Launch the media gallery 1 playerRFP: Servers & Operating System
Published: March 5
Responses Due: March 30
Submit bid to: Drexel Board of Education
Server Bid Response
207 S. Fourth Street
Drexel, MO 64742
Purpose
The purpose of this Request for Proposals (RFP) is to evaluate virtual cloud server solutions and in house physical server solutions which provide for the needs of the Drexel School District. This project will replace our aging and soon to be outdated servers and operating system.
Background
The Drexel School District is seeking to replace its antiquated two HP ML150G5 servers and the Windows Server 2008 R2 Operating System. The server machines are approximately ten years old.
General Bidding Instructions and Conditions
1. Bidders must furnish an IRS W-9 form indicating the bidder’s taxpayer identification number, if not already on file with the District. The W-9 must be dated within the current calendar year.
2. Bidders must include all products and services to be purchased in the bid. Identify items by manufacturer and catalog numbers.
3. Bidders may propose more than one system that will fulfill the requirements of this project. Additional proposals must be submitted as alternate bids.
4. Bidders must include specifications and descriptive literature/media for all products proposed.
5. Bidders must be prepared to provide a demonstration of the system they are proposing. The demonstration may be provided by the bidder or by the manufacturer and may be conducted on-site or via webinar. Demonstrations will be scheduled after the bidding period has closed.
6. Bidders are solely responsible for all costs incurred in the preparation of responses to this RFP.
7. To be considered for this project, vendors must submit SEALED bids to Drexel Board of Education, Server Upgrade Bid Response, 207 S. Fourth Street, Drexel, MO 64742, prior to 12:00 p.m. CST on March 30th. The District will reject any bids received after the deadline.
8. Certification of Non-Collusion: The bidder, by offering his/her signature to this proposal, agrees to the following: “Bidder certifies that this bid is made without any previous understanding, agreement, or connection with any person or firm, or corporation making a bid for the same items, and is in all respects fair without outside control, collusion, fraud or otherwise illegal action.”
9. Reservation for Rejection and Awards: The District reserves the right to accept or reject any or all bids or parts of bids, to waive irregularities and technicalities, and to request re-bids on the requested materials. The District also reserves the right to award the contract on such material the District deems will best serve its interests. It further reserves the right to award the contract on a split order basis, lump sum, or individual item basis, or such combination as shall best serve the interests of the District unless otherwise stated. The District also reserves the right to waive minor variations to specifications.
10. All bidders must furnish unit prices with extended totals and the total sum of the bid. In the event of a conflict between unit price and total, the unit prices will be used to determine the successful bidder.
11. Payment: All invoices shall be submitted to the Drexel Board of Education Central Office, 207 S. Fourth St., Drexel, MO 64742. Said invoice shall be due and payable within thirty (30) days following written approval by the proper Department director.
12. Failure to comply in any manner with applicable statutes, ordinances, or codes shall result in said contractor replacing the goods, services and/or work performed in order to effect compliance or in liquidated damages in the amount required to effect compliance with said statutes, ordinances and codes together with any costs associated with collection of said damages. Any building permits must be acquired by the rewarded company.
13. If any bidder is in doubt as to the true meaning of any part of the information provided in this Request for Proposals, he/she may submit a written request for interpretation to Sam Oram, Technology Director, via email: soram@drexelbobcats.net.
Evaluation Criteria
Responses to this RFP will be evaluated based on, but not limited to, the following factors:
· Cost
· Functionality to meet needs
· System growth and expansion
· Ease of use
· Product quality, reliability, and warranty
· Industry reputation
· Service and support resources
Proposal Content
Proposals should include the following items:
· Vendor Overview
· Vendor W-9 Form (dated within the current calendar year)
· Vendor Qualifications
· Vendor Experience implementing the proposed system
· Vendor References
· Proposed Solution (include model numbers of all parts and services to be provided)
· Product Literature/Media
· Responses to Required Questions
Products and Services to be Provided
The major components of this project are detailed below, and vendors responding should be prepared to provide a solution that satisfies these minimum requirements. Vendors will need to include any features, products, and services necessary to complete this project which may have not been listed.
The proposed solution must:
1. Have enough memory storage for current and future operations.
2. Support current and future operating systems.
3. Be able to function with all existing programs and software.
4. Include a setup and migration cost analysis.
5. Include sufficient process speeds and RAM for existing conditions.
6. Utilize the District’s existing data network. All switches are managed HP switches. Racks, switches, and other basic networking equipment shall not be included in the bid.
7. Provide Cloud Server Based, Hybrid alternatives, and In-House server comparisons, cost analysis and, recovery time options.
8. Include Server Brand and Model names associated with your proposed solution
Vendor Questions:
Vendors are required to respond to the following prompts regarding the system they are proposing:
1. Please describe the basic features and functionality of the system.
2. Please describe the differences between the Virtual Server, Physical Server, and Cloud-Based Servers.
3. Please describe any training included or available.
4. Please describe any installation, consulting, or configuration services provided or available, including removal of existing servers.
5. Explain why your proposed solution is the best fit for the District.
6. Provide three references of customers with operations similar to ours that use the equipment being proposed.
