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PROPOSAL COVER PAGE

Date: October 10, 2013

Brief Description:

The following proposal is confidential for the review of the intended recipient only. The purpose

of this proposal is to present a bid for service, to install a server room. Capacities presented are

physical security, HVAC, fire suppression, power quality, business continuity, disaster recovery,

recommendations, and fee schedule.

Terms of Reference:

(to be determined)

Requestor: Professor Marv Gardner of DMACC Enterprises

Contacts: Primary Contact: Shenica Graham

Backup Contact: Brent Leistner

Backup Contact: Dung Phan

Timeline: Start Date: October 15

th

Completion Date: December 20th

Estimated Budget:

People Resources:

Capital:

Urgency of Project: This is a major project for our organization, which should be given priority according to the

established timeline.

Evaluation Criteria: This project will be evaluated by extensive pre and post- installation testing and analysis, being

completed to the letter of our organizational standards and the satisfaction of the client.

Server Room Installation

Project Proposal

Prepared

October 10, 2013

For

DMACC Enterprises

2006 Ankeny Blvd.

Ankeny, IA

By

Ankeny, IA

The Rock e Tech Team

Shenica Graham (Project Manager)

Brent Leistner

Dung Phan

Server Room Proposal (Team 2)

NET612 WW1 Fundamentals of Network Security p. 3 of 21

1.0 - Executive Summary

“Rock e Tech” (pronounced Rocky Teck) is Iowa’s number one information technology

designer. Our motto is, “K.O. (knockout) the competition. Biz (do business) like a champ.”

Collectively, we have over twenty years of professional experience providing quality information

security and management services. Our state of the art equipment and versatile solutions are

designed to increase your organization’s productivity without breaking your budget. Our

professional team is your key to success in the digital age.

Having a common understanding of the project scope is important to meeting the

customer’s needs. For this reason, we provide the following definition of a “server room.” A

Rock e Tech server room is a space solely dedicated to housing technology equipment and its

supporting infrastructure at an existing location. This multi-use location is expected to function

in capacities beyond server housing. Since spaces are unique, there is no one-size fits all design.

We will develop an installation tailored to the unique logistics of the customer’s location. We

will follow best practices and design a solution to meet the organization’s specific needs as set

forth in the request for proposals (RFP).

We will delineate important factors in the areas of requirement definition and building

system considerations. Defining the requirements includes consideration for load density,

resiliency, growth, modularity, and flexibility. Regarding specific building systems, we will

consider the physical space, mechanical systems, electrical systems, and ancillary systems. To

find the “best fit” for the customer, we offer pre-installation analysis to identify any preliminary

issues that need solving prior to installation. After the server room is installed and configured,

our quality service department is Online 24/7 for customer support whenever needed.

This project plan outlines the scope of our intended bid for service and is intended as an

outline, not an absolute. Additional elements may be compiled as necessary, to develop the most

comprehensive, contract-winning bid.



1.1 - The Rock e Tech Team

Your Rock e Tech Server Room design team includes the following key leaders:

• Shenica Graham. Ms. Graham is your server room design Project Manager. She will be

your point of contact to connect you with support services and answer any questions you

may have. She is a computer programmer with extensive project management and

technical writing experience. She will track all project activities, ensure adherence to

established deadlines, manage communications, and monitor each phase of your project

from design to implementation.

• Brent Leistner. Mr. Leistner is your server room design Physical Security and Power

Quality Team Leader. He has sixteen years' experience in the Information Technology

(IT) field, from planning to development. Mr. Leistner will plan and implement physical

security features to maximize productivity of your server room, including money- saving

power quality management.

• Dung Phan. Mr. Phan is your server room design Fire Prevention and Disaster Recovery

Team Leader. He has experience in Information Technology Network Administration and

safety systems. Mr. Phan will develop a fire prevention system tailored to your unique

space and controls. His expertise will empower your organization to recover in the

untimely event of a failure or disaster.



2.0 – Physical Security

2.1.0 – Controlled Access

By regulating access, you reduce traffic to and from servers. To protect the system unit, your

install location is limited to two entryways: a main access door and one emergency exit. These

doors will remain locked at all times.

