RAYTOWN FIRE PROTECTION DISTRICT

6020 Raytown Trafficway, Raytown , Missouri 64133 Phone: 816-737-6034 Fax: 816-737-6049 www.raytownfire.com

Request for Proposal Server replacement, software upgrade, data transfer, data backup and support November 2013

Introduction
Raytown Fire Protection District (hereafter referred to as RFPD) serves the City of Raytown with two stations. The RFPD computer environment consists of 20 computers and 1 server.
The purpose of this Request For Proposal (RFP) is to select a qualified vendor for:

(1) Server replacement (2) Software upgrade to Microsoft Server 2012 with downgrade rights to Microsoft Server 2008 and Microsoft Exchange Server 2010 (3) Data transfer from existing server to new server (4) Server backup solution at secondary fire station utilizing existing fiber connection (5) Term and supply support. Remote server maintenance and service with onsite support as needed

Background
The Raytown Fire Protection District utilizes a redundant gigabit fiber link between our two locations. The current computer server runs Microsoft SBS 2003 utilizing Exchange 2003 and operating Firehouse Enterprise software.

Project Overview
The network implementation plan is to replace the main server, provide server redundancy at the remote station, environmentally monitor the IT room and create proper backup and recovery scenarios. RFPD is also exploring options for ongoing network support after the completion of the installation, including remote or remote/onsite support packages.

Request Summary
This Request for Proposal (RFP) is an invitation for vendors to propose IT solutions given a defined scope of work based on the aforementioned project overview. Proposals should include ongoing support options, with the initial contract term to be one year from system implementation. RFPD reserves the right, at its option, to extend the contract annually after the initial term. Vendors should include information regarding increases in pricing for annual terms after the first year of support. Through this process RFPD seeks to develop operational relationships with an outsourced IT company capable of supporting the RFPD network, performing initial project work, and offering periodic strategic guidance over a long term basis.

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Instructions
1. 2. 3. This is a request for sealed proposals. No facsimile or unsealed proposals documents shall be accepted. Proposal documents should be submitted in a sealed envelope with the words Server Replacement clearly legible on the front of the envelope. All proposals must be received at Raytown Fire Protection District Headquarters, 6020 Raytown Trafficway, Raytown, MO 64133 no later than 3:00 P.M. on Wednesday, November 27th, 2013. Proposals should be marked to the attention of: Mike Hunley, Battalion Chief. Proposals should include prices, options and estimated completion dates for onsite work. All costs associated with the proposal should be clearly explained. Proposals should include documentation of effective warranty period for all hardware and labor. The minimum warranty period shall be three years. Any questions concerning this bid shall be directed to Mike Hunley, Battalion Chief at (816) 737-6034 or via email at mikeh@raytownfire.com. All written questions must be submitted by November 25th, 2013.

4. 5. 6. 7. 8.

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Anticipated Schedule of Events

11/13/2013 Request for Proposal written requests initiated 11/20/2013 Mandatory pre-bid meeting 6020 Raytown Trafficway Raytown, MO 64133 9:00 AM 11/22/2013 1:00 PM last day for written questions 11/27/2013 Four copies of the proposal shall be delivered to 6020 Raytown Trafficway, Raytown, MO 64133 by 3:00 PM 11/27/2013 Bids will be publicly opened at 3:15 PM 12/2/2013 12/3/2013 RFPD proposal committee meeting Vendor selection notification

12/10/2013 Contract signed

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Standard Terms & Conditions

Responses shall include all charges for packing, delivery, installation, etc. RFPD has the right to accept or reject any part or parts of all responses, to waive technicalities and to accept the proposal. RPFD considers the most advantageous. When products or materials of any particular producer or manufacturer are mentioned in our specifications, such products or materials are intended to be descriptive of type or quality and not restricted to those mentioned. Vendor shall provide RFPD with a copy of their security policies and practices upon request. In case of default by vendor, RFPD will procure the articles or services from other sources and hold the bidder responsible for any excess cost occasioned thereby. RFPD expressly denies responsibility for, or ownership of any item purchased until same is delivered to the RFPD and is accepted by RFPD. Do not include any Federal Excise Tax or Sales and Use Taxes in this process.

