City of Manhattan Beach Finance Department General Services Division

Transcription

1 City of Manhattan Beach Finance Department General Services Division Phone: (310) FAX: (310) TDD: (310) REQUEST FOR PROPOSAL BID NUMBER: BID TITLE: Storage Area Network REQUESTING DEPARTMENT: Information Technology RELEASE DATE: July 27, 2018 DUE DATE: August 22, 3:00 P.M. PST CONTACT PERSON: Gwen Eng at (310) geng@citymb.info Notice is hereby given that the Office of the City Clerk of the City of Manhattan Beach will receive proposals for Storage Area Network. Each proposal must be submitted in a sealed envelope, and clearly marked: RFP # Storage Area Network Failure to identify the RFP on the envelope may result in disqualification of the proposal. Sealed proposals must be submitted to the office of the City Clerk, 1400 Highland Avenue, Manhattan Beach, CA Proposals will be received until 3:00 PM PST, Wednesday, August 22, Proposals will not be opened at that time, but will be submitted to the Purchasing Manager for verification and compliance with Specifications and subsequent recommendation to City Council for award of a contract or rejection of the responses, as deemed appropriate. The City reserves the right to make no award. Proposals received after the deadline will be considered late. Such proposals may be returned unopened. Inquiries regarding this RFP must be directed to the Purchasing Manager at the above-indicated contact information by no later than end of business, Monday, August 6, Questions received after the deadline may not be considered. Gwen Eng Purchasing Manager

2 Instructions to Bidders/Definitions The following meanings are attached to the following defined words when used in these specifications and the contract: The word "City" means the City of Manhattan Beach, California. The word "Bidder" "Vendor," Supplier," or "Contractor" means the person, firm, or corporation submitting a bid on these specifications or any part thereof. Filing Date All bids must be received at or before the time indicated above. Copies of all forms, specifications, and exhibits are available from the office of the Purchasing Agent for the City of Manhattan Beach (310) Reservations The City Council reserves the right to reject any and all bids received; to take all bids under advisement for up to 120 days after opening; to waive any informality on any bid; and to be the sole judges of the relative merits of the material mentioned in the respective bids received. The Council also reserves the right to reject any item(s), award more than one contract for each of the items, and reject bids that are not accompanied by the requested information. Bid Form The proposal must include all of the information listed in the RFP, and addressed to the Purchasing Manager, Manhattan Beach, California. No telephone, facsimile or ed bids will be accepted. If the proposal is made by an individual, it must be signed by the full name of the Bidder and include the Bidder's complete address. If it is made by a firm, it must be signed with the co-partnership name by a member of the firm, and the name and full address of each member must be given. If it is made by a corporation, it must be signed by the proper officer in the corporate name, and the corporate seal must be attached to such signature. The phraseology of the bid must not be altered in any way. Unless otherwise stated, bids will be received on one or more or all items. Bidders must specifically quote on UNITS as shown on the Bid sheet. In the case of error in extension of prices, the unit price will govern. Proposals are subject to acceptance by the City for a period of 120 days, unless a different period is prescribed in the Proposal by the bidder. Electronic Format Vendor must supply a copy of the proposed response on labeled media (Company name). Electronic copy must be in searchable PDF format as a single document (optimized and compressed). The naming convention for the file is, company name. The Contract The Bidder to whom the award is made will be required to enter into a written Agreement with the City, including a purchase order. A copy of the Notice Inviting Bids, the vendor Bid, and the contract specifications may be attached to, and will form a part of the contract. All materials, supplies, equipment, and services supplied by the vendor shall conform to the applicable requirements of State and Federal Laws covering Labor and Wages, as well as conforming to the specifications herein. In case of default by the vendor, the City reserves the right to procure the articles from other sources and to hold the vendor responsible for any excess costs incurred by the City. Page 2 of

