IT Infrastructure Services · 2017-05-05 · IT Infrastructure Services Issued May 8, 2017...

SURS Confidential 5/5/2017

REQUEST FOR PROPOSALS

IT Infrastructure Services

Issued May 8, 2017

Responses due June 9, 2017, by 4:30 p.m. CST

2 State Universities Retirement System

Table of Contents 1 Statement of Work .................................................................................................................................................3

1.1 Purpose .........................................................................................................................................................3

1.2 Coverage and Participation ...........................................................................................................................3

2 General Information ...............................................................................................................................................3

2.1 Original RFP Document ................................................................................................................................3

2.2 The Enterprise ...............................................................................................................................................3

2.3 Schedule of Events .......................................................................................................................................4

2.4 Existing Technology Environment .................................................................................................................4

3 Proposal Preparation Instructions .........................................................................................................................5

3.1 Vendor’s Understanding of the RFP .............................................................................................................6

3.2 Good Faith Statement ...................................................................................................................................6

3.3 Communication .............................................................................................................................................6

3.4 Proposal Submission ....................................................................................................................................6

3.5 Method of Award ...........................................................................................................................................7

4 Additional Terms and Conditions ...........................................................................................................................7

4.1 Equal Opportunity .........................................................................................................................................7

4.2 No Publicity or Promotion .............................................................................................................................8

4.3 Confidentiality ................................................................................................................................................8

4.4 Non-Disclosure Agreement ...........................................................................................................................8

4.5 Costs .............................................................................................................................................................8

4.6 Respondent’s Responses .............................................................................................................................8

4.7 Governing Law ..............................................................................................................................................9

4.8 No Liability .....................................................................................................................................................9

4.9 Entire RFP .....................................................................................................................................................9

4.10 Contract .........................................................................................................................................................9

5 Scope of Work, Specifications and Requirements ................................................................................................9

5.1 Provided Solutions ..................................................................................................................................... 10

5.2 Engagement Methodology ......................................................................................................................... 13

6 Vendor Qualifications and References ............................................................................................................... 14

7 Budget & Estimated Pricing ................................................................................................................................ 16

8 Vendor Certification ............................................................................................................................................ 16


1 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 Infrastructure Services to the State Universities Retirement System (SURS) in the form of Infrastructure as a Service (IaaS) or hot site services. SURS currently utilizes a hot site facility, but is looking to evaluate other options that may provide a quicker RTO. The RFP provides vendors with the relevant operational, performance, service and architectural requirements of the solution.

1.2 Coverage and Participation

The intended coverage of this RFP, and any agreement resulting from this solicitation, will be for the use of all departments at SURS along with any satellite offices. SURS reserves the right 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.

2 General Information

2.1 Original RFP Document

SURS will 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 Enterprise

SURS is the administrator of a cost-sharing multiple employer public employee retirement system that provides retirement, survivor, disability and death benefits for employees of Illinois state universities, community colleges and certain other affiliated organizations and agencies. SURS was created in 1941, by an act of the Illinois General Assembly, and is governed by the Illinois Pension Code (40 ILCS 5/15-101 et seq.). SURS provides benefit services to over 220,000 members (approximately 163,000 active and inactive, as well as 57,000 annuitants) who work for 61 employers. SURS is responsible for investing assets of more than $16 billion in a diversified portfolio of U.S. and foreign stocks, bonds, real estate and alternative investments. SURS also administers a defined contribution plan, the Self-Managed Plan, which currently has assets of approximately $1.6 billion. Northern Trust serves as SURS’ Master Trustee Custodian. An elected and appointed, eleven-person, board of trustees, governs SURS. The chairperson of the board of trustees is, by statute, the chairperson of the Illinois Board of Higher Education. Five members of the board are appointed by the governor of the state of Illinois. The remaining six members of the board are elected by participating members (four individuals) and annuitants (two individuals). SURS trustees serve six-year terms. SURS is funded by participant payroll deductions and annual employer contributions provided by the state of Illinois. By statute, SURS is defined as a “body politic and corporate” created under Article 15 of the Illinois Pension Code.


