Centennial School District Director of Technology and Information Services Extension: 11050

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1 Centennial School District Director of Technology and Information Services Extension: INTEROFFICE MEMORANDUM TO: Christopher Berdnik FROM: Bob Reed DATE: December 6, 2013 RE: Data Protection Service RFP Background and Selection Rationale On Thursday, November 15, 2013, a meeting of stakeholders consisting of individuals representing the School Board (2), District Administration (3), a building principal, a technology faculty member and technology support staff (2), was held to review the need and available design alternatives to replace the District s data back-up system. This system backs up all of the District s data. The advantages of the proposed system are: The existing system s capacity is five terra bytes (5TB), while the proposed systems will be installed with twenty-one (21) TB allowing for 10% growth each year over five years. Back up and restoration times will be measured in minutes not hours Files that are duplicates will only be backed up in one location saving space The location of the storage appliance will be in another building (probably Willow Dale Elementary School). This will provide for additional protection/security in the event of a catastrophic fire in the Administration Building. This system was scheduled for replacement during the fiscal year and monies are in this year s budget for that purpose, however, the systems has reached is capacity and as a result has been problematic. On several occasions it has contributed to the interruption of the District s service. A Request For Proposal (RFP) was developed to meet the specifications and requirements agreed upon as a result of the November 15th meeting. The RFP was placed on the District website in the Legal Notices section. Proposals for this system were delivered to the District on December 6, The result of the RFP process was pricing ranging from $249, to $280, CoreBTS is the lowest responsible respondent who proposed a system that will best meet the needs of the District for $249, This price includes the purchase, installation and five year maintenance/support costs. It was agreed upon at the 11/15 meeting and the plan was presented to the Finance Committee that the RFP process and buying off of a state or federal contract (PEPPM, CoSTARS, etc.), would insure that the District would obtain the most appropriate solution for these critical components of our technology infrastructure. It was also agreed upon that in light of recent failures of these systems and the upcoming holidays that this timetable would allow for the replacement of the existing systems on an expedited basis. Public Education in Centennial Schools Inspiring Students Building Intellect Forging Partnerships A Diverse Learning Community Where Students Succeed Through Academics, Athletics, and The Arts An Equal Opportunity Employer

2 Centennial School District Data Protection RFP December 6, 2013 VENDOR NAME: CC / BB Year 1 Year 2-5 Total COMMENTS CoreBTS BB 10% $249, $0.00 $249, eplus BB 10% $183, $78, $262, Arraya CC $27, $272, $0.00 $272, VION $30, $280, $0.00 $280, Year One (Up front) Price includes 5 Years of Maintenance Assumes Year 2-5 maintenance cost is paid in year one. Year One (Up front) Price includes 5 Years of Maintenance Year One (Up front) Price includes 5 Years of Maintenance RFP was sent to 237 vendors.

3 Centennial School District Phone: x11011 Business Office Fax: Centennial Road Warminster, PA Request for Proposals Conditions and Specifications DATA PROTECTION SERVICES RFP Number Submission Date and Time: December 6, 2013, 1:30 p.m. Destination for Delivery of Proposals: Centennial School District Administration Building Business Office 433 Centennial Road Warminster, PA Public Education in Centennial Schools Inspiring Students Building Intellect Forging Partnerships A Diverse Learning Community Where Students Succeed Through Academics, Athletics, and The Arts An Equal Opportunity Employer 1

