Virtual Server Cluster & San Expansion Request for ProposalsREQUEST FOR PROPOSALS (RFPs)
FOR
VIRTUAL SERVER CLUSTER & SAN EXPANSION
INFORMATION AND INSTRUCTIONS TO SUBMITTERS
I GENERAL INFORMATION
1.1 Pursuant to the authority granted to it under MCA Title 7, Chapter 5, Part 43, the City of
Kalispell is soliciting proposals for services and/or materials for a new VMWARE cluster,
cluster server hardware, a flash pool for the existing SAN and professional services to provide
such services and or materials for the City of Kalispell.
1.2 The Proposal must be received by the City Clerk at (PO Box 1997, 59903) 201 First
Avenue East, Kalispell, Montana, by 5:00 p.m. local time, on October 26, 2017.
1.3 General questions pertaining to the project should be directed to Erika Billiet, at 406-758-
7751 or itgkali spell. com.
1.4 The City of Kalispell shall not be held responsible for any oral instructions. Any changes to
this Request for Proposals (RFP) will be in the form of an addendum, which will be furnished to
all registered RFP holders.
1.5 The City of Kalispell reserves the right to reject any or all Proposals, to waive any
informality or irregularity in any Proposal received, and to be the sole judge of the merits of the
respective Proposals received.
2 - ANTICIPATED SCOPE OF WORK
After being selected, the successful Vendor will execute an agreement with the City to provide
services and/or materials to fulfill the following scope of work:
The awarded offeror will create a new VMWARE Cluster using vSphere Essentials 6.5.x and
vCenter for essentials replacing 2 physical windows servers. The new Cluster will be fully
configured and high availability setup.
The City of Kalispell currently has an MD3220i SAN for the Storage Area Network. The
existing SAN will require 7 additional Dell 48OGB Read Intensive SSD's for the ESRI system
and storage for the virtual machines. The storage area network will need to be reconfigured so
the storage can be presented to the new VMWARE Cluster that will be created.
The awarded offeror will be responsible for creating a vCenter server to manage the new cluster
and create 3x vSphere 6.5.x hosts on 3 new Dell PowerEdge servers. The offeror will provide
using the City of Kalispell's existing VMWARE Essentials Plus Essentials licenses and existing
Cisco switches. In addition, the awarded offeror will be responsible to convert all the physical
servers to virtual servers on the vSphere 6.5.x hosts. All existing data on the physical hosts must
be moved to the MD3220i. The ESRI data must be moved to the new flash pool that is to be
created.
All professional services will be done during City Hall non -working hours. Detailed staff
training on the new systems (servers, storage, storage area networking and VMWARE) must be
given as well.
All transfer speeds must be based on 1Gbe rather than IOGbe.
Although the City of Kalispell has VMWARE trained staff moving to the virtualized
environment is new to the staff. Onsite professional services and onsite training is essential.
The Project requires VMWARE Setup, Configuration, Cluster & High Availability Setup, with
Knowledge Transfer Onsite and Remote Support.
Current Environment:
Current SAN: Dell MD3220i with 12 open drive bays
Current Existing Physical Servers:
Existing server 1: Domain controller, DNS Server, File Share and Print Server
Existing server 2: ESRI ArcGIS Server and Cityworks Server
Current Applications of Physical Servers:
Existing server 1: Domain controller, DNS Server, File Share and Print Server
Existing server 2: ESRI ArcGIS for Server, Cityworks Server and File Server for large map files
Current Storage of Physical Servers/Non SAN:
Existing server 1:
• Allocated: 135 GB for C, 111 GB used
• Allocated: 1.08 TB for D, 351 GB free (file shares, user profiles, department shares)
Existing server 2:
• Allocated: 135 GB for C, 81.1 GB used
• Allocated: 1630 GB for E, 500 GB used (ArcGIS for Server app, Cityworks application,
File share for maps, Large format scanner shared folder)
Current OS Versions:
Existing server 1: 2012 Standard SP2
Existing server 2: 2012 Standard SP2
Current Switches the SAN is connected to:
Dell MD3220i's two controllers are connected to Cisco Catalyst 3560X-V06 switches (2
switches)
Considerations and best practices for Virtual environments must be followed for the ArcGIS for
Server Enterprise and Domain Controller systems that will be virtualized.