3 Patent Rights The vendor agrees to save, keep, bear harmless, and fully indemnify the City, its officers, or agents, from all damages, costs, or expenses in law or equity that may at any time arise or be set up for any infringement of the patent rights or any person or persons in consequence of the use by the City, or any of their officers and agents, or articles supplies under any resulting contract, and of which the vendor is not the patentee or assignee, or which the vendor is not lawfully entitled to sell. Taxes The City of Manhattan Beach is exempt from paying Federal Excise Taxes. These taxes are not to be included. Delivery All deliveries of such items to be furnished must be made to job sites or City warehouse within the boundaries of the City of Manhattan Beach. Where a specific delivery schedule is required, proximity to that schedule will be a consideration. Payments Complete payment on the contract will be made in approximately 30 days from the complete delivery and acceptance of the merchandise or service, unless alternate terms are proposed and accepted by the City. The City may consider prompt payment discounts when calculating the lowest bid if the end result benefits the City. Errors/Omissions The vendor shall not be allowed to take advantage of any errors and/or omissions in these specifications or in the vendor's specifications submitted with the Bid. Full instructions will be given if such errors/omissions are discovered, and vendor agrees to abide by said instructions. Force Majeure Contractor shall not be liable for any failure to perform its obligations under this Agreement if Contractor presents acceptable evidence, in City s sole judgment, that such failure was due to strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental controls, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond Contractor s reasonable control and not due to any act by Contractor. Default If the vendor fails in any manner to fully perform and carry out each and all of the terms, covenants, and conditions of the award, then the vendor is in default of the contract. The vendor shall be notified in writing of the default status, and will be given a time frame in which to comply. If the vendor fails to comply within the time frame given, the city, at its option, may terminate or cancel the contract, and at the expense of the contractor, complete the contract with an alternate contractor. Such termination shall not affect or terminate any of the rights of the City against the vendor, or which may thereafter accrue because of such default. The foregoing provision shall be in addition to all other rights and remedies available to the city under law. The waiver of a breach of any term, covenant, or a condition hereof shall not operate as a waiver of any subsequent breach of the same or any other term, covenant, or condition hereof. Business License The successful contractor ( ) will (X) will not be required to procure a City of Manhattan Beach Business License prior to commencing work. Call Business Licensing at (310) for rate information or to apply for a license. Page 3 of

4 Contract Extension to Other Cities/Agencies Other Cities/Agencies may be interested in purchasing against an awarded contract, subject to the same price, terms and conditions offered to the City of Manhattan Beach, and by mutual agreement by the City and the vendor. The City does not warrant any additional use of the contract by such agencies. All requirements of the specifications, purchase orders, invoices and payments with other agencies will be directly handled by the successful Bidder and the piggybacking agency. Debarment Policy for Grant Funded Purchases (if applicable) Contractor guarantees that it, its employees, Contractors, subcontractors or agents (collectively Contractor ) are not suspended, debarred, excluded, or ineligible for participation in Medicare, Medi-Cal or any other federal or City funded health care program, or from receiving Federal funds as listed in the List of Parties Excluded from Federal Procurement or Non-Procurement Programs issued by the Federal General Services Administration. Contractor must within 30 calendar days advise the City if, during the term of this Agreement, Contractor becomes suspended, debarred, excluded or ineligible for participation in Medicare, Medi-Cal or any other federal or City funded health care program, as defined by 42. U.S.C. 1320a-7b(f), or from receiving Federal funds as listed in the List of Parties Excluded from Federal Procurement or Non-Procurement Programs issued by the Federal General Services Administration. Contractor will indemnify, defend and hold the City harmless for any loss or damage resulting from the conviction, debarment, exclusion or ineligibility of the Contractor. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transaction 1) The prospective lower tier participant certifies, by submission of this bid, that neither it nor its Principals [as defined at 49 C.F.R. section (p)] is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. 2) When the prospective lower tier participant is unable to certify to the City certification, such prospective participant shall attach an explanation to this bid. Page 4 of