2.1.1 – Security Keys

Access to the server room will be via electromechanical doors, with entry controlled by security

cards coded to allow access by only those organizational members for whom access is strictly

deemed necessary. The default key lock position is, “locked.” An ID card system is used. No

other physical keys are integrated, eliminating mass key storage that causes a security risk when

one person has access to all keys at once.

2.2 – Security System Aggregation

The system will automatically configure networked devices including electromechanical locks,

servers, workstations, laptops, and mobile devices equipped with Rock e Tech security

synchronization software.

2.3 – Data Security

All company documentation will be stored on a secure server organized by folders with restricted

access limited to your approved personnel. Asset management will be an integral part of each

database, tracking serial numbers, model numbers, asset tags, and responsible parties for each

asset. Databases will also include all software and licenses used on any associate’s computer.

Other company assets will also be listed within the database as needed. Onsite backup tapes will

be stored in a locked fireproof cabinet in the server room when not in the backup system. Offsite

backup tapes will be stored with a company (such as Iron Mountain) and rotated daily with a 3-

month retention life.

2.4 – Password Security

Passwords will be stored on a server in a restricted access folder limited to your approved

personnel. Information on this server will be backed up nightly on offsite tapes. All major

passwords will be changed on a regular 60-day cycle and communicated when necessary via

encrypted communication only.

2.5 – Laptop Security

Control measures for laptops include encryption and physical locks such as a cable lock or being

locked into a drawer cabinet. When used away from the secure workspace, laptops are to be kept

discreetly. When travelling by ground vehicle, for example, laptops are to be locked away in the

trunk or other concealed space. This seclusion is especially important to avoid public access /



visibility while the vehicle is stopped at a destination, or is at rest, including waiting at a red light

or stop sign. When travelling by non-ground transport, laptops should be carried in approved,

secure travel bags. They must not leave the sight and possession of the responsible personnel.

2.6 – Multifunction Printers

All multifunction printers will be within the main part of the building, secluded from general

access. Secure / confidential documents will only print when the peripheral user inputs a valid

security code.

2.7 – Other Physical Security Topics

• Server security

• Server reliability (uptime)

• Public Access

• Staff Access

• File encryption

• Video surveillance

• Biometric access controls

• Automated site backup

• Firewall technology

• Redundant Tier 1 Internet connections

• N+1 redundant battery & diesel power

• Redundant HVAC and 24x7 on-site security & technical support.

• Failure mitigation

• After hours system maintenance

• Application upgrades with posted notices

• Automated alert systems



3.0 - HVAC (Heating, Ventilation, and Air Conditioning)

Continuous temperature and humidity control is vital to the proper functioning of the data system

as the equipment dissipates substantial heat while in constant operation. The scope of this section

includes the following topics:

• Air conditioning determination

• General guidelines for data centers

• Temperature and humidity design criteria

• Temperature and humidity recording instruments

• Relocation and temporary storage

• Acclimation

• System air distribution

This section will answer the following questions:

• What controls will you implement to ensure proper temperature and humidity

regulation year-round?

• How much heat dissipation can be expected from the data center?

• How many personnel will be required to operate the system?

• What are the lighting requirements?

• How much fresh air can be introduced in the data center location?

• Will there be reheating of circulated air?

• Will there be heat conduction through outer walls and windows?

• What is the necessary ceiling height?

• What floor area is required?

• What is the number and placement of door openings?

• What is the number and height of partitions?



4.0 - Fire Suppression

For personnel safety, it is important to familiarize personnel with the active alarm systems and

emergency contingency plans include fire escape routes. Sound alarm signals at the time of fire

detection and for other abnormal conditions.

4.1 – Clean Desk Policy

Employees will be expected to keep their working area clean to reduce dust in the workplace.

Dust can get into the servers and cause the equipment to overheat. Our team will install smoke

and heat detection systems in both the server and the workstation rooms. There will also be fire

alarms that employees can manually trigger. Employees will have monthly fire drills. They will

be trained on how to respond to a fire appropriately. Possible actions include building evacuation

or extinguishing a small fire.

4.2 - Employee Training

We will train your employees on how and when to use the different types of extinguisher. Fire

extinguishers will be placed in each room where they can be accessible to the employees. Our

team will also train the employees on how to operate a small-diameter fire hose correctly and

safely.

