IEDMONTUNIFIEDSCHOOLDISTRICT

TechnologyModernization:ServerVirtualization RFPNO.031213 PreparedMay6,2013 Proposalsdueby2:00pm5/29/13 Proprietaryandconfidential

REQUESTFORPROPOSAL
PiedmontUnifiedSchoolDistrictisrequestingProposalsforaaserver infrastructurerefreshwithvirtualizationtechnology.

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TableofContents
IntroductionandBackground Administrative TECHNICALCONTACT CONTRACTUALCONTACT DUEDATES SCHEDULEOFEVENTS GuidelinesforProposalPreparation PROPOSALSUBMISSION DetailedResponseRequirements EXECUTIVESUMMARY DELIVERABLES DETAILEDANDITEMIZEDPRICING REFERENCES COMPANYOVERVIEW EvaluationFactorsforAward CRITERIA ScopeofWork 1.0REQUIREMENTS 2.0Training 3.0MaintenanceandSupport 4.0Documentation 5.0Cost ExhibitA

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IntroductionandBackground
ThePiedmontUnifiedSchoolDistrict(PUSD)isrequestingProposalsforthepurposeofmodernizingits technologyinfrastructure. TheintentionofthisRFPistoinviteprospectivevendorstosubmitaproposaltosupplyacompleteserver virtualizationsolutiontoPiedmontUnifiedSchoolDistrict,includingservers,storageareanetwork,backup solution,relatedhardware,software,professionalservices,trainingandprojectmanagement..ThisRFP providesvendorswiththerelevantoperational,performance,application,andarchitecturalrequirementsof thesystem. ThescopeofthisRFPwillcovervirtualizingtheserverinfrastructureinthe6schooldistrict,including servers,storagearenetwork,backupsolution,relatedahrdware,software,professionalservices,training, anddocumentation.PiedmontUnifiedSchoolDistrict(PUSD)isapublick12schooldistrictintheEast Baythatservesaround2,500studentsandhasabout400staff.Itismadeupof6schoolsandonedistrict office.ThedistrictutilizesWindowsServersoftwareandActiveDirectoryandhasDellservers.Thereare novirtualmachinesinuse.Goalsforthisprojectincluderemovingdependencyonhardware,consolidation, centralizedmanagement,andhighavailability. CurrentlyPUSDusesamixofWindows2003and2008amixoftowerandrackmountformfactorsinan activedirectoryenvironment.Backupproceduresuseamixtureofexternalharddisks,backupservers,disk spaceonaNAS,andmultiplebackupapplications.SeeExhibitAforalistofservers,diskspaceand servicesrunning. Theremainderofthisdocumentprovidesadditionalinformationthatwillallowaserviceproviderto understandthescopeoftheeffortanddevelopaproposal. AllinformationprovidedbyPUSDinthisRFPisofferedingoodfaith.Individualitemsaresubjecttochange atanytime.PUSDmakesnocertificationthatanyitemiswithouterror.PUSDisnotresponsibleorliable foranyuseoftheinformationorforanyclaimsassertedtherefrom. TheDistrictsawardofcontract,ifatall,willbemadeinaccordancewithPublicContractCodesection 20118.2andwillbebasedontheDistrictsunderstandingoftheRespondentsrespectiveskills,experience, proposedpriceandqualificationsandoverallthoroughnessoftheproposalsandresponsivenesstotheRFP andduringtheRFPprocess.

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Administrative
TECHNICALCONTACT
AnyquestionsconcerningtechnicalspecificationsorStatementofWork(SOW)requirementsmustbe directedto:

Name Address FAX Email Question Subject

StephanieGriffin 740MagnoliaAve,PiedmontCA,94611 5105953523 sgriffin@piedmont.k12.ca.us "ServerVirtualizationQuestion"

CONTRACTUALCONTACT
Anyquestionsregardingcontractualtermsandconditionsorproposalformatmustbedirectedto: Name Address Email MichaelBrady 760MagnoliaAve,PiedmontCA94611 mbrady@piedmont.k12.ca.us

DUEDATES
Allproposalsaredueby2:00pmon05/29/2013.Anyproposalreceivedatthedesignatedlocationafterthe requiredtimeanddatespecifiedforreceiptshallbeconsideredlateandnonresponsive.Anylateproposals willnotbeevaluatedforaward. 1. 2. 3. 4. ThisRFPwillbepostedtothePUSD(http://www.piedmont.k12.ca.us/?p=3753).Anyadditionsor correctionswillbeaddressedintheformofaddendapostedtothesamelocationonthewebsite. Responsestoallquestionswillbemadeby5/21/2013andwillbepostedonthedistrictwebsite. Itistheresponsibilityoftheprospectivebiddertocheckthewebsiteforupdatesoraddenda. Youmustprovideoneoriginalandtwocopiesofyourproposal(3total).Youmustalsoprovideone digitalcopy(CDorflashdrive)ofyourproposal.

