ABINGTON TOWNSHIP DATACENTER UPGRADE

Transcription

1 Township of Abington Montgomery County, Pennsylvania REQUEST FOR BID ABINGTON TOWNSHIP DATACENTER UPGRADE MARCH 13 th, 2017 Prepared by Nathan Vasserman, Tara Wehmeyer Proposal Due: April 17, :00 PM, Abington Township Building Board Room Pre-bid Meeting: April 3, :00 PM, Abington Township Building Board Room (Attendance is MANDATORY for all potential bidders) { ;v2}1

2 Table of Contents INTRODUCTION... 3 BACKGROUND... 6 QUALIFICATIONS/DESCRIPTION OF SERVICES REQUIRED... 8 PROJECT SCOPE AND REQUIREMENTS:... 8 PROJECT TIME FRAME AND CONSTRAINTS FINAL PRODUCTS DIRECTIONS FOR PROPOSAL SUBMISSION CONCLUSION PUBLIC DISCLOSURE STATEMENT LOCAL, SMALL, AND DISADVANTAGED BUSINESS CONCERN CERTIFICATION CODE OF ETHICS POLICY & COMMUNICATION { ;v2}2

3 INTRODUCTION Abington Township seeks professional services for project agreement to upgrade our existing datacenter. Services requested include: designing and developing the upgrade, purchasing hardware, software and necessary licenses, transferring existing servers to the new environment, providing a backup solution, providing all necessary documentation and knowledge transfer. The complete work components are in this document and also available upon request from: The Abington Township Municipal Building C/O Nathan Vasserman 1176 Old York Road Abington, PA request for PDF copy to nvasserman@abington.org phone in request for written copy at Or Tara Wehmeyer 1176 Old York Road Abington, PA twehmeyer@abington.org Consultants interested in providing the stated project services should submit a Bid Package utilizing the format specified in the bid material no later than April 17, 2017 to the receptionist at the above municipal address. Applicants may submit up to a maximum of forty pages for the proposal material. Abington Township shall utilize the selection method described in the bid material below. The method of procurement for this project will utilize cost considerations, reputation, amount of downtime, transition time and quality of the proposed datacenter. The submitted proposals will be reviewed and firms will be ranked based upon the following selection criteria with the highest priorities being listed first: 1. The technical ability of the staff and resources available to accomplish the project tasks. 2. The history, work products and success stories in developing similar projects for past clients, including Abington Township if applicable. 3. How the consultant demonstrates a thorough understanding of the specific work elements comprising the scope of services. 4. Cost of the proposed solution. 5. Quality of the proposed hardware and our interpretation of the quality of consulting services that need to be provided. { ;v2}3

4 6. The firm s availability for support before, during and after the project and, if necessary, during off-hours. 7. Whether Abington Township has had any past experiences, positive or negative with the applying firm. 8. How the consultant demonstrates enthusiasm and sensitivity for the project outcome. The top 2 to 4 (depending on the amount of applications received) ranked consultants may be asked to conduct a presentation and discussion on the project with the Township s IT department if we feel the proposal needs further clarification. The proposals and interviews will be evaluated for a final ranking and a consultant will be selected. On April 3, :00 PM in the Abington Township 2 nd floor board room, there will be a pre-bid meeting where any interested consultants should attend and may ask questions or voice concerns regarding the proposal. At the pre-bid meeting, consultants will sign in with their contact information so they may receive updates to the bid process, and also that we may share questions and answers with all interested bidders. For the final bid submission by April 17, 2017, consultants should submit 2 hard copy proposals and a PDF to: Nathan Vasserman 1176 Old York Road Abington, PA nvasserman@abington.org cc: twehmeyer@abington.org The successful Consultant will comply with Executive Order of September 24, 1965 entitled "Equal Employment Opportunity" as amended by Executive Order of October 13, 1967 and as supplemented in Department of Labor regulations (41 CFR Part 60). The successful Consultant will comply with the Copeland "Anti-Kickback" Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR Part 3). The successful Consultant will comply with the Davis-Bacon Act (40 U.S.C. 276a to a-7) as supplemented by Department of Labor regulations (29 CFR part 5). (Construction contracts in excess of $2,000 awarded by grantees and subgrantees when required by Federal grant program legislation). The successful Consultant will comply with Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C ) as supplemented by Department of Labor regulations (29 CFR part 5). The successful Consultant agrees to comply with the following requirements insofar as they apply to { ;v2}4