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RFP Evaluation Criteria

All proposals will be reviewed by an evaluation team. Based on the evaluation, RFPD will determine the selection of vendor(s). RFPD will award the selection(s) to the vendor(s) whose proposal is determined to be the most advantageous to the mission of the RFPDs business objectives, taking into consideration price and the evaluation factors set forth in the table below.
The following criteria will be evaluated by RFPD during the selection process:

Pricing Hardware Quality Hardware and Labor Warranty Installation and Configuration of Hardware and Software Data Migration Plan and Procedure Related Experience Service and support (availability and response time) Network monitoring and remote software updating Ability to provide security and confidentiality of RFPD data

Award of Contract
RFPD will select the vendor(s) who in the opinion of RFPD, best demonstrates applicable qualifications required at fair and reasonable prices/compensation and whose proposal is deemed to be in the best interest of RFPD.

Contract Term
The support contract will be awarded upon the successful completion and acceptance by RFPD of the installation, configuration and data migration project. The support portion will be awarded as an initial one year term and supply with option annual renewals. After the initial support contract, annual renewals will be based upon RFPDs discretion and upon the quality of the work performed during the previous support contract period. RFPD reserves the express right to cancel support contracts at any time due to budgetary concerns or substandard service as determined by RFPD.

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Project Information
The following is a summary of needs identified.

1) 2) 3) 4) 5) 6) 7)

Server replacement, server OS installation and configuration Active Directory setup Microsoft Exchange Email configuration and migration Firehouse software migration to new server Migration and reconfiguration of Sophos Puremessage Migration of other RFPD data Data redundancy at remote station utilizing dedicated fiber optic connection with disaster recovery options 8) Security enhancements such as patch management and password management implementation 9) Ongoing service and support

Vendor Response
Responses should include clear descriptions and cost breakdowns for hardware and labor associated with each component of the project. Support options should be clearly defined with cost information provided. (Multiple support options may be offered)

Minimum Technical Specifications

Server

Software

Rack mount model with 3.5 drive chassis Rack extensions to fit existing Fire District equipment rack Redundant power supply (8) 3.5 drive bays (4) 1TB 7200rpm SAS 3 Gbps 3.5 hot plug hard drives Remote access controller (consistent with iDRAC 7 Express capabilities) Intel Xeon E5-2407 CPU 2.2GHz 16 GB RAM or higher (1) Onboard dual port Gigabit Ethernet Controller (1) PERC H710 RAID controller

Microsoft Windows Server 2012 Standard Edition with downgrade rights to Windows Server 2008 R2 25 user CALS for Microsoft Windows Server 2012 Microsoft Exchange Server 2010 Virtualization software for backup and replication

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Data Backup and Disaster Recovery

RFPD desires to procure hardware and software necessary to provide incremental data backup and disaster recovery at our remote station. The stations are connected via a dedicated, redundant fiber link. Vendors are encouraged to propose backup and disaster recovery solutions that include required hardware, software and labor to implement. The proposed solution may repurpose RFPDs existing server. This server is a Dell PowerEdge 2950. If the proposal includes repurposing the existing server, replacement hard drives should be included in the proposal.

Term and Supply for Support

RFPD is seeking ongoing support options, with the initial contract term to be one year from system implementation. RFPD reserves the right, at its option, to extend the contract annually after the initial term. Vendors should include information regarding increases in pricing for annual terms after the first year of support. Proposals for support should include, at a minimum: 24/365 remote support Options for on-site support, with on-site response time <4 hours preferred Regularly defined preventative maintenance and updating (include description of work to be performed) Cost information for additional support occurring outside normal business hours (8-5 Monday-Friday, excluding federal holidays) (if applicable) Percentage increases in support fees for follow on annual contracts

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Vendor Information
Primary Contact Information
Provide a primary contact for any follow up information request:

Name & Title: _________________________________ Phone: ______________________________________ Email: _______________________________________ EIN #: _______________________________________

Include three (3) References

References should be from projects with similar scopes of work. References local to the Kansas City area are preferred but not required.
Information on references should contain:

Organization Name Primary Contact Dates of Service Scope of Work

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