VILLAGE OF HANOVER PARK, ILLINOIS REQUEST FOR PROPOSAL (RFP) SERVER/STORAGE REPLACEMENT

Transcription

1 VILLAGE OF HANOVER PARK, ILLINOIS REQUEST FOR PROPOSAL (RFP) FOR Submit Proposal to: Village of Hanover Park Attn: Jed Gerstein, Chief Information Officer 2121 Lake Street Hanover Park, IL Vendor Proposals Due July 11 th, 2017

2 I. Objective: The Village of Hanover Park ( Village ) is seeking a qualified and responsible networking Vendor ( Vendor ) for the Village s server/storage replacement project. The Village is looking to replace two Microsoft Hyper-V clusters and 4 Storage Area Networks with a new Hyperconverged server and storage infrastructure running a VMWare hypervisor. Currently, the Village has two hyper-v systems and one VMWare system. The project scope will be replacing the hyperv systems hardware and migrating all hyper-v virtual machines to the VMWare platform, and migrating existing VMware virtual machines elimating two Cisco USC C220 servers. The systems are housed in two separate buildings will be consolidated into the Village Hall data center. II. Community Profile: Village of Hanover Park is a dynamic community with over 37,973 residents, conveniently located 17 miles west of O Hare International Airport and a short trip from the Hanover Park Metra Station to downtown Chicago. Hanover Park is part of the Golden Corridor appropriately named for its phenomenal rate of growth. Hanover Park has kept up with its population growth which has more than tripled in size since Hanover Park is located in two counties, Cook and DuPage, and is comprised of four townships, seven school districts, three community college districts, three park districts and two library districts. Hanover Park has some of the youngest residents of Chicago s northwest suburbs with a median age of 33. Hanover Park is a diverse community with pronounced Hispanic and Asian populations. The Village hosts over 20 events a year geared toward the family. Hanover Park has a vibrant business environment encompassing over 400 businesses with 4.6 million square feet of industrial development and over 1 million square feet of commercial retail and office space. Internally, the Village has 196 full time employees and 36-part time employees for a total of 232 employees. Those employees work out of 5 main facilities being Village Hall, Public Works, Police Headquarters, Fire Station #1 and Fire Station #2. Hanover Park is largely a residential, diverse, blue-collar community. With many neighborhoods, as well as expanding commercial and industrial properties, Hanover Park is comprised of residential neighborhoods with a varied range of housing values. It is accessible by many expressways, highways, toll roads and regional arterial roadways. A major commuter rail facility, including a reconstructed station, is located in central Hanover Park. Page 2

3 III. System Considerations Village of Hanover Park A. Current System Description The Village of Hanover Park provides network application, web, voice, file and database services among two locally connected server rooms. The system currently runs on two Microsoft Hyper-V Clusters on version 2012 Data Center at both sites. The sites are redundantly connected with Cisco Catalyst 4500 switches over 10Gb private fiber. The Village also operates a 3 node VMWare cluster that provides Cisco voice services along with a DMZ zone for public accessible web services. Village Hall: 5 Dell Servers running Microsoft Hyper-V server 2 Dell EqualLogic SANs 2 Cisco Catalyst 4500 switches 1 Cisco UCS C220 VMWare (Cisco Phone System) 35 Virtual servers Police Dept: 3 Dell Blad Servers running Microsoft Hyper-V server 2 Dell EqualLogic SANs 2 Cisco Catalyst 4500 switches 1 Cisco UCS C220 VMWare (Cisco Phone System) 1 Cisco UCS C220 VMWare (DMZ) 25 Virtual Servers Several VLANS are configured to run on each system. Page 3

4 B. Desired Functionality The Village is seeking to replace two Microsoft Hyper-V clusters, and one VMWare cluster with a Cisco UCS Hyperflex all flash solution running Vmware vsphere 6. The Cisco UCS Hyperflex solution will replace the 8 Dell servers, two Cisco servers (DMZ server will remain) and 4 Equalogic SANs. Specifications of Cisco UCS Hyperflex equipment are in section III, subsection D. of this RFP. The virtual servers and storage will be consolidated to one location in the Village Hall server room. The storage for the current VMWare system resides on the various Dell EqualLogic SANs and will need to be migrated to the new hyperconverged storage as part of this project. The Village utilizes Cisco switches and routers for infrastructure connectivity for both data and voice communications. The proposed solution will be a production system that is fully redundant for power and networking. Page 4

