Data and Recovery Solution-Invitation to Bid 1
Ocean Springs School District
Invitation to Bid
Data Backup and Recovery Solution
The Ocean Springs Board of Education invites you to submit a bid on a comprehensive Backup and Recovery Solution for Ocean Springs School District. This invitation will be advertised in the Mississippi Press and specifications and guidelines may be obtained by contacting Cindy Carpenter, Director of Technology or visiting the Ocean Springs School District website at the following address: www.ossdms.org/bids.
All bids are to be delivered to the Ocean Springs School District Business Office, 2300 Government St. Ocean Springs, MS 39564, ATTN: Cindy Carpenter, Director of Technology. Bids are to be in a sealed envelope clearly marked: “Backup and Recovery Solution” and returned no later than 9:00AM CST, Tuesday, January 25, 2011 at which time bids will be opened in the Technology Department conference room. The Board reserves the right to reject any and all bids. Late bids will not be accepted.
Introduction and Background
The Ocean Springs School District serves about 5500 students, pre-kindergarten through twelfth grades and currently supports 7 educational sites, a district office, a maintenance site and an athletic office. Grade ranges on campuses vary greatly and include alternative campuses as well. Ocean Springs School District provides Internet access to all schools as well as a telecommunications network for delivery of instructional and administrative resources.
It is the vision of the district to educate all students to their highest levels of academic achievement, to enable them to reach and expand their potential, and to graduate them prepared to become productive, responsible, and compassionate members of society who will have a positive impact on the world around them. To fulfill the vision and commit to helping students develop “skills for the 21st century”, the district has embarked upon an aggressive technological initiative that encompasses all areas including instructional, district level and school level communications, business, transportation, athletics and maintenance.
Purpose and Need
Although the Ocean Springs School District has protected data effectively thus far, new technology initiatives have rendered the need for a more robust backup solution to safeguard data from destruction be it accidental, intentional or natural disaster, therefore the Ocean Springs School District is inviting qualified vendors to submit a proposal for a backup and recovery system.
All vendor bids will be received in the Ocean Springs School District Business Office by 9:00AM CST, Tuesday, January 25, 2011 and will be opened in the Technology Department Conference Room. The selection process will include review and evaluation of bids by the technology department staff. Cost, understanding of needs as expressed in the submitted bid, and vendor experience will be a primary factor for evaluation. Selection of the bid that best meets the requirements of the Ocean Springs
Data and Recovery Solution-Invitation to Bid 2 School District is expected to be complete by January 25, 2011. The Ocean Springs School District reserves the right to reject any and all bids.
Instructions to Bidders and Bid Conditions
• Bids are due and will be read 9:00AM CST, Tuesday, January 25, 2011 in the Technology Office of the Ocean Springs School District, 400 Holcomb Blvd, Ocean Springs, MS 39564.
• Bids are to be submitted in sealed envelopes, clearly marked: “Data Backup and Recovery Solution”.
• The Board reserves the right to reject any and all bids either in whole or in part, or to reject a bid which is any way incomplete or irregular and to waive informality or waive any part thereof.
• The Ocean Springs School District may terminate the contract, in whole or in part, in the event funding is either in proration or otherwise no longer available
• Any questions should be directed to the Director of Technology, Cindy Carpenter, (228) 875-6654. Bids to remain firm for thirty days.
• Ocean Springs School District is exempt from Mississippi sales tax and most Federal taxes. Exemption certification information appears on all purchase orders issued by the District.
• Any licenses or permits that may be required to perform any of the work or provide any equipment anticipated by this request for bids shall be obtained by and at the expense of the service provider. Evidence of any required licenses or permits shall be provided to the School District upon request. Any fines or penalties levied by any governmental entity for conduct by the service provider in connection with the work contemplated by this request for bids shall be paid for by the service provider.
• The scope of this contract may be scaled up or down to meet funding guidelines with the Ocean Springs School District budget.
