MCCA – Michigan Colleges Online – Co-Location/Hosting, Managed Services and Backup Services RFP
Michigan Community College Association
Michigan Colleges Online
Co-Location/Hosting, Managed Services and Backup Services RFP
May 12th, 2014
Michigan Community Colleges Association
Request for Proposal for a Co-Location/Hosting, Managed Services and Backup Repository Services
RFP ID No.: / MCO 02Pre-Bid Conference Call: / May 15th, 2014
Deadline to Submit Questions: / May 22nd 2014
Proposal Due Date: 12:00pm EST / June 6th, 2014
Contact/Submit To: / Randy Melton
Michigan Community Colleges Association
222 North Chestnut Street,
Lansing, Michigan 48933-1000
Phone: (517) 372-4350
Fax: (517) 372-0905
Email:
PLEASE NOTE THE ITEMS IN YELLOW.
In most cases these are the Actions Items required for this Bid.
Table of Contents
1.0 Statement of Work 4
1.1 Purpose 4
1.2 Coverage & Participation 4
2.0 General Information 5
2.1 Original RFP Document 5
2.2 The Organization 5
2.3 Existing Technology Environment 5
2.4 Vendor’s Understanding of the RFP 6
2.5 Good Faith Statement 6
2.6 Bid Restrictions 6
2.7 Bid Response Instructions 7
2.8 Communication 7
2.9 Bid Registration 7
2.10 Proposal Submission 8
2.11 Method of Award 8
2.11.1 Selection and Notification 8
3. Hosting Environment 9
3.1 Overview 9
3.2 Targeted Applications for Hosted Environment 10
3.3 Merit WAN Connection Requirements 11
4. Co-Location & Hosting Services 12
4.1 Overview 12
4.2 Recovery Capabilities 15
5. Managed Services 16
Items Included for Managed Services: 16
Items Excluded from Managed Services: 16
5.1 Managed Services Questionnaire 17
5.1 Engagement Methodology 19
6. Backup Services 20
6.1 Backup Archiving 20
5.1 Backup Archiving Questionnaire 20
6.2 Virtualization Business Continuity 22
7. Virutal Hosting and Data Center Services (Optional) 23
8. Total Cost of Ownership (TCO) 24
8.1 Other Services 24
9. Vendor Qualifications & References 25
9.1 Vendor Certification 27
1.0 Statement of Work
1.1 Purpose
The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply Co-Location/Hosting services, Managed Services and backup services for the Michigan Community College’s Association, Michigan Colleges Online operating unit. This RFP provides vendors with the relevant operational, performance, application, and architectural requirements of the system.
Preference will be given to suppliers who have demonstrated a clear understanding of the requirements and that have core competencies and practices for providing Co-location services. Suppliers are required to propose a solution that best meets MCCA/MCO ’s stated requirements using industry best practices.
1.2 Coverage & Participation
MCCA/MCO reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation at any time without prior notification and without any liability or obligation of any kind or amount.
This bid may be sub-divided into the following deliverables:
1. Bid Group 1: Co-Location & Hosting Services
2. Bid Group 2: Managed Services
3. Bid Group 3: Backup Repository Services
4. Bid Group 4: Virtual Hosting (Optional bid item) - Please note that the optional Virutal Hosting bid is due May 25th.
2.0 General Information
2.1 Original RFP Document
MCCA/MCO shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification.
2.2 The Organization
The Michigan Community College Association is a network-centric organization that provides leadership on issues affecting member colleges. In addition to providing core legislative and government advocacy for its members, MCCA members benefit from the activities of four Centers of Excellence including the Center for Student Success, Michigan Community College Virtual Learning Collaborative, Michigan New Jobs Training Program, and the new Center for Global Initiatives.
Industry: Higher Education Member Support Services
Public Sector
28 Community Colleges located in Michigan
2.3 Existing Technology Environment
MCCA currently utilizes four severs for supporting the Virutal Learning Collaborative and for hosting used by for internal business units and special interest groups. The current infrastructure model is not relative in determining future computing needs.
MCCA has recently migrated core services to a VM environment using the following configuration.
We are expecting to need 4U to 6Us of Rack Space with at least a 200 megabit connection to the Internet and a non-throttle one gig connection to the Merit Michigan WAN.
Schedule of Events
The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organization’s needs or unforeseen circumstances. Changes will be communicated by e-mail to all invited bidders.