SAN Requirements/Storage Specifications:
Installation, Setup, Configuration and Training of Storage Pools required. Must be procured
from Dell
Minimum Specifications: Attached in Exhibit A
Physical Server Specifications:
Minimum Specifications: Attached in Exhibit A
3 - PROPOSAL SELECTION CRITERIA
3.1 The Proposal will be selected through the following selection process. Firms interested in
providing the above described scope of services to the City of Kalispell must submit a Proposal
that addresses the following evaluation criteria. Applicants are encouraged to organize their
submissions in such a way as to follow the general evaluation criteria listed below. Information
included within the RFP may be used to evaluate your firm as part of any criteria regardless of
where that information is found within the RFP. Information obtained from the RFP and from
any other relevant source may be used in the evaluation and selection process.
3.2 Cover Letter (1-page) containing at a minimum: Company name, contact name, address, fax
number, and email address.
3.3 Qualifications Criteria
3.3.1 General Information
Description of company
Legal company organization; organization chart with names
List of applicable Montana licenses
3.3.2 Relevant Company Experience
a. Applicant's overall reputation, service capabilities and quality as it relates to this
Proposal.
b. Referrals and references from other local governments or other clients with similar
needs.
c. List and describe any litigation; arbitration; claims filed by your firm against any other
jurisdiction as a result of a contract dispute; any contract or negligence claims filed
against your company; premature termination from a services agreement.
d. Applicant's capacity and intent to proceed without delay if selected.
3.3.3 Company Qualifications
a. Describe the company's history in the industry. Provide resumes of key personnel in
Appendix A. List professional continuing education.
b. Briefly describe certifications and licensure held by the company in the state of
Montana.
3.3.4 Contract Understanding and Approach
a. Describe your understanding of the scope of work and the particular expertise your
company has in this area of work.
b. Identify and discuss any potential difficult issues your company may face in providing
services within Flathead County.
c. Identify and discuss methods to mitigate these difficulties.
3.3.5 Approach to Contract Management
a. Describe your company's approach in initiating and establishing the service that meet
the needs and requirements of the City.
b. Describe systems used for planning, scheduling, estimating and managing manpower
requirements.
c. Describe the firm's experience in maintaining training and certifications of personnel.
3.3.6 Proposal for Project
a. Provide a work schedule with beginning and ending times that meet the scope criteria.
b. Provide a full schedule of proposed work methods that meet the scope criteria.
c. Provide a full schedule of costs for each component of the work scope.
3.3.7 Other Factors
a. Current contracts and ability to proceed promptly.
b. Willingness to abide by the City's needs and requirements with few or no objections or
changes.
c. Relevant factors impacting the quality and value of service.
d.The selected offeror personnel sign will sign a Non -Disclosure Agreement with the
City.
4 - SUBMITTAL REQUIREMENTS
4.1 The Proposal shall include a one -page cover letter plus a maximum of fifteen (15) pages to
address the RFP criteria specified in Section 3 (excluding resumes). Table of Contents and
section divider pages do not count towards the total page count.
4.2 Five copies of the Proposal must be submitted to the City Clerk at (PO Box 1997, 59903)
201 First Avenue East, Kalispell, Montana, 59901 by 5 p.m. local time, October 26, 2017.
4.3 Failure to comply with the following criteria may be grounds for disqualification:
Receipt of submittal by the specific cut-off date and time.
The number of originals and/or copies of the submittal specified.
Adherence to maximum page requirements.
4.4 Adherence to the maximum page criteria is critical; each page side (maximum 8 1/2" x 11")
with criteria information will be counted. Pages that have photos, charts and graphs will be
counted towards the maximum number of pages.
5 - SELECTION PROCESS AND SCHEDULE
5.1 A 5-member Project Evaluation Committee will evaluate each Proposal according to the
above criteria and may select up to three finalists that will be Short Listed for the contract. If
interviews are determined to be desirable, the Short List firms will meet with the Project
Evaluation Committee for interviews. The purpose of the interview will be to expand on the
information provided in the Proposal, not to repeat information already provided. Those firms
selected for the Short List will be provided additional instruction by the City. Those firms not
selected for further consideration will be notified.
5.2 The following tentative schedule has been prepared for this project. Firms interested in this
project must be available on the interview meeting date.
Proposals due: [5 p.m., Mountain Daylight time, October 26, 2017]
Firms notified for interview: TBD
Interviews: TBD
5.3 Following the interviews, the Project Evaluation Committee will rank each Short List firm of
this RFP. Consideration will be given to both the written Proposals and any oral presentations or
interviews. No other factors or criteria will be used in the qualification ranking.
5.4 The highest ranked firm with which an agreement can be reached will be recommended to
the City Manager and City Council for contract award.
5.5 Requests for debriefings or selection decisions shall be made in writing to the City. All
information submitted by firms and related Project Evaluation Committee evaluations and
rankings shall be considered confidential until after contract execution and award by the City
Council.
