request for proposal flc rfp #3144 … rfp database...we are in need of a more long-term solution...
TRANSCRIPT
1 October 21, 2014
REQUEST FOR PROPOSAL
FLC RFP #3144
DATABASE ADMINISTRATION
MANAGED SERVICES
Due:
2:00 PM
November 10, 2014
2 October 21, 2014
Contents I. PURPOSE OF THE REQUEST FOR PROPOSAL ............................................................................................ 3
A. Statement of Need ............................................................................................................................... 3
B. Service/Product Requested ................................................................................................................. 3
II. INSTITUTIONAL BACKGROUND ................................................................................................................ 4
A. Current Environment ........................................................................................................................... 4
III. FLC CONTACT INFORMATION .................................................................................................................. 5
IV. PROPOSAL SUBMISSION ...................................................................................................................... 6
A. Due Date .............................................................................................................................................. 6
B. Schedule ............................................................................................................................................... 6
C. Proposal Submission ............................................................................................................................ 6
1. Executive Summary .......................................................................................................................... 7
2. Company Overview .......................................................................................................................... 7
3. Project Team Staffing ....................................................................................................................... 8
4. Scope, Approach, and Methodology................................................................................................ 8
5. Deliverables ...................................................................................................................................... 8
6. Detailed and Itemized Pricing .......................................................................................................... 9
7. Service Level Agreement (SLA) ...................................................................................................... 10
8. Acceptance Period ......................................................................................................................... 10
9. Fort Lewis College Contract and Special Provisions ....................................................................... 10
10. References ................................................................................................................................. 11
11. Security ...................................................................................................................................... 11
12. FERPA/HIPPA .............................................................................................................................. 11
13. FLC Privileged Access Agreement .............................................................................................. 11
14. Ownership of data...................................................................................................................... 11
15. Authentication of Bid ................................................................................................................. 12
Appendix A: Privileged Access Agreement............................................................................................. 13
Appendix B: Authentication of Bid ......................................................................................................... 15
3 October 21, 2014
I. PURPOSE OF THE REQUEST FOR PROPOSAL A. Statement of Need
Fort Lewis College has a need to fill a vacant role for the Database Administrator (DBA) position in order to
provide administration and support for the enterprise-wide Oracle database environments utilized by our ERP system, Ellucian Banner, as well as other smaller systems such as MySQL, SQLServer, Apache, Tomcat,
and IIS. This role was once filled by a single full-time employee and has been vacant for one year, with
database administration services provided by temporary managed services along with a FLC backup DBA. We are in need of a more long-term solution for database administration managed services.
The key benefits we anticipate from such a service include:
24x7/365 monitoring of the health and performance of the databases
FLC lacks adequate manpower to consistently monitor the health and performance of the databases
24x7/365. We would like to find a managed services team that will take over the responsibility of
monitoring and provide acceptable Service Level Agreements (SLA) that align with our business needs.
Oracle Expertise
While FLC has internal resources with Oracle knowledge, we are looking for a managed services team that are Oracle experts who can take ownership of our environment and lead us into an exemplary state of
best practices. This will also lead to faster problem resolution and the ability to be more proactive in
problem avoidance and capacity planning.
Lower and more consistent costs
The ability to budget for monthly fixed costs for the database administration managed services.
By utilizing comprehensive managed database administrator services, FLC expects to have more consistent
and precise 24x7/365 monitoring of the health and performance of the databases, a fine-tuned and
updated database environment managed by Oracle experts, and fixed monthly costs for easier budgeting.
B. Service/Product Requested
Fort Lewis College requests proposals for comprehensive managed database administrator services to provide administration and support for the enterprise-wide Oracle database environments. Proposals
should address the following business requirements:
24x7/365 monitoring and support of Production Oracle database environments
Agreed upon hours of support of non-production database environments (i.e. Development, QA, Test, etc.)
Proposed Severity Levels and Service Level Agreements
Database cloning/refreshes
Database patching research and application
Database upgrades (minimum requirement of “dot releases”)
Creation/modification of custom tables, indexes, tablespaces and other DDL requests
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Performance tuning, capacity planning, and architecture planning
Backup and recovery implementation and testing
Disaster recovery planning
Hourly cost for out-of-scope requests/projects requested by FLC
II. INSTITUTIONAL BACKGROUND
Fort Lewis College is a selective public liberal arts college located in Durango, Colorado. We are committed
to accessible and high quality baccalaureate education, and our hallmarks are remarkably close
relationships between students and faculty, the freedom of intellectual exploration, and the challenge of experiential learning. Our 4,000 students come from 50 states, 17 countries, and 145 American Indian
tribes and Alaskan Native villages. With its rich cultural heritage, Fort Lewis College is a great place to
learn and work. Fort Lewis College is a member of the Council of Public Liberal Arts Colleges and is
accredited by the Higher Learning Commission of North Central Association of Colleges and Schools.
