NATIONAL MARITIME SAFETY AUTHORITY
INFORMATION & COMMUNICATION TECHNOLOGY DEPARTMENT
Terms of Reference (ToR)
Supply and implementation of virtualized server infrastructure
&
Disaster Recovery solution
The National Maritime Safety Authority (NMSA) was established by an Act of Parliament in 2003. Its purpose is to regulate the maritime safety standards, coordinate Search and Rescue operations and control marine pollution in PNG waters.
The Authority’s ICT Department provides Information and Communication Technology services and systems that support all NMSA departments and offices throughout the country. The availability and integrity of all data and information systems under ICT department is vital to the daily operations of NMSA.
The Authority is inviting suitably qualified Information and Communication Technology companies to express their interest in supplying and implementing a virtualized server infrastructure and Disaster Recovery Solution for NMSA. The term of engagement will be one (3) months. All EOI must specify their bidding price to undertake this assignment.
1
TASK DESCCIPTION
This project will be accomplished in two phases. Phase I will consist of an initial build out of highly available clustered servers and redundant storage while Phase II will focus on Disaster Recovery.
Project/Task Title: To engage suitably qualified Information and Communication Technology companies to supply and/or implement a virtualized server infrastructure and Disaster Recovery Solution for NMSA. Executing Agent: National Maritime Safety Authority (NMSA)
Implementing Body: ICT Department
Project Sponsor: Executive Manager, Corporate Services
Project Location: NMSA Head Office, Level 2 Pacific MMI Building, Port Moresby Closing Date for Bid: COB 31st October 2014
Commencement Date: 17th November 2014 Project Duration: Three (3) Months
2
PROJECT OBJECTIVE
The objective of the engagement is to implement a virtualised server infrastructure and Disaster Recovery solution.
Server Virtualisation
A robust server infrastructure built on a virtualised platform utilising the most effective, efficient and economically suitable virtualisation technology and hardware.
Disaster Recovery and High Availability
3
STANDARDS AND GUIDANCE
The organisation engaged to provide these services, will be guided by NMSA Act 2003, ITIL, COBIT5, ISO 27000 and other ICT best practices. The organisation is expected to hold with high regard, the integrity, objectivity, independence, professional competence, due care, confidentiality, professional behaviour and technical standards.
4
REQUIREMENTS OF THE SUPPLIER
By accepting the Terms of Reference (TOR), the Supplier confirms that their company meets the following conditions:
Has extensive experience to supply and installation of servers and virtual environments in small to medium businesses;
Has the capacity and capabilities to supply, implement and support product and services; Is fully committed to undertake this engagement in accordance with the scope of work
defined and any instructions issued by the CEO and the Board, where necessary;
Will maintain professional independence through our the duration of the engagement; and The firm must be registered, as required by the provisions of the Companies Act 1997, must be in compliance with the guidelines of the Companies Regulations 1998, the Investment Promotion Act and the Internal Revenue Commission.
5
SCOPE OF WORKS
NMSA has an existing infrastructure which includes hardware and software that could be utilised as well for this project. Technical specifications provided in Addendum include existing setup to be used as a guide for the EOI.
Scope of works for the EOI is as follows:
Phase I:
Supply of server hardware and switches
Supply of virtulaisation, backup and other necessary software Installation and make operable virtualised environment Migrate existing servers and data to the related virtual server Migrate users and domain
Document all systems and provide documentation to NMSA
Retire and decommission old equipment after migration to the virtual server Work with ICT Manager to resolve unplanned issues
All pricing should reflect government and corporate discounts where applicable
Phase II:
Commencement of this phase is dependent on Phase I.
6
DELIVERABLES
Phase I of this EOI is for the supply and installation of:
computer server hardware data storage hardware operating system software virtualisation system software data backup hardware
data backup software
migration of data from old hardware to new as-built documentation of server environment
Phase II of this EOI is for the acquisition and implementation of a:
Disaster Recovery solution which will be a similar to the existing data centre setup at ICT Data Centre, Level 2 Defens Haus, Port Moresby, NCD.
This will include:
computer server hardware operating system software virtualisation system software data backup hardware
data backup software Disaster Recovery Plan
as-built documentation of DR solution
NMSA will consider all available DR solutions: physical setup, hosted setup or a cloud based setup.
7
OUTCOME AND PERFORMANCE STANDARDS
The vendor is expected to produce a complete project checklist, with milestone markers and delivery dates upon starting the project. The vendor should schedule weekly progress meetings for the duration of the project(s).
8
PAYMENT SCHEDULE
The payment terms of the project will be as follows: 30% upon approval of the proposal.
20% when hardware is delivered, installed and virtual services are operational
20% when existing data has been migrated, the project is complete and documentation is delivered and approved by NMSA ICT Department.
9
CONTRACTUAL TERMS AND CONDITIONS
Terms and conditions are requirements that are binding upon the vendor awarded the proposal and form a part of all contract documents and a part of the terms of all purchase orders for items included in the specifications and proposal forms issued herewith. They communicate NMSA’s expectations in regards to the vendor’s performance in connection with any NMSA ICT Department purchase.
a) Negligence: The vendor will be responsible for any mishap or accident during the installation / maintenance of the equipment which may occur due to negligence on the part of the vendor.
b) Insurance: The vendor must show proof of General Liability, Professional Liability and Property Damage insurance. This insurance must be adequate to cover claims for damages caused by the contractor(s) and must remain in force throughout the duration of the project.
c) Purchase Orders: Contracts for purchase will be put into effect by means of a written purchase order executed by NMSA Executive Manager Corporate Services. Any deviations from this must be pre-approved in writing through the NMSA Executive Manager Corporate Services only.
d) Invoices and Payments
a. The vendor shall submit separate invoices on each purchase order as per payment schedule. Invoices must indicate initial Purchase Order number and shall be itemized as per deliverables.
b. Invoices are Mailed to:
Attn: Mrs Lena Korugl, ICT Manager, National Maritime Safety Authority, Level 2
Pacific MMI, P.O Box 668, Port Moresby, NCD
e) Termination: The performance of work under this order may be terminated in whole or in part by the NMSA ICT Department in accordance with this provision. Termination of work hereunder shall be effected to the vendor with a “notice of Termination” specifying the extent to which performance of work under the order is terminated and the date upon which such termination becomes effective.
f) Warranties
Please include written explanation of warranty terms from each manufacturer, software supplier and service vendor(s) this must include any and all time lengths, any extension at no-charge, when the warranty period begins and ends.
g) Vendor Qualification: Vendors must prove their qualifications concerning the following criteria:
a. Financial capabilities;
b. Ability to fulfil and abide by the terms and specifications; c. Quality and stability of products supplied and sources;
d. The vendor must have qualified systems engineers with relevant certifications and qualifications necessary to be able to perform the engagement. Copies of certifications and/or licenses can be provided to support EOI; and
10 ADDENDUM
A. Current Server Environment
Servers
Services Purchased Description/Operating System Memory Hardware Specs
1 DC/DNS/DHCP/WSUS/FILE 2011 Windows Server 2008 R2 Enterprise, 64 Bit 12 GB Dell PowerEdge R710
2 SDC/BACKUP 2011 Windows Server 2008 R2 Enterprise, 64 Bit 6 GB Dell PowerEdge T610
3 SQL 2011 Windows Server 2008 R2 Enterprise, 64 Bit 12 GB Dell PowerEdge R710
4 MAIL 2011 Windows Server 2008 R2 Enterprise, 64 Bit 12 GB Dell PowerEdge R710
5 APPLICATION/SOLARWINDS 2011 Windows Server 2008 R2 Enterprise, 64 Bit 32 GB Dell PowerEdge R710
6 APPLICATION 2011 Windows Server 2008 R2 Standard, 64 Bit 12GB Dell PowerEdge R310
7 APPLICATION/ORACLE DB 2007 Windows Server 2003 R2 Standard Edition 4GB Dell PowerEdge 2950
8 FILE SERVER/ANTI VIRUS 2007 Windows Server 2003 R2 Standard Edition 4GB Dell PowerEdge 2950
9 PRINT 2007 Windows Server 2003 R2 Standard Edition 2GB Dell PowerEdge 2950
10 TERMINAL/PRINT 2007 Windows Server 2003 R2 Standard Edition 4GB Dell PowerEdge 2950
Storage
Dell Power Vault MD3200i – currently being installed
Backup
B. Requirements
The following information should be used to determine the scope of this project and provide pricing for this engagement:
All equipment and material should be new. Used, refurbished or repurposed equipment or material will not be acceptable unless existing NMSA servers can be utilised.
2-3 Dell host servers, or equivalent, suitable for virtualization needs of current servers and any additional in future.
Hyper-V or vSphere virtualization schema with management systems Backup/High Availability Software and Recovery/Failover Plan Microsoft Server 2008 R2 Datacentre licensing for all host
Vendor should:
Furnish and install server hardware, storage, and licensing, with capabilities to handle the virtualization goals as described in document and guided by current servers in data centre (see Addendum A).
Provide all necessary virtualization software components.
C. Others Training
As part of the virtualization implementation NMSA would like to ensure training is provided to key personnel involved in supporting the virtual environment and the use of it features. Following the successful completion of the project, the vendor is required to provide a
minimum of 1 day of training on the proper configuration, daily operation, and maintenance of the system.
The training will be for no more than 4 individuals who work directly for the IT Department. The vendor will provide at minimum 2 copies of all installation, configuration, and/or training materials. This includes any and all materials offered by the vendor deemed to be helpful in the day to day operations of the system.
Maintenance and Support
Following the successful completion of the project, the vendor is required to provide the following support information regarding technical support and other vendor services.
Materials describing the process for reporting a hardware and or software failure in any of the components of the proposed system.
The methods available for contacting tech support (phone, email, website, etc.) including escalation procedures.
Standard warranty and maintenance for each of the components proposed.
Upgrade path for management software and any annual support fee for the software.
Documentation
Following completion of the project, the vendor is required to provide the following documentation regarding the scope of the project:
Written documentation and diagramming of this project. The documentation should consist of the following:
o DETAILED TECHNICAL REPORT. A document developed for the use of PUSD's technical staff which discusses: the scope, approaches employed, diagram of topography, deviations from original plan, etc.
o EXECUTIVE SUMMARY REPORT. A document developed to summarize the scope, approach, and results, in a manner suitable for senior management.
Cost
All items should be grouped in the following categories: Hardware
Software and Licenses
