2024 Technology Upgrade Rfq

/DocumentCenter/View/1171             Request for Proposal forTechnology Upgrade Services    September 18, 2024  City of MarshfieldKaren Rost, City Clerk798 S. MarshallMarshfield, Missouri 65706  Introduction The City of Marshfield is soliciting bids for a technology upgrade to enhance the security, performance, and manageability of the City’s server and network infrastructure.   The project will entail new VLAN segmentation, new network subnet creation, wireless and switching replacements, virtual server host replacements with conversion from VMware to HyperV, deployment of backup and disaster recovery strategy, and fiber backbone throughput increases.   The bid will need to be broken into the following sections and each sections’ material needs can be referenced in the included table: Shared Infrastructure New Building City HallWaste WaterParks / PoolPolice Dept  General Instructions for ProposalProposal Content - A completed proposal must contain the following:Proposal Form & Signature Page – the proposal form and signature page must be completed and signed by an individual authorized to bind the contractor. All proposals submitted without such proposal form and signature page may be deemed non- responsive.References – Proposals shall include a list of three (3) references including name, address, phone number and contact person. It is preferred that references are those of Southwest Missouri contacts. The City reserves the right to contact references other than, and/or in addition to, those furnished by a contractor. Proposal Period – Proposal prices are to be firm for thirty (30) days. Proposal Award - It is the intent of the City to accept the lowest responsible proposal, provided it has been submitted in accordance with the proposal documents. If a proposal is selected it will be the most advantageous regarding price, quality of service, the Contractor’s qualifications, and capabilities to provide the specified services, and other factors which the City of Marshfield may consider. The City reserves the right to accept or reject any or all proposals and to waive irregularities therein. Proposals will be approved by the Board of Aldermen at a regular scheduled meeting.Term and Renewal – The term of the Contract shall be for ninety (90) days, unless earlier terminated. The Contract may be terminated by either party with a ninety (90) day written notice. The Contract may be terminated by either party with or without cause in less than ninety (90) days by mutual agreement or in the event of substantial failure to perform in accordance with the terms set forth in the Contract.  Basis of Payment – Payment will be made to the contractor within 30 days upon receiving the contractor’s monthly invoice and after approval by the Board of Aldermen. The invoice shall state the date the services were performed and amount and which facility. Additional services provided outside the specifications included in this request will be billed via a separate invoice and described by the services provided and the date they were provided. Summary While the City recognizes projects of this size and implication to be impactful, it is expected that the awarded provider will take measures to limit disruptions through proper planning, communication, and professionalism.  End-user changes required during the project (ex… subnet changes requiring re-ip of devices) as well as any unplanned issues resulting from the project, must be directly supported by the project provider.    The project will include work at multiple departments located through out the city.  Department facilities are linked by dark-fiber circuits which include network hops in dispersed substations.  Some of the substation networking hardware will remain but must be configured to pass new VLAN IDs.  Vendor RequirementsAll vendor staff performing deployment or accessing information related to the City of Marshfield must possess active CJIS certification as well as competency for CJIS, PCI, and NIST security practices.Invoicing will need to be progress-basedPayment on material will not be released until material receiptProject will be turn-keyVendor will accept responsibility and resolve support needs related to unplanned project issuesAll work must be completed by end of 2024 calendar year  Technology RequirementsMeraki Networking hardwareMeraki subscription will need to be for a 3-year termAll cabling and interconnect material such as Fiber modules, and patch cables should be included in the bidCity Hall is current fiber hub and will need to feed a minimum of 8 fiber linksFiber distribution will need to be minimum 1Gb capable and support links to existing 100Mb fiber equipmentNetwork should include an L3 Core Switch StackVLANs should be deployed to separate CJIS, PCI, and Guest traffic from the main networkCurrent server virtualization is VMware and will need converted to Hyper virtual servers will need converted and migrated to new server environmentTwo server room locations (production location in New Building and Backup/DR in City Hall)New Building is a new site setup and will include the main server room location as well as the network needs of the buildingServers will need to include 5 Year SupportSCADA servers will need converted and migrated to the HyperV environmentActive replication will need setup between the production site and backup/DR site such that the DR site houses cold-copies of the production servers.  Backup solution will need implemented at the DR site using Veeam as the software applicationPrimary and Secondary Domain Controllers running at alternate locationsExisting firewall will need to be complemented with an additional unit and setup for High AvailabilityWireless access point profiles should be deployed to limit SSID broadcasts among departments  Specifications The bid will need to be broken into the following sections and each sections’ material needs can                be referenced in the included table: Shared Infrastructure New Building City HallWaste WaterParks / PoolPolice Dept While the City recognizes projects of this size and implication to be impactful, it is expected that the awarded provider will take measures to limit disruptions through proper planning, communication, and professionalism.   End-user changes required during the project (ex… subnet changes requiring re-ip of devices) as well as any unplanned issues resulting from the project, must be directly supported by the project provider.    The project will include work at multiple departments located throughout the city.  Department facilities are linked by dark-fiber circuits which include network hops in dispersed substations.  Some of the substation networking hardware will remain but must be configured to pass new VLAN IDs.    ItemSpecificationsCommentsShared InfrastructureNetworkingL3 Core Switch Stack (support 48+ ports and have redundant PSUs)Fiber Distribution Switching (support 8+ ports)Sophos XGS 107/w (for HA)PoE Switch for edge devices ServersProduction Virtual Environment (Flash Storage, HyperV, and capable of supporting 10 VMs with min 5TB storage.)Backup/DR Environment (secondary virtual environment housing backups and stand-by copies of production servers)Windows 2022 Server licensing for 8 VMs50 Windows 2022 User CALs10 Windows 2022 RD User CALsWindows Server Licensing will need included in the project.    