Department of Finance 515 North Avenue New Rochelle, NY 10801
Tel (914)650-2063 Fax (914) 654-2344 Writer's Tel (914) 654-2353
Tracy Yogman, CPA Commissioner
Mark Zulli Deputy Commissioner
City of New Rochelle New York REQUEST FOR PROPOSAL Specification No. 5140 VMware ESXI Upgrade and Installation 1) INTENT The City of New Rochelle is soliciting proposals from qualified computer service providers to replace the City of New Rochelle’s current HP Servers in our VMware Server environment. This project will involve building a parallel environment with new Servers attached to our current SAN environment/equipment located in the City Hall Building (515 North Ave) and the Police Department Building (475 North Ave) with an upgraded VMWare ESXI environment as outlined below. The City desires to begin installation no later than 12/1/16 and be completed by 12/20/16 2) PROPOSAL DUE DATE Proposals will be accepted up until 3:00 pm on November 8, 2016 in the Purchasing Office, City of New Rochelle, City Hall, 515 North Avenue, New Rochelle, New York 10801 and should be mailed to the attention of Mark Zulli, Deputy Finance Commissioner. Please include Spec. #5140 on your proposal envelope. 3) SITE TOUR A site tour will be conducted on Wednesday October 19, 2016 meeting in the Information Systems Office at 10:00am. Although not mandatory, participation in the site tour is strongly recommended. Please contact Peter Campone, Director of Information Systems via email at [email protected]
to confirm your participation in the proposal process. 4) PRE-PROPOSAL QUESTIONS All questions must be submitted in writing via e-mail to [email protected]
no later than October 25, 2016 at 3:00pm.
All questions and answers will be posted on the City’s website no later than 12 noon Friday, October 28, 2016. It shall be the vendors responsibility to check the website; we will not be sending emails to each proposer. The City reserves the right to amend the RFP based on questions and issues raised at any time prior to the RFP submission deadline. 5) GENERAL INFORMATION The basic architecture is a three-host cluster in City Hall on ESXI 5.1 and three-host cluster in Police Department running ESXI 5.5 with a HP Left Hand SAN stretched with two nodes. One node in each location. 6) SCOPE OF WORK This project will involve building a parallel environment with new Servers attached to our current SAN environment in our City Hall and Police Department locations with an upgraded ESXI environment as outlined but not limited to the description below:
Build, Register, Update and burn in all Servers Build two new three-host clusters, one in City Hall and one in Police Department, and attach them to existing SANS. All connectivity will be based on 10GB links along with 1GB links Update SAN connection to iSCSI network from current 1GB links to 10GB links Update all Cisco Catalyst with new Network configuration Provide vMotion Migration capability from the current 5.1 and 5.5 Hosts to the new 6.0 Hosts Test migrations with specific VMs with the staff Provide technical knowledge transfer for new system Provide environment for staff to acclimate themselves to the new environment In a non-critical production build. Vendor is to work with staff to migrate selected VMs Vendor must provide full documentation Provide Hardware, Software and installation cost proposals for an upgraded VMWare ESXI environment and integration into an existing solution as outlined. Vendors must provide implementation strategies and pricing that fits in the guidelines as outlined below:
Vendor must provide documentation on service methodology and support of the new VMWare, Server environment, and solution as described.
Project Management and a VMWare Certified Engineering Team must be assigned to work with the City of New Rochelle to determine the installation layout, design, and features needed for project completion.
The New equipment will be installed in the New Rochelle City Hall and the Police Department locations.
Vendor will provide Administration Training on all equipment and software. Vendor will also provide training documents for the City.
Vendor will provide support on site the day of system cutover.
Vendor will include a quote for a 5 year support option. Five Year of 24x7x4 hardware service will be included for the VMWare ESXI environment
Vendor will include detailed quotes broken down in deliverables and time tables based on the Scope of work outlined. This could include but not limited to Installation, Programing, and any Database collection, Project management and training needed.
