TENDER # WAF 14/02/28/FIN/ICT FOR THE SUPPLY, INSTALLATION AND COMMISSIONING OF SERVER, STORAGE and DR VIRTUALIZATION SOLUTION FOR THE WATER AUTHORITY OF FIJI 1
Content Section 1 1. General Terms and Conditions Section 2 2. Purpose 3. Introduction 4. Project Implementation 5. Current Infrastructure 6. Current Server Specification 7. Problem with Current Solution 8. Project Scope 9. Vendor Requirements 10. Essential Criteria 11. Solution Technical Requirement a. Blade Chassis b. Blade Servers c. Storage Network Area 12. Software Requirements 13. Backup And Disaster Recovery a. Backup b. Backup Power c. Disaster Recovery 14. Installation and Configuration 15. Product Support 16. Training 17. Delivery 18. Evaluation and Scoring 19. Bidders Submittals 20. Cost Breakdown 2
Section 1 WATER AUTHORITY OF FIJI TENDERS GENERAL TERMS AND CONDITIONS 1. The Water Authority of Fiji Tender Conditions, the company particulars required and the specification requirements attached will apply to this tender. 2. Tenderer/s responding to this tender must be of good repute and should be in a position to provide the Water Authority of Fiji with quality transactional services. A brief history of the company s background shall also be submitted. 3. Local tenders are to quote their price on duty paid VAT inclusive delivered directly on as and when required basis. Overseas suppliers to quote price on C&F (put full word of C&F) Suva basis. 4. WAF may use its own discretion to purchase commodities either on duty paid or duty free basis. 5. Where prescribed forms are provided these must be completed with relevant information and furnished with other tender documents accordingly, as part of the tender requirements. 6. Tender to note that by tendering the bidder is taken to have authorized WAF to inspect their Warehouse, farm, office, or other premises and access any information (including financial) it may so require. 7. Tender must quote price separately for each item and not on whole lot basis and price should be valid for a period of 90 days or more from the closing date of tender. 8. A Fijian or Rotuman who owns 51% or more shares in a company and wishes to quote must provide with your tender a certificate of ownership certified by a Chartered Accountant registered under the Fiji Institute of Accountants Register stating the percentage ownership of the company by Fijian or Rotumans including a statement confirming that such certificate is valid for 2014. 9. In the event that a tender seeks to put in a bid in conjunction with another person, evidence of the business relationship in the form of a partnership agreement, joint venture agreement or supply contracts or like documentation would be necessary to demonstrate the ability to fulfil the tender to the satisfaction of the WAF Tender Board. 10. Right is reserved to make award to the Tender whose tender is considered most advantageous to WAF. 3
11. Right is reserved to split the award amongst tenders to cater for order on the basis of specified areas or instructions or to make a collective award to a single supplier. 12. Right is reserved to award the purchase of the commodities under tender on either FOB, C&F (WAFTB0Ex-stock or CNF basis). 13. WAF reserves the right to nominate or to appoint a shipping line or forwarding agent for the purpose of arranging the shipment of goods, from the country of shipment. 14. Right is reserved to return the goods if wrongly supplied at the suppliers own expenses. 15. Right is reserved to terminate the services from the successful tenderer in the event of undue delay in delivery or unsatisfactory supplier performance. 16. For purpose of comparison, WAF may sue the exchange rate applicable on the date of opening of tenders. 17. In the event that delivery cannot be met, the Indent (subject to funds being made available by end-users) should be cancelled or the LPO returned. IT should be noted that payment from funds available in the current year cannot be carried forward to the following year. 18. The successful tenderer shall upon request by the Chief Executive Officer or his representative produce all documents supporting their pricing of the commodities under the tender. 19. The payment for the suppliers will be made upon satisfactory execution of the order in compliance with the tendered prices, delivery time and fully supply of quantity ordered. 20. In the event of delays in the delivery of items, liquidated damages at the rate of 0.25% of the total value of the order will be imposed on weekly basis. 21. Tenderers to submit their bids on their official letter heads, clearly written or typed, signed with all relevant contact details clearly specified. Tender will be regarded as invalid if there is any alteration and use of white ink. 22. Tenderer/s must clearly specify:a. b. c. d. e. f. g. Currency used Mode of payment Warranty period Country of origin Backup and Maintenance services Delivery time Other benefits 4