• This project will be a deliverable based engagement
• The bidder must state assumptions for this project, including how pricing was calculated and on what it was based, and any other assumptions used to determine the amount of work necessary to ensure success.
• The Ocean Springs School District will not award this project based solely on lowest bid, but rather lowest qualified bidder and the following criteria will be taken into account
o Price of the eligible goods and services o Meets or exceeds the minimum specifications o Vendor qualifications
o Prior experience and references
• The Ocean Springs School District reserves the right to review resumes, check credentials and approve or disapprove the assignment or reassignment of vendor personnel.
• All equipment and work will be in accordance with specifications and funding deemed acceptable by the Ocean Springs School District.
Data and Recovery Solution-Invitation to Bid 3
Bidder Qualifications
Each bidder must meet all of the following minimum standards:
• Authorized sales and/or service company for each and every product bid. No bidder may offer for sale any product they are not authorized and approved by the manufacturer to sell and/or service.
• Each bidder must have an open and active parts account with the manufacturer on all lines of equipment proposed. SERVICE AFTER THE SALE IS OF THE HIGHEST PRIORITY AND A BIDDER MAY NOT OFFER A PRODUCT THAT IS NOT PRESENTLY SUPPORTED BY AN EXCELLENT TRACK RECORD OF PROVIDING SERVICE THROUGH THE MANUFACTURER.
• Financial stability. Bidder must provide proof of ability to handle this project with lines of credit from manufacturer that will allow shipment of product on credit until project is signed for, accepted and completed. No payment will be provided for any equipment installed until the final inspection and acceptance has been approved by the district. • Each bidder must be able to supply local response service. All bidders must state
average response time for normal and emergency calls. • Established in providing products and/or repair service.
• In good financial standing with manufacturers of all products proposed in this bid. • History of installing and providing service on data backup and recovery systems.
• Each bidder must list all areas of the qualifications they are not able to meet and provide an explanation where the qualification was not met.
General Equipment Requirements
• All equipment and materials used shall be standard components, regularly manufactured, regularly utilized in the manufacturer’s system.
• All systems and components shall have been thoroughly tested and proven in actual use. • Equipment of like standards or specification may be substituted in the bid, but must meet
or exceed the specifications listed in the scope of work. If a substitution is made, details specifications should be shown for the equipment.
• Individual components should be itemized as specified on bid format attachment including equipment, software, licenses, and warranties, with a combining total shown for the entire bid package.
Specifications
System Requirements:
1. Backup solution that combines backup and recovery technologies in a single integrated appliance.
• Disk-to-disk (D2D) data protection in an integrated set of appliances that is scalable. • Provides sector/track level data protection that allows restoration of failed systems
without the need to format drives, load OSs and reinstall applications, and recover to new hardware that may not match the original system configuration.
• Full support for true disk-based archiving to provide a level of off-site protection and reliability, and extremely high recovery speed.
Data and Recovery Solution-Invitation to Bid 4 • Application-specific backup technology with support for Microsoft Exchange, Microsoft
SQL servers, Oracle, All Oss, and other applications.
• Electronic Data vaulting for a data protection plan where off-site data storage occurs automatically.
• File level backups used to protect user data at intervals. The ability to restore files, folders and systems to any day in a chosen recovery window.
• Unified interface that cuts administrative time by enabling powerful yet easy to use operation of disaster recovery and business continuity tasks. The intuitive user interface should provide monitoring and management capabilities across not only the entire set of technologies, capabilities, and configurations, but also allow single and multiple unit monitoring and management.
• Encryption technology that offers IT administrators a solution for regulatory and corporate requirements to protect data from unauthorized access and theft. All data remains encrypted until a request is made to restore the data. Encryption should be delivered with unbreakable 256-bit AES encryption or higher with almost no impact on performance.
2. Storage Interface
• Rack Mount units using eSATA directly attached disk array in a RAID6 configuration. • Disk expansion and upgrade options for growth requirements should be able to
accommodate growing technology and infrastructure growth. Scalability will be a necessity for a single system to work with multiple components.
