TUNIWA NOBI FAMILY LITERACY, FAMILY LITERACY, NUMMA YADOHA LANGUAGE PROGRAM, TRIBAL TANF, CAREER EDUCATION, KERN INDIAN EDUCATION CENTER 2574 DIAZ LANE. (93514) - P.O. BOX 847 - BISHOP, CA 93515 - (760) 873-5107 DATE: July 13, 2012 Request for Proposals 12-13-21 PROJECT TITLE: OVCDC Data Center Refresh PROPOSAL DUE DATE: Proposals must be received by 5 p.m. on August 17, 2012. SUBJECT/PURPOSE OF MEMO: Owens Valley Career Development Center is a Tribal Consortium located in California and organized under the Indian Self Determination Act. OVCDC receives and administers several Federal and State Grants, including Career Education Grants, Indian Education Grants and Tribal TANF Grants for the benefit of Tribes and communities in Inyo, Kern, Tulare, Kings and Fresno Counties. The Owens Valley Career Development Center is seeking bids (quotes) from responsible qualified independent contractors to refresh OVCDC s Datacenter located in Bishop California and implementation of a Disaster Recovery Site located in Bakersfield California with a Virtualized Solution. To include new Servers, Rack, Uninterrupted Power Supply, Storage and required Storage networking systems that provide upgraded storage capacity and compute resources that facilitate Disaster Recover (DR), High Availability (HA), and Business Continuity internally. This project will be funded entirely with Government Grant funds. All OVCDC Request for Proposals are subject to Section 7(b) of the Indian Self Determination & Education Act (25 USC 450e(b)) which provides to the greatest extent feasible, preference and opportunities be given to American Indians and American Indian owned business enterprises and OMB Circular A-102 (45 C.F.R Part 92.36(e)) requiring OVCDC to take all necessary affirmative steps to assure minority firms, women s business enterprises and labor surplus area firms are used when possible. For Indian Preference to be applied to American Indian owned and controlled businesses, proof of American Indian business ownership with more than 50% control must be submitted with the proposal. ACTION REQUIRED: You are invited to review and respond to the Request for Proposals ( RFP ): For questions on this Request For Proposals please contact OVCDC: PROPOSAL: CONTACT FOR FURTHER INFORMATION: Proposals should be sent to: Purchasing/Contracts Administrator Owens Valley Career Development Center Telephone: 760-873-5107 Ext. 275 Purchasing/Contracts Administrator P.O. Box 847 (93515) FAX: 760-873-3231 2574 Diaz Lane (93514) E-MAIL:contracts@ovcdc.com Bishop, CA Telephone: (760) 873-5107 ext 275 FAX (760) 873-3231 Email: contracts@ovcdc.com OVCDC RFP 12 13 21 Data Center Refresh Page 1
I. DESCRIPTION/SPECIFICATIONS A. STATEMENT OF WORK A. Description of Organization and Project The Owens Valley Career Development Center is seeking bids (quotes) from responsible qualified independent contractors to refresh OVCDC s Datacenter located in Bishop California and implementation of a Disaster Recovery Site located in Bakersfield California with a Virtualized Solution. To include new Servers, Rack, Uninterrupted Power Supply, Storage and required Storage networking systems that provide upgraded storage capacity and compute resources that facilitate Disaster Recover (DR), High Availability (HA), and Business Continuity internally. This proposal shall include all setup and installation services, hardware, software, data migration, maintenance and licensing costs, IT personnel training on these new systems (Servers, storage, storage networking), and be considered a turn key installation. OVCDC personnel will be available to work with vendor(s) on migration of data and workloads. OVCDC deems the project complete when all data and workloads are running on the new servers and storage solutions and the existing systems are decommissioned. Solution should account for a 20% growth over the next 5 years. Solutions should meet the following criteria: 1. GENERAL 1.1. OVCDC s system currently consists of Windows 2008, and 2003 servers. Servers are part of a single Microsoft Active Directory Domain. Total disk space of candidate servers is approximately 1.6 Terabytes. 1.2. The proposed solution will be rack mounted servers or blade servers. 1.3. SAN solution may be fibre channel, iscsi or FCoE. Management and monitoring tools must be included in all proposals. 1.4. SAN connectivity must include redundant switch fabric and redundant connection to all host servers. 1.5. SAN shall provide a minimum capacity of 6 TB useable space. 1.6. Must include disaster recovery remote site solution for datacenter redundancy. (Real Time Data Replication) 2. SERVER TECHNOLOGY - GENERAL REQUIREMENT 2.1. Must include sufficient physical servers to meet proposed solution based on OVCDC s needs. (current environment supplied upon request) OVCDC RFP 12 13 21 Data Center Refresh Page 2