5 the performance of this Agreement: Clean Air Act, 42 U.S.C., 7401, et seq. The successful Consultant will comply with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L ). The successful Consultant agrees to comply with the Pennsylvania Human Relations Act P.L. 744, No. 222, and with Title VI of the Civil Rights Act of 1964 as amended, Title VIII of the Civil Rights Act of 1968 as amended, Section 104(b) and Section 109 of Title 1 of the Housing and Community Development Act of 1974 as amended, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063, and with Executive Order as amended by Executive Orders and The successful Consultant agrees to comply with any federal regulations issued pursuant to compliance with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 706), which prohibits discrimination against the handicapped in any federally assisted program. The proposal must be SEALED in an envelope or package and marked: ABINGTON TOWNSHIP DATACENTER UPGRADE PROPOSAL The envelope or package shall be addressed to the undersigned. Bidder s name and return address shall also be placed on the outside of the envelope. Questions regarding this project should be directed to the Abington Township Information Technology Department. The Township reserves the right to reject any or all proposals. No bidder may withdraw his proposal within sixty (60) days after the actual date of the opening thereof. By ORDER of the ABINGTON BOARD OF TOWNSHIP COMMISSIONERS. Abington Township Manager s Office 1176 Old York Road Abington, PA Project Proposal Name: Requesting Agency: Contact Persons: Abington Township Datacenter Upgrade Abington Township 1176 Old York Road Abington, Pa Nathan Vasserman Technology Officer Tara Wehmeyer Asst. Twp. Manager { ;v2}5

6 Economic Development Director Submission Requirements: All proposals will be due on or before April 17, The bids will be opened at 12:10 P.M. that day. Interview Selection: Pre-bid Meeting: Submission: Proposals received will be short-listed for possible interviews at a date to be Determined later. Held in the Abington Township 2 nd floor Boardroom at April 3, The Pre-bid Meeting is mandatory for all bidders. Proposals should be submitted to: Abington Township Nathan Vasserman 1176 Old York Road Abington, PA All proposals should be sealed and marked Abington Township Datacenter Upgrade on the exterior of the envelope, together with the name of the firm or entity making the submission. Abington Township reserves the right to reject any or all bids, to waive technical defects, and to make an award in the best interest of the Township. This bid is not subject to public bidding requirements. The township will consider many factors in making its determination for awarding the subject contract.. If accepted, every attempt will be made to award the successful contract no later than six weeks after the proposals are due. The applicant must submit two (2) colored hard copies to the contact persons as well as an ed PDF. The project must be completed within five (5) months after award or sooner. BACKGROUND In 2010, Abington Township upgraded its existing datacenter of 10 physical servers, to a virtual environment utilizing VMWare. Ten Dell Power Edge servers were migrated from physical to virtual, on to two HP ProLiant DL360 G6 servers. These VMs were stored on an HP Lefthand server cluster containing two devices. (Technical specs of these servers are available as { ;v2}6

7 part of this document) Since then, the warranties on these devices have lapsed and minimal maintenance has been performed and the OS of the host servers have not been updated in some time. As of writing this document, Abington Township has been fortunate enough not to have any major hard ware failures, and aside from a memory upgrade in 2013 and minor maintenance, these servers are mostly in the physical condition of when they were bought. The virtual servers hosted here provide numerous functions such as running multiple SQL servers, storing hundreds of gigabytes of data for our 200+ employees, managing antivirus endpoint clients, DHCP, print services and many other application servers. The main portion of this project is that Abington Township would like to upgrade our hardware, software, licensing and respective warranties to hopefully get, at a minimum, 5 years out of our datacenter, with minimal problems and downtime. We also have two other goals with this project. The first is to replace our system of backups. Abington Township has been using a Dell Power Vault 110T and 200/400GB tapes, with Symantec Backup exec 12 to perform its daily and weekly backups, along with our archives. We would like to move to a disk-to-disk solution better suited to our virtual environments and retire all our tapes in regular rotation to archive. The second, additional goal would be to provide some disaster recovery and business continuity, should the Township Building experience a major failure. The Township Building at 1176 Old York Road is connected via a fiber line to our Public Works facility at 2201 Florey Lane. We see an opportunity to physically separate our server cluster so that if the Township Building were to experience a major failure (power, flooding, fire, etc.) that the facility at Florey Lane can house part of our datacenter and resume production fully, temporarily while we work to restore the data center at the Township Building. The consultant s primary contacts will be the Township s IT department and Administration Department, currently consisting of: Nathan Vasserman, IT Administrator Tara Wehmeyer, Assistant Township Manager Michael LeFevre, Township Manager Any questions regarding this project, prior to selecting a winning proposal should be directed to Nathan Vasserman or Tara Wehmeyer. (Contact information listed in this document) Abington Township may repeat these answers to other consultants in the interest of fairness for the bid process. { ;v2}7