Issuance of RFP May 8th, 2014
Bid conference call May 15th, 2014
Technical Questions/Inquiries Due May 22nd, 2014
Optional Virtual Hosting Bid May 25th, 2014
RFP Closes June 6th, 2014
Final Award Notification June 12th, 2014
Please note that the optional Virutal Hosting bid is due May 25th. This is an optional Bid Item that MCO will consider for evaluating TCO of Assets vs Access. This is an optional bid item.
UPON FINAL SELECTION, MCCA/MCO RESERVES THE RIGHT TO EXTEND THE REWARD NOTIFICATION DATE IF NEEDED TO NEOGIGATE FINAL TERMS OR TUNE REQUIREMENTS.
2.4 Vendor’s Understanding of the RFP
In responding to this RFP, the vendor fully accepts the responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to MCCA/MCO as necessary to gain such understanding. MCCA/MCO reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, MCCA/MCO reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to MCCA/MCO .
1. Rights to Reject Bid
MCO reserves the right to reject or cancel a Bid on several conditions which are not limited to the following list:
§ TCO does not align within operating cost parameters (too expensive).
§ Solution does not fully satisfy MCO Use Case due to architecture changes or service model changes post bid.
§ Viability of solution.
§ Concerns with complexity or security.
§ Limited skill sets within the state for supporting the solution.
§ Alignment concerns.
2.5 Good Faith Statement
All information provided by MCCA/MCO in this RFP is offered in good faith. Individual items are subject to change at any time. MCCA/MCO makes no certification that any item is without error. MCCA/MCO is not responsible or liable for any use of the information or for any claims asserted therefrom.
2.6 Bid Restrictions
§ Any vendor subject to usage restrictions by the Department of Defense or State Department are prohibited from bidding.
§ Vendors that do not have a physical service presence within the state of Michigan are prohibited from bidding. Managed services can be provided by resources outside the state but not outside the country.
§ Co-location and hosting space must be provide within the state of Michigan.
2.7 Bid Response Instructions
§ Complete the Items Highlighted in Yellow within this Word Document. Save your Word Document as a PDF and email to .
§ Complete the Bid-Response Spreadsheet for each proposed solution. Email the updated spreadsheet and a PDF version to . Please send as an unlocked spreadsheet for edits.
2.8 Communication
Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication.
2.8.1 Vendors’ Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between MCCA/MCO and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to:
Michigan Community Colleges Association
222 North Chestnut Street,
Lansing, Michigan 48933-1000
Phone: (517) 372-4350
Fax: (517) 372-0905
Email:
2.8.2 Informal Communications. Inquiries for clarifications and information that will not require addenda may be submitted verbally to Randy Melton subject to the availability of time.
2.8.3 Formal Communications that are not clarifications shall include, but are not limited to:
· Errors and omissions in this RFP and enhancements. Vendors shall recommend to MCCA/MCO any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors shall recommend to MCCA/MCO any enhancements, which might be in MCCA/MCO ’s best interests.
· Inquiries about technical interpretations, which must be submitted in writing and be received prior to deadline stated above. Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process.
· Addenda to this RFP.
2.8.4 Addenda. MCCA/MCO will make a good-faith effort to provide a response to each question or request for clarification within two business days.
MCCA/MCO will provide limited response to any questions/requests for clarification that require addenda, if received by MCCA/MCO after deadline stated above in schedule of events.
2.9 Bid Registration
Please register your participation intention by email: and specify which Bid Group you intend to submit a proposal for. You will receive a Goto Meeting Invite to the pre-bid meeting.
2.10 Proposal Submission
Proposals must be delivered by email: on date stated in schedule of events.. MCCA/MCO shall not accept proposals received by fax. Vendors are to submit one electronic PDF copy of proposal marked “Original”.
2.11 Method of Award
The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply MCCA/MCO with a Hosting and Managed Services identified in the Scope of Work.
Evaluation Criteria:
1. Co-location and Hosting competencies.
2. Technical and managed services delivery capabilities. (maturity of processes, experience of team)
3. Recovery capabilities.
4. Engagement methodology.
5. Vendor’s qualifications and references.
6. Cost and Length of Contract.
7. Access and connection speed to the Merit Network.
8. Proof of insurance that covers data breaches.
2.11.1 Selection and Notification
Vendors determined by MCCA/MCO to possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these vendors via –e-mail. Those vendors not selected for the negotiation phase will not be notified.
3. Hosting Environment
The following sections provide a brief overview of the desired hosting environment and services needed by the MCO. This is subject to change based upon the final architected solution; however, the final solution is not expected to need more than 8Us of rack space.
3.1 Overview
MCO has selected a virtualization strategy utilizing VMWare as the virtual host manager for three physical servers.