Servers should be capable of 10Gb  Dual Processors and Powersupplies IDrac Enterprise Hardware based Raid 5-Year Manufacturer SupportInfrastructureEnvironmental SensorDual 20 Amp (min) UPS UnitsDual 20 AMP (min) Metered PDUs42U Lockable Cabinet  New BuildingNetworkingMinimum of two PoE Switches to support a minimum of 48 active portsShould include patch cabling and fiber modules as needed for connectionWireless(qty3) Access Points Infrastructure 42U Lockable Cabinet     City HallNetworkingMinimum of two PoE Switches to support a minimum of 48 active portsShould include patch cabling and fiber modules as needed for connectionWireless(qty4) Access Points Waste WaterNetworkingPoE Switch to support a minimum of 24 active portsSecond PoE switch to provide a fiber hop and ethernet hand-offThird PoE switch to provide a fiber hop and ethernet hand-off for Well HouseShould include patch cabling and fiber modules as needed for connectionWireless(qty1) Access Points Parks / PoolNetworkingPoE Switch to support a minimum of 24 active ports Should include patch cabling and fiber modules as needed for connectionWireless(qty1) Access Points Police DeptNetworkingPoE Switch to support a minimum of 24 active ports Should include patch cabling and fiber modules as needed for connectionWireless(qty2) Access Points                    Proposal InstructionsRequest for Proposal for Technology Upgrade Services and Equipment  Based on the requirements and provider qualifications please provide two (2) copies of the proposal to the City of Marshfield. Complete Proposal Form and Signature Page Complete Worker’s Compensation Certificate Complete Independent Contractor Statement Complete Reference Form   Include these items in a sealed envelope. All proposals should be sealed and clearly labeled on the outside of the envelope: Request for Proposal for Technology Upgrade Services. The proposal may be hand delivered or mailed to City Hall and addressed to: City of MarshfieldAttn: Karen Rost, City Clerk798 S. MarshallMarshfield, MO 65706 Proposals must be received no later than Wednesday, October 9, 2024, at 11:00 a.m.  Proposal FormRequest for Proposal for Technology Upgrade Services and Equipment  The undersigned hereby submits the following proposal for the cost of services and equipment for the City of Marshfield Technology Upgrade: Shared Infrastructure  New Building  City Hall Waste Water Parks / Pool Police Dept                                                                                                                                                $                                                                                                                          No Sales Tax              Signature PageRequest for Proposal for Technology Upgrade Services and Equipment   By: Name and Title (please print)                                                                                            Signature                                                                                                                                  Vendor Address                                                                                                                            Contact (please print)                                                                                                              Phone                                                                                                                                      Fax                                                                                                                                           E-mail                                                                                                                                      Worker’s Compensation CertificationRequest for Proposal for Technology Upgrade Services and Equipment   I hereby certify effective of the date of my Contract with the City of Marshfield in the performance of such Contract that:? I have and will maintain in full force and effect policy of Workers Compensation Insurance in compliance with the Laws of the State of Missouri with the following insurance company:    Company Name    Agent’s Name, Address and Telephone Number    Policy Number and Effective DateOR? I will perform said Contract myself and do not have and will not have any employee oremployees assisting me with the performance of the Contract and am not required bythe Laws of the State of Missouri to obtain and maintain a policy of Worker'sCompensation Insurance in the performance of this Contract. I understand that this statement is made as a material part of the Contract, which I have made with the City of Marshfield.     Date    Signature of Contractor  Independent Contractor StatementRequest for Proposal for Technology Upgrade Services and Equipment  It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of co-partners between the parties hereto or as constituting the Contractor as the agent, representative or employee of the City for any purpose or in any manner whatsoever. The Contractor is to be and shall remain an independent contractor with respect to all services performed under this Agreement. The Contractor represents that it has, or will secure at its own expense, all personnel required to perform all services under this Agreement. Any and all personnel of the Contractor or other persons, while engaged in the performance of any work or services required under the Agreement, shall have no contractual relationship with the City, shall not be considered employees of the City and any and all claims that may or might arise under the Unemployment Compensation Act or the Workers’ Compensation Act of the State of Missouri on behalf of said personnel arising out of employment or alleged employment including, without limitations, claims of discrimination against the Contractor, its officers, agents, contractors or employees, shall in no way be the responsibility of the City; and the Contractor shall defend, indemnify and hold the City, its officers, agents and employees harmless from any and all such claims irrespective of any pertinent tribunal, agency, board, commission or court. Such personnel or other persons shall neither require nor be entitled to any compensation, rights or benefits of any kind whatsoever from the City, including without limitation, tenure rights, medical and hospital care, sick and vacation leave, Workers’ Compensation, Unemployment Insurance, disability, and severance pay.  Company/Individual Name:                                                                                                     Official Address:                                                                                                                       Signature and Title:                                                                                                                 Date:                                                                                                                                         Client ReferencesRequest for Proposal for Technology Upgrade Services and Equipment   Please list three (3) client references. It is preferred that those references are clients within Southwest Missouri. The City reserves the right to contact references other than, and/or in addition to, those being furnished below.  Name:                                                                                                                           Address:                                                                                                                                   Phone Number:                                                                                                                       Name:                                                                                                                           Address:                                                                                                                                   Phone Number:                                                                                                                       Name:                                                                                                                           Address:                                                                                                                                   Phone Number: