REQUEST FOR FORMAL QUOTATIONS. Server Virtualization / SAN Solution

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1 The Corporation of the Town of Tecumseh REQUEST FOR FORMAL QUOTATIONS Server Virtualization / SAN Solution April 28, 2011 *** The Corporation of the Town of Tecumseh 917 Lesperance Rd. Tecumseh, Ontario N8N 1W9 Phone (519) Facsimile (519)

2 REQUEST FOR FORMAL QUOTATIONS Server Virtualization / SAN Solution April 28, 2011 TABLE OF CONTENTS Section Page A Information for Applicants 3 B Design Requirements 5 C Quotation Content 6 D Evaluation and Selection 7 E Acceptance 8 F Checklist 9 G Quotation Sheet 10 H SCHEDULE A CURRENT SERVER LIST 11 I SCHEDULE B SOLUTION SPECIFICATIONS 12 2

3 SECTION A - INFORMATION FOR APPLICANTS 1 PROPOSAL NAME This request for formal quotations will be referred to as the REQUEST FOR FORMAL QUOTATIONS Server Virtualization / SAN Solution April 28, PURPOSE The Town of Tecumseh Information Technology (I.T.) department currently provides all I.T. related functions to departments of the Town. Server virtualization and SAN storage assist with reducing carbon footprints in addition to providing a more efficient method of storage management and business continuity. The town currently has 8-10 servers that will be virtualized using Xenserver virtualization software, Dell Hardware, and an EqualLogic SAN (storage area network). NOTE: We are seeking pricing for an EqualLogic SAN with either 8TB OR 16TB native capacity but will only be purchasing one unit. 3 CLOSING TIME AND DATE Quotations must be received no later than 1:30 p.m. - Thursday, May 12th, 2011 Proposals should be returned in a sealed envelope marked: RFQ - Server Virtualization / SAN Solution April 28, 2011 At the following address: Corporation of the Town of Tecumseh 917 Lesperance Road Tecumseh, Ontario N8N 1W9 Attention: Laura Moy, Director, Staff Services/Clerk Any proposal received after the specified closing time will be returned unopened. 4 PROPOSAL OPENING The opening of the submissions shall commence at 1:35 p.m. on Thursday May 12th, 2011, unless the Clerk or designate acting reasonably postpones the start to some later hour, but the opening shall continue once started, until the last bid is opened. 3

4 5 CONTACT PERSON Any questions or concerns arising out of this RFQ, should be addressed to: Mr. Shaun Fuerth, B.C.S. Director, Information Systems Phone: (519) x108 Fax: (519) If additional information is required, an addendum to the quotation call will be issued. 6 GENERAL TERMS AND CONDITIONS This Request for Quotation is subject to the Town of Tecumseh s Procurement Policies and Procedures as outlined in the Town of Tecumseh Purchasing By-Law The Town of Tecumseh reserves the right to reject any and all proposals received in response to this request. The lowest price proposal will not necessarily be accepted. The Town of Tecumseh is not responsible in any way for any costs related to the preparation of the response to this Request for Quotation. 7 TIME FRAMES The Town of Tecumseh time frames are as follows: RFQ Close date: May 12, 2011 RFQ Evaluations: May 20, 2011 Final recommendation: May 24, 2011 Project Commencement: May 25, 2011 Substantial Completion: July 30, FIRM IDENTIFICATION AND CONTACT Each respondent should provide the full legal corporate name of each corporate identity involved in the proposal, and the name, title, address, telephone number, facsimile number, URL website address, and address of the individual to be contacted with respect to the submission. 9 REFERENCE The vendor will provide a company background including references in their proposal. References must include installations of a Xenserver virtualized environment and Equallogic SAN solution in municipalities or companies of similar size and structure. 4

5 SECTION B - DESIGN REQUIRMENTS 1 TECHNICAL REQUIREMENTS The Town of Tecumseh operates in a Windows environment. These physical servers are predominantly Windows 2003 with two Windows 2000 installation. See schedule A for current server list 2 INSTALLATION SUPPORT As part of the implementation process, training/assistance will be required for I.T. department staff. The proponent will identify details regarding the training program, including outline and length of time required to assist with the server virtualization setup, SAN data migration and VLAN setup. 3 SUPPORT The proponent will identify the support included in this proposal, including hours of operation and response timeframe. Any support available after conclusion of this project shall be identified as well. 5

6 1 SUBMISSION SECTION C - QUOTATION CONTENT The proposal submission should be broken into the following categories and reference the line numbers identified in this Request for Quotation. a) Technical Response detailed hardware/software specifications are being provided to the vendor for quotation purposes (see schedule B ). b) Staff Training Training for I.T. staff implement and maintain virtual servers and SAN solution. c) Schedule of Costs shall include detailed pricing for: i. All hardware listed in schedule ii. Installation and implementation of hardware/software found in schedule B NOTE: WE ARE PURCHASING EITHERAN 8TB OR 16TB SAN, NOT BOTH. iii. Setup and implementation of the virtualized server environment on both host servers iv. Setup of the SAN and data migration v. Setup of VLAN s vi. Maintenance / Upgrades / Continued support. d) The proponent will provide at least 3 (three) references of installations in municipalities or companies of similar size and structure. The Town of Tecumseh requires two (2) complete hard copies and one electronic copy of the RFQ Server Virtualization / SAN Solution. 2 TIMELINES Indicate the process that will be followed including: Milestones, Approvals, and Overall timeframe to complete the work. Specify when information or material from the Town will be required. 3 PROJECT COSTS 9 The proponent is asked to submit a detailed cost estimate as outlined above on the quotation sheet provided. Proponent has option of providing costing for either hardware/software and/or consultation fees. 6

7 1 SELECTION CRITERIA SECTION D - EVALUATION AND SELECTION Proposals will be evaluated on the basis of the following criteria (order is not indicative of weight or importance): Extent to which the services provided address the requirements in this document; Itemized breakdown of all project costs, Timelines; and Vendor s record o Customer satisfaction as evidenced by Vendor s references; o Financial security and longevity; o Qualifications of personnel. 2 EVALUATION PROCESS The Town of Tecumseh will evaluate each submission examining the submissions with a panel comprised of members from the I.T. Department, Financial Services and the Chief Administrative Officer. After evaluating all respondent proposals, the panel will recommend a short-list of preferred respondents. During this process, references may be contacted. 3 FINAL SELECTION After completion of the submission review, the panel will make recommendations to the Town regarding the preferred respondent. The Town of Tecumseh will make the final decision. The Town of Tecumseh reserves the right to reject any and/or all of the proposals. 7

8 SECTION E ACCEPTANCE (To be enclosed in the Quotation Envelope) I/We, the Undersigned, having examined the RFQ and do hereby affirm the acceptance of the requirements of the RFQ. I/We do certify that the information supplied on the Proposal Form to be true and complete in all respects. I, We (Name Print) (Position) of (Company Name) Dated at this day of, 20. AUTHORIZED SIGNATURE PRINT NAME STREET ADDRESS CITY PROVINCE POSTAL TELEPHONE NO. FACSIMILE NO. ADDRESS Signature in the designated space, by an authorized officer of the Contractor company affirms acceptance of the Request for Quotes requirements set forth in this document, the associated costs (where applicable) attributed to the business arrangement between the Contractor and the Town of Tecumseh and hereby certifies that the information supplied in this proposal to be true and compete in all respects. 8

9 SECTION F - CHECK LIST (To be enclosed in the Quotation Envelope) BEFORE SEALING THE ENVELOPE, PLEASE CHECK THAT THE FOLLOWING THINGS HAVE BEEN DONE: 1. Have you identified and addressed all requirements of Section B and C? 2. Have you included: (a) A signed acceptance as per Section E (b) Confirm all specifications have been met. (see schedule B ) (c) Detailed pricing for hardware/software C(1)(c)(i) (d) Detailed pricing for implementation (section G) (e) Detailed pricing for ongoing support and maintenance (section G) (f) A list of references C(1)(d) (g) Two hard copies of proposal and one electronic copy 3. Have you determined you can meet the commencement and completion deadlines, as per Section A(7)? Notes: Your proposal will be informal and may be disqualified if ANY of the foregoing points have not been complied with. 9