Requirements
§ MCO has standardized on the VMWare Hypervisor.
§ High Availability is desired for power, NICs and data storage.
§ The servers will be managed remotely; lights-out remote management capabilities are required.
3.2 Targeted Applications for Hosted Environment
Targeted Applications for Virtual Infrastructure(This list is subject to change and is a draft list of services)
Application
Layer / Application Presentation / Instances / Memory / Storage / Within Scope of this RFP
CMS / ColdFusion10.x based / Instance 1 / < 20 Gigs per instance / No
Instance 2 / No
Instance 3 / No
Instance 4 / No
Core Application Services / Inventory System / Up to 4 medium VM Instances / 2 Gigs / No
Custom Service – DOL Services / Multiple / 1 Gig / No
Custom Service – Integration Services / Up to 60 small VM Instances / 1 Gig / No
Data Services / Up to 4 small VM instances / 4 Gigs / No
Enterprise BUS / TBD / Two / 2 Gigs / 100 Gigs / No
Data Layer / MS SQL Server Data Warehouse / One / 16 Gigs / Approx. of 25 Gigs (SSD) per instance / No
MongoDB / Two / 16 Gigs / No
Data warehouse / Two / 16 Gigs / No
Postgre SQL / Two / 16 Gigs / No
Security
Layer / Security / Application Firewall / One / 1 Gigs Throughput / No
OS Layer / Windows Enterprise / Two Instances / Yes
Red Hat Linux / Three Host Physical Servers / Yes
Hypervisor / VMWare / Three Host Physical Servers / Yes
3.3 Merit WAN Connection Requirements
MCO requires a one GIG connection to the Merit WAN for co-location services. The Merit WAN provides options for routing traffic in a secured manner between MCO servers and services within a college’s data center without riding on the public Internet. This option can provide IPSEC while utilizing a low latency one GIG on-net connection speed.
4. Co-Location & Hosting Services
4.1 Overview
MCO requires a secured data center for hosting 3 to 5 devices with sufficient controls in place that ensures high availability of power, internet and cooling.
Bid Instructions:
§ Complete the Co-location & Hosting Services Questions below.
§ Complete the Bid Response “Internet-Bandwidth” worksheet.
§ Complete the Bid Response “co-location-rack” worksheet.
Questionnaire
Ref / Questions / ResponseCL-Q1 / Are Services credits available for missed SLAs? Please explain the credit calculation if yes.
CL-Q2 / Is your operations reviewed or audited by a third-party? If yes, when was the date of the last audit?
CL-Q3 / Do you perform annual Self-assessments?
CL-Q4 / Do you have Internet redundancy? If yes, please explain.
CL-Q5 / Have you completed an actual or mock DR exercise?
CL-Q6 / Are security cameras in place to monitor physical activities within your data center?
CL-Q7 / Please explain the physical controls in place to secure physical assets.
CL-Q8 / Are external Pen test performed on an annual basis against the edge of your network?
CL-Q9 / Do you have 1 GIG connection options to the Merit Network?
CL-Q10 / Do you meter network usage to the Merit Network? Please document your ping trace to the Merit Network.
CL-Q11 / Do you meter Internet usage?
CL-Q12 / Do you have insurance in place to cover a data breach due a misconfigured firewall or other design flaw within the service delivery framework?
CL-Q13 / What is your contracted SLA for co-location services?
CL-Q14 / Do you have documented event escalation procedures?
CL-Q15 / When was the last IT audit performed? Is it available for review?
CL-Q16 / What physical controls are in place for safeguarding assets within your data center?
CL-Q17 / Do you provide Load Balancer Services? Please outline the scope of service and cost.
CL-Q18 / Do you provide IPS Services? Please outline the scope of service and cost.
CL-Q19 / Do you provide managed security services? Please outline the scope of service and cost.
CL-Q20 / Do you provide Application Firewall services? Please outline the scope of service and cost.
CL-Q21 / Do you provide Server Vulnerability Scanning Services? Please outline the scope of service and cost.
CL-Q22 / Do you provide any other threat management services not mention in this document? Please outline the scope of service and cost.
CL-Q23 / Do you provide Logging services? Please outline the scope of service and cost.
CL-Q24 / Please provide details on the fiber redundancy that supports your primary data center. How are you engineered to withstand a fiber cut?
CL-Q25 / Please provide details on your backup power? How many hours of capacity do you have available?
CL-Q26 / Please outline the physical controls for protecting your data center.
CL-Q27 / Please outline your cooling capacity and failover plan?
Worksheet Questionnaire