4 CENTENNIAL SCHOOL DISTRICT Administration Building Warminster, PA RFP Number DATA PROTECTION RFP November 2013 The Centennial School Board (CSD) solicits sealed proposals replace our tape based backup and recovery system with a purpose built backup solution designed for Data Protection. 1. Sealed proposals for furnishing the Centennial School District with a data protection system shall be in the hands of Mr. Christopher Berdnik, Chief Financial Officer, Administration Building, 433 Centennial Road, Warminster, PA on or before 1:30 p.m., DECEMBER 6, 2013 and plainly marked on the envelope "Data Protection RFP No ". 2. Centennial School Board reserves the right to waive any or all technicalities in the RFP. Proposers will guarantee their RFP price will remain firm for 90 days from date of RFP due date. 3. Proposals will be opened on December 6, 2013 in the Centennial School District Business Office, Administration Building, 433 Centennial Road, Warminster, PA beginning at 1:30 p.m. 4. Each proposal totaling $10,000 or more must be accompanied by a Certified or Bank Issued Check or Bid Bond, made payable to Centennial School District, in the amount of 10% of the total proposal as a guarantee of successful completion of the contract. All checks submitted with proposals will be held uncashed and returned to all unsuccessful respondents when the contract is awarded. 5. The District reserves the right to increase or decrease quantities. 6. Centennial School Board reserves the right to waive any or all the technicalities in this RFP. Respondents will guarantee the proposed price will remain firm for 90 days from date of the RFP opening. 7. The Centennial School Board reserves for itself the right to accept or reject any or all proposals and to determine for itself what shall be acceptable as equals. 8. Failure to complete and return the enclosed Non-Collusion affidavit with your proposal will result in disqualification. 9. Respondent agrees to adhere to Anti-Discrimination Clause included within the contents of this RFP. 10. All proposals will include the cost of shipping if applicable. 11. Vendors submitting a proposal must be able to submit pricing from PEPPM or COSTARS 12. Respondent should provide at least five installation references of comparable systems. K-12 references located in southeastern Pennsylvania are preferred. References should include institution name, address, contact name, and telephone number. 13. Please provide one original on paper, one paper copy, and an electronic copy of your proposal. 2

5 14. Please check the Legal Notices page on Centennial School District s website, for addenda prior to submitting your proposal. 15. If there are any questions concerning item description, quantity or other aspects of these specifications, please call Bob Reed at (215) ext

6 School District Description Located in Bucks County, Pennsylvania; and serving the communities of Ivyland Borough, Upper Southampton Township, and Warminster Township, the Centennial School District has six schools and approximately 5,900 students in grades K Scope Centennial School District is looking to replace our tape based backup and recovery system with a purpose built backup solution using source based deduplication. CSD will create a Private Data Protection Cloud featuring Avamar technology. Environmental Centennial is currently using CommVault VTL staged to disk for two days retention and then written to tape. Tapes are removed offsite. CommVault server is over 5 years old and needs to be replaced. Currently under protection are 37 servers in a combination of physical and virtualized and protecting 20.97TB of data. Longest backup takes about 53 hour. Servers that need protection will not only be in the production data center, but all of the schools in our district so you must be able to backup over the WAN very effectively. Data Amounts under protection today, Retention & Growth 20.97TB total File System Data: 14.5TB Data Base: 1.28TB Exchange: 3.19TB Images/Media: 2TB Growth: 10% per year for 5 years Retention: 30 days of full backups or more Contract Vendors submitting a proposal must be able to submit pricing from PEPPM or COSTARS Products and Services Required (No Substitutions) Qty Product ID Description Avamar 1x4 grid with 31TB HW Capacity - 5 Years 4 Hour Support 7 C13-PWR-12 2 C13 CORDS NEMA V 10A - NON DPE 2 AVM6CBLEXT 6 NODE LONG CABLE BNDL EXTERNAL ROUTING 2 AVM19CBINTG4S AVAMAR G4S INTERNAL 19-CABLE BUNDLE 1 AVMCOMKITG4S AVAMAR G4S COM INSTALL KIT 2 AVMCOMFG4S Avamar Gen4S Internal Comm Module (Field Install) 1 WU-PREHWB-00 PREMIUM HARDWARE SUPPORT-WARR UPG(ANDL) 4 AVM2400FG4S AVAMAR G4S M2400 STG NODE (FLD INST) WW 1 M-PREHWB-001 PREMIUM HARDWARE SUPPORT (ANDL) 1 WU-PREHWB-00 PREMIUM HARDWARE SUPPORT-WARR UPG(ANDL) 1 AVMUTILFG4S Avamar G4S Utility Node (Field Install) 1 M-PREHWB-001 PREMIUM HARDWARE SUPPORT (ANDL) 17TB of Dedupe SW with 5 Years Software Support Same Business Day AVAMAR 1 TB INCR CAPACITY LICENSE 1 M-ENHSWL-002 ENHANCED SOFTWARE SUPPORT 3 Day online training or 1 week off site class 1 CE-AVAXIADMIN EMC Avamar Administration ValuePak Installation Services for HW & Software, Exchange, SQL & 20 Clients 1 PS-BAS-AVDSMI AVAMAR DS INSTALL FOR MULTI NODE 1 PS-BAS-ADMN DATA STORE MULTI-NODE BASE IMP References Vendors submitting a proposal must provide three references and have expertise with Avamar 4