10 SECTION G QUOTATION (To be enclosed in the Quotation Envelope) TOWN OF TECUMSEH VIRTUALIZATION / SAN SOLUTION QUOTATION SHEET QTY UNIT PRICE TOTAL PRICE HST APPLICABLE? (Y/N) I. DELL EQUALLOGIC SAN - 8TB 1 $ $ II. DELL EQUALLOGIC SAN - 16TB 1 $ $ III. 2 (TWO)VIRTUAL HOST SERVERS 2 $ $ IV. 2 (TWO) POWERCONNECT SWITCHES 2 $ $ V. SERVICE & LABOUR 40 HOURS CONSULTATION FOR IMPLEMENTATION 1 $ HOURLY RATE FOR ADDITIONAL SETUP/SUPPORT 1 $ PLEASE EXCLUDE TAXES FROM PRICING 10

11 SCHEDULE A TOWN OF TECUMSEH CURRENT PHYSICAL SERVER LIST TOTAL USED RAM DISK SPACE SPACE SERVER NAME DESCRIPTION GB GB GB 1 SQL EXCHANGE + DC FILE SERVER WEBSERVER BACKUP AND PRINT SERVER SQLEXPRESS -> EXCLAIMER DC + DNS(PRI) + DHCP + PAYROLL + DIGITAL SIGN OLD FINANCIAL SYSTEM GIS SERVER CORP ANTIVIRUS, MS LICENCE SERVER, BES NEC PHONE SYSTEM WORLDBOOKS ARCHIVAL STORAGE TOTAL

12 TOWN OF TECUMSEH VIRTUALIZATION / SAN SOLUTION SCHEDULE B I. DELL EQUALLOGIC SAN - 8TB Dell EqualLogic PS4000E, Cost Efficient, High Capacity, 7.2KSATA Drives ( ) 8.0 Terabyte Capacity, 16 x 500GB, 7.2K SATA, Dual Controller ( ) Asynchronous Replication ( ) Snaps/Clones with integration for MS SQL, Exchange, Hyper V and Vmware ( ) SAN HQ multi group monitoring software ( ) Pro Support: NBD Onsite Service after Problem Diagnosis, Initial Year ( ) Pro Support: 7x24 HW/SW Tech Support and Assistance, 3 Year ( ) Dell Hardware Limited Warranty Initial Year ( ) Pro Support: NBD Onsite Service after Problem Diagnosis, 2 Year Extended ( ) Dell Hardware Limited Warranty Extended Year ( ) EqualLogic Advanced Software Warranty and Service 7 x 24 Access, 3 Yr ( ) II. DELL EQUALLOGIC SAN - 16TB Dell EqualLogic PS4000E, Cost Efficient, High Capacity, 7.2KSATA Drives ( ) 16.0 Terabyte Capacity, 16 x 500GB, 7.2K SATA, Dual Controller ( ) Asynchronous Replication ( ) Snaps/Clones with integration for MS SQL, Exchange, Hyper V and Vmware ( ) SAN HQ multi group monitoring software ( ) Pro Support: NBD Onsite Service after Problem Diagnosis, Initial Year ( ) Pro Support: 7x24 HW/SW Tech Support and Assistance, 3 Year ( ) Dell Hardware Limited Warranty Initial Year ( ) Pro Support: NBD Onsite Service after Problem Diagnosis, 2 Year Extended ( ) Dell Hardware Limited Warranty Extended Year ( ) EqualLogic Advanced Software Warranty and Service 7 x 24 Access, 3 Yr ( ) III. 2 (TWO)VIRTUAL HOST SERVERS DELL POWEREDGE 710 SERVER WITH CHASSIS FOR UP TO 6, 3.5inch HARD DRIVES ( ) 48GB MEMORY (6X8GB), 1333MHz, DUAL RANKED RDIMMS FOR 2 PROCESSORS OPTIMIZED ( ) EMBEDDED BROADCOM, GB ETHERNET NICS WITH TOE ( ) EMBEDDED BROADCOM, GB ETHERNET NICS WITH TOE AND ISCISI OFFLOAD ENABLED ( ) INTEL XEON E GHz, 12M CACHE, TURBO, HT, 1066MHz MAX MEM ( ) POWEREDGE R710 HEAT SINKS FOR 2 PROCESSORS ( ) INTEL XEON E GHz, 12M CACHE, TURBO, HT, 1066MHz MAX MEM ( ) 146GB 10K RPM SA SCSI 6 Gbps 2.5IN HOTPLUG HARD DRIVE IN 3.5IN HYB CARR ( ) 146GB 10K RPM SA SCSI 6 Gbps 2.5IN HOTPLUG HARD DRIVE IN 3.5IN HYB CARR ( ) PERC 6/i SAS RAID CONTROLLER 2X4 CONNECTORS, INTERNAL, PCIe256MB CACHE, x6 CHASSIS ( ) POWER SAVING BIOS SETTING ( ) 12