2.2. Must provide rack and rail mounting systems to support all proposed server equipment. 2.3. Must provide hot swappable, redundant power supply technology for servers. 2.4. Site Power requirements must be thoroughly defined. 2.5. Must provide minimum of redundant Gigabit Ethernet technology for connection to the LAN. 2.6. Servers must provide redundant connectivity to proposed SAN environment 2.7. Solution should support I/O Virtualization. 2.8. Servers must be rack mountable or blades (Bidders may bid on both). 2.9. Server must have minimum of 64GB memory. 2.10. Server must include multiple Gigabit NIC's (6 minimum). 2.11. Initial warranty maintenance must be for three years, 7X24, 4 hour response onsite or equivalent to. Provide cost for additional years (4 and 5). 3. VIRTUALIZATION 3.1. Virtualization software must provide sufficient virtual servers to meet proposed solution based on OVCDC s needs. (current environment supplied upon request) 3.2. Software must provide tools to migrate existing servers to virtualized environment. 3.3. Software must allow for server load balancing, Virtual machine High Availability, Virtual machine Fault Tolerance, Virtual machine live migration, Virtual machine storage live migration. 3.4. Software must allow for movement of virtual servers from one physical server to another with minimal service interruption. 3.5. Software must include virtual server monitoring tools. 3.6. Software must include template based virtual server creation. 3.7. Software must be able to support multiple virtual server operating systems, including Windows 2003, and Windows 2008 OVCDC RFP 12 13 21 Data Center Refresh Page 3
3.8. Must include annual software support cost, 3 years initial, and cost for years 4 and 5 as options. 4. SAN EQUIPMENT 4.1. Must provide a minimum of 6 Terabytes of useable disk space. 4.2. Must be easily scalable. 4.3. Must be able to support multiple disk capacities and types. 4.4. Must support redundancy with a minimum of 4 Gig Fiber Chanel, iscsi or FCoE connectivity. 4.5. Must provide redundant SAN switch fabric. 4.6. Must provide switch technology to connect SAN to server(s) proposed. 4.7. Must provide battery backup for controller cache. 4.8. Must provide controller with 2 GB cache minimum. 4.9. Must be rack mountable. 4.10. Must provide Rack or fit in a standard 19 in server rack. 4.11. Must be capable of supporting the latest RAID standards. 4.12. Must allow for non-disruptive service and upgrades. 4.13. Must provide Redundant SAN controllers. 4.14. Must provide all cables to connect SAN to proposed servers. 4.15. Should support replication to redundant SAN. 4.16. Initial warranty must be for three years, 7X24, 4 hour response onsite, provide cost for additional years (4 and 5). 5. DISASTER RECOVERY SITE 5.1. Must provide sufficient Server Hardware, Rack, UPS, SAN, and Virtualization Software. 5.2. Must be able to support seven (7) mission critical servers (as listed in current environment). 5.3. May submit bids for fully automated and manual solution. OVCDC RFP 12 13 21 Data Center Refresh Page 4
6. INSTALLATION OWENS VALLEY CAREER DEVELOPMENT CENTER 6.1. Must provide installation and commissioning of all hardware and software. 6.2. Must provide migration services for all servers and SAN. 6.3. Must provide configuration and implementation of Disaster Recover Site. 6.4. Must setup real time data replication. 6.5. Must provide configuration of monitoring software. 6.6. Must decommission all old Servers. 7. DOCUMENTATION & TRAINING 7.1. Must provide documentation for all hardware and software installations as configured, this includes schematics, flow chart, supporting information, custom configurations and specific system features. 7.2. The successful bidder(s) will provide onsite training to OVCDC IT staff on the specifics of the hardware, virtualization, monitoring and backup. It would be desirable to involve OVCDC I.T. staff in the installation and configuration of all software, SAN configuration and installation of virtualization environment. 8. WARRANTY, SUPPORT AND LICENSING 8.1. All hardware must be covered by an initial 3 year, 7X24, 4 hour onsite warranty or equivalent. Cost for 5 years should be included as an option. Virtualization software cost and licensing shall be provided for a minimum of 3 years. Software costs shall include annual licensing and maintenance costs. 9. PROFESSIONAL SERVICES 9.1. The successful bidder(s) will provide complete installation services that shall include Hardware installation, Software installation, Disaster Recovery Site integration, Backup configuration, Data Migration and decommissioning of legacy servers. 9.2. The vendor shall supply and install the latest software and firmware patches required to operate the specified Servers. 10. IMPLEMENTATION 10.1. Bidder(s) must outline an implementation schedule B. Requirements OVCDC RFP 12 13 21 Data Center Refresh Page 5
The contractor will furnish all qualified personnel, facilities, equipment, and supplies to perform the project unless otherwise negotiated and agreed to by OVCDC. C. Entrance and Exit Conferences: Entrance and exit conferences will be held with OVCDC. Written notice will be given to the OVCDC to assure availability of appropriate staff for each of these meetings. Additional terms contained in the OVCDC standard consulting agreement will apply. The terms of the OVCDC Standard Consulting Agreement are available upon request. II. PROPOSAL PREPARATION INSTRUCTIONS AND INFORMATION REQUIRED IN YOUR PROPOSAL In order to facilitate the evaluation of proposals and allow the best comparisons each proposal must include the following information presented in the order and format shown below: A. SECTION I PROPOSAL FORMAT (ALL COMPONENTS AND INFORMATION ARE REQUIRED) A. Title Page: Please state Request For Proposal (RFP) subject and RFP Number in your proposal. Please state your name and/or the business name including address, telephone number, fax number, name of contact person and name of person with authority to sign Agreements. Please place the date on your proposal. OVCDC will not be responsible for any change in this information unless notification in writing is received. B. Cover Letter: Please provide a one or two page letter stating your understanding of the work to be done and making a positive commitment to perform the work within the time period required. C. Table of Contents: If proposal contains more than 10 pages please provide a clear identification of sections and documents in the proposal listed by page number. D. Profile: Please include location of office(s) and if applicable, number of partners, managers, supervisors, seniors, and other staff. If applicable, identify all subcontractors necessary to conduct the project. Describe the range of activities performed by you or your business/firm, including capability to fulfill the specifics of the project (ie. staff, equipment, workload etc.). E. Approach: Please provide a clear description of the approach to be used including the responsibilities of the Bidder and OVCDC related for implementing of the statement of work. 1. Organization and Management: Please state tasks and work to be performed and identify the person or the project team that will OVCDC RFP 12 13 21 Data Center Refresh Page 6
complete the tasks and work identified. Subcontractors must be included if any will be used on the project and the tasks or work to be performed by the subcontractors must be stated. 2. Schedule: Please state the amount of time needed to complete the project in hours, days, months (as appropriate to the size of the project) and provide a milestone chart showing tasks and dates of anticipated completion. Any time to be used for preparation and submission of reports should be included in the schedule. F. Qualifications and Experience: Include a list of personnel to be used on this project and the qualifications of each person. For yourself and any key personnel please provide: résumé, including education, background, accomplishments and any other pertinent information. If there are no key personnel, employees or sub contractors then please just state information requested about yourself and your business. G. If key personnel, staff or subcontractors will be used on the project; please include a statement in the proposal to the effect that the key personnel assigned to this project as described in this proposal will not be removed from the project without prior approval of the Owens Valley Career Development Center. H. Specialized or Specific Qualifications and Experience: State professional and company experience which is relevant to the proposed project, i.e. experience working with OVCDC or other Government agencies and especially with other American Indian Tribal Governments or Tribal Organizations. I. Additional Data: Since the proceeding sections are to contain data and/or information that is specifically requested, this section is for any additional information considered essential or important to the project. If there is no additional information to present, please state None. B. SECTION II - COST PROPOSAL (REQUIRED-PROPOSALS WILL BE DEEMED NONRESPONSIVE WITHOUT THIS INFORMATION) A. Please state the total dollar amount you do not intend to exceed for completing the project. Please provide as much detail as you believe will assist OVCDC in evaluating your proposal. If requested by OVCDC, a detailed itemized cost statement must be submitted. The itemized cost statement must include all persons performing work on the project, various classes of staff, hours anticipated to be worked and rates. Expenses and fees for the project must be broken down by task to be completed and all expenses or fees that are anticipated must be itemized (ie materials, travel, etc.). A not to exceed amount is required by this section for all proposals. OVCDC RFP 12 13 21 Data Center Refresh Page 7
III. EVALUATION PROCEDURES A. EVALUATION CRITERIA Proposals will be evaluated by OVCDC using the following criteria, in order of descending priority (Total 100 points plus preference where applicable): 1. Quality and Features of Equipment and Software (30 points) a. Responsiveness of the proposal in clearly stating an understanding of the equipment and software functions to be performed. (0 5) b. Capabilities and specifications of equipment proposed (0 10) c. Capabilities and functionality including ease of use of software (0 10) d. Ability of equipment and software to meet 5 year goals of OVCDC (0 5) 2. Technical experience of the vendor (20 points) a. Technical abilities of staff to be assigned to implementation including certifications, education, position in the firm, and years and types of experience will be considered (0 5) b. Technical abilities of staff to be assigned to the project management (0 5) c. Supervision to be exercised over the staff by firm s management and ability to maintain continuity of project (0 5) d. Prior comparable projects implemented (0 5) 3. Qualifications of the vendor (10 points) a. Size, structure, integrity Financial Stability of the firm (0 5) b. Experience of firm in working with Federal, State, Tribal, County and Local governments (0 5) 4. Time frame / scheduling (10 points) a. Clarity of implementation schedule and plan and time estimates for the work to be performed (0 5) b. Availability of staff with professional qualifications (0 5) 5. Warranty & Support (0 10 points) 6. Cost price (0 15 points) 7. Service/ performance record (0 5 points) 8. Indian and other Preference (Bids no more than 10% higher than the lowest bid or 5 additional points plus possible 5 points for statement regarding training and employment of Indians) OVCDC RFP 12 13 21 Data Center Refresh Page 8
IV. INDIAN AND OTHER FEDERAL PREFERENCE APPLICABLE All OVCDC Request for Proposals are subject to Section 7(b) of the Indian Self Determination & Education Act (25 USC 450e(b)) which provides to the greatest extent feasible, preference and opportunities be given to American Indians and American Indian owned business enterprises and OMB Circular A-102 (45 C.F.R Part 92.36(e)) requiring OVCDC to take all necessary affirmative steps to assure minority firms, women s business enterprises and labor surplus area firms are used when possible. For Indian Preference to be applied to American Indian owned and controlled businesses, proof of American Indian business ownership with more than 50% control must be submitted with the proposal. For all services provided on reservation applicable Tribal TERO requirements must be met which generally require a payment of a 4% fee and, when practical, use of Indian services. LOCAL BUSINESS ENTERPRISE PROGRAM OVCDC encourages the utilization of businesses within its service area. To promote participation of local business enterprises in the competitive selection process, OVCDC provides incentives to local businesses. A Local Business Enterprise is defined as follows: Local Business Enterprise to be considered as a local business enterprise, a firm must provide evidence the firm is located at a fixed commercial or residential address where administrative, clerical, professional or other productive work is performed relative to its commercial purpose. The firm must be located within the OVCDC s service area for a minimum of one year. For the contracting of services over $25,000: All proposals for services will be evaluated on a 75-point scale. A value of three additional points will be added to the evaluation scores of Local Business Enterprises who bid on professional services contracts. In the event that the proposed services will be evaluated on a price basis only, the bids of local business enterprises will be reduced by 3%. If, after this adjustment, the local business enterprise is determined to be the most competitive bid, the actual contract amount will be the amount originally bid by the local business enterprise. V. TYPE OF AGREEMENT A purchase, warranty and support agreement and implementation service agreement (time and material or fixed fee) are anticipated. VI. PERIOD OF PERFORMANCE OVCDC anticipates implementation to be completed prior to the end of 2012. OVCDC may extend any agreement awarded at its sole discretion and in compliance with Federal purchasing requirements. VII. TECHNICAL DIRECTION OVCDC RFP 12 13 21 Data Center Refresh Page 9
