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CC 2013-10-08_08.d. Agreement - Server Virtualization Project'MEMO~NDUM TO: CITY COUNCIL FROM: KELLY WETMORE, DIRECTOR OF LEGISLATIVE AND INFORMATION SERVICES/CfTY CLERK ~ BY: WALT CUZICK, INFORMATION TECHNOLOGY MANAGER W7c..... · SUBJECT: CONSIDERATION OF AN AGREEMENT FOR CONSUL TANT SERVICES FOR IMPLEMENTATION OF A STORAGE AREA NETWORK (SAN), SERVER VIRTUALIZA TION, AND ENTERPRISE DATA BACKUP SOLUTION DATE: OCTOBER 8, 2013 RECOMMENDATION: It is recommended the City Council approve an Agreement for Consultant Services with CIO Solutions for a Storage Area Network (SAN), Server Virtualization, and Enterprise Data Backup Solution and authorize the Mayor to execute the Agreement. IMPACT TO FINANCIAL AND PERSONNEL RESOURCES: The total project cost is $136,500. The Council approved a project budget of $137,000 with funding for the project through a lease/purchase agreement utilizing the services of a municipal financing firm. Payment for a five (5) year lease/purchase agreement was approved in the FY 2013-14 and FY 2014-15 Legislative and Information Services - Information Technology Division Budget. Approval of the lease/purchase agreement will be presented to the Council for consideration at a future meeting. The project will result in cost savings through reduced power consumption, hardware replacement costs and overall system administration. City Information Technology staff will assist with implementation and provide coordination for the project. BACKGROUND: The City's existing core server infrastructure is (7) years old. Considering a typical server replacement cycle is (5) years, it's imperative that the core servers be replaced to ensure a stable computing environment and to avoid a serious failure. A virtualized server environment will ensure the City is utilizing current technology, and will reduce the number of physical server installations. This will result in cost savings and increased efficiency in multiple areas including reduced power consumption, hardware replacement costs, and system administration. Item 8.d. - Page 1 CITY COUNCIL APPROVAL OF CONSULTANT SERVICES AGREEMENT FOR IMPLEMENTATION OF A STORAGE AREA NETWORK (SAN), SERVER VIRTUALIZA TION, AND ENTERPRISE DATA BACKUP SOLUTION OCTOBER 8, 2013 PAGE2 The existing data backup solution was implemented in 2006. Considering the steady growth of the City Information Technology environment since that time, it is becoming difficult to effectively backup critical data. As part of the proposed server replacement project, an enterprise data backup solution should be implemented to meet data integrity and disaster recovery requirements. ANALYSIS OF ISSUES: Staff issued a Request for Proposals (RFP) to qualified consultants seeking a comprehensive virtualization and backup solution that includes servers, a storage area network and offsite backup solution. In addition, the City requested the proposals to provide an assessment and make recommendations regarding whether the City's existing physical servers should be virtualized or not, as well as Local Area Network recommendations. The City received 4 proposals which were evaluated based on criteria set forth in the RFP. The evaluation criteria included, but was not limited, to the following: o The overall best solution defined by the stability, reliability and performance of that solution; o Suitability of proposed products(s) for purpose; o Product evaluations based on web resources, discussions with other information technology professionals and direct experience with product when possible; o The vendor's overall performance record, including responsiveness and reputation based on feedback from available references; o The perceived quality of the vendor's response including completeness, accuracy and appropriateness; o Stability/risk of vendor, including assessment of risk that they may not be able to fulfill responsibilities; and o Total cost of hardware, software, and implementation services. Based on the qualifying proposals, CIO Solutions most closely met the criteria outlined in the RFP. CIO Solutions proved to be the best candidate for this project based on product stability in the marketplace, the ability to scale easily, product support, and a clear path to future initiatives. In addition, all contacted references spoke very highly of CIO Solutions and have maintained successful long-term relationships with the company. Considering cost criteria, CIO Solutions was the mid-tier candidate, but offered a solution equally robust when compared to the higher cost proposals. Item 8.d. - Page 2 CITY COUNCIL APPROVAL OF CONSULTANT SERVICES AGREEMENT FOR IMPLEMENTATION OF A STORAGE AREA NETWORK (SAN), SERVER VIRTUALIZA TION, AND ENTERPRISE DATA BACKUP SOLUTION OCTOBER 8, 2013 PAGE3 Equipment for the project will be purchased by CIO Solutions under the Western States Contract Alliance (WSCA). The WSCA program ensures competitive pricing for states through a cooperative purchasing contract. Bids will be obtained for any equipment not included in the WSCA contract to ensure competitive pricing throughout the project. ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1. Approve the Consultant Services Agreement with CIO Solutions; 2. Do not approve the Consultant Services Agreement and direct staff to seek new proposals; or 3. Provide direction to staff. ADVANTAGES: A virtualized server environment will ensure the City is utilizing current technology and will reduce the number of physical server installations. This will result in cost savings, and increased efficiency in multiple areas including reduced power consumption, hardware replacement costs, and system administration. Increased server availability, and disaster recovery will also be realized as part of the project solution. Server virtualization will also create a path to desktop virtualization and potential cloud computing initiatives. DISADVANTAGES: There are no identified disadvantages. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, October 3, 2013. The Agenda and report were posted on the City's website on Friday, October 4, 2013. Attachment: 1 . Agreement for Consultant Services Item 8.d. - Page 3 AGREEMENT FOR CONSUL TANT SERVICES THIS AGREEMENT, is made and effective as of October 8, 2013, between CIO SOLUTIONS ("Consultant"), and the CITY OF ARROYO GRANDE, a Municipal Corporation ("City"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. TERM This Agreement shall commence on October 9, 2013 and shall remain and . continue in effect until October 30, 2014, unless sooner terminated pursuant to the provisions of this Agreement. 2. SERVICES Consultant shall perform the tasks described and comply with all terms and provisions set forth in Exhibit "A", attached hereto and incorporated herein by this reference. 3. PERFORMANCE Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4. AGREEMENT ADMINISTRATION City's Information Technology Manager, Walt Cuzick, shall represent City in all matters pertaining to the administration of this Agreement. Eric Egolf, President, shall represent Consultant in all matters pertaining to the administration of this Agreement. 