5 Storage Area Network Background The City of Manhattan Beach currently utilizes an HP EVA 6300 SAN with 60TB of SAS usable storage to support 5 physical servers, three VMware vsphere 6.0 hosts, and 21 virtual machines. HP EVA 6300 SAN was originally installed in Although, it is a stable architecture, it has reached its maximum capacity and is nearing the end of its useful life. The City s current SAN fabric makeup is two 8-gigabit 24-port Brocade 300 SAN switches for fiber channel attached storage and the HP EVA 6300 SAN is used entirely as a SAS storage device. In an effort to continue reducing the City carbon fiber footprint, the IT department standard server configuration is a virtual approach resulting in Enterprise servers operating as guests on the VMware hosts including SQL databases, Exchange, and File services. The City s Enterprise virtual environments and the associated storage is presented from our existing SAN environment, which is installed in the City Hall data center. Backups are performed using CommVault version 11 Backup solution and data is written to an HP MSL 4080 Tape Library using LTO5 tapes. We currently rotate tapes in the library every 60 days and the tapes rotated out of the library are stored offsite until the next 60-day rotation, at which time they are rotated back into the data center. The IT department plans to replace the present SAN fabric ( HP EVA 6300 SAN with 60TB and Brocade 300 SAN switches) with a storage solution supporting an 80TB immediate requirement, and it is scalable to meet the City storage growth over the next 5 to 7 years. The current growth rate has been approximately 7TB annually. The new solution should support a hybrid disk array configuration of both SAS and SSD drives. Project Plan 1. Project Scope The storage solution proposal has to meet the following requirements: 1.1 General Requirements All provided equipment to be in a new factory condition All equipment is to be rack mountable in a standard four pedestal rack using square holes. All proposed equipment will be mounted in contiguous rack units All equipment is to have power connections that are capable of autoswitching between volts and include power cords with C14 ends All equipment is to include minimum five (5) years parts and labor warranty with same day service and/or replacement part delivery Proposed solution is to include minimum five (5) years 24x7 manufacturer support for hardware, software and/or licensed services with same day service and/or replacement part delivery All equipment should provide for management and configuration by Page 5 of

6 the City of Manhattan Beach Information Technology staff All storage network connections are to be 10Gb Ethernet Management network connections will be physically and logically separate from the storage network and be 1Gb Ethernet using CAT 6 cabling; 100Mb is t h e m i n i m u m acceptable dependent on proposed system s management traffic requirements Proposals are to include storage network cabling between switches and the storage area network device s controllers. Management network cabling will be provided by The City of Manhattan Beach All equipment shall be able to be monitored by The City of Manhattan Beach s PRTG-based network-monitoring and notification system using SNMP or other method All equipment proposed must be configured to operate within a manufacturer supported configuration and support VMware virtualization and Rubrik backup without workarounds. While not strictly necessary, it is preferable to have t h e hardware and the configuration certified by VMware and Rubrik All equipment will be installed in the data center at the City of Manhattan Beach City Hall, 1400 Highland Avenue, Manhattan Beach, CA Storage Area Network (SAN) System Requirements The storage area network solution must provide a minimum of 80 TB useable capacity as presented to the VMware environment before deduplication or compression. This usable capacity is after the SAN is fully installed and configured for production use, including the setup of the RAID volumes and space required for software if applicable The SAN solution is to be configured with hot spare drives in a quantity and manner that follow the manufacturers best practices The proposed solution must include drives that use solid state technology, and it is expected to include both solid state and traditional hard disk drives in a configuration that will balance cost, performance and reliability The system shall include automation for data tiering or prioritization of data between installed storage types It shall have at least two controllers to provide for automatic and seamless failover and failback Each controller will have minimum 10 Gb Ethernet connections to each of the switches for storage data traffic Each controller must have separate management network connections The storage area network solution shall include two fully redundant power supplies It shall provide for future expansion, either externally or internally The proposed SAN solution shall provide snapshot capability. 1.3 Storage Network Switch Requirements Provide two (2) 10GB Ethernet network switches with enough port capacity to support the proposed storage area network solution in section Page 6 of