23. The quantity stated is an estimated probable requirement for a period of 12 months/ annually and vary during the time of purchase. Price should remain firm accordingly within the period of one year and any variation in price during the contract period will not be accepted. 24. Product samples/brochures and technical literatures pertaining the items shall be submitted together with the tender and to demonstrate as necessary whenever requested to do so. 25. Bidders are required to specify precisely the warranty period for the items under tender. 26. The successful contractor may enter into a contract with WAF with performance bond to be paid as surety of which the sum will be determined after the award. 27. Mark the envelope clearly as Tender No. WAF 14/02/28/FIN/ICT Server, Storage, and DR Virtualization Solution The tenders should be deposited in the Tender Box placed at the: h. Reception, 2nd Floor WAF Head Office, Manohan Building, Corner of Kings Road & Wainivula Road, Nasinu by 4pm Friday 14th March 2014 OR Sealed tender/s can also be hand delivered to WAF national office, Manohan Building Level 2, Cnr Wainivula Road and Kings Road, Nasinu. 28. All written off/s in respect of this tender should reach the Tender Box at the stipulated time and date. 29. All information submitted will be kept strictly confidential and will be used only for the purposes of the tender award. 30. Late tender/s will not be considered. 31. Any price increase after the close of tender will not be considered. 32. Any tender not complying with these conditions may be rejected. 33. All conditions listed herein shall form part of the contract whenever a contract arrangement is drawn up between the successful tenderer and WAF. 34. The lowest or any tender may not necessarily be accepted. 35. Tenderer/s failing to comply with the above terms and conditions and requirements of the tender may render their offers invalid. 5
Section 2 Tender for Server, Storage, Virtualization and DR Solution 1. PURPOSE Water Authority of Fiji (WAF) is seeking proposals from organizations interested in upgrading / replacing WAF s current Server and Storage infrastructure located at its Data Centre in HQ to a virtualized server solution and to include business continuity and disaster recovery. 2. INTRODUCTION WAF wants to replace its existing systems with the latest industry leading, innovative, robust and cost effective technology, consolidating Servers and Storage by utilizing the Latest Blade Offerings with Storage Area Network and VMware that will cater for the need of WAF for the next 5 years. The Solution should enable WAF to benefit from a cost savings of purchasing less server hardware and should require less power and cooling with enhanced management, functionality and operational benefits associated with virtualization and storage area networks. 3. PROJECT IMPLEMENTATION Immediately upon receipt of Notice to Proceed, the Vendor shall develop and submit a critical path schedule. This schedule shall reflect the work authorized by Water Authority under the schemes described herein and this schedule must be approved by the company prior to the commencement of work. The mutually agreed upon critical path schedule will become an integral part of the contract and will be used to assess contract performance and measure progress. It may also be used to declare the Vendor in default of this contract. In the event a mutually agreeable schedule cannot be produced, this contract shall become null and void. 4. CURRENT INFRASTRUCTURE The current server infrastructure at WAF is tabulated below. The servers have direct attached storage that range in different size arrays. The proposed DR remote office will be linked to WAF HQ. Hardware for the DR will be the existing current servers that will be decommissioned from HQ. Vendors are to propose suitable and effective solutions for implementation of DR. Please refer to technical requirements for further description. 6
4.1 CURRENT SERVER SPECIFICATION Below is a description of the current server setting SYSTEM Domain Controller Primary SERVER HP Proliant DL360 G6 Domain Controller Secondary HP Proliant DL360 G6 Exchange Server HP Proliant DL380 G6 Financial System HP Proliant DL380 G7 Billing System HP Proliant DL360 G6 GIS 1 HP Proliant DL380 G7 GIS 2 HP Proliant DL380 G7 HRIS HP Proliant DL380 G7 Payroll HP Proliant DL380 G7 Work Management System HP Proliant GL 350 Antivirus and WSUS HP Proliant DL360 G6 File Server HP Proliant DL360 G6 Terminal Server HP Proliant DL360 G6 Proxy Server Backup Server HP Server G5 4.2. PROBLEM WITH CURRENT SOLUTION Power management complexity increasing Increasing complexity to add storage (Storage issues) Increasing costs to add storage Existing System hardware is old and is warranty is about to expire Increasing costs and time required when commissioning new servers Current backup solution does not provide a prompt and resolute method of complete server restoration Daily backup windows too long (encroaching business hours timeframe) 7
