REQUEST FOR PROPOSALS FOR COMPUTER HARDWARE, SOFTWARE, PERIPHERALS, AND INSTALLATION SERVICES PROPOSAL NO.s PIT & PIT ADDENDUM #4

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1 PURCHASING DEPARTMENT Willowbend Road Peachtree City, GA 3069 Phone: Fax: REQUEST FOR PROPOSALS FOR COMPUTER HARDWARE, SOFTWARE, PERIPHERALS, AND INSTALLATION SERVICES PROPOSAL NO.s -7PIT & -8PIT ADDENDUM #4 THE REVISED DUE DATE FOR PROPOSALS IS NOW JUNE, 0 AT :30 PM LOCAL TIME The purpose of this addendum is to provide answers to the questions posed in writing since the mandatory pre-proposal meeting. QUESTION: Are the terminal servers x3 or x64, and is it really windows server 008 and not 008 R (which is the latest version and the version that works with XenApp 6.)? CITY ANSWER: X64 008R. QUESTION: Aren't the RDS CALs for 008 R? The SKU is for 008 R but the listing says 008. CITY ANSWER: 008R. QUESTION: How many firewalls would be in scope for this effort? Do any of the firewalls have an IPS/IDS module? If so, how many? CITY ANSWER: No firewalls are in scope for this effort. QUESTION: What compliance areas or security policies are in scope for the City of Peachtree City? CITY ANSWER: Proposal -7 and -8 do not include any technical compliance or security policies beyond our internet/ policy. Any specific business related compliance policies will be discussed with the winning vendor after proposal award. QUESTION: What virus protection and spyware protection software is used today? Would the winning vendor provide their own virus protection solution? CITY ANSWER: Symantic, Norton and MXLogic. Include any associated costs within proposal. QUESTION: What web content filtering solution is used today? Would the winning vendor provide their own web content filtering and reporting solution? CITY ANSWER: The City does not have a web filter. Not within the scope. QUESTION: What server virus protection software is used today? Would the winning vendor provide their own server virus protection solution? CITY ANSWER: Currently using both Symantic and Norton. If you would like to include this as a part of your proposal, include pricing. QUESTION: Is end user helpdesk management in scope for PC monitoring and PC related activities? If so, how many incidents or the average of incidents are opened on a monthly basis? CITY ANSWER: Yes, Help Desk management is in scope for RFP -8. Please see Addendum #3 for Help Desk ticket activity. QUESTION: What type of authentication is being performed? What applications are being used? CITY ANSWER: For security purposes, this information will be provided to the winning vendor. QUESTION: How many PHI transmission appliances or devices are being used today? What model and manufacturer of the device or appliance is being used today? CITY ANSWER: This is outside of the scope of this project. VC3 did not do an assessment of this..

2 QUESTION: What model servers, quantities, OS and applications would be in scope for this RFP? CITY ANSWER: Please see -7 Addendum #3 for servers, OS and primary applications. QUESTION: With regards to DR and business continuity, would the Peachtree City be interested in cloud services and operational expense instead of a capital expense? CITY ANSWER: The City Council has approved the current private cloud solution. However, the City is interested in solutions that each vendor can offer for subsequent phases related to DR and business continuity. QUESTION: The first RFP 7 listed a line for quoting Custom Backup Server for evault Custom. Are there any more details on this? CITY ANSWER: VC3 spec d this as a custom box (Not Dell/HP/IBM); Bidders can spec brand they want. Basic specs: CPU (6 cores) GB RAM Windows 008 R Dual PSU 8TB RAW Space (RAID-) year warranty 4x7 QUESTION: Also we re quoting 3 evaults so why is the custom backup server qty? CITY ANSWER: The software is quantity 3, and the server hardware is quantity QUESTION: Does the city own vmware vcenter already? It is not on the BOM but is required to be purchased if used with vsphere. There is a line concerning the installation of vcenter appliance but there is not mention of whether the city owns it already and it s not listed in the BOM (which I would imagine it ought to be). CITY ANSWER: The City does not own it. Yes your price proposal should include this.