7 1.2, four (4) VMware hosts and provide for a reasonable amount of future expansion Storage area network switches are to provide inter-switch trunking in order to aggregate capacity and be configured for path redundancy Switches are to provide for out of band management. 1.4 Implementation Services All hardware is to be delivered to the City of Manhattan Beach warehouse at least two weeks prior the scheduled installation and configuration. Product must be palletized for delivery. The City of Manhattan Beach Information Technology staff will confirm that all the hardware is delivered by cross-referencing the delivery packing list with the materials list provided in the selected vendor s proposal The vendor shall provide suggestions for best practices of installation, networking, and backup configurations The vendor will provide professional services to install and certify the equipment upon completion of the installation The vendor will also provide technical training and knowledge transfer to four (4) Information Technology staff members including documentation The selected vendor will perform the subsequent migration of data to the new SAN. 1.5 Optional Items Please show separate and individual pricing for the following items if available: Thin provisioning for LUNs Rubrik snapshot integration Deduplication Features Compression Features Provide for pinning of data to solid-state storage Cold spares package An additional two (2) years of both hardware and software support and updates, to bring the total support coverage to seven (7) years. 2. Proposal Structure and Requirements Proposals failing to provide sufficient information and assurances of performance to accurately assess required product and services and failing to comply with requirements and conditions of the RFP may not be given further consideration. The Vendor s Proposal shall include, at a minimum, the following information listed below in the same order as requested: Response is to consist of: 2.1. Cover letter indicating name, phone number and address of Firm s primary contact for the proposal Detailed proposal addressing the Scope of Project in Section 1, including at least the following: Specifications and specific model numbers of all equipment proposed List of features included and licenced in the proposed solution. Page 7 of

8 Amounts of usable and raw storage included in the system proposed RAID levels used and/or supported by the SAN The number and types of storage tiers in proposal Rated IOPS and MB/s throughput specifications Information on how the proposed SAN uses solid state storage in the solution. (Configured as a cache or as actual storage, and whether it configured in an alternate way, etc.) Number, capacities, speeds and types of drives included in the proposed SAN For each type of drive included in the configuration, indicate the cost for additional or replacement drives Number of empty drive bays available for expansion in the proposed system, if any Provide information for deduplication, compression and snapshot methods Provide expansion plan for potential future need including cost of additional licenses or keys if any Provide information on support options and support costs for the proposed solution after year five (5). Identify how the support cost increases are structured after the included support and warranty period What is your proposed amount of vertical space in rack units the complete solution requires including switches to fit in a standard 19 wide four pedestal rack Provide any additional information for future expansion, including the types of disks, controllers and any minimum requirements of addon hardware Provide schedule including milestones indicating an estimate from delivery through installation a n d t r a i n i n g Provide complete warranty and support information including coverage hours, support and/or monitoring services included, and which entity provides each of the included kinds of support (the vendor or the manufacturer) Provide three (3) references of similar successful implementations in the last three (3) years including company, contact name, current phone number, address and scope of work. References from public or municipal organizations are preferred. The City of Manhattan Beach reserves the right to contact any of the organizations or individuals listed or any others that may stem from the inquiry Pricing shall include all fees, purchases, commissions, out-sourced services, charges and duties pertaining to the delivery, installation of goods and services and training quoted in this RFP. All associated costs must be enumerated in order to be considered, otherwise, the City will not be responsible for any additional charges. Page 8 of