5 C. Professional Services Professional services for the project are to be included in the RFP response. Professional services should be all inclusive for the entire project implementation through go live. Services to be included but not limited to: Installation and configuration of all equipment. Configuration of networking components and full connectivity to the Village s current network. Configuration of VLAN connectivity. Configuration/joining to existing VMWare system. Conversion/migration of all Microsft Hyper-V virtual machines to VMWare. Conversion/migration of storage, including virtual disks from existing storage to provided solution. Migration of virtual disks for existing VMWare virtual machines from the EqualLogic volumes to the new solution. Knowledge transfer/training to Village IT staff during configuration of proposed solution, migration of virtual machines and production go live. Documentation of all configuration should be delivered to the Village prior to user acceptance and completion of the project. Documentation should include: o Network diagrams of system o Run book for disaster recovery purposes o All IP addressing of system o Any other applicable ifnroamtion to needed to operate the solution Any other services to provide a fully connected production environment. Page 5

6 D. Software/Hardware Specifications Village of Hanover Park HXAF-SP-240M4P-FI UCS SP HX240c Performance + Addnl 2xFI reqd 1 UCS-HX-FI48P UCS SP Hyperflex System 6248 FI w/ 12p LIC 2 UCS-ACC-6248UP UCS 6248UP Chassis Accessory Kit 2 N10-MGT014-HX UCS Manager v3.1 for HyperFlex 2 UCS-BLKE-6200 UCS 6200 Series Expansion Module Blank 2 UCS-FI-DL2 UCS 6248 Layer 2 Daughter Card 2 UCS-FAN-6248UP UCS 6248UP Fan Module 4 SFP-10G-SR 10GBASE-SR SFP Module 8 DS-SFP-FC8G-SW 8 Gbps Fibre Channel SW SFP+, LC 8 HX-MR-1X322RV-A 32GB DDR MHz RDIMM/PC /dual rank/x4/1.2v 48 UCSC-RAILB-M4 Ball Bearing Rail Kit for C220 M4 and C240 M4 rack servers 3 HX-SD120GBKS4-EB 120 GB 2.5 inch Enterprise Value 6G SATA SSD (boot) 3 HX-SD800G12S4-EP 800GB 2.5 inch Ent. Performance 12G SAS SSD (10X endurance) 3 HX-MLOM-CSC-02 Cisco UCS VIC1227 VIC MLOM - Dual Port 10Gb SFP+ 3 UCSC-PCI-1C-240M4 Right PCI Riser Bd (Riser 1) 2onbd SATA bootdrvs+ 2PCI slts 3 HX-SD38TBKS4-EV 3.8TB 2.5 inch Enterprise Value 6G SATA SSD 30 N20-BBLKD UCS 2.5 inch HDD blanking panel 39 UCS-M4-V4-LBL Cisco M4 - v4 CPU asset tab ID label (Auto-Expand) 3 UCSC-HS-C240M4 Heat sink for UCS C240 M4 rack servers 6 HX-SAS12GHBA Cisco 12Gbps Modular (non-raid) SAS HBA 3 HX-VSP-STD-D Factory Installed - VMware vsphere6 Std SW and Lic (2 CPU) 3 HX-VSP-STD-DL Factory Installed - VMware vsphere6 Standard SW Download 3 CAB-C13-CBN Cabinet Jumper Power Cord, 250 VAC 10A, C14-C13 Connectors 6 HXDP-S001-1YR= Cisco HyperFlex HX Data Platform SW 1 Yr Subscription v2.0 3 Quantity Page 6 UCS-PSU-6248UP- UCS 6248UP Power Supply/ VAC 4 AC CAB-C13-CBN Cabinet Jumper Power Cord, 250 VAC 10A, C14-C13 Connectors 4 HXAF-SP-240M4S- UCS SP HXAF240cHyperflex System w/2xe52690v4,16x32gmem 3 BP HX-CPU-E52690E 2.60 GHz E v4/135w 14C/35MB Cache/DDR4 2400MHz 6 UCSC-PSU2V2-1200W / 800W V2 AC Power Supply for 2U C-Series Servers W HX-SD-64G-S 64GB SD Card for UCS Servers 6 HXAF240C-BZL- HXAF240C M4 Security Bezel 3 M4SX SFP-H10GB-CU3M 10GBASE-CU SFP+ Cable 3 Meter 6 HXAF-SP-240M4-P UCS SP HXAF240c Performance 1 HXAF-SP-240M4S- UCS SP HXAF240cHyperflex System w/2xe52690v4,16x32gmem 1 BP HX-CPU-E52690E 2.60 GHz E v4/135w 14C/35MB Cache/DDR4 2400MHz 2 HX-MR-1X322RV-A 32GB DDR MHz RDIMM/PC /dual rank/x4/1.2v 16 UCSC-RAILB-M4 Ball Bearing Rail Kit for C220 M4 and C240 M4 rack servers 1 HX-SD120GBKS4-EB 120 GB 2.5 inch Enterprise Value 6G SATA SSD (boot) 1 HX-SD800G12S4-EP 800GB 2.5 inch Ent. Performance 12G SAS SSD (10X endurance) 1 HX-MLOM-CSC-02 Cisco UCS VIC1227 VIC MLOM - Dual Port 10Gb SFP+ 1 UCSC-PSU2V2-1200W / 800W V2 AC Power Supply for 2U C-Series Servers W CAB-C13-CBN Cabinet Jumper Power Cord, 250 VAC 10A, C14-C13 Connectors 2