Durango, the hub of Southwestern Colorado, is a thriving multicultural community set along the beautiful
Animas River Valley. Averaging 300 sunny days per year and situated at 6,500 feet between the foothills of the San Juan Mountains and the headwaters of the Colorado Plateau, Durango is renowned for its outdoor
opportunities. In the winter, Durango Mountain Resort, Wolf Creek Ski Area, Telluride Ski Resort, and Taos
Ski Valley are all within easy drives, and backcountry skiing, snowboarding, and snowshoeing are easily
accessible. In warmer seasons, hiking, biking, river running, golfing, and fishing can be enjoyed right
downtown. Durango itself is a small, friendly, historic town of 15,000, and is the seat of La Plata County,
with a population of 50,000. Durango features numerous dining, shopping, and cultural amenities usually associated with larger urban areas, and is connected by major airlines directly to Denver and Phoenix.
A. Current Environment
Fort Lewis College campus is fully networked with Ethernet and Wireless connectivity to every residence
hall room, office space, and classroom. FLC is connected to the Internet and Internet II by two 300Mbs Ethernet connections directly to the Front Range GigaPop (FRGP) and a local ISP. FLC anticipates adding a
third 300Mbs connection by year end. Systems supported by the Information Technology Department
include:
Oracle database – Campus EE License o 9 Production Oracle 11gR2, RH Linux database environments
o 7 Development Oracle 11gR2, RH Linux database environments
o iSCSI SAN storage used for all databases o RAC is not implemented on any database
Ellucian Banner Administrative Information System (ERP)
o Accounts Receivable
o Advancement
o Finance o Financial Aid
o General Web
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o General
o Payroll o Position Control (HR)
o Student
o TouchNet Banner Connect o WebTailor
Evisions Argos Reporting
Automic Applications Manager
Uportal
CAS single sign-on
Shibboleth federated sign-on
Active Directory LDAP
Exchange 2007 (in process of migrating to 2013)
Blackboard Transact
Blackboard Analytics
Confluence Wiki
Dot Net Nuke
Apache/Tomcat Web Servers
Oracle WebLogic/Fusion Middleware 11g
Microsoft Server
MS SQLServer
RedHat Enterprise Linux
Conference Programmer
Maxient
TMA
III. FLC CONTACT INFORMATION
Administrative/Contractual Contact
Any questions concerning contractual terms and conditions or proposal format must be directed to:
Matthew McGlamery
Director of Information Technology
(970) 247-7065
Technical Contact
Any questions concerning technical specifications or Statement of Work requirements must be directed to
either:
Alicia Hernandez
Manager Administrative Systems
(970) 247-7677
6 October 21, 2014
Matthew McGlamery
Director of Information Technology
(970) 247-7065
Purchasing Contact
Any questions concerning submittals or a resulting purchase order must be directed to:
Wayne Hermes
Director of Purchasing
(970) 247-7432
IV. PROPOSAL SUBMISSION
A. Due Date
All material must be electronically submitted to [email protected] no later than 2:00 PM (MDT)
November 10, 2014. Identify the email by adding “RFP #3144- Data Base Administration Managed
Services” in the subject line.
B. Schedule
The following is an estimate of the project timeline:
October 21, 2014 RFP Available to Vendors
November 10, 2014 Due Date for Proposals
November 11, 2014 – November 14, 2014 Evaluation Period
November 17, 2014 Notification of Intent to Award
November 17, 2014 – December 05, 2014 Best and Final Negotiations, and Contract Management
December 8, 2014 Estimated Start Date
January 16, 2015 Estimated Project Acceptance
C. Proposal Submission
All Proposals must be submitted in electronic format. Duplicate paper proposals may also be included but
are not required.
Award of the contract resulting from this RFP will be based upon the most responsive Vendor whose offer
will be the most advantageous to Fort Lewis College in terms of:
Cost
7 October 21, 2014
Functionality
Vendor stability
Vendor ability to meet the schedule of events timeframe
references
Fort Lewis College reserves the right to:
Reject any or all offers and discontinue the RFP process without obligation or liability to any potential vendor
Accept other than the lowest priced offer
Award a contract on the basis of initial offers received, without discussions or requests for best
and final offers
Negotiate a best and final offer after the award
Award more than one contract
Vendor’s proposals shall be submitted in several parts as set forth below. The Vendor will confine its submission to those matters sufficient to define its proposal and to provide an adequate basis for Fort
Lewis College’s evaluation of the Vendor’s proposal.
Vendor’s proposals in response to this RFP will be incorporated into the final agreement between Fort
Lewis College and the selected Vendor(s). The submitted proposals are suggested to include each of the following sections:
1. Executive Summary
2. Company Overview
3. Project Team Staffing 4. Scope, Approach, and Methodology
5. Deliverables
6. Detailed and Itemized Pricing
7. Service Level Agreement (SLA)
8. Acceptance Period
9. Colorado State Contract
10. References
11. Security
The detailed requirements for each of the above-mentioned sections are outlined below.