9 3.1 Proposal Submittal Companies or firms that are able to provide a Storage Area Network solution may submit 4 (four) hard copies of their proposal to the City Clerk s office at the date and time stated on the coversheets. As well as a digital version on labeled media (company name) in searchable PDF format as a single document (optimized and compressed). The naming convention for the file is company name. 4.1 Evaluation Criteria Criteria Project understanding and Proposed Solution Firm Experience and Client References Solution, Support, Response Time Options, and Customer Service Training, Optional or Preferred Items Proposal Costs, both initial and annual reoccurring Contract Please provide samples of contract documents that would need to be executed. If vendor does not provide any sample contracts, the City will utilize its own template. If so, provide any proposed exceptions, additions, and/or deletions to the City s request for proposal and/or City s Agreement. Proposed exceptions will be considered on a case-by-case basis, but there is no guarantee that proposed exceptions will be accepted by the City. Proposal Requirements Proposals shall specify each item as set forth in this Request for Proposal (RFP). Failure to comply with all requirements and conditions set forth by these specifications and RFP instructions will be the cause for the rejection of the proposal(s). No exceptions or deviations from these specifications will be considered unless each exception or deviation is specifically identified with a detailed statement fully defining the exception(s). All exception(s) must be fully supported by detailed specification regarding the deviated item and shall accompany the proposal for evaluation by the City. If no exceptions are identified, the Proposer shall be required to furnish the service exactly as specified herein. The burden of proof of compliance with these specifications is the responsibility of the Proposer. Acceptance or rejection of the changes is the sole prerogative of the City. The City reserves the right to reject any and all proposals or to make no award. Bidder Must Make Thorough Investigation It is the bidder's responsibility to examine the location of the proposed work to fully acquaint themselves with the specifications and the nature of the work to be accomplished. Proposers shall have no claim against the City based upon ignorance of the nature and requirements of the project, misapprehension of the site conditions, or misunderstanding of the specifications or contract provisions. Acceptance of Conditions By submitting a bid proposal, each bidder expressly agrees to and accepts the following conditions. 9

10 a. All parts of the Instructions to Bidders and Specifications will become part of the contract between the selected bidder and the City. b. The City may require whatever evidence is deemed necessary relative to the bidder's financial stability and ability to perform this project. c. The City reserves the right to request further information from the bidder, either in writing or orally, to establish any stated qualifications. d. The City reserves the right to solely judge the bidder s representations, and to solely determine whether the bidder is qualified to undertake the project pursuant to the criteria set forth herein. The bidder, by submitting a bid or proposal, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder is qualified to perform the project shall be final, binding, and conclusive. General Conditions The City will not reimburse respondents to this RFP for any costs incurred in the preparation and submittal of the proposals. Further, the request does not obligate the City of Manhattan Beach to accept or contract for any expressed or implied services. The City reserves the right to: Request any firm/person submitting a proposal to clarify its proposals during the selection phase; Negotiate the project schedule and reasonable costs with the selected vendor; Modify or alter any requirements herein, and; Identify additional tasks to be accomplished prior to establishing a formal contractual agreement. Contract Termination The City of Manhattan Beach may terminate without cause at any time upon thirty (30) calendar days advance written notice. The Contractor may cancel the contract upon 120 days written notice. Licenses Contractor shall be responsible for all licenses and permits required to perform this work in accordance with Federal, State and local requirements and shall be responsible for all fees resulting there from. Payment and Invoicing Contractor shall submit a monthly invoice in duplicate to the City of Manhattan Beach, 1400 Highland Avenue, Manhattan Beach, CA Invoice shall be submitted on standard company forms and shall state (1) invoice number, (2) invoice date, (3) invoice period, (4) a brief description of work including location, (5) the purchase order number, (6) total amount requested, and (7) contractors tax ID number. Payment will be made after approval of the invoices by Contract Administrator, subject to the routine processing requirements of the City. Insurance Requirement The Contractor shall, at its own expense, procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Agreement by the Consultants, its agent, representatives, employees, or subcontractors. Contractor shall also require all of its subcontractors assigned to the project to procure and maintain the same insurance requirement for the duration of the Agreement. Specific insurance requirements are outlined in the City s Sample Professional Services Agreement attached as Exhibit A. 10

11 Conflict of Interest It shall be the duty of the Contractor to comply with all applicable and State and federal laws relating to the prohibited conflicts of interest. As part of its response to the RFP, the Contractor shall disclose in writing any financial, business, employment or other relationships with the City or with any of its officers, employees, or agents that are or were in existence during the twelve (12) calendar months immediately proceeding,and including, the date the Contractor s response to the RFP is filed. In addition, the Vendors are to provide the discount structure for any applicable HP hardware (replacement or upgrade solutions) that may be required throughout the duration of the contract. During any occasion when vendor has the opportunity to provide the City of Manhattan Beach with greater discounts than listed, vendor shall do so. 11