13 SCHEDULE B CONTINUED CITRIX XENSERVER v5.6, ENTERPRISE VERSION, HDDFI, 1Yr SUBSCRIPTION ( ) BROADCOM 5709 DUAL PORT 1GbE NIC W/TOE Iscsi, pcie-4 ( ) BROADCOM 5709 DUAL PORT 1GbE NIC W/TOE Iscsi, pcie-4 ( ) idrac6 EXPRESS ( ) DVD ROM, SATA, INTERNAL ( ) BEZEL ( ) RISER WITH 2 PCIe x8 + 2 PCIe x4 SLOT ( ) ELECTRONIC SYSTEM DOCUMENT AND OPEN MANAGE DVD KIT ( ) 146GB 10K RPM SA SCSI 6Gbps 2.5in HOTPLUG HARD DRIVE IN 3.5IN HYB CARR ( ) RAID 1 FOR H700, PERC 6/I, H200 OR SAS 6/Ir CONTROLLERS ( ) READY RAILS SLIDING RAILS WITH CABLE MANAGEMENT ARM ( ) Pro Support : Next Business Day Onsite Service After Problem Diagnosis, Initial Year ( ) Dell Hardware Limited Warranty Plus On Site Service Initial Year ( ) Pro Support : Next Business Day Onsite Service After Problem Diagnosis, 4 Year Extended ( ) Dell Hardware Limited Warranty Extended Year ( ) On-Site Installation Declined ( ) TOTAL INCLUDES SHIPPING AND HANDLING( ) High Output Power Supply Redundant, 870W ( ) Power Cord, NEMA 5-15P to C13, 15 amp, wall plug, 10 feet / 3 meter ( ) Power Cord, NEMA 5-15P to C13, 15 amp, wall plug, 10 feet / 3 meter ( ) IV. 2 (TWO) POWERCONNECT SWITCH DELL POWERCONNECT 5424, 24 GbE PORTS MANAGED SWITCH LAYER 2, Iscsi OPTOMIZED BASIC SUPPORT: BUSINESS HOURS (5X10) NEXT BUSINESS DAY PARTS DELIVERY INITIAL YEAR DELL HARDWARE WARRANTY INITIAL YEAR BASIC SUPPORT: BUSINESS HOURS (5X10) NEXT BUSINESS DAY PARTS DELIVERY 4 YEAR EXTENDED DECLINED CRITICAL BUSINESS SOFTWARE SUPPORT TOTAL INCLUDES SHIPPING AND HANDLING V. SERVICE & LABOUR 40 HOURS CONSULTATION SERVICES TO ASSIST TOWN OF TECUMSEH STAFF WITH IMPLEMENTATION OF: XENSERVER VIRTUAL ENVIRONMENT, SAN SOLUTION/MIGRATION, VLAN SETUP PROVIDE HOURLY RATE FOR ADDITIONAL SETUP/SUPPORT TOWN OF TECUMSEH WILL BE VIRTUALIZING APPROXIMATLEY 8-10 SERVERS INCLUDING MS EXCHANGE AND MS SQL SVR 13

LUCAS COUNTY ADMINISTRATOR Chris Zimo One Government Center Suite 370 Toledo, Ohio UNITED STATES Phone: (419) Fax:

Pricing Proposal Quotation #: 5704290 Description: Microsoft Windows Server 2008 R2 Datacenter Created On: Jul-31-2012 Valid Until: Aug-24-2012 LUCAS COUNTY ADMINISTRATOR Chris Zimo One Government Center