8 QUALIFICATIONS/DESCRIPTION OF SERVICES REQUIRED Those consultants interested in participating in this project should provide detailed documentation of their professional experience and qualifications to Abington Township demonstrating their ability to address the project. Interested consultants must demonstrate their qualifications for this project by including the following information with their proposal response: A concise description of past experience in the development of datacenters for comparable organizations as well as a general history and background of the company. A description of past experience in working with a broad and diverse range of groups, facilitating cooperation and developing consensus throughout a planning process. A detailed explanation as to how the consultant would approach this project and how they would attempt to meet the Township s expectations for this project. A project timetable or work schedule including key project milestones, meeting itineraries and the completion of the various draft work products must also be included. Cost statements as identified later in this bid document. A listing of clients for whom similar projects have been completed. The client listing shall contain appropriate contact information. The consultant is encouraged to provide specifications, costs and documentation regarding past completed projects of a similar nature. A plan for post project support, with rates and fees listed clearly, should they be applied and a list of contacts and what the Township can do in case support is needed during off-hours. PROJECT SCOPE AND REQUIREMENTS: New Datacenter: Abington Township requires the winning consultant to migrate all our existing virtual servers on to new hardware. Specifications should include: 1. A significant increase to processing power and memory over our existing servers. 2. Must work with our existing network infrastructure. Abington Township does not plan on upgrading any of our switches or network equipment as it should work fine with an upgrade. 3. The datacenter must be able to hold at least 8 terabytes of data, after any forms of RAID configuration and redundancy are taken into consideration. (Our current data total is around 2 terabytes) { ;v2}8

9 4. The datacenter must have multiple forms of redundancy. Should a server, storage unit or hard drive fail, the datacenter should be able to continue to run all operations until the hardware is restored. The consultant may opt to repurpose our existing servers in this capacity as part of their solution. 5. The datacenter must have the most up-to-date versions of VMWare and all management software upon completion of the project. 6. Minimum of 3 year warranty or longer on all hardware, software, support and license agreements. 7. Datacenter must work with the existing host operating systems: Windows bit, Windows 2008 R2, and future upgrades planned for Windows 2012 and beyond. Any specifications not set forth in the above are subject to the discretion of the consultant and should be listed in the proposal. Backup Solution: Abington Township currently utilizes an 8 year old backup solution. Backups are run daily, weekly and bi-monthly (for full archival purposes) on tapes, and stored off-site. This solution requires a lot of reliance on tapes, rotating them regularly, storing them both on and off-site. We feel it is time to move away from tape backup and are looking to move to a disk to disk based solution. The backup solution must allow for file versioning to restore multiple versions of individual files, as well as a continuous backup so files may be saved one or more times each day. The backup solution should provide a reliable search feature to be able to search through thousands of files to find and restore one or multiple files in a timely fashion. It must also allow for us to quickly recover from a major server failure by spinning up any lost functions on to another target server. Data backups should also be available from offsite so in the case of a disaster in the Township building, data can be recovered. Off-site Disaster Recovery: Abington Township Municipal Building at 1176 Old York Rd is the site of our main data center and most of our computers. The Public Works facility at 2201 Florey Lane, roughly a mile away, is connected by a fiber optic line. The users at that building connect to our servers and computer network. Our hope is to separate our server cluster across the two buildings, so that if the Township Building were to experience a failure (fire, flood, power outage), that all network programs and resources could be run at the public works facility. The consultant may choose to use any of our existing hardware, to repurpose it as potential disaster recovery hardware and/or the backup solution. The specifications for our existing datacenter, for purposes of comparison are: - HP Lefthand P4300 Storage device across 2 units. Each housing 8 450GB SAS 15k hard drives - 2 HP DL 360 G6 servers, 28GB of memory each, 2 Intel Quad Core X5550 Xeon processors running VMWare A physical server, a Dell PowerEdge R320, Intel Xeon E processor, 16gb memory. (we do not anticipate replacing this server) { ;v2}9

10 - A Dell 110T Power Vault tape drive, connected to the physical server, running backups on LTO2 Ultrium 200/400gb tapes using Symantec Backup Exec 12d. - HP Procurve 1810-G switches on the back end (shouldn t need to be upgraded) - All virtual servers are running either Windows 2008 Standard or 2008 R2. - IP addresses and networking information will be provided to the winning consultant before the project starts. Any further questions related to our existing datacenter may be sent to nvasserman@abington.org and may be shared by the Township with other interested consultants in the interest of fairness. PROJECT TIME FRAME AND CONSTRAINTS After award is announced to the winning consultant, the Township will grant up to two months to the consultant to begin the necessary project documentation, and then to purchase the hardware and software. After that, the Township will schedule a time for the consultants to come on-site to begin work. The Township wishes to mitigate the downtime as much as possible and would prefer to have all the work done within a week, two at the most. Server restarts and shutdowns can be scheduled for either towards the end of the work day (after 4:00) or during lunch (around 12:30) to minimize the amount of disruption to employees. All work can be done within normal business hours, with the ability to schedule after-hours work if any unexpected issues arise. All documentation and knowledge transfer for the project should be completed and delivered to Township staff within two months of the physical work being completed. FINAL PRODUCTS The consultant will provide the finished upgraded datacenter to the Township s IT department for review after the consulting work is completed. The IT department will determine that the finished product meets all of the requirements as agreed to by the consultant and the Township, as specified in the bid. Training and knowledge transfer on the datacenter will be performed at that time until the IT department feels comfortable. Documentation should also be provided which includes procedures for maintenance, technical specs and any other useful knowledge. After the project is complete and the IT department deems the datacenter as satisfactory, the consultant will then make sure they are available for follow up questions in the following days, weeks or even months. The consultant will agree to keep themselves available to the Township for a time after the go-live date for any issues that may arise. Expected issues could be site performance, hardware failure, administration or day to day operating procedures and maintenance. { ;v2}10

11 DIRECTIONS FOR PROPOSAL SUBMISSION All materials for this RFP should be submitted to the Township no later than April 17, 2017 at 12:00 noon prevailing time. Proposals received after this date will not receive consideration. All questions or inquiries should be directed to: Nathan Vasserman or Tara Wehmeyer All costs of developing proposals and any subsequent expenses relating to the contract are entirely the responsibility of the consultant. This bid is not subject to the competitive bidding process. Any contract entered into as a result of any proposal will not be based on the concept of the "lowest responsible bidder." Furthermore, Abington Township reserves the right to reject any and all bids submitted. Abington Township reserves the right at any time to modify the selection process or the scope of a project. Soliciting proposals does not commit Abington Township to accept any terms of any proposal. Final terms of any agreement will be determined by direct negotiation, and all agreements are subject to the approval of the staff, legal counsel and/or the governing body of Abington Township. As the case may warrant, negotiations may be suspended or terminated at any time if the Township determines that additional negotiation would be unproductive. - Submission of a proposal constitutes acceptance by the Proponent of all provisions of the bid, including all attachments. Any omission of bid requirements or requested services in submitted proposals or scope of work descriptions does not relieve the consultant from those requirements. - All prices offered in the bid submission are fixed, not to exceed prices, and such price shall not be affected by any necessary increase in the numbers of meetings, travel time, material or resource consumption necessary to deliver the product, and shall not include the fees of any additional consultants not initially { ;v2}11