7 HX-SD-64G-S 64GB SD Card for UCS Servers 2 UCSC-PCI-1C-240M4 Right PCI Riser Bd (Riser 1) 2onbd SATA bootdrvs+ 2PCI slts 1 HX-SD38TBKS4-EV 3.8TB 2.5 inch Enterprise Value 6G SATA SSD 10 N20-BBLKD UCS 2.5 inch HDD blanking panel 13 UCS-M4-V4-LBL Cisco M4 - v4 CPU asset tab ID label (Auto-Expand) 1 UCSC-HS-C240M4 Heat sink for UCS C240 M4 rack servers 2 HX-SAS12GHBA Cisco 12Gbps Modular (non-raid) SAS HBA 1 HX-VSP-STD-D Factory Installed - VMware vsphere6 Std SW and Lic (2 CPU) 1 HX-VSP-STD-DL Factory Installed - VMware vsphere6 Standard SW Download 1 HXDP-S001-1YR= Cisco HyperFlex HX Data Platform SW 1 Yr Subscription v2.0 1 HXAF240C-BZL- HXAF240C M4 Security Bezel 1 M4SX SFP-H10GB-CU3M 10GBASE-CU SFP+ Cable 3 Meter 2 SFP-10G-SR= 10GBASE-SR SFP Module 2 ADD-SC-LC- 10m LC (Male) to SC (Male) Orange OM1 Duplex LSZH (MMF) 62.5/ M6MMF CABLE X2-10GB-SR= 10GBASE-SR X2 Module 2 This parts list includes a three server bundle from Cisco with an additional node. VMware licensing for vsphere6 Standard is included. Also, parts for connectivity to the Village infrastructure are highlighted in yellow. IV. Response Requirements If any parts or part numbers are incomplete, or if any additional parts are included in the response, they must be specified with a detailed explanation on a serarate sheet in the response. One bidder allowed to provide a complete solution including hardware, software, and professional services. System is to be all new parts. No substitutions or refurbished parts will be allowed. Project must be completed and in production by December Detailed project implementation timeline is to be included. The bulk of the configuration and implementation should be onsite at the Village of Hanover Park. Local vendors only, headquartered within a 50 mile radius of the Village of Hanover Park will be allowed. Vendor must be an authorized reseller for the manufacturer. Proof must be submitted in response. The Village is only seeking responses for a Cisco UCS Hyperflex All-Flash system that at a minmum, match the descriptions and vendor SKU numbers included in section III, subsection D. of this RFP. No other manufacturers will be accepted. Vendor must have qualified technicians that are certified in Cisco UCS and Cisco networking, and show proof in the response. Vendor must attend site walk through on specified date in this RFP. Optional maintenance pricing for two additional years for the required 1 year term, and 3 year term. The optional maintenance pricing must reflect a cost for each option. o If the cost of the system components is different depending on the maintenance term, a clearly defined cost sheet should be included, showing the variance in cost with each maintenance term. Page 7

