site. 5.5 Awardee shall provide a diagram to PCS showing schematic layout, IP and MAC addresses of each unit. 5.6 Any required cables to connect the solution to the network is responsibility of the vendor. 5

6 6.0 SUBMISSION REQUIREMENTS 6.1 RFP responses should be sent via PDF response to before the designated due date and time. Responses received after that time may not be considered. Hand-delivered or mailed copies sent in addition to the electronic submission will be accepted. 6.2 If any confidential and/or proprietary information is included, then each page containing such information must be stamped proprietary. It is not acceptable to label the entire proposal as confidential and proprietary. 6.3 No telephone or facsimile offers will be accepted. 6.4 Proposals shall not be withdrawn after they are delivered to PCS, unless vendor makes a request in writing to the Executive Director of Information Technology Services prior to time set for receiving proposals, or unless the Executive Director of Information Technology Services fails to accept or reject the proposals within sixty (60) days after the date fixed for receiving said proposals. 6.5 Proposals that contain irregularities of any kind and/or do not comply fully with solicitation documents may be rejected at the discretion of the Executive Director of Information Technology Services. Putnam City Schools shall not be liable for any costs associated or incurred by vendor in conjunction with preparation of documents. 6.6 The district reserves the right to reject all bids. 6.7 By submitting a response, the vendor certifies: that this proposal is made without prior understanding, agreement or connection with any corporation, company or person submitting a proposal for the same service and is in all respects fair and without collusion or fraud; that collusive pricing is understood to be a violation of State and Federal law and can result in fines, prison sentences and civil damage awards. It is agreed that all conditions of the solicitation, notice to proceed and/or purchase order of PCS shall be abided and that the person signing this proposal is authorized to bid for the vendor. 6.8 Vendor shall submit with proposal the vendor information form. Failure to provide the information requested in complete and accurate detail may result in rejection of the proposal. If further information is required to provide responsibility such as providing copies of licenses, certificates, permits, etc., the vendor will be notified, in writing and given seven (7) days from notification to comply. 6.9 Vendor shall read and complete all applicable forms and submit with their proposal. Any incomplete or solutions not fitting the requirements of the RFP may be disqualified and not evaluated Vendor may be asked to provide a copy of their current business license Vendors may include a buy back option. The buy back amount must be clearly specified in the Proposal Pricing Form- Appendix A. If option is utilized, equipment must be removed at vendor s expense within 60 days of installation, unless the district agrees in writing to an extension. 6

7 Vendor shall submit the following information with your proposal. Clearly reference each section as listed below. Business Qualifications (Response Section) If a new vendor to the district, please provide a brief history of the company and organization with specific attention given to the appropriate divisions and subsidiaries responsible for services requested. The background history should include: Year founded. Public or private enterprise. Years involved in providing the requested service. Total number of employees. Total number of employees in the Oklahoma City metro area to provide services for this account. Note: If the vendor is a joint venture, or partnership; or, if the firm will have significant participation by a subcontractor significant defined as 25% or more of the project revenues and/or responsibilities then the information in A should be provided for each of the participating entities. Relevant and Quality Experience (Response Section) If a new vendor to the district, provide three (3) to five (5) references from K-12 urban school districts or of a similar nature, (type of facility and size) for which your company is currently or previously (within last 2 years) providing services similar to the specifications of this solicitation. Provide the following information for each reference: Name and address of organization Name and title of primary contact with telephone number, fax number and address Description of the services provided- including dates and scope of work for the job, which includes planning/budget/scheduled activities, and outside talents used. Outline the documentation, project tracking, and work product delivery methodologies used and which proved to be successful. Also for each reference, provide information on an alternate contact person that has first-hand knowledge of the work you have done or are doing. Proposal (Response Section) A. Proposed System. a. Provide a detailed description of the proposed system. Include diagrams with equipment and design. b. Describe how your product differentiates you from competing products. c. How readily available is the product and what is the order lead-time? d. Can additional drives be purchased through multiple distribution channels? e. How mature is your proposed solution? f. What is the product roadmap for the proposed solution? g. Describe the ability of your products to expand with the growth of the storage needs beyond the initial 140 TB s, including a description of additional hardware such as drives, nodes, and other equipment. h. Describe hardware and service monitoring capabilities provided with the solution. For example, are there any sensors or monitors that will automatically contact support when a hardware or software failure is detected? i. Describe your tiered solution storage strategy in detail. j. Detail any software license renewals that would be required after the included maintenance term. 7