SURS currently employs approximately 130 staff, located in two offices in Champaign and Naperville, Illinois. Two SURS employees are located in the Naperville office. The remaining employees work in the Champaign office. SURS IT Infrastructure consists of an in-house data center. A copy of SURS most recent Comprehensive Annual Financial Report (CAFR) is available at www.surs.org. This RFP considers:

Service competencies

Technical and service delivery capabilities

Engagement methodology

Vendor qualifications, references and certifications/attestations

Cost and length of contract

SURS has undertaken a comprehensive requirements exercise for its Infrastructure Service needs, which includes provisioning, services management, monitoring, recovery of server platforms, data storage and network services. SURS is looking for a solution and service delivery model that will provide excellent value and meet defined needs.

2.3 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.

Item Date

Issuance of RFP 5/8/2017

Technical Questions/Inquiries Due 5/31/2017

SURS Responses Due 6/2/2017

RFP Closes – Responses Due 6/9/2017

Complete Initial Evaluation 6/16/2017

SURS Internal Approvals and Award Notification 6/16/2017

Contract Completion 6/30/2017

2.4 Existing Technology Environment

The following is a description of the State Universities Retirement System’s current technology environment considered to be within scope of the RFP.

Applications and Data (24 hour RTO and 1 hour RPO for all)

http://www.surs.org/


Infrastructure

Component

Production

Hardware

Requirements

Custom Business

Application

IBM iSeries

(8202-E4B)

Recover business system to include integration with associated data

Partition Storage Memory Dev 1.2TB 28GB Prod 1.2TB 28GB Test 1.2TB 28GB Web 1.2TB 28GB

File Storage (CIFS) 6 TB

Data Storage (NFS) 12 TB

Exchange 1/2 TB

NAS (FAS2552) 30 TB (10gb connection via Nexxus and UCS)

Tape Storage (IBM

TS3310)

(Ultrium-6 3580)"LTO-6" x 38.3.2P1 - cluster mode

2.5 TB/6.25 TB each

VmWare (chassis UCSB-5108-AC2)

(4) Hosts(UCSB-B200-M4) each w/ (x2)CPU E5-2697v3

ESXi 6.0.0

Support and Services

Type of Service Vendor Requirement

Support For the duration of a declared disaster, 24x7 support to address problem

resolution

Testing The vendor will support annual remote testing validate recovery time

objectives and recovery point objectives

Added Value Services Specify any added value services to be provided.

3 Proposal Preparation Instructions


3.1 Vendor’s Understanding of the RFP

In responding to this RFP, the vendor accepts the full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to SURS as necessary to gain such understanding. SURS reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, SURS 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 the State Universities Retirement System.

3.2 Good Faith Statement

All information provided by SURS in this RFP is offered in good faith. Individual items are subject to change at any time. SURS makes no certification that any item is without error. SURS is not responsible or liable for any use of the information or for any resulting claims.

3.3 Communication

Vendors’ inquiries, questions and requests for clarification related to this RFP are to be directed via email to:

Attention: Cindy Gones Job Title: Manager of Technical Support Email: [email protected]

SURS will make a good-faith effort to provide a written response to each question or request for clarification that requires addenda within three business days. Written responses will be delivered via email. All questions, answers and addenda will be shared with all recipients via SURS website (www.surs.org). SURS will not respond to any questions/requests for clarification that require addenda if received by SURS after Technical Questions/Inquiries Due Date specified in the Schedule of Events.

3.4 Proposal Submission

Proposals must be delivered via email to:

Attention: Cindy Gones Job Title: Manager of Technical Support Email: [email protected]

All proposals must be received no later than the deadline stated in the Schedule of Events section. Submissions must be made via email to the identified contact person by the stated deadline. Only email submissions will be accepted. The proposals become the property of SURS upon submission. All costs for developing proposals and attending presentations and/or interviews are entirely the responsibility of the proposer and shall not be chargeable to SURS. Only one proposal from an individual, firm, partnership, corporation or combination thereof will be considered for this assignment.


3.5 Method of Award

3.5.1 Pre-Evaluation Review

All proposals will be reviewed to determine if they contain all the required submittals specified in this RFP. Those not submitting all required information in the prescribed format will be rejected.