8 V. Information Intent of this RFP This Request for Proposals (RFP) is intended to provide Vendors with a common, uniform set of instructions to assist them in the development of their proposals and to provide a uniform method for the Village to fairly evaluate proposals and subsequently select a Vendor to provide the system. This RFP provides minimum specifications and key features for functional requirements related to organizational objectives. Vendors are invited to propose a solution(s) that may include additional specifications that will effectively and efficiently achieve our objectives and provide for future growth. If the additional specifications are included, the price should be provided as an alternative with the price as specified. In responding to this RFP, Vendors should follow the prescribed format and use the included forms, thus providing the Village with data that is easily compared with data submitted by other Vendors to fairly and objectively evaluate the proposals. The Village assumes no responsibility for conclusions or interpretations derived from technical and background information presented in this RFP, or otherwise distributed or made available during this process. In addition, the Village will not be bound by or be responsible for any explanation, interpretation or conclusions of this RFP or any documents provided by the Village other than those given in writing by the Village through the issuance of addenda. In no event may a Vendor rely on any oral statement by the Village or its agents, advisors or consultants. It is the full responsibility of the Vendor to thoroughly investigate the needs/requirements of the Village not necessarily assumed in this RFP and to propose the most comprehensive system design to most efficiently meet the needs/requirements of the Village. The Village reserves the right to reject any or all proposals, to waive informalities, and to determine the best overall proposal based on evaluation criteria and the best interests of the Village of Hanover Park. The future award of this proposal will be made on the basis of system functionality, technology, design, cost, support, and Vendor characteristics that meet the Village s desired needs. Page 8

9 Invitation for Proposals All Vendor proposals are to be submitted in a sealed envelope, with three copies entitled SERVER/STORAGE REPLACEMENT for the Village of Hanover Park and shall be addressed to Jed Gerstein, Chief Information Officer, and dropped off at the Village Manager s Office, 2121 Lake Street, Hanover Park, Illinois 60133, no later than 10:00a.m. CST on July 11, Proposals cannot be accepted at any other location. Vendors are also required to submit one (1) electronic copy with the written proposal at the time of submittal. Page 9

10 General Instruction to Vendors Key Dates Proposals will be accepted until 10:00am on Tuesday, July 11, 2017 CST at the Village Manager s Office, 2121 Lake Street, Hanover Park, Illinois Proposals cannot be accepted at any other location. Milestone Timeframe RFP Issuance June 16, 2017 Questions Received from Vendors thru: July 5, 2017 Questions from Vendors Answered until: July 7, 2017 Vendor Proposals Due July 11, 2017 at 10:00am Finalist meeting Between July 11- July 21 Calculation Error(s) In the event of a calculation error on the proposal form, unit price shall prevail. Notification of RFP from prospective Vendors Vendors who wish to receive communications from the Village must Jed Gerstein, jgerstein@hpil.org, with notification of receipt of the RFP and indicate they wish to receive any communications in regards this RFP. Questions and Addenda The Chief Information Officer, Jed Gerstein will act as the primary contact offering this proposal. Vendors shall seek clarification of any ambiguity, conflict, omission, or other error in this proposal in writing. Oral comments or communications do not form any part of this proposal offering. Questions should be addressed to the Chief Information Officer in writing. If the answer materially affects this process, the information will be issued in an addendum. Written communications should be ed as follows: jgerstein@hpil.org Village of Hanover Park Jed Gerstein, Chief Information Officer 2121 Lake Street Hanover Park, IL Inspection of Vendor s Plant and Place of Business The Village of Hanover Park, Illinois reserves the right to inspect the Vendor s facilities and place of business of any Vendor participating in this proposal offering. Freedom of Information Act (FOIA): The village is required by Public Act to comply with freedom of information requests (FOIA) within five (5) business days of a record request. All contractors used by the village may be in possession of records covered by this act and therefore will be required to provide the village with those records upon request and within the time frame of the Act Page 10

