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Ware County School District
Ware County School District
Ware County School District
Ware County School District
Ware County School District
Ware County School District
Ware County School District
Ware County School District
Ware County School District
Ware County School District
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Ware County School District

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  • 1. Ware County School District Desktop Virtualization Request for Proposal Section 1: Ware County Schools Profile Ware County Schools Background Ware County School District (WCSD) is a medium sized school system with approximately 6100 students and 1000 employees. The WAN connecting the central office with 10 schools sites is a point to point 1Gbps Ethernet over fiber network. The LAN at the high school has a 1Gbps fiber backbone between the IDF that will connect approximately 100 thin clients to the MDF. The other 50 thin clients will connect directly to the MDF. The application server that hosts A+ is a Dell PE2900 located in the MDF. Additional servers for desktop virtualization will be housed in the MDF. Objective WCSD is seeking a vendor to facilitate the desktop virtualization of approximately 150 thin clients at the Ware County High School. The desktop solution for approximately 100 thin clients will be a virtualized XP desktop that runs the A+ curriculum-which is a java based application. No other programs will be accessible to these 100 thin clients. An alternative desktop for these 100 thin clients would include the A+ program and Internet Explorer. A different desktop will be available to the 50 thin clients that connect to the MDF. These clients will run A+, TestNav (a shortcut to the program which runs on the application server), MS Office 2007/2010, and perhaps a few other programs that are just shortcuts on the desktop or install locally to the thin client image. There should be fail over capability so that if one server goes down, the others can manage the desktop distribution and management. Our preference is to have one server dedicated to fail-over. Decision Making Process All vendor proposals will be rated in one or more of the following categories. Understanding the scope of work Vendor qualifications Technical requirements References Project management requirements Cost Presentation The award of the contract will not necessarily go to the proposal with the lowest bid. Ware County Schools reserves the right to select the bid that offers the best overall benefit to the school system. Ware County Schools may accept or reject any or all bids or parts of the bids. Description of Needs or Services
  • 2. Desktop Virtualization Ware County is looking for a desktop virtualization and VDI solution that delivers a complete Windows desktop experience as an on- demand service to thin client devices. The solution must quickly and securely deliver individual applications or complete desktops while providing a high user experience for both multimedia and office applications. Future Needs Ware County is dedicated to adding to and upgrading end user devices. Because of this dedication any solution should have the capability of growing with our needs. Design Criteria The vendor should incorporate a design that is fast, efficient, and allows for fail-over. The design should allow for additional virtualized desktops to be delivered to any or all of the thin clients based on Active Directory credentials. Variations of equipment expressed in this RFP should be duly noted on any bid. The equipment that WCSD furnishes may be used, but all hardware is not required to be used. The Ware County School District will provide the following items that may be used in designing the solution: Four (4) Dell PowerEdge 2900 servers each with 32GB RAM, RAID 5, Dual Quad Core Xeon processors, four (4) 146GB 15K SCSI drives Two (2) Dell PowerEdge 2800 servers for handling desktop provisioning (if needed) Server 2008 Software. Network cables Switches (with minimum of 12-Gb ports) Dual 1Gb port NICs for each Dell 2900 (giving a total of 4 NICs on each 2900) TS Cals (as needed) VECD Licenses (as needed) The vendor will supply all other necessary equipment to successfully implement this design including (but not limited to): • 150 Wyse V10LE (902178-01L) with Wyse 3 year Thin OS maintenance (730958-04), TCX Suite 4.0 with 3 year maintenance (730973-03), and 19” LCD monitor (3 year manufacturer’s warranty) with Wyse bracket (920278-01L) to secure V10LE to back of monitor. (monitor must have VESA 4 hole mounting threads, a stand that connects to the monitor without using the 4 holes )Most new monitors are compatible; many Dell monitors are not compatible. • 150 XenDesktop 4.0 Enterprise Edition (latest version if there is one out higher than 4.0) OR a comparable VMWare solution. If you choose to submit a VMWare solution, please list any differences (hardware/software requirements) on your proposal. • SAN (solid state with 360GB min) with multiple 1 Gb Ethernet ports OR SAS SAN with at least 2.5TB storage with at least one fail over drive and multiple 1 Gb Ethernet ports (Clearly state what equipment you are using, including capacity, manufacturer, model and warranty period. • Training (2 days- minimum 6 hrs/day for tech staff 3 to 4 people) after system is complete • The vendor is responsible for all labor and materials to accomplish a turn key solution (except those noted that will be provided by WCSD. • Solution to be installed at Ware County High School, 700 Victory Drive, Waycross, GA 31503 Pike County Board of Education Request for Proposal – BOE Server Solution Page 2 of 10