SCHEDULEOFEVENTS
1.RFPDistributiontoVendors 2.Walkthroughofsiteoptional 3.QuestionsDue 4.ProposalDueDate 5.TargetDateforReviewofProposals 6.Anticipateddecisionandselectionof Vendor(s) 7.Anticipatedcommencementdateofwork 5/8/2013 5/16/2013 5/21/2013 5/29/2013 5/29/2013 June2013 July2013

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GuidelinesforProposalPreparation
PROPOSALSUBMISSION
AwardofthecontractresultingfromthisRFPwillbebaseduponthevendor(s)whoseresponse,inthe districtssolejudgment,representsthebestvalueconsideringprogramneeds,technicalissues,costand otherfactors. PUSDreservestherightto:

RejectanyoralloffersanddiscontinuethisRFPprocesswithoutobligationorliabilitytoany potentialVendor, Acceptotherthanthelowestpricedoffer, Requestthatsomeoralloftherespondentssubmitadditionalwritteninformation, Negotiatethetermsandconditionsofanycontractforservicesthatmayhereafterbeletbythe District, Awardacontractonthebasisofinitialoffersreceived,withoutdiscussionsorrequestsforbestand finaloffers,and Awardmorethanonecontract.

Vendor'sproposalshallbesubmittedinseveralpartsassetforthbelow.TheVendorwillconfineits submissiontothosematterssufficienttodefineitsproposalandtoprovideanadequatebasisforthe district'sevaluationoftheVendorsproposal. Inordertoaddresstheneedsofthisprocurement,PUSDwelcomesVendorstoworkcooperativelyin presentingintegratedsolutions.Vendorteamarrangementsmaybedesirabletoenablethecompanies involvedtocomplementeachother'suniquecapabilities,whileofferingthebestcombinationofperformance, cost,anddeliveryunderthisRFP.PUSDwillrecognizetheintegrityandvalidityofVendorteam arrangementsprovidedthat:

Thearrangementsareidentifiedandrelationshipsarefullydisclosed,and AprimeVendorisdesignatedthatwillbefullyresponsibleforallcontractperformance.

VendorsproposalinresponsetothisRFPwillbeincorporatedintothefinalagreementbetweenPUSDand theselectedVendor(s).Thesubmittedproposalsaresuggestedtoincludeeachofthefollowingsections:

1. 2. 3. 4. 5. 6.

ExecutiveSummary Deliverables DetailedandItemizedPricing Exclusions References CompanyOverview

Thedetailsforeachoftheabovementionedsectionsareoutlinedbelow.

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DetailedResponseRequirements
EXECUTIVESUMMARY
ThissectionwillpresentabriefhighlevelsynopsisoftheVendorsresponsestotheRFP.TheExecutive Summaryshouldbeabriefoverviewoftheengagement,andshouldidentifythemainfeaturesandbenefits oftheproposedwork.Ifdesired,detailsonscope,approachormethodologymaybeincluded.

DELIVERABLES
Includedescriptionsofmaterialstobeused,andotherdeliverables.

DETAILEDANDITEMIZEDPRICING
Includeafeebreakdownincludinglabor,materials,andanytravelexpenses. EXCLUSIONS Exclusionsand/orexceptionstoRFPandcontracttermsandconditions

REFERENCES
Providethreecurrentcorporatereferencesforwhichyouhaveperformedsimilarwork.

COMPANYOVERVIEW
Providethefollowingforyourcompany: Officialregisteredname(Corporate,D.B.A.,Partnership,etc.),address,maintelephonenumber, tollfreenumbers,andfacsimilenumbers. Keycontactname,title,address(ifdifferentfromaboveaddress),directtelephoneandfax numbers. PersonauthorizedtocontractuallybindtheorganizationforanyproposalagainstthisRFP. Briefhistory,includingyearestablishedandnumberofyearsyourcompanyhasbeenofferingthe serviceoftheproposal. Identifyanysubcontractorsorvendorrelationships

EvaluationFactorsforAward
CRITERIA
AnyawardtobemadepursuanttothisRFPwillbebasedupontheproposalwithappropriateconsideration giventocost,operational,technicalandmanagementrequirements,offeringthebestvalue. Thefollowingelementswillbetheprimaryconsiderationsinevaluatingallsubmittedproposalsandinthe