3 PURCHASING DEPARTMENT Willowbend Road Peachtree City, GA 3069 Phone: Fax: REQUEST FOR PROPOSALS FOR COMPUTER HARDWARE, SOFTWARE, PERIPHERALS, AND INSTALLATION SERVICES PROPOSAL NO.s -7PIT & -8PIT ADDENDUM #3 THE REVISED DUE DATE FOR PROPOSALS IS NOW JUNE, 0 AT :30 PM LOCAL TIME The purpose of this addendum is to provide answers to the questions posed during the mandatory preproposal meeting as well as questions received in writing. QUESTION: Must the City award both contracts (Proposal 7PIT and Proposal 8PIT) to the same vendor? CITY ANSWER: The City will evaluate each Proposal separately and may award each contract to a different vendor. QUESTION: Will the City consider extending the Proposal Due Date? CITY ANSWER: Yes, the City is expecting to extend the Proposal Due Date. QUESTION: Will the City publish the Assessment provide by VC3? CITY ANSWER: Yes, the Assessment has been published in Amendment of this Proposal. QUESTION: Will the City consider another hardware recommendation/alternative to that of VC3? CITY ANSWER: No, the City Council has already accepted the hardware recommendation from VC3 s Assessment. QUESTION: Can the City publish the business goal they are trying to accomplish with Proposals 7PIT and 8PIT? CITY ANSWER: Yes, the objective and goals can be found in Amendment of this Proposal contained with the Assessment.pdf file and the Tech Strategy Summary.pdf file. QUESTION: If Proposal 7PIT has been registered with Dell for procuring hardware all other vendors are locked out? CITY ANSWER: Dell does have a Partner Registration program for Dell Partners. This program is meant to assist OEM Partner grow their business. The first Dell Partner to submit a deal that meets all the deal registration criteria as determined by Dell, will be approved for that deal for up to 80 days. This registration provided Dell Premier Partners a % revenue rebate on certain Dell enterprise products. However, this does not lock out other vendors from bidding on the Proposal. Additionally, cost is not the most critical element in Proposal 7PIT. Also, if the registered Dell Partner does not win the Proposal, there are Exceptions in the Dell Partner Registration program to rescind the Partner s deal registration as seen below: Exclusivity and Exceptions: A deal that is approved by Dell provides the registering Partner with exclusivity against Dell direct-sales efforts for that end-user opportunity, subject to the following exceptions, under which Dell, at its discretion, may deny, remove, or rescind Partner s deal registration opportunity and/or deal registration access: a. If the end-user requests that Dell quote or bid on the opportunity; b. If the end-user has rejected the registering Partner s bid or quote;

4 c. If, prior to Dell s approval of the deal registration submission, the Partner communicates to the enduser the overall aspects of the Dell Deal Registration Program or the specifics, including, but not limited to, pricing of the deal registration submission that is under review; d. If the Partner is not actively working the deal (for example, by failing to respond to the end-user s or Dell s communications); e. If the Partner does not close the deal within the Approval Period specified above, and no extension has been granted; f. If the Partner does not exclusively propose and exclusively bid Dell products or services identified in its registration form;if Dell is under a legal or contractual obligation to quote or bid on the opportunity, or if failure to quote or bid on the opportunity could subject Dell to legal liability; g. If the Partner is not able to fulfill the opportunity (for example, by failing to have sufficient credit available for the end-user opportunity); or h. If the end-user chooses to fulfill its bid requirements under a contract vehicle which is not held by the registering Partner, or in a manner that prevents the registering Partner from being able to fulfill such requirements (e.g. due to socio-economic set-asides, etc.). QUESTION: Why is the City requiring Cisco certifications and not utilizing the State of Georgia standards? CITY ANSWER: As a part of Proposal 7PIT, the City is requesting new switches be installed and configured for those switches that have reached end of life. As such, the position of the City is to ensure resource working on their network have the proper certifications in place As such begin certified as a Cisco Certified Network Professional (CCNP) validates the ability of an individual to plan, implement, verify and troubleshoot local and wide-area enterprise networks. The CCNP certification is appropriate for individuals with a least one year of networking experience who have advanced their skill and can work indepently on complex network solutions. They have also demonstrated the skills required in enterprise roles such as network technician, support engineer, system engineer or network engineer. As related to the State of Georgia standards, the Georgia Technology Authority (GTA) is the authority to set statewide security governance and establishes the requirement for each state agency to develop and maintain an internal information security program that adequately and effectively protects the information assets, personnel and facilities under their control based on an assessment of risks and business objectives. However, their authority and responsibility ends at individual state agencies and does not extend to municipalities. As such, it is the responsibility of the City to set the necessary requirements for working on its network. QUESTION: Can other company provide the City with an Information Technology Assessment? CITY ANSWER: No, the City Council has already accepted the Assessment provided by VC3. QUESTION: What are the plans for the IT department? CITY ANSWER: No decision has been made regarding the direction of the City s IT department. QUESTION: Will the current IT department resources plan a role in the execution and installation of hardware acquired under Proposal 7PIT? CITY ANSWER: The City is looking for each vendor to proposal a solution in their implementation plan as to how or if the current IT resources will be utilized. QUESTION: What is the current hardware environment within the City? CITY ANSWER: Please see the Assessment.pdf, Inventory List.pdf and Tech Strategy Summary.pdf in Addendum. QUESTION: Is the network design in the assessment? CITY ANSWER: No, please see the Network Diagram.pdf in Addendum.