The most common cause of fire in a data center are caused by live electrical equipment such as

wiring, computers, air-conditioning system, data processing panels or appliances. They can be

caused by a spark, power surge, or short circuit. If employees are caught in a fire situation, they

should use the fire extinguisher to put out the fire.

4.3.0 – Evacuation Procedures

If a fire is unreachable by fire extinguishers, employees must follow evacuating procedures.

1. Pull the nearest fire alarm immediately.

2. Shut off all electrical power and shut off the air conditioning system. Emergency

shutdown will be located in server and workstation room. They will also be located

throughout the exit doors.

3. Move to a phone away from any fire, smoke or emergency. Call 9-911 advise the

operator that there is a fire/emergency (of approximate) size and location of the building.

Note: In some cases, step 1-3 will not be possible because a fire has overtaken the

building. In that event, move to next step.

4. Exercise the appropriate evacuation plan.



4.3.1 – Evacuating personnel

Employees will be divided into groups and there will be a team leader in each group. Team

leader will be trained on the procedures of helping team members to evacuate from the building.

Each team leader will follow the following procedures if a fire has taken hold of the building.

The floor geography will be mapped out from upper to ground level, and have red lines leading

to each exit doors.

1. Prepare and evacuate the building by way of the nearest emergency exit. Do not use

elevators.

2. Close but do not lock all doors as you leave.

3. Before exiting through any closed door, check for heat and the presence of fire behind the

door by feeling the door with the back of your hand. If the door feels very warm or hot to

the touch, advise everyone to proceed to another exit.

4. Call 9-911 advise the operator that there is a fire/emergency (of approximate) size and

location of the building.

4.4 – Administering first aid

In case of an employee needing first aid, all organizational members shall be trained to give the

following first-aid instructions.

• Put out fire or stop the person's contact with hot liquid, steam, or other material.

• Help the person "stop, drop, and roll" to smother flames.

• Remove burn victim from heat source.

• Remove hot or burned clothing. If clothing sticks to skin, cut or tear around.

• Run cool water over burnt area.

• Gently dry.

• Gently clean the injured area.

• Apply antibiotic cream over affected area.

• Use a sterile bandage to cover burns.

4.5 – Fire Safety Checklist

The following checklist will be used to make sure all exit doors are checked weekly for safety

precautions. The checklist administrator will sign off on the completion. A second security

official will re-conduct the check and verify each item. The dual-certified checklist will be

provided to the client along with a duplicable checklist for regular internal fire safety checks.

□ Yes □ No Is each exit marked with an exit sign and illuminated by a reliable light

source?



□ Yes □ No Are the directions to exits, when not immediately apparent, marked with

visible signs?

□ Yes □ No Are doors, passageways, or stairways that are neither exits nor access to

exits, and which could be mistaken for exits, marked “NOT AN EXIT”

or other appropriate marking?

□ Yes □ No Are exit signs provided with the word “EXIT” in letters at least five inches

high and with lettering at least one inch wide?

□ Yes □ No Are exit doors side-hinged?

□ Yes □ No Are all exits kept free of obstructions?

□ Yes □ No Are there at least two exit routes provided from elevated platforms, pits, or

rooms where the absence of a second exit would increase the risk of injury

from hot, poisonous, corrosive, suffocating, flammable, or explosive

substances?

□ Yes □ No Is the number of exits from each floor of a building and from the building itself

appropriate for the building occupancy?

□ Yes □ No Can exit doors be opened from the direction of exit travel without the use of a

key or any special knowledge or effort?

□ Yes □ No Where exit doors open directly onto any street, alley, or other area where

vehicles may be operated, are adequate barriers and warnings provided to

prevent employees from stepping into the path of traffic?

Completed by:__________________________ Date:__________________

4.6 – Server Room Inspection

The server room should be monitored daily basis to see ensure proper working conditions and

avoid over-heating of the equipment. Conditions should be evaluated regularly, monitored, and

controlled at all times. Key elements to check are air conditioning equipment and electrical and

data storage.

• Inspect steam pipes and water pipes above the false ceiling to guard against possible

damage due to accidental breakage, leakage, or condensation. Inspection of alarm system,

fire extinguisher and fire suppression system will be checked to see if they are working

properly or if there are any damages to them. These tasks will be done on a monthly basis



for the company’s safety.