5. PAYMENT The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Exhibit "B", attached hereto and incorporated herein by this reference. 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. Page 1 Item 8.d. - Page 4 ATTACHMENT 1 (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. 7. TERMINATION ON OCCURRENCE OF STATED EVENTS This Agreement shall terminate automatically on the occurrence of any of the following events: , (a) Bankruptcy or insolvency of any party; (b) Sale of Consultant's business; or ( c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement term specified in Section 1. 8. DEFAULT OF CONSULTANT (a) The Consultant's failure to comply with the provisions of this Agreement· shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of. any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. 9. LAWS TO BE OBSERVED. Consultant shall: (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant's Page2 Item 8.d. - Page 5 performance under this Agreement, or the conduct of the services under this Agreement; ( c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; (d) Immediately report to the City's Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 10. OWNERSHIP OF DOCUMENTS (a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books .and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. · (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files. 11. INDEMNIFICATION (a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant's Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and Page 3 Item 8.d. - Page 6 all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subcontractors or any entity or individual that Consultant shall . bear the legal liability thereof) in the performance of professional services under this agreement. (b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subcontractors of Consultant. (c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. 12. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit "C" attached hereto and incorporated herein as though set forth in full. 13. INDEPENDENT CONSUL TANT (a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. Page4 Item 8.d. - Page 7 (b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or .sickness arising out of performing services hereunder. · 14. UNDUEINFLUENCE Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. 16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. (b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to Page 5 Item 8.d. - Page 8 any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 17. NOTICES Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To City: To Consultant: 18. ASSIGNMENT City of Arroyo Grande Walt Cuzick, Information Technology Manager 300 E. Branch Street Arroyo Grande, CA 93420 CIO Solutions Eric Egolf, President 150 Castilian Drive #100 Goleta CA 93117 The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. 19. GOVERNING LAW The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into Page 6 Item 8.d. - Page 9 this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 21. TIME City and Consultant agree that time is of the essence in this Agreement. 22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL Consultant is bound by the contents of the City's Request for Proposal, Exhibit "D", attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant, Exhibit "E", attached hereto and incorporated herein by this reference. In the event of conflict, the requirements of City's Request for Proposals and this Agreement shall take precedence over those contained in the Consultant's proposals. 23. CONSTRUCTION The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. 24. AMENDMENTS Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. 25. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. Page 7 Item 8.d. - Page 10 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF ARROYO GRANDE By: __________ _ Tony Ferrara, Mayor Attest: Kelly Wetmore, City Clerk Approved As To Form: Timothy J. Carmel, City Attorney CONSULTANT By: _________ _ Its: ------------(Title) Page 8 Item 8.d. - Page 11 EXHIBIT A SCOPE OF WORK The project includes multiple elements as outlined in the Consultant's proposal attached to this Agreement as Exhibit E. Page 9 Item 8.d. - Page 12 EXHIBIT B PAYMENT SCHEDULE descnpt1on qty pnce ea pnce ext Virtual Hosts HP-WSCA Pricing HP Smart Buy ProLiant DL360p Gens 2 x Intel Xeon E5-2660 8-Core (2.20GHz 20MB) 32GB 2 5,129.00 10,258.00 SC Smart Array P420i/1GB FBWC 2 x 460W IC 3 Year NBD Warranty SMART BUY 16GB KIT 1X16GB DR X DDR3 PC3L-10600R 1333MHZ 24 210.00 5,040.00 4GB SD FLASH MEDIA KIT 2 81.00 162.00 DVDROM SATA JACKBLACK 9.SMM K 2 81.00 162.00 1GBE 4PORT 331T ADAPTER 2 404.00 808.00 1.83M 10A C13-UL POWER CORD 4 15.00 60.00 SMART BUY 3YR UPG WARR 24X7 4HR ONSITE FOR PROLIANT DL360 2 530.00 1,060.00 17,550.00 VMWare Licensing VMware vSphere v.5.0 Essentials Plus Kit -License -3 Host Max 2 CPU Per Host 1 4,103.00 4,103.00 Production SNS VSPHERE 5 ESS PLUS F/ 3YR 1 2,967.00 2,967.00 7,070.00 Juniper Switches City Hall Network Switch EX3300-24T 24-port 10/100/lOOOBASE-T with 4 SFP+ uplink ports (optics not included 1 1,920.00 1,920.00 Juniper Standard Power Cord 1 30.00 30.00 Jcare 3 year NBD Support for EX 3300-24T 1 392.00 392.00 SAN Switch EX3300-24T 24-port 10/100/lOOOBASE-T with 4 SFP+ uplink ports (optics not included 1 1,920.00 1,920.00 Juniper Standard Power Cord 1 30.00 30.00 Jcare 3 year NBD Support for EX 3300-24T 1 392.00 392.00 4,684.00 Nimble Enterprise Storage System Nimble CS220 12TB Raw, 320GB Flash cache, 6x1 GigE, SP Dual Controllers 2 33,669.00 67,338.00 NBD Serv/Softw Support for 220; 24x7, 3 Yr 2 9,220.00 18,440.00 85,778.00 engineering & labor eStimates estimate type price Installation and Configuration *Time and Materials 80 *Estimated price only. This phase may take less or more time than the estimate. All labor estimates include any after-hours rates, as specified in the Needs Analysis Document -Prices quoted are subject to change. -Product availability is dependent on vendor/manufacturer supply. -Return acceptance is at the discretion of ao Solutions; a restocking fee may apply. ·A deposit may be required prior to order placement Page 10 Parts Subtotal: 8.00%Tax: Non Taxable Support: Installation and service estimates: Total: 175.00 14,000.00 91,831.00 7,346.48 23,251.00 14,000.00 136,428.48 Item 8.d. - Page 13 EXHIBIT C INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance using Insurance Services Office "Commercial General Liability" policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant's employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident or disease. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and "Covered Professional Services" as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf of' the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be' on or before the effective date of this agreement. Page 11 Item 8.d. - Page 14 Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A-or better and a minimum financial size VII. General conditions pertaining to prov1s1on of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No. CG 201 O with an edition prior to 1992. Consultant also agrees to require all Consultants, and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant's employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subcontractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. , 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called "third party action over" claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor. 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement Page 12 Item 8.d. - Page 15 and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. 8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. Consultant agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will "endeavor" (as opposed to being required) to comply with the requirements of the certificate. 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10. Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant's existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements Page 13 Item 8.d. - Page 16 in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation · applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant's insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to · the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. The provisions of any workers' compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves, the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect . thereto. Page 14 Item 8.d. - Page 17 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. · Page 15 Item 8.d. - Page 18 EXHIBIT D CITY'S REQUEST FOR PROPOSAL Page 16 Item 8.d. - Page 19 CITY OF ARROYO GRANDE REQUEST FOR PROPOSALS for SAN/Server Virtualization/Data Backup The City of Arroyo Grande ("City") is requesting proposals ("RFP") for a Storage Area Network, VMware server virtualization, and enterprise data backup solution. Responses ("Proposals") to this RFP are to be submitted no later than 5:00 P.M. on Sept 26, 2013 to: Walt Cuzick, Information Technology Manager City of Arroyo Grande 300 E. Branch Street Arroyo Grande, CA 93420 805/473-5463 Three (3) copies of the Proposal shall be submitted in a sealed envelope and marked "SAN/Virtualization." Please include the firm's name and address on the outside of the envelope. Proposals received after the specified time indicated above will not be accepted and will be returned unopened. The City reserves the right to reject any or all Proposals for any or no reason. I. OVERVIEW Arroyo Grande, located on the Central Coast of California midway between Los Angeles and San Francisco, has a population of approximately 16,572. Arroyo Grande is a full service city (see Organization Chart, Attachment A). The City's IT infrastructure consists of 7 Dell PowerEdge servers running Windows Server 2003, 6 Dell PowerEdge servers running Windows Server 2008R2, 4 Dell PowerEdge servers running Linux, and approximately 100 desktops/laptops running Windows 7 and XP. The network utilizes a mix of CAT6 and CA TSE cabling to the desktop, single-mode fiber between all primary facilities, and Tl lines to two remote facilities. The City is seeking proposals from qualified vendors to provide a virtualization and backup solution based on VMware vSphere 5.5 (or latest stable version) that includes Servers, a Storage Area Network and Offsite Backup Solution. In addition the City would like the vendor to provide an assessment that makes recommendations on existing physical servers that should be virtualized or should not be virtualized as well as Local Area Network recommendations. The City is open to the vendors recommended hardware manufacture for the servers, storage area network and offsite backup solution. The virtualization platform needs to be able to support the current servers scheduled for replacement in · 2013 and be able to easily scale to handle servers not yet scheduled for replacement. The servers scheduled for replacement will be migrated to the new hardware through a physical to virtual (P2V) process. The vendor needs to be able to perform the P2V process, and work with City IT staff as necessary to ensure a smooth transition. (see Server Replacement Schedule, Attachment B). Item 8.d. - Page 20 Request For Proposals SAN/ Server Virtualization/Data Backup Page2 The solution should include a Storage Area Network to provide high availability of the virtual machines. A backup solution that includes offsite backups should also be included. The City is interested but not limited to SAN to SAN replication as the offsite backup solution. The vendor is expected to rack, install and configure the environment as well as create virtual templates for cloning, and perform the P2V process. In addition, basic training to City IT staff should be included. The vendor should include a Server Assessment so that recommendations regarding current servers and their ability to be virtualized are provided prior to and during the virtualization phase. II. SCOPE OF WORK Server Perfonnance Assumptions The City has not done extensive IOP performance measuring of the existing servers. Therefore the following assumptions need to be made: o The vendor can assume that the workload for the servers scheduled to be replaced is 50/50 read/write random IO. Average IOPS is 1000 and peaks to 2000. o The vendor can assume that the workload for the servers not yet scheduled to be replaced is 50/50 read/write random IO. Average IOPS is 1000 and peaks to 2000. If the vendor believes these assumptions to be incorrect they should state why and what their recommendations are. Storage Area Network Requirements The SAN at a minimum should be able to do iSCSI protocol. Other non iSCSI protocols could be considered provided the vendor explains how it would benefit the City. The SAN needs to be able to take advantage of SSD technology and leverage high density SATA disks. The SAN needs to be redundant so that if one controller fails the other is able to take over without causing an outage to the VMs it is supporting. The vendor must describe the process of upgrading the firmware and what the expected impact on the production environment would be during a firmware upgrade. The vendor must describe how the SAN scales for both increases in IOP requirements and increases in capacity when required. The SAN needs to have integrated Snapshot technology so that primary backups can be done on the SAN. The vendor should describe how much space is used by the snapshot technology and how many days of snapshots are viable to keep on the SAN. The SAN does not need to be 10Gb but needs to have a 10Gb upgrade path through additional hardware. The vendor should describe this upgrade path and provide costs for 10GB. The SAN needs to have redundant power supplies and redundant fans. The SAN should be able to support automatic disk failure detection and automatically create a ticket with the manufacture to start the RMA process. Item 8.d. - Page 21 Request For Proposals SAN/Server Virtualization/Data Backup Page3 The SAN vendor needs to support either MPIO or LACP for increased throughput and redundancy. If neither protocols are supported other