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selectionofaVendororVendors:

1. Completionofproposal. 2. TheextenttowhichVendorsproposedsolutionfulfillsPUSD'sstatedrequirementsassetoutinthis
RFP.

3. AnassessmentoftheVendorsabilitytodelivertheindicatedserviceinaccordancewiththe
specificationssetoutinthisRFP.

4. TheVendorsstability,experiences,andrecordofpastperformanceindeliveringsuchservices. 5. AvailabilityofsufficienthighqualityVendorpersonnelwiththerequiredskillsandexperienceforthe
specificapproachproposed. 6. OverallcostofVendorsproposal. 7. Availabilityandcommitmenttocompletiondate 8. Acceptanceofcontractterms.

ScopeofWork
1.0REQUIREMENTS
Thefollowinginformationshouldbeusedtodeterminethescopeofthisprojectandprovidepricingforthis engagement: Allequipmentandmaterialshouldbenew.Used,refurbishedorrepurposedequipmentormaterial willnotbeacceptable. Dellservers,orequivalent,suitableforvirtualizationneedsdescribedintheintroductionand background. ethernetSANstoragedevice virtualizationsoftwareandlicensing backupsoftwareandlicensing microsoftserversoftwareasneeded

Vendorshould: 1. furnishandinstallserverhardware,storage,andlicensing,withcapabilitiestohandleVMware virtualizationgoalsasdescribedinIntroductionandBackgroundofcurrentserversindatacenter (seeExhibitA). furnishandinstallserverhardware,storageandlicensingtovirtualizeserversatremotelocationsat BeachSchool(1)andHavensSchool(1)sites. provideallnecessaryVMwaresoftwarecomponents. providesufficientprofessionalservicestocompletelyestablishthevirtualenvironment performvirtualizationofcurrentserversasappropriate. implementastablestoragesystemlargeenoughforVManddiskbackupthatprovidesredundancy forVM's implementbackuppolicyandscheme,includinganynecessaryhardwareorlicensingcosts. implementDFS,RADIUSandprintserver

2. 3. 4. 5. 6. 7. 8.

2.0Training
AspartofthevirtualizationimplementationPUSDwouldliketoensuretrainingisprovidedtokeypersonnel involvedinsupportingthevirtualenvironmentandtheuseofitfeatures. 1. Followingthesuccessfulcompletionoftheproject,thevendorisrequiredtoprovideaminimumof1 dayoftrainingontheproperconfiguration,dailyoperation,andmaintenanceofthesystem. 2. Thetrainingwillbefornomorethan4individualswhoworkdirectlyfortheITDepartment.The
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vendorwillprovideatminimum2copiesofallinstallation,configuration,and/ortrainingmaterials. Thisincludesanyandallmaterialsofferedbythevendordeemedtobehelpfulinthedaytoday operationsofthesystem.

3.0MaintenanceandSupport
Followingthesuccessfulcompletionoftheproject,thevendorisrequiredtoprovidethefollowingsupport informationregardingtechnicalsupportandothervendorservices. 1. Materialsdescribingtheprocessforreportingahardwareandorsoftwarefailureinanyofthe componentsoftheproposedsystem. 2. Themethodsavailableforcontactingtechsupport(phone,email,website,etc.)includingescalation procedures. 3. Standardwarrantyandmaintenanceforeachofthecomponentsproposed. 4. Upgradepathformanagementsoftwareandanyannualsupportfeeforthesoftware.

4.0Documentation
Followingcompletionoftheproject,thevendorisrequiredtoprovidethefollowingdocumentationregarding thescopeoftheproject: 1. writtendocumentationanddiagrammingofthisproject.Thedocumentationshouldconsistofthe following: a. DETAILEDTECHNICALREPORT.AdocumentdevelopedfortheuseofPUSD'stechnical staffwhichdiscusses:thescope,approachesemployed,diagramoftopography,deviations fromoriginalplan,etc. b. EXECUTIVESUMMARYREPORT.Adocumentdevelopedtosummarizethescope, approach,andresults,inamannersuitableforseniormanagement.

5.0Cost
Allitemsshouldbegroupedinthefollowingcategories: 1. Hardware 2. SoftwareandLicenses 3. ProfessionalServices 4. Maintenance&Support(ifany) EachitemmustbeitemizeddetailingitsDescription,UnitCostandQuantity.

ExhibitA
currentPCserverlistwithstorageused

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