3.5.2 Proposal Evaluation

Proposals that pass the pre-evaluation review will undergo an evaluation process conducted by SURS staff. SURS will consider the following various elements in the decision process, ranked in no specific order, and will render a decision based on the perceived best value for the engagement. Fees will be one of the determining factors in this decision but will not be the primary determinative. Proposals will be evaluated based on criteria including:

1. Service competencies

2. Technical and service delivery capabilities

3. Engagement methodology

4. Vendor qualifications, references and certifications/attestations

5. Cost and length of contract

During the evaluation process, proposers may be requested to provide additional information and/or clarify contents of their proposal. Other than information requested by SURS, no proposer will be allowed to alter the proposal or add new information after the filing date.

3.5.3 Selection and Notification

Vendor/Vendors selected will be notified via email. Those vendors not selected for the negotiation phase will not be notified.

SURS reserves the right to execute any of the following options:

Issue no contract award for any of the services described within this RFP

Award all or partial services to one bidder

SURS is not obligated to accept the lowest price or most technologically advanced quote.

4 Additional Terms and Conditions

4.1 Equal Opportunity

SURS does not discriminate because of race, color, religion, creed, sex, sexual orientation, age, marital status, military status, certain unfavorable discharges from military service, political affiliation, citizenship,


ancestry, national origin, physical or mental handicap or disability or any other characteristic protected by law. It is the System’s intent to comply with all state, federal and local equal employment and opportunity laws and public policies.

4.2 No Publicity or Promotion

Any respondent shall not make any public announcement or distribute any literature regarding this RFP or otherwise promote itself in connection with this RFP without the prior written approval from the State Universities Retirement System.

4.3 Confidentiality

Proposals and all materials submitted in response to this RFP cannot be considered confidential. All proposals and related materials will be retained by SURS and will be subject to disclosure as required in accordance with the Illinois Freedom of Information Act, 5 ILCS 140. Any trade secret or confidential material must be labeled as such. If, in response to this RFP, trade secrets or commercial or financial information are furnished under a claim that they are proprietary, privileged or confidential and that disclosure of the trade secrets or commercial or financial information would cause competitive harm to the person or business responding to this RFP, such claim must be clearly made and such information must be clearly identified. (5 ILCS 140/7 and 7.5) Responses to this RFP with every page marked as proprietary, privileged or confidential will not satisfy this requirement. Bidders are required to make a good faith attempt to properly identify only those portions of the response that are truly furnished under a claim that they are proprietary, privileged or confidential and that disclosure of the trade secrets or commercial or financial information would cause competitive harm to the person or business responding to this RFP. However, such a claim is not definitive. SURS has the right and obligation to determine whether such information is exempt from disclosure under the Illinois Freedom of Information Act and no information will be considered or determined by SURS to be proprietary, privileged or confidential unless it is identified and separated as indicated herein. (5 ILCS 140/7 and 7.5)

4.4 Non-Disclosure Agreement

SURS reserves the right to require any respondent to enter into a non-disclosure agreement satisfactory to the State Universities Retirement System.

4.5 Costs

This RFP does not obligate SURS to pay for any costs of any kind whatsoever that may be incurred by a respondent or any third parties in connection with the response. All responses and supporting documentation shall become the property of the State Universities Retirement System, subject to claims of confidentiality in respect of the response and supporting documentation.

4.6 Respondent’s Responses

All accepted responses shall become the property of SURS and will not be returned.


4.7 Governing Law

This RFP and the respondent’s response shall be governed by the laws of the state of Illinois.

4.8 No Liability

SURS shall not be liable to any respondent, person or entity for any losses, expenses, costs, claims or damages of any kind:

Arising out of, or by reason of, or attributable to, the respondent responding to this RFP

As a result of the use of any information, error or omission contained in this RFP document or provided during the RFP process

4.9 Entire RFP

This RFP, any Addenda to it and any schedules listed below constitute the entire RFP.

4.10 Contract

4.10.1 Contract Criteria

This Request for Proposal is neither a contract nor meant to serve as a contract. It is anticipated that one or more of the proposals submitted in response to this Request for Proposal may be selected as the basis for negotiation of a contract with the proposer. Such a contract is presently contemplated to contain, at a minimum, the terms of the proposal submitted, as finally negotiated and approved by the System. SURS reserves the right to negotiate additions, deletions or modifications to the terms of proposals submitted.

4.10.2 Term of Agreement

The period of any agreement resulting from this RFP is tentatively scheduled for a three-year term to begin on July 1, 2017, and to continue through June 30, 2020, with an option by owner to renew for up to seven additional one-year periods, up to a total of 10 years.