7 DATA PROTECTION RFP PRICING SHEET RFP Number Centennial School District December 6, 2013 Business Office, Administration Building 433 Centennial Road Warminster, PA We propose to furnish a Data Protection System as per the specifications contained in the above referenced RFP: Year 1 Cost: Purchase Price, Installation (incl. shipping), Maintenance... $ Year 2-5 Maintenance (Paid annually price guaranteed for 5 years)... $ Total Proposal cost: (Installation and Annual Cost)... $ Options (Please describe) $ $ A Certified Check, Bank Check, or a Bid Bond in the amount of $ is enclosed. The Non-Collusion Affidavit is signed and attached Respondent Proposal or Reference # Special Instructions/exceptions: Authorized Signature Print Name Firm Name Address Phone Number Date Fax Number Are procurement cards (VISA) accepted for payment? YES or NO If procurement cards are accepted, are there any restrictions or conditions? Are ACH Payments accepted? YES or NO If ACH payments are accepted, are there any restrictions or conditions? 5

8 ANTI-DISCRIMINATION CLAUSE (Section 755, Pennsylvania School Code) 1. In accordance with the provisions of the Pennsylvania School Code, the contractor agrees: a. That in the hiring of employees for the performance of work under this contract, or any subcontractor hereunder, no contractor, subcontractor, nor any person acting on behalf of such contractor of subcontractor, shall by reason of race, creed, color, discriminate against any citizen of the Commonwealth of Pennsylvania who is qualified and available to perform work to which the employment relates; b. That no Contractor, subcontractor, or any person acting on behalf, shall in any manner discriminate against or intimidate any employee hired for performance of work under this contract on account of race, creed, or color; c. That there may be deducted from the amount payable to the contractor under this contract, a penalty of five dollars ($5.00) for each person for each calendar day during which such person was discriminated against or intimidated, in violation of the provisions of the contract; and, d. That this contract may be canceled or terminated by the school district, and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this portion of the contract. 6

9 INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT 1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. According to the Pennsylvania Antibid-Rigging Act. 73 P.S et seq.. governmental agencies may require Non-Collusion Affidavits to be submitted together with bids. 2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the bid. 3. Bid rigging and other efforts to restraint competition, and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the bidder with responsibilities for the preparation, approval or submissions of the bid. 4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents, and an affidavit must be submitted separately on behalf of each party. 5. The term "complementary bid" as used in the Affidavit has the meaning commonly associated with that term in the bidding process, and includes the knowing submission of bids higher than the bid of another firm, any intentionally high or noncompetitive bid, and any other form of bid submitted for the purpose of giving a false appearance of competition. 6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the bid. 7

10 Contract/Bid No. State of : :s.s. County of : NON-COLLUSION AFFIDAVIT I state that I am of (Title) (Name of Company) and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers, I am the person responsible in my firm for the price(s) and the amount of this bid. I state that: (1) The price(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. (2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor the approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before the bid opening. (3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this complementary bid. (4) The bid of my firm is made in good faith and not pursuant to any agreement or discussion with or inducement from, any firm or person to submit a complementary or other noncompetitive bid. (5), its affiliates, subsidiaries, (Name of my firm) officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows: I state that understands and acknowledges (Name of my firm) that the above representations are material and important, and will be relied on by the Centennial School District when recommending for award the contract(s) for which this bid is submitted, I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the Centennial School District of the true facts relating to the submission of bids for this contract. (Print Name of Authorized Person and Company Position) Sworn to and subscribed before me this day of, 20 Signature of Authorized Person Notary Public My commission expires 8

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