5. PROJECT SCOPE The solution would involve server virtualization with high availability option / features with latest Windows Server 2012 and Microsoft Exchange 2013. The scope of work would include but is not limited to: Replace all current hardware with new hardware Consolidate Storage using SAN Solution Consolidate servers using Virtualization Technology using VMware Re-Deploy and use Existing Servers for Disaster Recovery Active Directory Upgrade from Windows Server 2003 to Windows Server 2012 AD data migration Upgrade Server Operating Systems from Windows 2003 to Windows 2012 Upgrade Current Email system from Exchange 2007 to Exchange 2013 Provide high availability feature using failover clustering Centralized Management of WAF s Server and Network infrastructure Server Room Monitoring System Design and deploy an offsite Disaster Recovery and IT Business Continuity Solutions. Certified Training for IT Staff on Hardware, Software and Systems Service Level Agreement for all Hardware 5 Years Warranty for all Hardware The purpose of this Tender document is to Design, procure and install a robust, scalable, latest Blade Technology with SAN Storage solution and Virtualization. It is also to design and implement an offsite Disaster Recovery Solution. 6. VENDOR REQUIREMENTS Five years parts and labor onsite warranty on all hardware. While specifications provided in this document are the minimum requirement vendors are asked to provide equivalent or alternatively better solution if required. Only certified, authorized, reputable vendors will be considered. All hardware proposed must be capable of supporting VMware vsphere ESXi 5.1 or later Design, implementation plus post System Training and Documentation should be included Vendors to include a brief project plan to include delivery implementation timeframes Pricing must be valid for 90 days 8 and
Vendors can bid for all components or just the Software component. 7. ESSENTIAL CRITERIA (FUNCTIONAL REQUIREMENTS) WAF is driving toward new technology and at this we would prefer vendors to give us out of the box solution but can bid for solution that the vendors feel appropriate taking specifications into account. The following at some of the criteria s that should be kept in mind when designing a solution for this tender. Note that this is just a minimum criterion and vendors can elaborate and add as per their available solution. Solution should have the ability to easily and quickly add additional storage Should have a quick and straight forward process to commission new servers Should provide efficient management of storage (administration, reporting and troubleshooting) Provide separate details of the software to be included for managing the environment. They should also include detailed features of the tools and how they can be used to optimize and allocate resources across the proposed infrastructure. Provide separate details for Disaster Recovery along with the details of what software to be used for replication of server from HQ to DR remote site Provide separate detail of Backup Software to be used for backup solution Should enable daily backup and file level backups of all servers. Ability to take point in time snapshots (images) of servers that can be quickly restored (i.e. used in event of OS service pack/ application update failure) Infrastructure/ hardware redundancy (HBAs, SAN switch, controllers, HDDs etc) All redundancy should be clearly detailed Ability to transfer virtual servers from one physical host to another in real time with zero time disruption to end users. Offsite Data Replication to DR remote office - all critical servers to be replicated offsite (using the servers being replaced). This should provide the WAF the capability of operating from the DR remote office if necessary. 9
7. SOLUTION TECHNICAL REQUIREMENTS 7. A Blade Chassis - minimum requirements for the blade chassis Specifications Server Server support Up to 14 blade servers (Minimum) Chassis Rack mount (RU to be specified) SAN disk support Support Fiber, SAS and iscsi modules to connect to SAN Network Support Support 1G/10G Ethernet modules Remote access and management Redundant KVM and Management Modules Warranty 5 Years Warranty MONITORING ALERTS & NOTIFICATION Blade Enclosure should come with a Proactive system Monitoring function through which the health and performance of all components can be monitored. Notification system must comply with open communications standards and configurable and will not cause a vendor lockdown. Alerts sent via e-mail, SNMP, SMS or a customized response system 7. B BLADE SERVERS - minimum requirement for Blade Servers. Specifications Server Blade Servers Minimum 6 Blades Processor Type Intel Xeon (6 or 8 Core processors) Processors Internal Hard Drives 2 2 x 300GB SAS Drives RAID Level RAID 0, 1, or 6 Memory 128GB On Board Ethernet 2 x 10G External Storage Connection OS Support Warranty SAS, iscsi or Fiber connectivity to the SAN. Windows Server 2008, 2012, VMware vsphere ESXi(Esstential Plus Kit) 5.1 and Linux 5 Years 10