• Locate emergency exit doors in the computer area. The number of doors depends on the

size and location of the area. Train personnel in emergency measures. Emergency power

shutdown for air-conditioning system and non-fire suppression electrical power will be

installed in server room and aside each exiting doors.

4.7 – Fire Types

All personnel should know fire types and how to extinguish them. They should be aware that

some fire types do not respond to the traditional reaction of dousing with water.

• Class A Fire. This fire type consists of burnable such as wood, paper, and trash. To

extinguish a small fire of this type, use a fire extinguisher, though water works best.

• Class B Fire. This fire type is started by flammable liquids, which include oil, gasoline,

and other similar materials. Beware that this type of fire can cause suffocation. Exhaust

the oxygen source to extinguish this type of fire.

• Class C Fire. This fire type is an electrical file. Always shutdown electrical system, then

use a non-conductive extinguishing agent such as Carbon dioxide. This works best with

gas suppression systems and fire extinguishers. This is one of the most common causes of

fire in data centers.

• Class D Fire. This fire type refers to ignitable metal. Magnesium and Titanium are the

most common types of metal fires. When a metal burns, do not use water in an attempt to

extinguish it. It could produce hot water splashes that could burn your skin. Use a dry

powder-extinguishing agent only for this type of fire. Dry powder agents work by

oppressing the fire.

• Class K Fire. This fire type includes fires comprised of cooking oils, grease, or animal

fat and can be extinguished using the typical extinguishers. This fire class is not common

in data centers.

4.8 – Fire Suppression Systems

The most common fire suppression systems are:

• Gas Suppressants. This is the most common fire suppressant system used in data

centers. These systems will slow spreading of a fire by preventing oxygen from getting to

the fire source. Inergen used in this system is a mixture of gases, generally nitrogen,

argon, and carbon dioxide, and is a clean agent. These gases are stored in a tank and fed

through a pipe system that will run along the sidewalls and ceilings of each room. They

are non-toxic, leave no residue, do not hurt the environment, and are safe for humans.



These gases will prevent fires from gaining for oxygen.

• Water Systems. Sprinkler fire suppression systems are the most common for business

environment. These systems are consisted of a grid of water pipes that run along the

ceilings. These systems will trigger when temperature reach to a certain degree. Older

data centers may use water systems but these systems can easily get servers and other

equipment wet, which will damage them. Modern data center and will not use water

systems, which is a good thing!

4.9 – Recommended Fire Suppression System

Rock e Tech recommends using a gas fire suppression system. They are very effective to Class

A, B, and C fires. These systems are more costly than water sprinkler systems because of the

extra space that are needed to store the gas tanks. Each room will have a certain number of tanks

depending of the size of the space. Even though it is costly, these gases will not damage your

systems when triggered. The gas can get into places where water will not be able to reach.

Usually, no cleaning is required following the release of gases. The gases are people and

environmentally friendly.



5.0 - Power Quality

Electrical power quality affects electronic equipment performance. The scope of this section

includes the following topics:

• General power information

• Power quality

• Voltage and frequency limits

• Power load

• Power source

• Dual power installations

• Uninterruptible Power Source

This section will answer the following questions:

• What controls will you implement to ensure that quality power is available to the data

system?

• What are the power requirements?

• What should be considered when evaluating emergency power supply options? For

example, how does one choose between gas-powered generators versus a battery-

powered emergency power supply?



6.0 - Business Continuity

Our installation team will work with you from start to finish; making sure your installation is

successful without interrupting normal operation of your organizational systems. Furthermore,

our award-winning support department will be available for the life of your system, according to

our standard warranty and any additional coverage you may have purchased.

6.1 – Location & Environmental Variables

The location of your server room is important to security logistics and your ability to secure

properly what is behind the closed doors of your server room. Our qualified security

management team can assist you with determining the best location within your organization for

the physical placement of your server room. Once you have a location, we will design the best

logistical setup for your secure space. Elements to consider when selecting a location include

vibration and shock control, proper lighting, acoustics and alarm mechanisms, material data and

storage protection, and emergency planning for continuous operations.