3. Deduplication capabilities, Level, and ratios
• Preferred adaptive deduplication because it is hybrid data reduction technology that combines inline compression with post-processing data deduplication
• Inline compression coupled with post-processing deduplication with all processing off loaded from components being protected.
• Bit-level compression coupled with file-level deduplication, integrated hardware at storage device level and integrated backup, no deduplication across local network. 4. VMware solution
• Support for VADP Licensed ESXi and ESX VMware 3.5 and vSphere 4 backup, archive and disaster recovery capabilities.
• Support for MS SQL and Exchange in a vss-sql server agent. Protection should extend databases and database objects. These versions of SQL Server should be supported using the VSS-based SQL Server Agent:
Microsoft SQL Server 2005 all versions (both 32-bit and 64-bit versions) Microsoft SQL Server 2008 (both 32-bit and 64-bit versions)
Microsoft SQL Server 2008 R2 (both 32-bit and 64-bit versions). • An Exchange agent that will support full and differential backups of mailboxes and
public folders, and priority integrity checks of the Exchange infrastructure, integrated point-in-time recover capabilities, and other features. In addition to recovery found in
Data and Recovery Solution-Invitation to Bid 5 Exchange 2010 and Exchange 2007 with respect to not only soft but also hard deletes, we would also require an option for deeper granular search and restore capabilities. 5. Perform entire system restores or server imaging
• Create system images while the system is running.
• Provide recovery for Microsoft Windows, Linux, Solaris, AIX, and Netware OSs. • Ability to Restore files, folders and systems to any day in a chosen recovery window. • Ability to also restore Oss and Disk Volumes and capture in intervals to protect and
backup.
6. Alternate location replication of backups
• Provide a means to backup data across the network housed in two physical locations. 7. Configuration for Rack mountable appliances
• Primary site appliance with Raid 6 speeds that supports at least 15 TB disk capacity, and on premise data protection
• Secondary site appliance for off-premise with Raid 6 speeds that supports at least 6 TB disk capacity, and on premise data protection
• Rotational archiving devices for primary and secondary sites • 2 TB disk for primary and secondary sites
• Hard side carrying case for both 2 TB disks
• Advanced Exchange Search and item-level recovery for up to 1000 Mailboxes 8. Warranty and Licensing
• Mid-Level service Per-Premise installation
• Support service covering basic hardware, parts-level maintenance, firmware/software upgrades and maintenance
• 3 year overnight replacement • No limit storage or client license
SERVICE AFTER THE SALE
Vendor to supply manufacturer support, as stated in bid, for repairs, local training at no cost, engineering and technical support.
All systems and components shall be provided with the availability of a toll free (U.S. and Canada only) 24 hour technical assistance program (TAP) from the manufacturer. The TAP shall allow for immediate technical assistance for either the dealer/installer or the end user at no charge.
Data and Recovery Solution-Invitation to Bid 6
OCEAN SPRINGS SCHOOL DISTRICT
OCEAN SPRINGS, MISSISSIPPI
Data Backup and Recovery Solution
By submitting this bid we acknowledge and accept all terms and conditions
BID SUBMITTED BY:
__________________________________ __________________________________
Name of Company Date of Bid
__________________________________ __________________________________
Mailing Address of Company Typed Name and Position of Representative
__________________________________ __________________________________
City, State, Zip Code Signature of Representative
__________________________
Telephone Number
__________________________
Total Amount of Bid
OCEAN SPRINGS SCHOOL DISTRICT
OCEAN SPRINGS, MISSISSIPPI
Data and Recovery Solution-Invitation to Bid 7
Data Backup and Recovery Solution Bidding Format
Please itemize individual components as listed with explanation of specifications, pricing of each component, and total for entire bid package
• Backup solution that combines backup and recovery technologies in a single integrated appliance.
• Storage Interface
• Deduplication capabilities, Level, and ratios • VMware solution
• Perform entire system restores or server imaging • Alternate location replication of backups
• Configuration for Rack mountable appliances • Warranty and Licensing