7. C STORAGE AREA NETWORK - minimum requirements for SAN Storage Solution Specifications Storage Disk Drive Support 15K rpm high performance SAS / SATA Option for SDD Drives Disks SAS Drives SATA Drives Option for SSD Drivers 20TB Usable Total Storage Total Capacity 50TB Plus for future expansion Features Thin Provisioning AutoTiering Snapshots Remote Copy Asynchronous / Synchronous Replication Flash Copy Data Migration High Availability Redundant power supplies; redundant fans; redundant, hot plug hard drives, integrated storage controller with battery-backed DDR2 cache; disk RAID 0,1,5, 6, and 10; hyperredundant clustered storage: Connectivity to Blade Chassis SAS, iscsi or Fiber Storage array should offer the following data integrity and high availability SAN Configuration Should support data-in-place hardware upgrades to support changing performance, capacity, and functionality requirements. on-line disk capacity expansion global hot spares redundant hot swap power/cooling/storage processors Should be fully configured with redundant parts to eliminate any single points of failure between the hosts and storage. Warranty 5 Years OS Support Windows Server 2012-64 bit, VMware vsphere 5.1 Please Note These requirements are of minimum specification and Vendor has the option to provide a best fit solution to the Authority taking this as a benchmark 11
8. SOFTWARE REQUIREMENTS: The following are the software requirements: VMware vsphere Essential Plus Option for VMware vsphere Enterprise Option for 1 and 3 years software assurance - Basic MS Windows Server 2012 Standard with CALS Option for Windows Server 2012 Datacenter Edition with CALS MS Exchange Server 2013 Standard Edition with CALS Monitoring and Management software Replication and DR Software Vendors have the option to only provide Bid for software base if they wish to. 9. BACKUP AND DISASTRE RECOVERY 9. A Backup Disk to Disk to Tape backup SATA drives on SAN for backup LTO 5 Tape Library for long term retrieval and archival SAS or Fiber connections 5 years warranty for Tape Library Any other software replication for DR or SRM 9. B Backup Power 15 KVA or 20 KVA UPS (option and specification for both to be included). If possible to also include option for a 10KVA Redundant batteries Alert Capabilities Reporting Temperature Monitoring 9. C Disaster Recovery The vendor to use existing Servers that are in production for Disaster Recovery and relocate these serves to the DR Site. Design and Implementation of DR Solution RPO 0 RTO 1 hour for Critical System RTO 3 hours for Non-Critical System Failover capability for Critical Servers Physical to virtual and virtual to virtual failover Provide IT Business Continuity Procedures Support for Disaster Recovery 12
10. Installation and configuration Installation should include but not be limited to: Installation of the Physical hardware Blade System Design and Implementation SAN Storage Design and Implementation Implantation of Virtual platform Migration from current system Backup Solution Design and Implementation Virtualization Solution Design and Implementation Systems and Network Monitoring Active Directory Upgrade from Windows Server 2003 to Windows Server 2012 AD data migration Upgrade Server Operating Systems from Windows 2003 to Windows 2012 Upgrade Current Email system from Exchange 2007 to Exchange 2013 11. Product Support Three (3) years 5 Years (option for both) On-Site Support (24x7x365) should be available for parts and labor and a warranty of 5 Years. 12. Training WAF requires the selected supplier to provide comprehensive, administrative training for the operation of the system. In support of this requirement the supplier must provide cost of such training in the bid. Training should be provided for: Hardware and Software VMware Storage Exchange Proposed DR Software Training 13. Delivery The selected supplier shall deliver all required hardware and software (with inside delivery specified) to the WAF HQ. Please specify the delivery period in the bid. 13
14. Evaluation and Scoring WAF will use the following criteria in its evaluation of proposals: Cost (20%) Quality and creativity of proposed solution (40%) Compliance to the Tender Document (10%) Project plan and schedule (10%) Training plan (10%) Reference Sites / jobs, Vendor History, Client Testimonial (10%) 14. Bidder Submittals Please indicate on your submittal if you meet all the requirements and guidelines specified in this document. Your submittals should include the following as a minimum: Proposal for Supplies Products and/or Services Proposal for all solution inclusive of DR Project Outline Customer References of similar projects Resumes/Qualifications of Engineers Certification of Engineers Hardware/Software Certifications 15. Cost Breakdown The Proposal for Supplies or Services must clearly itemize all costs. The cost should include the following but not limited to: Hardware Cost Software and License Cost DR Solution Maintenance Cost Installation Cost Training Cost END 14