options will be considered if the vendor can adequately describe how they provide increased throughput and redundancy. The SAN should support and recommend data efficiency technologies like deduplication and/ or compression. The vendor should describe how much usable space the SAN is providing and why they think that is sufficient to virtualize the current and future servers. Switch Requirements The vendor needs to recommend a switch for the Storage Area Network, i.e. supporting iSCSI protocol between servers and SAN. The switch needs to be capable of 10GB to servers and SAN. The vendor should separate out the optics and SFP+ modules in the BOM. Server Requirements The vendor should recommend the RAM configuration and CPU configuration based on the current and future workloads. The City understands that RAM and CPUs can be adjusted easily and is not making a decision based on a vendor providing too little or too much RAM/CPU. The servers need to be N + 1 so that if one server goes offline the remaining servers can fully take over the virtual machines. The servers need to be capable of handling 10Gbs NI Cs. The vendor should separate out the 10Gbs NICs in the BOM. The server needs to have enough NICs to handle the storage network and front end network design. Both the storage and front end network need to be redundant. The vendor should explain the hardware redundancy features of the servers selected. The vendor should explain what type of remote access is available (iLO,DRAC) for the servers. Virtualization The vendor should provide all the VMware software needed to configure the system. As a minimum, the VMware VSphere Essentials Plus Kit should be considered as an appropriate solution. The vendor should provide all the labor to configure the system and build the server templates. The vendor can assume that the City wants at least 2 server templates (2008 R2 and 2012) and 1 workstation template (Windows 7). The vendor should provide recommended windows licensing and pricing although the City may purchase the windows licensing through other channels. The vendor should assume that they will perform the P2V process, and work with City IT staff to ensure a srnooth transition. Item 8.d. - Page 22 Request For Proposals SAN/Server Virtualization/Data Backup Page4 Offsite Backup Solution The vendor should include an offsite backup solution. It is assumed that the vendor will be recommending SAN based snapshots for primary backups. If this is not the case then the vendor must explain the alternative backup strategy. The offsite backup can be SAN to SAN replication. The vendor should explain how this replication works. If the offsite backup is not SAN to SAN replication the vendor should describe how it works. If the vendor's offsite backup requires replication the vendor should explain the best way to calculate bandwidth requirements. The vendor should also list any compression or other features used to reduce bandwidth. The City requires 3 months offsite retention. Documentation and Training The vendor will provide documentation of the system as built. The vendor will provide training to the appropriate IT staff. Training time should not exceed 5 hours. Warranty and license Renewal All hardware should be covered by 3 year, 4 hour, 7X24 onsite warranties. VMware licensing and support should be quoted for 2, 3 and 4 year platinum 7X24 from which The City will choose. III. PROPOSAL & CONSULTANT REQUIREMENTS Provide an overview of your firm's services and expertise both in general and specific to the scope of work laid out in this RFP. Provide a comprehensive narrative describing your proposed project team's specialized experience, capabilities, and unique qualifications for the performance of the work. Include a list of projects (of similar size & complexity) and previous work experience that demonstrate your ability to administer or complete this project successfully. If the proposer is a joint venture or consortium, the qualifications of each firm comprising the joint venture or consortium should be separately identified and the firm that is to serve as the principal should be noted, if applicable. Item 8.d. - Page 23 Request For Proposals SAN/ Server Virtualization/Data Backup Page 5 IV. PROPOSAL FORM Consultants desiring to respond shall make their Proposals brief and concise, yet with sufficient detail to allow for a thorough evaluation. Each Proposal shall include at a minimum the following information in this format: 1. Introduction. Present a brief introduction to the proposal describing the firm's understanding of the desired work; 2. Qualifications. Include a brief description of the Consultant's/ firm's background and experience; 3. Work Plan. Provide an outline of services provided, and how those services meet the identified needs of the City. This outline, as modified to be acceptable to the City, will be used as an Exhibit to the Agreement between The City and the successful consultant; 4. Cost. Submit a cost proposal based on hardware, software, and implementation services. 5. References. Llst three clients for whom similar or comparable services have been performed. Include the name, mailing address, and telephone number of the appropriate contact person. Vendors must provide a complete list and description of the hardware, software and services included in the RFP response as well as project scope. A recommended methodology to response would be to provide a Bill of Materials (BOM) with pricing and then responses to each bullet in this RFP referencing the BOM where needed. Pricing as offered in your bid should remain firm for 120 days after the closing date of this bid. V. SELECTION PROCESS Each proposal will be evaluated based on criteria and priorities as defined by the City, which will choose the submission that, taken as a whole, and in the City's sole opinion, is in the best interest of the organization. Proposals should address the evaluation criteria itemized below. The evaluation criteria include but are not limited to the following: o The overall best solution defined by the stability, reliability and performance of that solution. o Suitability of proposed products(s) for purpose. o Product evaluations based on web resources, discussions with other information technology professionals and direct experience with product when possible. o The vendor's overall performance record, including responsiveness and reputation based on feedback from available references. o The perceived quality of the vendor's response including completeness, accuracy and appropriateness. o Stability/ risk of vendor, including assessment of risk that they may not be able to fulfill responsibilities. o Total cost of hardware, software, and implementation services. Item 8.d. - Page 24 Request For Proposals SAN I Server Virtualization/Data Backup Page 6 The City reserves the right to retain all proposals submitted and use any idea in a proposal regardless of whether that proposal is selected. Award shall be made to the bidder whose proposal meets the evaluated standards and will be most advantageous to the City with price and all other evaluation factors