11 Conflicts, Gratuities, and Kickbacks Prohibited The Village of Hanover Park, Illinois prohibits any actual or appearance of conflicts of interests, gratuities, kickbacks, and use of confidential information in all proposal offerings. Supporting Documentation Vendors are encouraged to submit with their proposal any literature, any terms and conditions, warranty information, and other documentation to support the Vendor s compliance with the specifications contained in this proposal package. Pricing Eligibility and Proposal Retraction All Vendor proposals offers are to remain open and subject to Village s acceptance for a term of not less than 90 calendar days in duration following the last day for submission. A proposal may not be modified by Vendor during the 90-day time period following the date designated for the receipt of proposals. Proposal Submission Prior to entering into a future contract with the Village of Hanover Park, the successful Vendor must provide the following information: Page The name of every company bearing an interest in the proposed goods and services to be provided in this proposal offering and any software brand name associated with the proposal. 2. The name, title, address, and telephone number of individuals with authority to contractually bind the Vendor. 3. A designated person(s) who can be contacted by the Village of Hanover Park, Illinois during the proposal evaluation period. This information shall include the person s name, title, address, telephone number, and address. 4. Provide name of the Vendor website. Presentations and Demonstrations Demonstrations may be required of proposal finalists as part of the evaluation process. The Village of Hanover Park, Illinois will notify one or more of the responsive Vendors to make arrangements for the date, time, and place for such a presentation or demonstration. Vendors should expect to spend several hours on their demos. If desired by the Village, a qualified individual from the Vendor is required to be on-site during demonstrations to evaluate and/or validate and offer recommendations for achieving the Village s required functionality. The Village s expectation is no loss of current functionality or data with respect to the new system. Disposition of Proposals All proposals submitted in response to this RFP become the property of the Village once they are opened. Supporting technical manuals will be returned at the written request of the Vendor. Cost Incurred in Responding The Village of Hanover Park, Illinois will not pay any costs incurred in the preparation and submission of proposals or in making necessary studies or designs, nor is the Village of Hanover Park, Illinois obligated to enter into a contract.

12 Prime Vendor Responsibilities If the Vendor s response includes goods and services provided by others, the Vendor will be required to act as the prime contractor for all such items and must assume full responsibility to the Village for the procurement, delivery, and quality of such goods and services. The Vendor will be considered the sole point of contact with regard to all stipulations, including payment of all charges and the meeting of all contractual requirements resulting from this proposal offering if a contract is awarded. Content of Proposal Any addenda to these documents will be sent to Vendors and will become part of this RFP. No oral statements, explanations, or communications by anyone shall be of any effect unless incorporated into the addenda. Disqualification of Vendors More than one proposal from an individual, a firm or partnership, a corporation, or an association under the same or different names shall not be considered. Any or all proposals shall be rejected if there is reason for believing that collusion exists among the Vendors, and all participants in such collusion shall not be considered in future proposals for the same work. No contract shall be awarded except to competent Vendors capable of performing the class of work contemplated. Page 12

13 Please include the following in your proposal: Proposal Summary Form Name of Company Name and Contact Information of Preparer Name and Contact Information of Primary Contact for Follow-Up Questions Phone Number Address Name of Company Website Vendor Proposal Information Vendor Reference Information Provide a contact person and phone number of three (3) recent clients in general area of the Village of Hanover Park. Please indicate how long they have been a client. Client Name: Contact Name: Contact Phone Number: Been a Client Since: Client Name: Contact Name: Contact Phone Number: Been a Client Since: Client Name: Contact Name: Contact Phone Number: Been a Client Since: Page 13

14 Proposal Signature Form The undersigned, as proposal Vendor, declares that he/she has carefully examined all the items of the specifications and instructions herein that he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and will accept, in full payment therefore, the amount specified below. Proposals shall include installation services, and the successful Vendor shall obtain all required permits and pay fees required. Note: terms are firm for 90 days. Solution $ Solution $ Professional Services $ Professional Services $ One year maintenance $ Three year maintenance $ Total Price $ Total Price $ Two additional one year maintenance options(cost should be per year) $ Two additional one year maintenance options(cost should be per year) $ Firm Name: Date: Address: Telephone: Signature: (Person executing response & official capacity) Page 14