  • 3. Section 2: Schedule & Submittal Instructions Schedule of Events Tasks Date Initial electronic mailing of RFP 4/20/2010 Deadline for submitting vendor questions on content of RFP 4/30/2010 Deadline for submission & opening date of proposals 5/3/2010 at 2:00 p.m. EDT Contract award (estimated) May 11, 2010 Vendor Installation Time Line (Earliest On-site date) May 25, 2010 Vendor Installation Time Line (Last On-site date- job completion –no later than) June 30, 2010 Cost to Prepare and Submit Responses All costs incurred in the preparation and submission of responses to the RFP shall be the responsibility of the Respondent. Late Proposals Proposals received after the due date and time will not be considered. Regardless of the method used for delivery, Respondents shall be wholly responsible for the timely delivery of submitted proposals. Proposals will be considered if received by email, mail, delivery service, or fax Preparation Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capacities to satisfy the requirements of the RFP. Emphasis should concentrate on conformance to the RFP instructions, responsiveness to RFP requirements, and on completeness and clarity of content. All proposals and accompanying documents become the property of Ware County School District. Interpretation All questions about this request for proposal must be addressed to Mike Porter, Technology Director, by email at mporter@ware.k12.ga.us or by phone at 912-287-2307. Presentations At the pleasure of the Ware County School District, vendor(s) selected for final evaluation may be required to make an oral presentation of their proposal. This presentation will allow the vendor to clarify their proposals and provide a demo of their solution if necessary. Proposal Delivery Instructions Each complete submitted proposal response shall consist of one (1) Master with one (1) paper copy, and one (1) electronic copy using the following format(s): Microsoft Word, Microsoft Excel, and/or Adobe PDF. Electronic copies will be submitted via email. Clearly label and index proposals with appropriate section and sub-section numbers as referred to herein. Number each page individually and provide a table of contents. Mark bid clearly: Thin Client Solution-WCHS. Mail, email, fax, or send by courier to: Thin Client Solution-WCHS Mike Porter Director of Technology mporter@ware.k12.ga.us Ware County School District 1301 Bailey Street Waycross, Georgia 31501 Pike County Board of Education Request for Proposal – BOE Server Solution Page 3 of 10
  • 4. P: 912-287-2307 Fax: 912-287-2200 Pike County Board of Education Request for Proposal – BOE Server Solution Page 4 of 10
  • 5. Section 3: Vendor Profile Requirement Description Response 3.1 How many years has your company been in business? 3.2 A list of customers/references that would be similar in size or industry to our account. Provide current contact information for each reference provided in customer reference form located in Attachment A. 3.3 List all Industry specific certified engineers and their distance from Ware County pertinent to this RFP 3.4 How many vendor certifications in the proposed solution does your company have? 3.5 If any of your services are sub-contracted to another party, provide name, contact information, and description of each service each sub-contractor performs. Pike County Board of Education Request for Proposal – BOE Server Solution Page 5 of 10
  • 6. Section 4: Functional Requirements (Please answer Yes or No to weather the solution submitted fulfills the requirement of the RFP.) Requirement Description (Y/N) Response Description 4.1 Virtual Desktop Infrastructure 4.1.1 Provides desktop access to both Windows XP and Windows 7. 4.1.2 Provides for redundant components. 4.1.3 Backbone must be a minimum of Gigabit full duplex. 4.1.4 Provides for multimedia capability through the virtual desktop. 4.1.5 Provides for remote access to Virtual Desktops securely over the internet. 4.1.6 Access must be authenticated by Active Directory. 4.1.7 Provides for necessary storage capacity for the proposed solution. 4.2 Documentation Requirements 4.2.1 Documentation must be in Visio Format 4.7 Support 4.7.1 The respondent should provide toll-free technical assistance during business hours, M-F 7:30-4:30 as a minimum. 24/7/365 support should be noted if available 4.7.2 Provide a summary of Respondent’s resources (support personnel and otherwise) devoted specifically to technical issues, involving notification technology, as well as support procedures. Pike County Board of Education Request for Proposal – BOE Server Solution Page 6 of 10