5 Scope of Work, Specifications and Requirements

For each of the following questions, indicate the functionality of the proposed solution. Complete the tables by either entering a response where prompted or placing an “x” in the appropriate column for each criterion. Answers must represent the current state of the offering or service. Use the following legend as a guide for the appropriate response:


Response Description

SUP Supported as part of the default offering

MOD Supported through modifications to an existing offering and/or through increase from standard pricing

3RD

Supported through third-party solutions or provisioning

CST Requires customization and changes to base vendor processes

FUT Future service or offering that will be included as part of an existing product development roadmap

NS Not supported

5.1 Provided Solutions

Managed Services

Description SUP MOD 3RD CST FUT NS

MS03 Are Change Management services/processes available including process steps related to:

•Logging changes •Assessing the impact, cost, benefit, and risk of requested changes •Providing change approval or rejection •Overseeing the change implementation •Monitoring and reporting the status of change •Closing change requests and conducting post-implementation reviews •Standard and custom reporting •Pricing and exceptions •Standard Service Level Agreements

Facility Description SUP MOD 3rd

CST FUT NS

Is the facility located within the United States of America?

Is there a backup data center in case of failure at primary site?

H01 Is the data center used exclusively by your company, or shared? Who is operating the data center?

H06 Does the facility Service Level Agreement provide for at least 99.995% availability?

H08 Is the facility accessed controlled and monitored by staff 24/7?


Managed Services


MS08 Are there secure remote client access capabilities available for platform/application services support?

MS09 Are there policies and procedures for dealing with security issues/incidents including customer notification and escalation?

MS10 Is the managed services offerings (or parts thereof) outsourced?

MS11 Are any of the managed services offerings (whole or in part) delivered by support staff or sub-contractors based off-shore?

Security/ Privacy


IS1 Is the cloud vendor able to provide data storage services, through which customer staff will have the ability to access and utilize storage on demand?

IS2 Will the customer have the ability to upload or create, save, and export additional customized images for use as templates for building virtual machines?

IS3 Can the cloud vendor (through the use industry standard technologies and best practices to control network access) detect and prevent attacks, prevent data loss, and protect customers’ systems from threats and attacks?

IS4 Will data stored within vendor-provided storage services reside within the USA and not go outside USA while in transit?

IS17 Can the vendor provide evidence of internal or external security audit report and update the status at least annually?


Security/ Privacy


IS24 Regarding data deletion processes (virtual machine instance or storage object removal): Will the customer receive written verification from the cloud service provider that all data has been removed from any and all information systems and that the provider will not use any of the consumer's data for any purpose in the future?

IS25 Can the vendor describe their processes and policies if served with a warrant, subpoena, or any other order or request from a government body or any other person for any records or files including (Organization) Data or Meta Data?

IS26 Describe any encryption controls available to customers for data at rest?

Resiliency/Recovery


RS1 Can the vendor deliver backup and restoration capacity to operate effectively within the organization’s RTO (within 72 hours) and RPO (within 24 hours)?

RS2 Are there additional charges for virtual machines provisioned in the target recovery site (or ‘zone’) based resources assigned (e.g. processor, RAM, storage space)?

RS3 For the secondary site or ‘zone’; Will data stored within vendor-provided storage services reside within the USA and not go outside the USA while in transit?

RS4 After ‘failback’ to the primary site or ‘zone’ will the vendor provide the customer with written verification that all data has been removed from any and all information systems and that the provider will not use any of the consumer's data for any purpose in the future?


Resiliency/Recovery


RS5 Does the customer have the ability access the selected DR site solution to execute DR testing? Consider all types of tests, from full-scale test to unit.

Describe any costs or limitations (length of test and/or number of tests annually)

RS09 Are there limits (duration or pricing based) on the customer’s ability to operating within the secondary site or ‘zone’ during an extended event or incident?

Describe any additional costs or limitations or, uncertainty of availability beyond a point in time.

RS11 Is there a fee or cost for ‘declaration’ of a disaster?

RS9 Are Change Management services/processes available ensuring that the infrastructure primary infrastructure environment is mirrored in the secondary infrastructure environment?

RS10 Is the target recovery site owned by the vendor or provisioned through a third party?