8 B. Provide pricing on the pricing form, Appendix A. Include all equipment cost, labor, fees, surcharges, shipping, installation, configuration, included training and any other miscellaneous costs. This is a turnkey project. C. Training. a. Describe included training for key IT staff members. Vendor should assume IT staff has limited SAN experience. b. Describe available post-sales support. D. Assurance Statement. Provide a statement affirming and assuring that the prospective vendors staff, network, and overall business practices will meet/exceed each of PCS s requirements. All prospective vendors responding to this proposal are required to demonstrate their networks reliability and dependability. All prospective vendors must clearly demonstrate their ability to handle the day-to-day business needs necessary to successfully manage an account the size of PCS. Identify the specific account team (members, titles, roles) that will be assigned to PCS. Provide detailed procedures for initiating account inquires, changes, and escalations. E. Implementation If awarded, the selected vendor will need to provide an implementation plan to the district outlining their proposed timeline for the project. The district has a target install between June 1 and mid-july Solution must be in place and all data migrated by August 1 st EVALUATION 7.1 To be entitled for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the awarded vendor to meet all specifications and guidelines set forth herein. 7.2 An evaluation committee will evaluate each proposal. PCS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by PCS. 7.3 Proposals that do not have pricing evaluated will not be considered for award. 7.4 Price Evaluation Formula: Criteria to be evaluated on a 100 point scale. Proposals will be evaluated on the following: Project Cost 40 pts SAN Solution Performance 35 pts Compatibility of the proposed solution; backup and restoration tools 15 pts Availability of local, post-sale support 10 pts 7.5 The selected vendor will be contacted via or phone after approval of the Board of Education. 8

9 8.0 AWARD 8.1 Please be advised that it is the policy of Putnam City Schools that all contracts be awarded on a strictly non-discrimination basis without regard to the race, gender or ethnicity of the vendor. 8.2 Vendor shall not begin work without a purchase order issued by the Putnam City Schools Information Technology Services Department. 8.3 Itemized invoice must be submitted to: Putnam City Schools Information Technology Department, ATTN: Betty Yates 5401 NW 40 th Street Oklahoma City, OK Invoices should include the PCS purchase order number and the ship to location where the goods and/or services were delivered. Invoices that do not include this information will be returned to the vendor. Separate invoices are required for each purchase order. 9

10 PROPOSAL PRICING FORM APPENDIX A List all applicable costs associated with your solution. Proposal Pricing: Option 1- Minimum 140 Terabyte usable SAN 1. Hardware $ 2. Software $ 3. Installation and Configuration $ 4. Three years maintenance, licensing and Next Business Day support $ 5. Training $ 6. Other Describe $ 7. Less equipment buy-back $( ) 8. Other discount $( ) Total Proposed Solution Cost $ Option 2- Maintenance and Licensing for years 4 and 5 a. Total solution cost with a 4 th year maintenance included $ b. Total solution cost with a 5 th year maintenance included $ 10

11 VENDOR INFORMATION FORM RFP Name: SAN This form must be completed and returned with your bid if you are a NEW vendor to the district only. 1. Company Name: 2. Street Address: 3. City, State, Zip Code: 4. Primary Contact: 5. Telephone: ( ) Fax: ( ) Company web site: 8. State tax identification number and state issued from: 9. State of Incorporation: 10. Have any conditions or restrictions been placed by the company on this proposal that would declare it non-responsive? Yes No 11. Are you prepared to provide proof of insurance as required? Yes No 12. Has your company ever been debarred from doing business with any federal, state or local agency? If yes, please provide details including agency name, date and reason for debarment. Yes No 13. Has your company ever defaulted on a contract or been denied a bid due to non-responsibility to perform? If yes, please provide details. Yes No 11

12 NON-SUBMITTAL RESPONSE FORM (Optional) RFP Name: SAN NOTE TO VENDOR: If your company s response is a non-submittal, Putnam City Schools is very interested in the reason for such response and desires to ensure that the procurement process is fair, non-restrictive and attracts maximum participation from interested companies. We therefore, appreciate your responses to this non-submittal response form. Please complete and fax this form to: (405) or cboggs@putnamcityschools.org Please indicate your reason for responding with a non-submittal : Unable to meet requirements for this solicitation. Unable to provide the goods or services specified in this solicitation Unable to meet time frame established for start and or completion of project. Received too late to submit a bid. Received on: Please remove our company s name from receiving similar type solicitations. Other (Please explain): Your response will be reviewed and placed in the solicitation file. Your input will assist PCS in determining changes necessary to increase participation in the solicitation process. Company Name Company Address ( ) ( ) Company Telephone Number Company Fax Number Primary Company Contact Address Authorized Company Official Signature Title Date 12

13 VENDOR: We are required by law to have on file a signed and notarized affidavit from each vendor for any purchase order totaling $25, or more. To obtain your payment promptly, please sign, notarize and return this form by mail to: PUTNAM CITY SCHOOLS BUSINESS OFFICE 5401 Northwest 40 th Street Oklahoma City, Oklahoma AFFIDAVIT State of County of The undersigned person, of lawful age, being first duly sworn, on oath, says that this invoice is true and correct and that (s)he is authorized to submit the invoice pursuant to a contract or purchase order. Affiant further states that the (work, services, or materials) as shown by this invoice have been (completed or supplied) in accordance with the plans, specifications, orders, requests, or contract furnished or executed by the affiant. Affiant further states that (s)he has made no payment directly or indirectly to any elected official, officer or employee of Putnam City Schools, Independent School District #1, Oklahoma of money or any other thing of value to obtain payment of the invoice or procure the contract or purchase order pursuant to which an invoice is submitted. SIGNATURE: DATE: Contractor, Supplier, Engineer, Etc. Subscribed and sworn to before me this day of 20 (seal) SIGNATURE: My Commission Expires: Notary Public Rev. 9-12