The Owens Valley Career Development Center s primary contact for this agreement will be the CFO and OVCDC Purchasing/Contracts Administrator or designee. A. OVCDC IT Director with assistance from the Purchasing/Contracts Administrator or designee is responsible for guiding the technical aspects of the project and for general monitoring of the work performed. The OVCDC Purchasing/Contracts Administrator or designee with agreement from the IT Director is authorized to fill in details or otherwise to complete the general description of the work set forth herein. B. The OVCDC IT Director and Purchasing/Contracts Administrator or designee are not authorized to make any commitments to any changes which constitute work not within the general scope of the Agreement, increase in total estimated cost or extension of the Agreement period of performance without the written approval of CFO and OVBT (Board of Trustees). VIII. KEY PERSONNEL The personnel specified in the Contractor s proposal are considered to be essential to the work being performed. Prior to changing any of the individuals specified in the proposal, the contractor will notify OVCDC CFO and Purchasing/Contracts Administrator or designee reasonably in advance and submit a justification for the proposed substitutions in sufficient detail (including names, titles and résumés) to permit the evaluation of the impact on the quality of work performed. No change will be made by the Contractor without the prior written consent of the CFO. IX. PAYMENT A. PAYMENT AND SUBMISSION OF INVOICES X. RIGHTS A. Payment for work performed under this Agreement will not exceed the agreed upon amount, unless additional payments are agreed upon in advance and in writing, signed by both parties. B. Payment will be made to the contractor based on progress, work completed, materials consumed and valid expenses incurred. The contractor must submit each invoice in sufficient detail to document the work performed, time spent, materials consumed and expenses incurred with supporting documentation. C. Invoices may not be accepted on more frequent intervals than twice a month and once per month or less often is preferred. Invoices requesting payments will be prepared and submitted. OVCDC reserves the right to reject any and all proposals, in whole or in part, as well as the right to issue similar RFPs in the future. This RFP is in no way an agreement or obligation and in no way is OVCDC responsible for the cost of preparing the responsive OVCDC RFP 12 13 21 Data Center Refresh Page 10
proposal. One electronic copy of a submitted proposal will be retained for official files and may later become a public record. Written or electronic (referred) responses will be accepted. Responses should be sent via email to contracts@ovcdc.com or in a sealed envelope, clearly marked with the RFP number, by registered, certified mail, overnight delivery with proof of delivery service, or by hand delivery to the name and address specified in the cover-letter to this RFP. Delivery to other than the name and address specified in this RFP may render the Bidder s proposal non-responsive. XI. AGREEMENT PROCESSING OVCDC will make a reasonable effort to execute an agreement based on this solicitation document within thirty (30) days of selecting a proposal that best suits OVCDC. The Agreement will be signed by the Contractor and returned within ten (10) business days of receipt of the Agreement. The period for execution may be changed by mutual agreement of the parties. Agreements are not effective, and work must not be performed, until the Agreement is signed by a person holding the required authority for both parties and full approval by OVCDC including the OVCDC Human Resources and Finance Departments. Failure to execute the Agreement within the time frame identified above will be sufficient cause for voiding the award of the Agreement. If a successful person or business submitting a proposal refuses or fails to execute the Agreement, OVCDC may award the Agreement to the next qualified person or business submitting a proposal. XII. INTERVIEWS An interview/presentation may be conducted with a person or business submitting a proposal(s) selected as finalists to offer an opportunity for the person or business submitting a proposal(s) to present the proposal and explain or clarify aspects of the proposal. The interview/presentations will be scheduled at the OVCDC offices in Bishop, California unless otherwise agreed. OVCDC RFP 12 13 21 Data Center Refresh Page 11