considered. The City is to be the sole judge in the selection process. The City's projected timeline is that all hardware/software will be purchased in October, installed by and operational before the end of 2013. Training for key personnel should take place during the project and extend to post-project training as needed. Exact timelines may vary based on scheduled events and personnel obligations. VI. CONTRACT REQUIREMENTS The Consultant will enter into an agreement with The City based upon the contents of this RFP and the Consultant's Proposal. The City's standard form of agreement is included as Attachment "C". The Consultant shall carefully review the agreement, especially in regards to the indemnity and insurance provisions, and include with the Proposal a description of any exceptions requested to the standard contract. If there are no exceptions, a statement to that effect shall be included in the Proposal. VII. DISCLAIMER This RFP does not commit The City to award a contract, or to pay any costs incurred in the preparation of the Proposal. In its sole discretion, The City reserves the right to extend the due date for the Proposal, to accept or reject any or all Proposals received as a result of this request, to negotiate with any qualified Consultant, or to cancel this RFP in part or in its entirety. The City may require the selected Consultant to participate in negotiations and to submit such technical, financial, or other revisions of their Proposals as may result from negotiations. VIII. Proposal Inquiries All questions regarding this RFP should be directed to Walt Cuzick at wcuzick@arroyogrande.org. All responses should be emailed with a subject header titled "Server Virtualization Questions". Please submit any questions on or before 5:00 p.m. Monday, September 16, 2013. No later than 3:00 p.m. on Wednesday, September 18, 2013, the City will post responses to all questions received on the City website at htq>://www.arroyogrande.org. The identity of the vendor asking the question will not be posted. The City does not expect to respond to inquiries received after Monday, September 16, 2013; in the event that the City chooses to respond to such inquiries, however, it will post the responses on the City website. Item 8.d. - Page 25 EXHIBIT E CONSULTANT'S PROPOSAL Page 17 Item 8.d. - Page 26 • rrr,,~ ~~~ CIOsoLUTIONS September 25, 2013 City of Arroyo Grande Walt Cuzick, Information Technology Manager City of Arroyo Grande 300 E. Branch Street Arroyo Grande, CA 93420 Memo: SAN/Server Virtualization/Data Backup RFP Response Mr. Cuzick, Thank you for the opportunity to propose our Enterprise Storage and Virtualization Solution for the City of Arroyo Grande. We are proposing Nimble and VMware for the City's SAN/Server Virtualization and Data Backup needs. We believe that this solution will act as the foundation for the City's Business Continuity Plan, will offer high availability and scalability and will also serve as the required offsite backup and disaster recovery plan. This solution is backed by the professional services of CIO Solutions, Nimble and VMware, giving the City the attention and dedicated resources it needs for a successful implementation and the necessary post-project support. We will discuss the implementation, configuration, training and testing of the installed system and review specific examples of how CIO Solutions can deliver unmatched technical services to the City. CIO Solutions has been providing network and storage infrastructure products and services to enterprise class companies in the Tri-Counties since 1996. CIO Solutions believes that the combination of Nimble and VMware is the best fit for the City, offering a robust, reliable and scalable design that will grow with the City for years to come. CIO Solutions has extensive experience with SAN/Virtualization and Backup implementations. We have multiple engineers who are well-trained and versed in installing and maintaining Nimble/VMware solutions and have, additionally, invested extensively in SAN/Virtualization/Backup operations by implementing these solutions in house as well as for other Enterprise level organizations. Please contact me with any additional questions or concerns. Sincerely, Eric Egolf, President 805-692-6700, ext. 120 eegolf@ciosolutions.com 150 Castilian Drive, Suite 100 Telephone: (805) 692-6700 www.ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 27 • r--r-~ ~~~ CIO SOLUTIONS Background CIO Solutions has been providing customized information technology and voice solutions since 1986. CIO Solutions' Engineering Consulting Team is professionally trained to look at the big picture of your business: your vision and goals, your current information technology and infrastructure, your short and long term IT needs, and your current and future support needs. Many years of experience combined with our close partnerships with the industry's leading vendors uniquely qualify CIO Solutions to design, manage, and support highly-sophisticated technology environments. Our core Information Technology specialties include: Voice over IP phone systems; Enterprise Storage and Disaster Recovery; Virtualization; and Private Cloud Computing. Expertise President -15+ years of network and IT design, implementation and support. Specializing in Storage, Networking, Virtualization and VoIP Systems. Assists and manages our engineering consultants, offering guidance and support on enterprise level projects. Sr. Engineering Resource -25+ years of experience. Has experience with local government applications, Storage, Networking, Virtualization, VoIP System, Wireless and Database Management. Works primarily with enterprise level accounts: designing, implementing and supporting large scale network deployments. Project Engineering Resources.;_ combined 40+ years of experience. Experience ranges from complex networking issues to advanced switching and routing. Our consultants have worked on a variety of networks, familiarizing themselves with best of breed technologies and applications. Pride themselves on our brand promises: first call resolution, complex problem solving and operation efficiency. Remote Engineering Resources -combined 40+ years of experience. Provide world class support through our Central Support help desk. Resolve 80%+ of issues on the first call. Utilize a variety of monitoring and management tools to quickly and accurately resolve issues. Experience Housing Authority of Santa Barbara County (HASBARCO) -Designed, implemented and provide ongoing support for a fully redundant enterprise storage solution. P2Ved all of their servers · onto a VMware environment. Updated the VMware environment over the years from 3.5 to 5.0. Setup a DR site with all the VM's replicated to it and periodically test the ability to bring up the virtual machines in the DR Site and run the applications. 150 Castilian Drive, Suite 100 Telephone: (805) 692-6700 www .ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 28 • rr r,,~ ~~~ C 10 SOLUTIONS Cottage Health System (CHS) -Have worked with them on many generations of SANs and SAN upgrades. The virtual environment running on the SAN has grown from 5 servers to 130 servers. We have upgraded the SAN and VMware environment to stay with the latest versions as needed. City of Santa Maria -Installed and configured a SAN and Virtual Environment supporting over 50 VM's. We have updated the SAN and VMware environment as needed. Internal (CIO) -Created a Private Cloud Solution using Nimble Storage and VMware. The current environment has over 90 Virtual Machines running on it and replicates to a partner Nimble over 500 miles away. Sample Work Plan The exact work plan would be based on a joint conversation between CIO Solutions and The City. However an example work plan based on the information at hand is provided below. 1.) Agree upon Final Bill of Materials, i.e. server qty, memory, CPU specs. 2.) Procure Equipment 3.) Pre-Stage equipment and setup as needed. This could be done at our office or done at the City if the City staff want to be involved. a. Get/Configure IP Scheme on SAN, Switches, Servers b. Setup VLANs on switches c. Install VMware on the servers d. Setup ISCSI connections to SAN. e. Setup MPIO 4.) Validate Storage Performance via IOMeter 5.) Setup Templates in VMware 6.) Schedule Plan 1st P2V migration 7.) Execute P2V Migration 8.) Schedule rest of the P2Vs 9.) Execution Migrations 150 Castilian Drive. Suite 100 Telephone: (805) 692-6700 www .ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 29 • rrr-~ ~~~ CIO SOLUTIONS Response to RFP I. OVERVIEW Arroyo Grande, located on the Central Coast of California midway between Los Angeles and San Francisco, has a population of approximately 16,572. Arroyo Grande is a full service city (see Organization Chart, Attachment A). The City's IT infrastructure consists of 7 Dell PowerEdge servers running Windows Server 2003, 6 Dell PowerEdge servers running Windows Server 2008R2, 4 Dell PowerEdge servers running Linux, and approximately 100 desktops/laptops running Windows 7 and XP. The network utilizes a mix of CATG and CAT5E cabling to the desktop, single-mode fiber between all primary facilities, and Tl lines to two remote facilities. The City is seeking proposals from qualified vendors to provide a virtualization and backup solution based on VMware vSphere 5.5 (or latest stable version) that includes Servers, a Storage Area Network and Offsite Backup Solution. In addition the City would like the vendor to provide an assessment that makes recommendations on existing physical servers that should be virtualized or should not be virtualized as well as Local Area Network recommendations. The City is open to the vendors recommended hardware manufacture for the servers, storage area network and offsite backup solution. Response: Our solution meets all these requirements. The virtualization platform needs to be able to support the current servers scheduled for replacement in 2013 and be able to easily scale to handle servers not yet scheduled for replacement. The servers scheduled for replacement will be migrated to the new hardware through a physical to virtual (P2V) process. The vendor needs to be able to perform the P2V process, and work with City IT staff as necessary to ensure a smooth transition (see Server Replacement Schedule, Attachment B). Response: Our solution will handle the needs of the current servers scheduled for replacement and some, if not all the other servers provided on the Server Replacement schedule. Scaling it is as easy as adding Servers if more memory or CPU is needed and adding another shelf of disks to the SAN if more storage capacity is needed. Storage Performance is not an issue as this solution can support 5 to 10 times more IOPs than the current requirements due to the use of SSD technology in the SAN. 150 Castilian Drive, Suite 100 Telephone: (805) 692-6700 www.ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 30 • ~r,,~ ~~~ CIO SOLUTIONS The solution should include a Storage Area Network to provide high availability of the virtual machines. A backup solution that includes offsite backups should also be included. The City is interested but not limited to SAN to SAN replication as the offsite backup solution. Response: Our solution meets these requirements and also provides SAN to SAN replication for offsite backups. The SAN to SAN replication provides a very effective way to ensure all data is offsite. The nature of SAN to SAN replication is less problematic than software or hypervisor based replication. In our experience software or hypervisor based solutions for backups typically needs 2 to 5 times more effort on a week to week basis than SAN replication. The vendor is expected to rack, install and configure the environment as well as create virtual templates for cloning, and perform the P2V process. In addition, basic training to City IT staff should be included. The vendor should include a Server Assessment so that recommendations regarding current servers and their ability to be virtualized are provided prior to and during the virtualization phase. Response: Our solution meets these requirements. II. SCOPE OF WORK Server Performance Assumptions -The City has not done extensive IOP performance measuring of the existing servers. Therefore the following assumptions need to be made: -The vendor can assume that the workload for the servers scheduled to be replaced is 50/50 read/write random 10. Average IOPS is 1000 and peaks to 2000. -The vendor can assume that the workload for the servers not yet scheduled to be replaced is 50/50 read/write random 10. Average IOPS is 1000 and peaks to 2000. -If the vendor believes these assumptions to be incorrect they should state why and what their recommendations are. Response: We agree that these are safe assumptions based on the information in the schedule. If there are any questions you could take the total number of spindles across all the servers and multiple by 50 (for SATA drives) and 150 (for SAS drives) and get an understanding of what your current max /OP is. Storage Area Network Requirements -The SAN at a minimum should be able to do iSCSI protocol. Other non iSCSI protocols could be considered provided the vendor explains how it would benefit the City. Response: Our solution is an iSCSI only solution. 150 Castilian Drive, Suite 100 Telephone: (805) 692-6700 www .ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 31 • rrr-~ ~~~ CIO SOLUTIONS -The SAN needs to be able to take advantage of SSD technology and leverage high density SATA disks. Response: Our solution does both. It simplifies management by presenting a single large pool of storage to carve up to systems as needed. However, it gets all the speed benefits of SSD for reads and uses a priority operating system called CASL to get industry leading write speeds on the SATA disk. More information on CASL and its benefits can be found on http://nimblestorage.com website. There are some good white papers on the solution. -The SAN needs to be redundant so that if one controller fails the other is able to take over without causing an outage to the VMs it is supporting. Response: The nimble storage solution has two controllers in an active passive configuration. If one controller fails the other takes over immediately. Minimal impact to production systems occur during a failover. Our real world tests with production loads show that no virtual servers blue screen or need to be restarted after an controller failure. -The vendor must describe the process of upgrading the firmware and what the expected impact on the production environment would be during a firmware upgrade. Response: Nimble's process is to upgrade the passive controller. Then once the upgrade is complete fail over to the upgraded head. Then upgrade the second controller. No down is required although it is best to schedule off peak system usage. -The vendor must describe how the SAN scales for both increases in IOP requirements and increases in capacity when required. Response: With the Nimble solution additional /OP is gain by upgrading the controllers from the 200 series controller to the 400 series controller. This upgrade does not require downtime. Based on the current requirements the current 200 series has 5 to 8 times more /OP than needed so it is highly unlikely an upgrade would be needed without major changes in the systems supported. However, projects such as VD/ that come into play in the future could require such an upgrade depending on /OP demands as VD/ is typically deployed on SANs. This means the SAN would easily scale to meet VD/ requirements in the future should that become a priority. The Nimble solution adds capacity by adding another shelf with disks. Shelves come in raw capacities of lSTB, 30TB or 40TB capacities. 150 Castilian Drive, Suite 100 Telephone: (805) 692-6700 www.ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 32 • rrr. ~ ~'-·..J CIOsoLunoNs -The SAN needs to have integrated Snapshot technology so that primary backups can be done on the SAN. The vendor should describe how much space is used by the snapshot technology and how many days of snapshots are viable to keep on the SAN. Response: The Nimble solution uses snapshot technology. The snapshot technology is very efficient as only changed blocks are captured in each snapshot. There is no limit on the number of snapshots you keep assuming you have sufficient space. Most customers keep between 30 and 120 days of snapshots on their SAN as it is extremely efficient. In addition, snapshots utilize compression technology to take up even less space than competing vendors snapshot technology. -The SAN does not need to be lOGb but needs to have a lOGb upgrade path through additional hardware. The vendor should describe this upgrade path and provide costs for lOGB. Response: The Nimble solution has lOGB cards which are included in the BOM we provided. Upgrade to 10GB can be done at anytime and is non disruptive, i.e. can be done without scheduling a downtime. -The SAN needs to have redundant power supplies and redundant fans. Response: The Nimble solution is fully redundant. -The SAN should be able to support automatic disk failure detection and automatically create a ticket with the manufacture to start the RMA process. Response: Nimble supports this functionality. This works for other failures besides disks but the basic premise is that all errors/warnings from the system go to Nimble support and they will call to confirm shipment of a failed part. -The SAN vendor needs to support either MPIO or LACP for increased throughput and redundancy. If neither protocols are supported other options will be considered if the vendor can adequately describe how they provide increased throughput and redundancy. Response: Nimble supports MPIO. -The SAN should support and recommend data efficiency technologies like deduplication and/or compression. Response: Nimble uses inline compression to get typically 30%-50% space savings. This is true on · their snapshots as well. 150 Castilian Drive, Suite 100 Telephone: (805) 692-6700 www.ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 33 • rrr,,~ ~~~ CIO SOLUTIONS -The vendor should describe how much usable space the SAN is providing and why they think that is sufficient to virtualize the current and future servers. Response: The Nimble solution provides 12TB of RAW disk which typically amounts to between BTB and 12TB of usable disk after compression. Typically you want about 30% for snapshots so based on . the current specs this will provide sufficient space, sufficient snapshots and room to grow. Switch Requirements -The vendor needs to recommend a switch for the Storage Area Network, i.e. supporting iSCSI protocol between servers and SAN. The switch needs to be capable of lOGB to servers and SAN. The vendor should separate out the optics and SFP+ modules in the BOM. Response: We have met this requirement. Our switches have 4 SFP+ ports and the transceivers are quoted separately. Server Requirements . -The vendor should recommend the RAM configuration and CPU configuration based on the current and future workloads. The City understands that RAM and CPUs can be adjusted easily and is not making a decision based on a vendor providing too little or too much RAM/CPU. Response: You can see the recommended RAM and CPU configuration in the BOM. -The servers need to be N+l so that if one server goes offline the remaining servers can fully take over the virtual machines. Response: Based on the schedule of server replacement the two servers are N+l as one Server is capable of handling the entire workload. If needs change then we can simply add another server. -The servers need to be capable of handling lOGbs NICs. The vendor should separate out the lOGbs NICs in the BOM. Response: The server is capable of lOGbs. -The server needs to have enough NICs to handle the storage network and front end network design. Both the storage and front end network need to be redundant. Response: We have sufficient NIC's for this. 150 Castilian Drive, Suite 100 Telephone: (805) 692-6700 www .ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 34 • r"r,,~ ~~~ CIO SOLUTIONS -The vendor should explain the hardware redundancy features of the servers selected. Response: The server has redundant powers supplies and RAID 1 hard drives to~store the ESX operating system. -The vendor should explain what type of remote access is available (iLO,DRAC) for the servers. Response: The server has iLO which allows for numerous remote access methods that include getting into BIOS remotely if needed. All aspects of the server can be managed via iLO if needed. Virtualization -The vendor should provide all the VMware software needed to configure the system. Response: Our solution includes the needed VMWare software. -As a minimum, the VMware VSphere Essentials Plus Kit should be considered as an appropriate solution. -The vendor should provide all the labor to configure the system and build the server templates. The vendor can assume that the City wants at least 2 server templates (2008 R2 and 2012) and 1 workstation template (Windows 7). Response: We included labor to help configure the templates as needed. -The vendor should provide recommended windows licensing and pricing although the City may purchase the windows licensing through other channels. Response: We are including Windows licensing. -The vendor should assume that they will perform the P2V process, and work with City IT staff to ensure a smooth transition. Response: Our labor estimate includes this. 150 Castilian Drive, Suite 100 Telephone: (805) 692-6700 www .ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 35 • r" r-~ ~~~ CIO SOLUTIONS Offsite Backup Solution -The vendor should include an offsite backup solution. It is assumed that the vendor will be recommending SAN based snapshots for primary backups. If this is not the case then the vendor must explain the alternative backup strategy. -The offsite backup can be SAN to SAN replication. The vendor should explain how this replication works. Response: We are proposing SAN to SAN replication. The replication works by leveraging the snapshot capabilities of the primary SAN and replicating those changes to the secondary SAN. The secondary SAN can have the same or different retention policies of the primary. We would recommend between 60 and 90 days of snapshots on the secondary. In addition, the secondary SAN can also be part of a Business Continuity Plan as it is capable of running virtual machines, assuming you have servers. **It is also important to note that if the PD servers want to be run on a separate cluster at some point then the secondary SAN could run the VM's and replicate to the primary. Said another way SAN1 runs the City Hall VM's and replicates those VM's for of/site backup to SAN2. SAN2 runs the PD VM's and replicates to SAN1 for of/site. In the event of a failure at one site, say SAN1, then SAN2 has the VM's and is capable of running them if needed. This is an important point to understand and we suggest further conversation regarding this strategy to ensure the City fully understands the possibilities. -If the offsite backup is not SAN to SAN replication the vendor should describe how it works. -If the vendor's offsite backup requires replication the vendor should explain the best way to calculate bandwidth requirements. The vendor should also list any compression or other features used to reduce bandwidth. Response: The bandwidth requirements are strictly related to the rate of change of data. However, compression is used to reduce the amount of data typically 30 to 50% due to compression. It is impossible to predict bandwidth without knowing rate of change but based on the environment specified in the server replacement schedule you are likely looking at needing less than 10Mbs to handle the replication and likely less than 5Mbs. -The City requires 3 months offsite retention. Response: The solution proposed should handle this unless the rate of change is far greater than other environments. We have included a large margin of error to ensure we get sufficient retention. 150 Castilian Drive, Suite 100 Telephone: (805) 692-6700 www .ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 36 • ~r,,~ ~~~ CIO SOLUTIONS Documentation and Training -The vendor will provide documentation of the system as built. Response: We will provide documentation of the system as built. -The vendor will provide training to the appropriate IT staff. Training time should not exceed 5 hours. Response: We will provide training and even work with the IT staff during implementation provided the staff has time. Warranty and license Renewal -All hardware should be covered by 3 year, 4 hour, 7X24 onsite warranties. Response: We have included these options. -VMware licensing and support should be quoted for 2, 3 and 4 year platinum 7X24 from which The City will choose. Response: We have included these options. 150 Castilian Drive, Suite 100 Telephone: (805) 692-6700 www.ciosolutions.com Goleta, CA 93117 Fax: (805) 692-6701 Item 8.d. - Page 37 City of Arroyo Grande Walt Cuzick SAN/ Server Virtualization /Data Backup RFP Proposal 10/1/2013 purchase order I status date quoted date ordered 150 castilian Dr. Suite JOO Goleta, CA 93117 phone: [805] 692.6700 fax: [805] 692.6701 date requested ship via • ~<·: CIO SOLUTIONS Eric Engmyr project salesperson description qty pnce ea pnce ext Virtual Hosts ttP:-WS9' _p_r:icing __ _ ... HP Smart Buy ProUant DL360p GenB 2 x Intel Xeon E5-2660 8-Core (2.20GHz 20MB) 32GB SC Smart Array P420i/1GB FBWC 2 x 460W IC 3 Year NBD Warranty SMART BUY 16GB KIT 1X16GB DR X DDR3 PC3L-10600R 1333MHZ 4GB SD FLASH MEDIA KIT DVDROM SATA JACKBLACK 9.5MM K lGBE 4PORT 331T ADAPTER 1.83M lOA C13-UL POWER CORD SMART BUY 3YR UPG WARR 24X7 4HR ONSITE FOR PROLIANT DL360 ~W!l_f4!._~~i_119 __ .................. __ , VMware vSphere v.5.0 Essentials Plus Kit -License -3 Host Max 2 CPU Per Host Production SNS VSPHERE 5 ESS PLUS F/ 3YR ~j~~,~~~-~~~-- City Hall Network Switch EX3300-24T 24-port 10/100/lOOOBASE-T with 4 SFP+ uplink ports (optics not included Juniper Standard Power Cord Jcare 3 year NBD Support for EX 3300-24T SAN Switch EX3300-24T 24-port 10/100/lOOOBASE-T with 4 SFP+ uplink ports (optics not included Juniper Standard Power Cord Jcare 3 year NBD Support for EX 3300-24T Nin1ble.~~rpr~ ~f.lg~ S~111.. . ..... Nimble CS220 12TB Raw, 320GB Flash cache, 6xl GigE, SP Dual Controllers NBD Serv/Softw Support for 220; 24x7, 3 Yr 2 24 2 2 2 4 2 1 1 1 1 1 2 2 5,129.00 210.00 81.00 81.00 404.00 15.00 530.00 4,103.00 2,967.00 1,920.00 30.00 392.00 1,920.00 30.00 392.00 33,669.00 9,220.00 10,258.00 5,040.00 162.00 162.00 808.00 60.00 1,060.00 17,550.00 4,103.00 2,967.00 7,070.00 1,920.00 30.00 392.00 1,920.00 30.00 392.00 4,684.00 67,338.00 18,440.00 85,778.00 engineering & labor estimates estimate type price Installation and Configuration *lime and Materials 80 * Estimated price only. This phase may take Jess or more time than the estimate. All labor estimates include any after-hours rates, as specified in the Needs Analysis Document -Prices quoted are subject to change. -Product availability is dependent on vendor/manufacturer supply. -Return acceptance is at the discretion of ao Solutions; a restocking fee may apply. -A deposit may be required prior to order placement. Parts Subtotal: 8.00% Tax: Non Taxable Support: Installation and service estimates: Total: 175.00 14,000.00 91,831.00 7,346.48 23,251.00 14,000.00 136,428.48 Item 8.d. - Page 38 CITY OF oftcrto psi E LAFo N A . C CIO SOLUTIONS „, References R-1 Account Name Cottage Health System City/State Santa Barbara, CA Contact Person/Title Alberto Kywi, CIO Phone 805-682-7111 Years Serving this Account 15 Agreement Type Help Desk, Server Management,Staff Augmentation/Onsite - #of Users 3000+ R-2 Account Name City of Santa Maria City/State Santa Maria, CA Contact Person/Title Teri Maa, IT Manager Phone 805-925-0951 Years Serving this Account 12 Agreement Type Staff Augmentation/Onsite #of Users 600+ R-3 Account Name Housing Authority of Santa Barbara County City/State Lompoc/Santa Maria, CA Contact Person/Title Mary Jane Roberts, IT Manager Phone 805-736-3423 Years Serving this Account 10 Agreement Type Strategic IT Managed Services—Infrastructure Support #of Users 150 150 Castilian Drive,Suite 100 - Goleta,CA 93117 Telephone:(805)692-6700 Fax: (805)692-6701 www.ciosolutions.com THIS PAGE INTENTIONALLY LEFT BLANK Item 8.d. - Page 40