5.6 The City will enter a contract upon selection of the firm for the project to be submitted to the
City Council for approval. A template of the proposed contract with the City will be provided to
the Proposers upon request. If the selected firm determines not to enter into a contract with the
City, the City may then contact the second or third highest ranked team until a contract is
executed, or may decide to terminate the selection process.
Publish Dates: Sunday, October 8, 2017 and Sunday, October 15, 2017
Exhibit A
VM Cluster Server Hardware Requirements
Quantity 3 Physical Servers: Dell PowerEdge R640
Dell PowerEdge R640 PowerEdge R640 PowerEdge R640 Server 1 [210-AKWU]
Trusted Platform Module Trusted Platform Module 2.0 1 [461-AAEM]
Chassis Configuration 2.5" Chassis with up to 8 Hard Drives and 3PCIe slots, SATA (No PERC)
1 [321-BCYJ]
Shipping PowerEdge R640 Shipping 1 [340-BKNE]
Shipping Material PowerEdge R640 x8 Drive Shipping Material 1 [343-BBEV]
Processor Intel® Xeon® Gold 5118 2.3G, 12C/24T, 10.4GT/s 2UPI, 16M Cache, Turbo, HT
(105W) DDR4-24001 [338-BLUW]
Additional Processor Intel® Xeon® Gold 5118 2.3G, 12C/24T, 10.4GT/s 2UPI, 16M Cache,
Turbo, HT (105W) DDR4-24001 [374-BBPT]
Processor Thermal Configuration 2 Standard Heatsinks for 165W or less CPUs 1 [370-ABWE]
Memory DIMM Type and Speed 2666MT/s RDIMMs 1 [370-ADNU]
Memory Configuration Type Performance Optimized 1 [370-AAIP]
Memory Capacity 16GB RDIMM, 2666MT/s, Dual Rank 12[370-ADND]
RAID Configuration C20, No RAID with Embedded SATA for SATA HDDs or SATA SSDs
(Mixed Drive Types Allowed) 1 [780-BCDM]
RAID Controller No Controller 1 [405-AACD]
Hard Drives 120GB SSD SATA Boot 6Gbps 512n 2.5in Hotplug Drive, 1 DWPD, 219 TBW
1 [400-ASEG]
Operating System No Operating System 1 [619-ABVR]
OS Media Kits No Media Required 1 [421-5736]
Embedded Systems Management iDRAC9 Enterprise with OpenManage Essentials, Server
Configuration Management 1[385-BBKT][528-BBSC]
Group Manager iDRAC Group Manager, Enabled 1 [379-BCQV]
Password iDRAC,Unique Random Password 1 [379-BCSF]
PCIe Riser Riser Config 2, 3x16 LP 1 [330-BBGN]
Network Daughter Card Broadcom 57412 2 Port 1 OGb SFP+ + 5720 2 Port 1 Gb Base-T, rNDC
1 [540-BBUL]
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Exhibit A
Additional Network Cards Broadcom 5719 QP 1 Gb Network Interface Card, Low Profile 1 [540-
BBDF]
Broadcom 5720 DP 1 Gb Network Interface Card, Low Profile 1 [540-BBDE]
IDSDM and VFlash Card Reader IDSDM and Combo Card Reader 1 [385-BBLE]
Internal SD Module 2x 16GB microSDHC/SDXC Card 1[385-BBCF][385-BBKG][385-BBKG]
Internal Optical Drive DVD ROM, SATA, Internal 1 [429-ABBE]
Fans 8 Standard Fans for R640 1 [384-BBQJ]
Power Supply Dual, Hot -plug, Redundant Power Supply (1+1), 750W 1 [450-ADWS]
Power Cords C13 to C14, PDU Style, 12 AMP, 2 Feet (.6m) Power Cord, North America 2[492-
BBDH]
Bezel Standard Bezel for x4 and x8 chassis 1 [325-BCHH] [350-BBJS]
Quick Sync No Quick Sync 1 [350-BBKB]
BIOS and Advanced System Configuration Settings Power Saving Dell Active Power Controller
1 [750-AABF]
Advanced System Configurations Energy Star 1 [387-BBMK]
Rack Rails ReadyRailsTM Sliding Rails With Cable Management Arm 1 [770-BBBL]
System Documentation No Systems Documentation, No OpenManage DVD Kit 1 [631-AACK]
Hardware Support Services 5 Years ProSupport Plus with Next Business Day Onsite Service 1
[813-9255]
[813-9299] [813-9300] [951-2015]
Deployment Services No Installation 1 [900-9997]
Hard drives for SAN
Quantity 7 - Dell 480GB Solid State Drive SAS Read Intensive 12Gbps 2.5in Drive [400-
AMCK]
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