12 described in the fixed price of the proposal. - The last page of the bid proposal shall contain the cost reporting schedule identified in the following section. Proposal Price/Cost Reporting: The price or cost of service delivery shall be identified on the last page of the proposal submission and shall include the following: - Cost of hardware, servers, storage units and any necessary accessories. - Cost of software licenses - Cost of hardware warranties - Cost of software license agreements that entitles us to vendor support and upgrades. - Cost of consultant s time for services. This should include an hourly rate, travel time and any additional fees. - Cost of ongoing support for post-project issues. CONCLUSION Thank you to all consultants for considering this project, and the Township of Abington s IT department hopes to have a new, upgraded data center, with backup solution and off-site disaster recovery within a reasonable time frame of the selection of the winning consultant. Please do not hesitate to ask questions of the website redesign committee and happy bidding. { ;v2}12

13 PUBLIC DISCLOSURE STATEMENT Provide YES or NO answer to the following three (3) questions. If you responded yes to any question, please explain (responding yes does not necessarily disqualify you from doing Business with the Township). In the past five (5) years. Has your firm referred any business (whether or not compensated) or otherwise had any financial dealings with any Abington Township elected official, Township officer or Township political organization? Have any officers or principals of your firm engaged in any dealings of a financial or personal nature with any Abington Township elected official, Township officer or Township political organization? Have any officers or principals of your firm been solicited for a campaign contribution by or on behalf of any Abington Township elected official, Township officer or Township political organization? By your signature below, you will confirm that you will comply in all respects with the Pennsylvania Public Official and Employees Ethics Act. 65 Pa.C.S et seq. Signature & Date Typed/Printed Name Title { ;v2}13

14 LOCAL, SMALL, AND DISADVANTAGED BUSINESS CONCERN CERTIFICATION (Submit if any below are applicable) The Provider represents and certifies as part of its proposal that it: [ ] is a local business concern. A Local business concern as used in this provision, means a person, partnership, corporation or other business entity authorized to transact business in Abington Township, and having a bona fide establishment for transacting business in Abington Township at which it was transacting business on the date when bids or proposals for the public contract were first solicited. [ ] is a small business concern. Small business concern, as used in this provision, means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding, and qualified as a small business under the criteria and size standards in 13 CFR 121. Certifying Agency & Certification Number (if applicable): [ ] is a women-owned small business concern. Women-owned, as used in this provision, means a small business that is at least 51 percent owned by a woman or women who are U.S. citizens and who also control and operate the business. Certifying Agency & Certification Number (if applicable): [ ] is a minority enterprise which, pursuant to Executive Order 11625, is defined as a business which is at least 51 percent owned by one or more minority group members or, in the case of a publicly owned business, at least 51 percent of its voting stock is owned by one or more minority group members, and whose management and daily operations are controlled by one or more such individuals For the purpose of this definition, minority group members are: (Check the block applicable to you) [ ] Black Americans [ ] Asian Pacific Americans [ ] Hispanic Americans [ ] Asian Indian Americans [ ] Native Americans [ ] Hasidic Jewish Americans Certifying Agency & Certification Number (if applicable) Signature & Date Typed/Printed Name Title { ;v2}14

15 CODE OF ETHICS POLICY & COMMUNICATION A Code of Ethics has been adopted by The Township of Abington. This includes the restriction for one year following the: 1. Participation by a former employee of a contractor or a potential contractor in the review of a proposal or negotiation of a contract with the contractor; 2. Participation of a former employee of the municipal pension system in the submission of a proposal or the performance of a contract. Communication Restriction: Except as specifically authorized in this bid: Effective as of the bid Notice Date, March 13, 2017, and prior to the time of a decision made by the Board of Commissioners and the subsequent closing of this bid proceeding, there shall be no communication of any type regarding this bid, any aspect of a response to this bid, or the awarding of a contract related in any way to this bid between any applicant or prospective applicant and any appointed official of The Township of Abington; employee of The Township of Abington; or any other persons in a position to influence the Board's decision at any time during the bid process in regards to this bid. Any applicants / respondents to this bid are hereby warned that, effective as of the bid notice posting date, March 13, 2017, the only authorized communication of any kind regarding this bid between The Township of Abington and any applicant will be through the designated Point of Contact (POC). Applicants or potential Applicants may only make requests for technical clarification. This does not preclude the POC from contacting the Applicant and requesting clarification or additional information by whatever means deemed necessary in order to effectively manage the bid Process, to which request the Applicant may timely respond. This policy will remain in effect until the entire bid Proceeding has closed. Any breach of this policy, whether intentional or otherwise, will result in immediate disqualification from the bid process. { ;v2}15