The City will have the option to call Vendor for 30 days after install for all Service Calls. Vendors may have the capabilities to access the City’s System Remotely and Onsite 24x7x4. Vendor will have capabilities to provide onsite services via Vendor Technical Services if needed. Vendor will trouble-shoot all service issues through to resolution
7) HARDWARE / SOFTWARE REQUIREMENTS Attached here to as Exhibit B are the Hardware / Software recommendation requirements but may or may not be not limited to all that is needed to complete the outlined project. It shall be the vendors responsibility to include and list any and all other items that may be required to completely and accurately run the system. The hardware / software requirements listed below are the guidelines and can be subject to modifications and or additions. Any changes, additions or deletions to the attached hardware, software, or service requirement must be detailed and fully explained in your proposal response. Your proposal must include all components necessary to complete the project and delivery a “turnkey” system. 8) PAYMENT TERMS Payment shall be made upon submission of an invoice accompanied by a completed City of New Rochelle Standard Claim Form upon delivery/acceptance of system as stated herein. OPTIONAL PAYMENT TERMS Please provide a price based on any optional payment plan offered. Should you choose to offer optional terms, a comprehensive description of the payment terms offered must be included in your proposal response. This City will hold a 10% retainer (based on the total cost) upon completion of the project which will be released upon final acceptance of the system.
9) PROPOSAL FORMAT Your proposal should include the following and clearly label all sections to coincide with the RFP: a) Detailed information on how the firm meets the qualifications and Scope of Work requirements as detailed herein. b) Name and resumes of principals and associates to be assigned to this project. c) A completed and signed Exhibit A attached hereto. d) Cost Proposal Section which must completely describe the solution being offered and address all the requirements of this RFP. This must include a breakdown of pricing for Hardware, software, and Maintenance / Support Coverage in a onetime purchase. e) Provide one (1) original and Three (3) copies of your proposal response. f) Proposal must remain valid for ninety (90) days. The vendor must show the capability of fully meeting the requirements. Proposal must completely describe the solution being offered and address all the requirements of this RFP. 10) BID DEPOSIT Your bid response must include a bid deposit in the amount equal to 3% of your total bid amount. 11) BOND REQUIREMENTS The contractor, upon notice of award, must furnish a Performance Bond in an amount equal to 100% of the awarded contract. 12) AWARD CRITERIA The City of New Rochelle reserves the right to award the contract generated from this RFP to the respondents who present proposals that best meets the specifications as listed herein and represents the most beneficial procurement as determined by the City. The City reserves the right to waive any minor deviation in proposal responses received when such waiver is in the best interests of the City, and reserves the right to modify any requirements, terms or conditions as outlined in this request for proposal (RFP) when such modification(s) is in the best interests of the City. Proposals will only be accepted from thoroughly competent, experienced and financially qualified individuals or entities as determined solely by the City of New Rochelle. Respondents are responsible for submission of accurate, adequate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the bidder and shall be grounds for bid rejection. This document is not an offer to contract but is an RFP as defined herein, to satisfy specific user requirements of the City of New Rochelle. Neither the issuance of the RFP, preparation and submission of a response, nor the subsequent receipt and evaluation of any response by the City of New Rochelle, will commit the City to award a 4
contract to any vendor even if all of the user requirements in the RFP are met. The City may modify these requirements in whole or in part and/or seek additional vendors to submit quotations. Only the execution of a written contract will obligate the City in accordance with the terms and conditions contained in such contract. Proposals will be but not limited to evaluations and scores based on the following criteria: A. Experience and Qualifications of the Proposer (maximum 60 pts) Consideration will be given to the qualified computer service providers demonstrating strong capabilities, experience and reputation in undertakings similar to those described in this RFP. Similar experience and working relationships will be considered and will be understood to include providing similar services to the City and major public and private sector corporations. B. Proposal Completion (maximum 20 points) Proposal responses will be evaluated on completeness, clarity/accuracy of the information requested, and proposal presentation. C. Financial Terms (maximum 20 points) Consideration will be given to proposals that present the most cost efficient terms to the City over the term of the contract. 13) LIABILITY REQUIREMMENTS The successful bidder shall supply and maintain insurance which defends, indemnifies and holds harmless the City of New Rochelle, its officers, employees and agents from and against any and all liability, damage claims, demands, costs, judgments, fees, attorney’s fees or loss arising directly out of acts or omissions hereunder by the contractor or third party under the direction or control of the contractor. The successful bidder must furnish the City with Certificate of Insurance prior to commencement of work. The successful bidder must furnish the City with Certificates of Insurance and Endorsement prior to commencement of work. The required coverage shall not be less than the following to include hired auto: Workers Compensation NY State Disability General Liability Automobile Liability