  • 7. Section 5: Pricing Requirement Description Response 5.1 Contract Terms 5.1.1 The cost of the solution including setup, all necessary hardware, software, and network infrastructure required to operate the solution according to the proposed implementation, detail and explain. This is the turn key price that the vendor will charge. This must include all on-site visits required to bid this project. No additional costs will be acceptable. This includes the vendor’s assurance that the solution will work effectively using all listed hardware/software. The bidder must attach a sheet itemizing all hardware and software that will be included in the bid. Hardware and software furnished by WCSD should be noted on this list 5.1.2 List all necessary hardware, software, and network infrastructure See Appendix B (use additional sheets if necessary) requirements to operate the solution according to the proposed implementation not provided by vendor, detail and explain. 5.1.3 List all necessary hardware, software, and network infrastructure See Appendix B (use additional sheets if necessary) requirements to operate the solution according to the proposed implementation. 5.2 Training 5.2.1 Two days training is included in this proposal. Yes or No Initial _____ Title 5.2.2 Cost of training options (optional cost per day) 5.3 Support Services Charges 5.3.1 Vendor shall furnish all necessary support including on-site for Yes or No Initial _______ Title critical issues for 60 days from completion at no cost. 5.3.2 Vendor shall provide access to on-site support for critical issues. Indicate cost for 1 day on-site support for critical issues. This cost is not included in proposal. 5.3.3 List any other support options that are available outside of the initial proposal. Pike County Board of Education Request for Proposal – BOE Server Solution Page 7 of 10
  • 8. Section 6: Conditions Contracts and Obligations Contracts and obligations are contingent upon acceptance by WCSD and WCSD having sufficient local funding at the time the contract is secured. Data Access Any data (Data defined as any information, associated meta data and databases) provided to vendors is intellectual property of Ware County School District and as such must be provided to Ware County School District upon request. Insurance Liability insurance with limits no less than $1 million and workers’ compensation coverage are required. Upon request by Ware County School District, Respondent shall provide to Ware County School District evidence of such coverage. Assignment Any attempt by Supplier to assign or otherwise transfer any interest in this Agreement without the prior written consent of Ware County School District shall be void. Attorney’s Fees The parties agree that in the event of a dispute, each party will bear its own costs of litigation and attorney’s fees. Compliance with Law The Vendor shall comply with all applicable federal, state and local statutes, regulations, ordinances, or other legal requirements that apply to it or Ware County School District. Confidential Treatment of Information Supplier shall preserve in strict confidence any information obtained, assembled, or prepared in connection with the performance of this Agreement. Inconsistencies in Conditions In the event there are inconsistencies between the specifications, Scope of Work, and the proposal terms or conditions, contained herein the proposal terms and conditions will take precedence. Indemnity Respondent shall indemnify, defend, and hold harmless Ware County School District from and against any claims, losses, suits, charges, demands, and expenses, including attorneys’ fees, arising out of or related to (i) Respondent providing the services, (ii) any breach of any duty, representation, warranty, or covenant, contractual or otherwise, by or attributable to Respondent, and (iii) any act or omission attributable to Respondent. Pike County Board of Education Request for Proposal – BOE Server Solution Page 8 of 10
  • 9. Attachment A – Customer Reference Form from Past Virtual Desktop Implementations. Company Name: Contact Person: Address: Phone: Email Address: Description of Service Provided: Company Name: Contact Person: Address: Phone: Email Address: Description of Service Provided: Company Name: Contact Person: Address: Phone: Email Address: Description of Service Provided: Pike County Board of Education Request for Proposal – BOE Server Solution Page 9 of 10
  • 10. Attachment B – List of Hardware and Software (Complete with all items that will be used) The first few rows are done for you. Equipment/Software Furnished By Brand Model Warranty Description (including QTY, Capacity) (Vendor/WCSD) (years) SAN Vendor Server 2008 software WCSD n/a n/a n/a Server Licenses Thin Client Vendor Wyse V10LE 3 150- V10LE w 128 flash and 512MB RAM TCX Suite 4.0 Vendor Wyse 730973-03 3 150-3 year maint on TCX suite Mounting bracket Vendor Wyse 920278-01L n/a 150 bracket to secure V10LE to rear of LCD 19” LCD monitor Vendor 3 Pike County Board of Education Request for Proposal – BOE Server Solution Page 10 of 10

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