5 QUESTION: What applications are currently running on the server? CITY ANSWER: Please see the Software Applications List w_each Machine.xlsx in Addendum. QUESTION: How many current IT employees are there? CITY ANSWER: There are two () full time IT employees one of which is dedicated to GIS. QUESTION: Is the City open to a pilot or proof of concept regarding moving to a virtualized environment and thin clients? CITY ANSWER: The City s goal is to have the Assessment that was accepted by City Council implemented. If a vendor would like to proposal a pilot or proof of concept it should be included in their project plan. QUESTION: What criteria will be used to evaluation the proposals? CITY ANSWER: The proposal criteria for Proposal 7PIT is as follows: 30% - Relevant Project Experience % - Project Team 0% - Project Plan / Methodology 0% - Hardware Price 0% - Installation Price % - Financial Stability The proposal criteria for Proposal 8PIT is as follows: 30% - Relevant Project Experience % - Project Team 0% - Price % - Project Plan / Methodology 0% - Financial Stability QUESTION: Will vendor bid amounts be announced on the date the Proposals are due? CITY ANSWER: No vendor bid amounts will be announced on the Proposal due dates. Only the responding vendor s name will be announced. Vendor s Cost proposals will not be opened until after the Technical proposals have been fully evaluated. QUESTION: Is VC3 currently executing Phase of the Assessment? CITY ANSWER: No, VC3 is currently contracted to provide on-going IT support due to attrition of the City s IT staff. They are not focused on the Assessment components. They have assisted with correcting our multiple domain issue and several security issues due to the critical nature of those elements. It has been communicated and understood by VC3 that any questions they have concerning Proposals 7PIT and 8PIT must be placed in writing and submitted to Angela Egan, Purchasing Agent. QUESTION: Will applications be virtualized and if so, who will verify if application run properly in a virtualized environment? CITY ANSWER: Yes, applications from both servers and workstations will be virtualized. The winning vendor will need to determine which workstations and servers are the best candidates for virtualization based upon their compatibility in a virtualized environment. The identification and recommendation was not made during the IT Assessment. QUESTION: Has an application been virtualized utilizing the thin client solution proposed? CITY ANSWER: No, a virtualized environment has not been setup using the proposed thin client solution on Peachtree City s network. QUESTION: Will proposals be accepted from vendors who did not attend the pre-solicitation meetings?

6 CITY ANSWER: No. To submit a proposal vendors must have attended at least one () of the preproposal meetings. QUESTION: Regarding Disaster Recovery, does the City have anything in mind? CITY ANSWER: Not within this scope. QUESTION: I do not see a required time frame? CITY ANSWER: The City s desire is by the end of September. Include your time frame in your proposal. QUESTION: The proposal does not list any City business applications software to be installed during migration, such as accounting, billing, licensing, mapping, E9, GIS, Case Management, HR, record management, among others. Does the City expect the internal IT dept to install the software of the service provider? CITY ANSWER: It is the expectation of the City that the proposer will complete all software installs and migration. In addition it is expected that the proposer will define/suggest the appropriate applications that should be migrated in this phase of the migration based on both the assessment that has been provided and the company s methodology. QUESTION: Based on information gathered during the pre-proposal conference, no proof-of-concept or application testing has been done on the Thin Client workstations. Can the City be assured that all the current software is compatible with the Thin Client environment? CITY ANSWER: It is expected that the selected proposer will identify, test and recommend the appropriate applications that should be moved to a Thin Client environment as a part the migration strategy after award. QUESTION: If no proof-of-concept or application testing has been on the Thin Client workstations, would the City allow the new awardees to test all the required applications on the Thin Client workstations before deployment? CITY ANSWER: Yes, it is expected that the winning proposer would test all required applications prior to moving to the Thin Client environment. QUESTION: Will you please provide the current network topology if available? CITY ANSWER: Please see the Network Diagram.pdf in Addendum. QUESTION: Will you please provide the complete network assessment for review? CITY ANSWER: Please see the Assessment.pdf, Inventory List.pdf and Tech Strategy Summary.pdf in Addendum. QUESTION: Considering no testing has been done with the Thin Clients or proof-of-concept, do you believe the September completion date for the project is realistic? CITY ANSWER: The City expects all proposers to submit a timeframe for completion and this will be evaluated as a part of the proposal. QUESTION: Considering the number of Thin Client workstations in this proposal is less than the number of PC s you are currently running, do you anticipate running the old PC s concurrent with the Thin Clients? If you plan to run mixed workstations concurrently, will the application software support both workstation architectures? Has there been any compatibility testing done? CITY ANSWER: Yes. The City plans to do a phased implementation to migrate all compatible systems over to a Thin client environment. The City expects the ongoing support vendor to assess the environment and make recommendations accordingly. At this time no application testing has been completed. QUESTION: In the proposal you asked that the company be a Cisco Premier partner with CCNP or CCIE, a company can have CCNP and CCIE certified employees but not be a Cisco Premier partner.

7 If the company has employees with Cisco certifications but not a Cisco Premier partner would you still allow the company to submit a proposal for the project? CITY ANSWER: The certifications are recommended but not required to submit a proposal. QUESTION: If a company main headquarters is out-of-state but has a branch office in GA, would this reduce our overall score? CITY ANSWER: No. QUESTION: In the addendum, you did not list the number of points or score you will be given to each criteria for tabulation. Will you please provide the points or score you will be given to each criteria? CITY ANSWER: Now provided. QUESTION: On Page 6: Must the winning vendor have at least one of every certification listed in the proposal? Or stated another way, must the winning vendor have all of the certifications listed in the proposal? CITY ANSWER: The certifications are recommended but not required to submit a proposal. QUESTION: On Page 8: What does the City mean when it states under Excluded Services: Vendor will provide a list of services specifically excluded from any contract with the City of Peachtree City. Can they please clarify or give examples? CITY ANSWER: Many vendor s standard Managed Services contract are not equal in their service offering. If there are items listed within Proposal -8PIT Section A. 4x7 Monitoring and Incident Response Services or Section B. Proactive Services that has been requested by the City but would require a Change Order they should be duly noted as Excluded. QUESTION: On Page 0: The proposal states No Subcontracting. What about 099 Employees and Consultants? CITY ANSWER: Resources working under a 099 Consultants arrangement would be considered a subcontract and is not allowed under these proposals. QUESTION: Is the City currently using a particular Help Desk application? CITY ANSWER: Yes, the City currently uses Cherware. QUESTION: If not, is the vendor expected to purchase their own, or recommend to the City a Help Desk application to purchase? CITY ANSWER: The City s Help Desk application is specifically designed to support and capture internal issues and is not setup to provide remote support to organizations outside of the City s network. QUESTION: What are the warranty requirements for the equipment purchased? CITY ANSWER: City expects all equipment purchased to have standard best practice warranties; typically, 3- years. QUESTION: What are Service Level Agreement requirements for the equipment purchased? CITY ANSWER: City expects all equipment purchased to have standard delivery SLA. QUESTION: Addendum Section One Part / Project Plan Under item # d asks for Define the project completion data. CITY ANSWER: That should have stated Define the project completion date. CLARIFICATION: Proposers are strongly encouraged to follow the format in addendum # for their proposal. CLARIFICATION: City expects all equipment purchased to have standard best practice warranties; typically, 3- years.

8 CLARIFICATION: Mobile units, GPS do not apply to phase. Obviously the ongoing support would however apply. CLARIFICATION: Proposers are expected to provide a methodology and best practices and work with the City on a plan to migrate to a CITRIX/Virtual environment in the best interest of the City. All this should be reflected in proposer s plan to implementation. CLARIFICATION: Proposers are expected to migrate all applications; including testing for compatibility in a CITRIX/Virtual environment and advise the City as to which can be migrated. The City plans to move as much as possible in phase one implementation with additional phased implementations to follow. ATTACHMENT: Help Desk History

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33 PURCHASING DEPARTMENT Willowbend Road Peachtree City, GA 3069 Phone: Fax: REQUEST FOR PROPOSALS FOR COMPUTER HARDWARE, SOFTWARE, PERIPHERALS, AND INSTALLATION SERVICES PROPOSAL NO.s -7PIT & -8PIT ADDENDUM # The purpose of this addendum is to provide information requested during the mandatory pre-proposal meetings. REQUEST: Provide an overview document detailing the goals and objectives of the infrastructure upgrade and the goals and objectives of the managed IT support initiative. CITY S RESPONSE: See the Tech Strategy Summary.pdf as prepared by VC3. REQUEST: Provide a copy of the assessment along with any supporting documentation. Footnote any items which are not currently relevant. CITY S RESPONSE: See the Assessment.pdf as prepared by VC3. REQUEST: Provide a network drawing. CITY S RESPONSE: See the Network Diagram.pdf by VC3. REQUEST: Provide location (possibly on drawing) of the locations of the new Dell and Extreme switches CITY S RESPONSE: See the Network Diagram.pdf by VC3. See page 3 for annotations. REQUEST: Listing of all PCs on the network including OS, manufacturer, year purchased, physical location CITY S RESPONSE: See the Inventory List.xls. REQUEST: Listing of all servers, computer name, primary functions (applications), hardware type, software applications and warrantee information. CITY S RESPONSE: See the Assessment.pdf page as prepared by VC3 and Software Applications List w_each Machine.xlsx REQUEST: Identify the ten (0) servers slated for migration to the virtual server. CITY S RESPONSE: See the Assessment.pdf page as prepared by VC3. The answers to the questions posed during the mandatory pre-proposal meetings will be addressed in addendum #3. The due date for proposals is expected to be revised in addendum #3 as well. Please continue to submit any additional questions in writing to the Purchasing Agent. Her is aegan@peachtree-city.org. Within the Scope of Work for the Request for Proposal for Computer Hardware, Software, Peripherals and Installation Services, RFP # -7PIT, you may notice the following duplications: Wyse Xenith VESA Mount qty 40 Wyse Xenith Pro VESA Mount qty 7 Widescreen monitor VESA w/speakers qty 47. Please disregard those duplications and do not price twice, they are in error. Exhibit A Assessment Exhibit B Network Drawing Exhibit C Inventory List Exhibit D Technology Strategy Summary Exhibit E Server Software Application by Machine //0

34 IT Assessment Findings & Recommendations City of Peachtree City March, 0

35 IT Assessment: Table of Contents Section Introduction Findings Recommendations Summary Title Scope, Objectives, and Interview Process Workstations Network Infrastructure Servers Security Support Short Term Long Term Phased Deployment Plan Phase Costs

36 IT Assessment: Introduction Project Scope and Objectives The City of Peachtree City has asked VC3 Inc. to provide an in depth Technology Assessment and provide findings, summary analysis and recommendations based on the assessment. The scope of the project included reviewing all data networks, IT systems and services utilized by the City. VC3 also conducted staff interviews with key departmental leaders. This information allowed VC3 to determine the status, topology, data connectivity, stability, and general readiness of the existing network systems. The end result is that VC3 is able to provide a technology roadmap by which the City can chart a budgetary and technology plan for short, mid and long term decisions. 3

37 City of Peachtree City Assessment Team Name Justin Glauber Steven McQuithy Ryan Gallier Robert Burgett Greg Ramsey Amy McKeown Joe Howland Ryan Wilson Sandy Reeser Role Lead Engineer Field Support Engineer IT Architect Field Support Engineer Virtual CIO Project Manager Service Advantage Director Georgia Regional Manager President 4

38 Process Review Performed 0 interview sessions Understand the organization process flow Understand the use of technology Performed onsite & offsite audit Identified areas of improvement

39 Assessment Summary VC3 s assessment of the City of Peachtree City s technical environment has revealed many areas for improvement in technology infrastructure and design. The details of these findings are covered in depth in this presentation. As an overview, VC3 feels the City s technology budget would best be spent on a premise based cloud solution. This would provide increased performance for the end user, a more robust and reliable infrastructure, and cost savings through reduced hardware capital expenditures as compared to a traditional (non virtualized) environment. Additionally, moving to a premisebased cloud solution would position the City to easily transition to a hosted cloud in the future. 6

40 Key Findings Environment not designed/architected for manageability Prioritize Support & Manageability over price Prioritize consistency over price Not leveraging zero cost features to: Provide better end user experiences Support environment more effectively Reduce staff time to deliver end user functionality Not leveraging mature technology to reduce capital cost Lacking staff/skill set for complexity of current environment So focused on end user hardware, it is difficult to get momentum behind resolving core foundation issues. A lot of one off disparate applications. Would rate your core infrastructure in the bottom % for organizations your size. 7

41 Recommendation Summary Re-architect the environment Move to private internal cloud (Save ~ $48k/year) Implemented properly, this will also: Build out your Active Directory (Manageability and Support) Clean up your server issues (See Server Assessment Chart) Facilitate Native Outlook Client Deployment to all users Centralize all of your AV and Patch Management Fix your staffing/skill set issues This will cost you more than you are spending today Make sure you address the CIO role internally or externally Simplify and solidify your backup strategy Clean up your networking infrastructure Create a Steering Committee Develop a long range cloud and DR/BC plan 8

42 Interview Findings/Comments Need full Outlook client Greater Incode functionality / Incode training Incode integration with other software programs More consistent billing/coding system/workflow More reliable IT infrastructure Faster response to technology issues and projects IT is seen as a bottleneck Wireless network is slow Web/ filters are too restrictive and cumbersome No connectivity at station 83 Need to change RMS system to work with county system 9

43 Interview Findings Cannot pull reports without engaging IT Time cards are submitted manually (hand written) Need a way to track salaries, benefits, time off, etc. Duplication of information in Incode and Excel No option for self service by employees and management staff Managers don t have access to employee information No way to calculate current incentive program in Incode Reporting process and applications are slow Frequent viruses on user PCs Feel IT is a choke point Wants to move to county Spillman system for CAD 0

44 Interview Findings Insufficient communication between departments different versions of Incode in place No central tracking of citizen complaints Feel st level IT support lacks knowledge Excel Spreadsheets & Access Databases are manual & duplicated Ability to track projects (project management software) Electronic forms for website submissions Tracking of work load and flow Electronic payment processing

45 Assessment: Workstations High Level Overview Replacement Recommended 9 Upgrade Recommended 3 Meets Recommendations 04 Total 98 3% 64% % * See Overview Table

46 Assessment: Workstations as Thin Clients High Level Overview Workstations Thin Clients Replacement Recommended Meets Recommendations Upgrade Recommended * See Overview Table 3

47 Assessment: Servers / Storage High Level Overview Replacement Recommended 8 Upgrade Recommended 0 Meets Recommendations 7 Total 47% 3% * See Overview Table 4

48 Assessment: Servers Server Health Replacement Immediately Has Items of Concern / Replace Soon Meets Current Needs

49 Core IT Support Services 6