6.2 – Data Preservation

You will need to determine exactly what information needs to be maintained in order to recover

from a failure or disaster. You will also need to decide what data will be kept on-site, and what

will be kept on-site, whether a completely redundant copy or your on-site backups, or select

information blocks. Once you have identified these assets, our data security team will assist you

in implementing an appropriate backup strategy. We recommend fireproof safes for both on-site

and off-site backups. For your convenience, your server room installation includes an internal,

fireproof vault for on-site storage of data, licensed software, and disaster recovery tools. Regular

backup testing should be performed regularly to ensure that backups accomplish intended goals

in the event an emergency.

6.3 – Software Preservation

Physical copies of licensed software packages used with our service will be maintained onsite in

an interior vault within the secure server room, on offsite with your financial services provider,

in a vault secured, and locked safe box. Each security software vendor's contact information will

be maintained in a directory listing included in the security policy and procedure manual.

6.4 – Supporting Technologies

To provide peace of mind with our quality services, your server room will be equipped with

security technologies such as Microsoft Cluster Server, and Redundant Array of Inline Disks

(RAID) systems such as…



6.5 – Training

Rock e Tech will provide training for your server system operators and administrators to

empower them to respond in a timely and professional manner to your server room needs. You

may choose to include other organizational members (or your entire organization) in these

trainings, or you may utilize the training tools we provide when working with your leaders, and

these trained personnel can train your organization.

6.5.1 – Incident Response Team

You will select a dedicated incident response team to react expeditiously and appropriately in

case of an emergency. Your incident response team and security officials will practice fire drills.

6.6 – Supporting Documentation

Rock e Tech will provide an operations and procedures manual with your server installation.

This priceless guide will detail your new system’s capabilities, proper maintenance, support

contacts, and how to access help on-site and Online. This publication will also contain a record

of critical systems hardware and software configurations used for your installation to allow

troubleshooting by your on-site security team when necessary, before a full maintenance (a fee-

based service) service is required. This documentation can save significant costs for your

organization and it is a recommended read for all members of your security team.

6.7 – Your Personal Business Continuity Plan

Since your installation is pre-construction, you have the flexibility to implement key elements

from phase one, rather than trying to fit them in later if space is available. Based on your initial

RFP, we recommend the following plan to protect continuity of your business:

• Hot Site Facility. The ground floor of your space and projected budget is suited to host a

fully-integrated, configured facility housing all services, communications links, and

physical plant operations. This site will include tailored heating and air conditioning

units. Computing resources, peripherals, phone systems, applications, and workstations

will be available on-site. Only data backups and routine maintenance will be required to

keep this site as a fully-functioning replica of your entire operation. It requires only

minutes to go live and can generate the full capacity of your existing systems. The

process will be seamless for your internal and external customers, providing service

without interruption by taking over necessary and support processes from a damaged or

failing system. A hot site is your best option for near real-time recovery.

• Rolling Mobile Site. On the second floor, directly above the Hot Site, the extra utility

closet will be transformed into a smart generation room, housing a rolling mobile

contingency unit. This unit will contain duplicate equipment for availability in the event



of an emergency. Security personnel on the upper level of your facility will be able to

extract key equipment quickly, if needed faster than the time it would take to get to the

first-floor server room.

• Electronic Vaulting will be used to create sufficient backups for uploading to

contingency equipment when needed. This process, which consists of transferring large

data batches to an offsite location for secure storage and retrieval, will ensure that in the

event of necessary migration to the hot site or rolling mobile unit, you will have virtually

the same information required to run your business, that you had before migration.

• Remote Journaling will prevent data gaps between your contingency data upload from

your electronic vault service, and the last stable state of date before migration became

necessary. The remote journaling process transfers live transactions from your on-site

servers to a trusted off-site facility. This feature will be activated automatically, thanks to

a contingency switch built into Rock e Tech servers. If a predetermined number of

transactions are significantly slow, the system will perform an immediate self-check,

which is imperceptible to your internal and external customers with the exception of

being documented in a log file. If a sequence of flags are set off during the check, remote

journaling will be activated.

• Database Shadowing. If and when remote journaling is activated, the server’s built-in

contingency system will notify your security management team by auditory alarm and

instant message to configured mobile devices. The system will concurrently notify your

remote storage site, and duplication of your organizational databases at the offsite

location will be initiated, including not less than three copies of your critical data.