5.2 Engagement Methodology

Engagement / Administration Capabilities


EM01 Stable and defined customer/account relationship management exists?

EM02 Can the vendor provide profiles of key staff?

EM03 Will the vendor outline functional responsibilities of each role?

EM04 Will any of the support staff or sub-contractors be based off-shore?

EM05 Will the vendor provide references?


Engagement / Administration Capabilities


EM06 Does the vendor have a clear dispute resolution process?

EM07 Does the vendor provide transitioning services from the current vendor to themselves?

EM08 Does the vendor have a clear support staff model?

EM09 Does the vendor have a clear and accessible rate card for services?

EM10 Does the vendor have well defined and enforceable SLA’s?

EM11 Will the vendor provide a description of key partnerships and relationships?

EM13 Does the provider make available aggregated and/or analysis of operating data in a process of continuous improvement?

EM14 Is the delivery of data center capabilities or ‘as a service’ the provider’s core competency?

6 Vendor Qualifications and References

All vendors must provide the following information in order for their proposal to be considered:

Full legal name of the company:

Year business was established:

Number of people currently employed:

Description of current services line-up:

Descriptions of geographic reach and market penetration:

Description of key partnerships and relationships:

Description of current strategy in the marketplace:

Are the vendor’s data centers SSAE 16 audited?


Describe the vendor’s certification, documentation and attestation to compliance with the following;

- PCI

- ISO 27011

- SSAE 16

Describe your processes and policies if served with a warrant, subpoena or any other order or request from a government body or any other person for any records or files including SURS Data or Meta Data.

Will the cloud vendor, as soon as reasonably practical and not in violation of law, deliver to SURS a copy of such warrant, subpoena, order or request and not, without SURS's prior written consent, comply with the same unless and until required to do so under applicable law?

Describe any encryption controls available to customers for data at rest.

Describe your methodology for conducting vulnerability testing. Include scanning frequency and the methodologies used to remediate such vulnerabilities. If it is determined that the vulnerability is due to a configuration/system supported by customers, what expectations would the vendor have of customers for remediation?

Present a sample agenda of what the vendor typically covers during a regular service meeting.

Provide an example of an instance where the vendor has initiated a project that showed leadership and innovation in solutions and services for its client.

For the proposed services and offerings, indicate:

Total number of current clients.

A list of clients with similar needs using a similar solution.

A list of clients who have used the same combination of integration partner and hosting partner.

Evidence of a successful completion of a project of similar size and complexity.


Provide contact information for three references (if possible) from projects similar in size, application and scope and a brief description of their implementation. Include at least one reference to a recently acquired account, at least one reference to a long-term account, and at least one reference to a recently terminated account.

Appended income statement and balance sheet for each of the two most recently completed fiscal years.

7 Budget and Estimated Pricing

All vendors must fill out the following cost breakdown for the implementation of their services solution for the State Universities Retirement System’s project as described in this RFP. Costs should be identified as either capital or non-capital in nature. The vendor must agree to keep these prices valid for 60 days as of June 9, 2017. Please summarize costs by Term(s) below:

Total Cost Summary

Costs Total

Monthly

One-Time Costs

Software Hardware Comments

Managed Services

Recovery Services

Infrastructure as a Service (Cloud)

Transition Costs

Implementation Costs

Other (specify)

Total:

8 Vendor Certification

This certification attests to the vendor’s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein. The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.


This proposal is submitted in response to Request for Proposal for Co-location Services Solutions issued by the State Universities Retirement System. The undersigned is a duly authorized officer, and hereby certifies that ________________________________________________ (vendor name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 130 calendar days as of the Due Date of the RFP. The undersigned further certify that their firm (check one):

IS IS NOT

currently debarred, suspended or proposed for debarment by any federal entity. The undersigned agree to notify SURS of any change in this status, should one occur, until such time as an award has been made under this procurement action. Person(s) authorized to negotiate on behalf of this firm for purposes of this RFP are:

Name: Title:

Signature: Date:

Name: Title:

Signature: Date:

Signature of Authorized Officer: Name: Title:

Signature: Date:

IT Infrastructure Services · 2017-05-05 · IT Infrastructure Services Issued May 8, 2017...

Documents

Transcript of IT Infrastructure Services · 2017-05-05 · IT Infrastructure Services Issued May 8, 2017...