Statuary Requirements Statuary Requirements $2,000,000 $1,000,000
INSURANCE CERTIFICATES SHALL NAME THE CITY OF NEW ROCHELLE AS ADDITIONAL INSURED PARTY AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY OTHER INSURANCE COVERAGE HELD BY THE CITY “The City of New Rochelle is named as an additional insured party for all general and excess liability coverage based on the contractual liability of the named insured. Such
general and excess liability coverage shall be primary to any other coverage carried by the City of New Rochelle with respects to acts or omissions of the named insured.” It is intended by the parties hereto that the general and excess liability insurance provided by the contractor shall be primary to any other coverage carried by the City of New Rochelle with respect to liability coverage arising out of any act or omissions by the contractor. The City of New Rochelle will be named as an additional insured. Nothing contained herein shall be construed as making said general and excess liability insurance primary insurance for acts or omissions of the City of New Rochelle.” 14) NEW YORK LAW AND VENUE The agreement arrived at from this solicitation shall be construed under the laws of the State of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract shall be brought in the Supreme Court of the State of New York, Westchester County. The City requires contractors which are not incorporated in the State of New York to produce a Certificate to Do Business in the State of New York from the New York Secretary of State prior to executing their contract with the City. Awarded bidder shall provide said certificate of required. 15) IRAN DIVESTMENT ACT By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law. 16) LABOR LAWS The awarded vendor will be required to comply with all applicable laws, including, but not limited to, Labor Laws, Prevailing Wage Rates, and Workers Compensation. 17) CITY CONTACT PERSON If there are any questions concerning this Request for Proposal, please contact Peter Campone, Information Systems Director at 914-654-2041
EXHIBIT A: REQUEST FOR PROPOSAL SPECIFICATION #5140 All terms, conditions and requirements as set forth in this Request for Proposal are acceptable as specified therein. Yes______ No______ If "NO", please provide a detailed description and/or explanation of any deviation in your proposal from the specification detailed in the Request for Proposal with your proposal response. By submission of this proposal, each bidder, and each person signing on behalf of any bidder, and in the case of a joint bid, each party thereto as to its own organization, under penalty of perjury, certifies that to the best of its knowledge and belief: A. the prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor; and B. unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.
The bidder certifies that this proposal is made without any connection with any other person making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof. As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Proposal Spec. #5140 except as identified. Company Name and Address and Tax ID # __________________________________________________ ______________________________________________________________________ __________________________________ Signature
__________________________________ Name & Title
_____________________ Phone Number
EXHIBIT B: Hardware / Software recommended requirements but may or may not be limited to all that is needed QTY Model # Product Description Support For Unit Cost Extended Cost
HP DL380 Gen9 8SFF CTO Server U.S. - English localization HPE DL380 Gen9 E5-2650v4 2.2Ghz 12Core FIO Kit HPE DL380 Gen9 E5-2650v4 Kit 2.2Ghz 12Core Factory integrated HPE 16GB 1Rx4 PC4-2400T-R Kit Factory integrated HP 300GB 12G SAS 15K 2.5in SC ENT HDD Factory integrated HP Ethernet 10Gb 2P 560FLR-SFP+ Adptr Factory integrated HP Smart Array P440ar/2G FIO Controller HP 2U SFF Easy Install Rail Kit Factory integrated HPE 800W FS Plat Ht Plg Pwr Supply Kit Factory integrated HPE iLO Adv incl 3yr TSU 1-Svr Lic Factory integrated HPE 3Y Foundation Care 24x7 Service HPE DL380 Gen9 Support for 719064-B21 (6) Network cable - LC multi-mode (M) to LC multi-mode (M) 16.4 ft - fiber optic - 50 / 125 micron - OM3 HPE - SFP+ transceiver module - 10 Gigabit Ethernet 10GBase-SR - LC multi-mode - up to 984 ft
6 719064-B21 6 719064-B21#ABA 6 817943-L21 6 817943-B21 6 96 96 12 12 6 6 6 6 6 12 12 6 6 1
817943-B21#0D1 805349-B21 805349-B21#0D1 759208-B21 759208-B21#0D1 665243-B21 665243-B21#0D1 749974-B21 733660-B21 733660-B21#0D1 720479-B21 720479-B21#0D1 BD505A BD505A#0D1 H7J34A3 H7J34A3#TT3