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.
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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
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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
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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.
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(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
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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
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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.
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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)
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EXHIBIT A
SCOPE OF WORK
The project includes multiple elements as outlined in the Consultant's proposal attached
to this Agreement as Exhibit E.
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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.
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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
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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
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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
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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,,~
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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,,~
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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
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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,,~
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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
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Item 8.d. - Page 40