• Activity Logs. Logs are very important and useful to solving information-related and

virtual (cyber) crimes. To All server activity is logged for investigative purposes of your

server’s built-in data mining. The system constantly compares logged data to historical

data and your network variables. If a predetermined condition is not met, a notice will be

logged and directly and indirectly related server activity will be tracked and logged in a

file coded to the specific initiating incident. In less than .65 seconds, the server can filter

hundreds of log files. According to set variables, if a breach is detected or anticipated,

logged data is copied to a “Legal Contingency” file with a time / date stamp. These files

can be easily extracted for review by your local law enforcement in the event of a breach

or determined threat to proactively prevent attacks.

• Law Enforcement. If and when a legal contingency file is created by the server’s

security system, an automated notice is sent to your security management team and to

your local data and cybercrime law enforcement officials.



7.0 - Disaster Recovery

7.1 – Your Personal Disaster Recovery Plan

• Hot Site. As stated in Your Personal Business Contingency Plan, Rock e Tech will

implement a Hot Site at your location to provide emergency response support and

recovery tools. Since this will be a data center, the information that is held in the server

room is crucial and will need to have real-time backup systems. All hardware and

software will be setup and running before the installation is complete and our team leaves

your site on the final day of the project (see proposed timeline).

The hot site method is not the least expensive implementation. However, it provides the

most global security coverage for all of your information assets. It is an expensive and

important step toward total recovery in the event of a disaster.

• On-site and off-site backup servers will be used in case of a main server failure or other

system damage. These backup servers will be updated regularly by your automated

recovery assistant, built into the Rock e Tech server. This process will ensure that your

data is available and current if and when needed, and ready to go with the most current

variables.

• Daily System Testing. Since we can’t predict when a disaster will occur, disaster

recovery testing will be automatically run at four daily intervals, in a seamless process

managed by your automated recovery assistant. This procedure ensures that all equipment

and software are working properly in the event of a disaster. Automated testing will

commence at 4:00 am, 10:00 am, 4:00 pm, and 10:00 pm by default. You can edit the

testing quadrant (times) to suit your business traffic. Each employee of the disaster

recovery site must review and approve each the daily recovery procedures to verify

proper and thorough testing.

Testing will proceed methodically through data logs following established test scripts to

validate and verify data copying. Each copied asset will be logged and tracked to prevent

data loss. Controlling software should also be tested to ensure proper configuration and

that application versions are up to date. Software updates must be confirmed compatible

with existing systems before implementation.

• Data Restoration. Following backup testing, your security team can execute the

restoration process.

• Staffing the Disaster Recovery Site. Based on the size and expertise of your

organizational security team, no outside staff is required. However, you may want to

enlist mutual agreements with providers of needed services, as a backup to your in-house



subject matter experts. It is best to have the internal employees who write the backup

procedures, also work at the disaster recovery site. Having internal employees run this

operation reduces risk and lessens potential confusion between employee and employer

when needed action is required. Outside staff may be hired if further assistance is

necessary.

Other Disaster Recovery topics

• Plans and procedures should already be developed before a failure occurs. Most the time,

when a failure occurs and continuity of operations is halted for a prolonged period, it is

because procedures and plans have not been developed correctly.

• The software configuration of systems should be maintained. This includes operating

system versions, service pack updates, and any other software.

• You should keep track of hardware configurations such as disks and partitions; peripheral

devices installed; and IRQ, DMA, and I/O addresses.

• Always ensure that backups are current and up to date. If possible, perform trial restore

operations to test backups.

• Implement new technologies such as Microsoft Cluster Server. Microsoft cluster server

technology will be discussed later in the paper.

• Implement RAID technologies. These are also discussed later in the paper.

It is also possible in some cases to implement standby servers. Backed up information is restored

on a computer that is purely for redundant purposes.



8.0 - Summary

The scope of this section includes the following topics:

• Pre-installation recommendations

8.2 - Post-installation recommendations

Further plans should include training of personnel to act in an emergency.

• Included services

• Nominal fee services

This section will answer the following question:

• Why should DMACC Enterprises choose Rock e Tech services over the competition?



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