1. Executive Summary
This section will present a high-level synopsis of the Vendor’s responses to the RFP. The Executive
Summary should be a brief overview of the engagement, and should identify the main features and
benefits of the proposed products and services.
2. Company Overview
8 October 21, 2014
Provide the following for your company:
Official registered name (Corporate, D.B.A., Partnership, etc.), Dun & Bradstreet Number, Primary
and Secondary SIC numbers
Address
Main telephone number
Toll-free numbers
Facsimile
Website URLs
Key contact name, title, address (if different from above address), direct telephone and fax numbers
Person authorized to contractually bind the organization for any proposal against this RFP
Brief history, including year established and number of years your company has been offering
managed database administrator services
3. Project Team Staffing
Include biographies and relevant experience of key staff and management personnel. Describe the
qualifications and relevant experience of the types of staff that would be assigned to this project by
providing biographies for those staff members. Some project staff members will have access to sensitive student information; describe how your company qualifies employees to work with sensitive student
information.
4. Scope, Approach, and Methodology
This section should include a description of each major type of work being requested of the Vendor.
Information provided in this section may be held in strict confidence if requested. The proposal should
reflect each of the sections listed:
Hardware and software requirements (if applicable)
Project team list (including CV as team members)
Alliance/partnerships, if applicable, with other Vendors
Project implementation plan
5. Deliverables
a) Required Deliverables
Please provide documentation on how your proposed solution meets the following needs:
Monitoring, Support, and Administration of the following database environment: o Oracle database – Campus EE License
9 Production Oracle 11gR2, RH Linux database environments 7 Development Oracle 11gR2, RH Linux database environments
9 October 21, 2014
iSCSI SAN storage used for all databases
RAC is not implemented on any database
Administration of the database systems. Insuring appropriate patch levels and software releases
are kept current, along with other administrative tasks associated with managing the database systems.
A minimum offering of one (1) release or “dot upgrade,” per Oracle home pair (Production and
Test) monthly, to be requested by and coordinated with FLC.
A minimum offering of up to two (2) database clones per month, to be requested by and
coordinated with FLC.
Research and application of quarterly security patch releases, to be requested by and coordinated
with FLC.
Monitoring of the database systems 24x7/365. A Service Level Agreement (SLA) will be required to
establish and ensure appropriate level of database support.
Technical support should be available from qualified DBAs 24x7/365. Response time for break/fix depends on the severity as agreed upon by the Vendor and FLC.
Coordinate business rules and configuration changes making sure any changes that affect the
database systems are communicated to and coordinated with FLC.
Identify changes in consultation with FLC necessary to implement the changes and estimate the effort required to make the changes.
Tuning and testing of database systems to fix reported bugs, implement changes, and implement enhancements that are approved and prioritized by FLC.
Audit, as needed and requested by FLC, an in-depth review of specific functions to ensure that
people, processes, and technology are working at baseline levels, and make recommendations for improvement.
Report bugs, outages, or other signs of trouble to FLC as agreed upon based on SLA and Severity
Levels.
Fault diagnosis and troubleshooting.
Run regression tests on each database release and report any errors found to FLC.
Ensure compliance with FLC backup and restore procedures.
Support will be provided remotely via a VPN or other secure access method to be determined and
provided by FLC.
Support team comprised of U.S.-based resources only.
b) Optional Deliverables – Price Separately
Support of the middle tier technologies in an Ellucian Banner environment including, but not limited to, Oracle WebLogic/Fusion Middleware, Oracle HTTP Server, Oracle Forms/Reports,
Apache, and Tomcat.
Maintenance and support of Microsoft SQLServer environment (2008 R2 and 2012).
6. Detailed and Itemized Pricing
The initial contract term shall be one (1) year with four optional one (1) year renewals.
10 October 21, 2014
Monthly minimum pricing for a set number of hours of support with a per hour cost for additional
hours worked
Monthly fixed price for all-inclusive, unlimited number of support hours
Pricing must be all inclusive, including but not limited to:
One-time charges
Ongoing charges
Charges during the acceptance period
Cost increases
7. Service Level Agreement (SLA)
A Service Level Agreement (SLA) will be required to establish an appropriate level of support to ensure
adequate database support. Database availability measures the Vendor’s efforts to ensure all databases meet the availability goals identified in the SLA. These metrics will be reported each month by the Vendor
with a cumulative report showing availability.
Uptime / Availability FLC’s database systems are required to be up and operational
24x7/365.
Maintenance Window The FLC IT Department currently utilizes a weekly maintenance window held on Wednesday mornings between 5:00 AM – 7:00 AM
(MDT). It is imperative the Vendor selected will be able to accommodate this schedule for database and system maintenance.
Technical Support Technical Support should be available from a qualified DBA
24x7/365. Response time for break/fix depends on the severity.
8. Acceptance Period
Identify the criteria and vendor expectations which would be used to evaluate a successful
implementation and product acceptance. Identify a typical timeframe for product acceptance.
9. Fort Lewis College Contract and Special Provisions
A Fort Lewis College Contract, meeting the requirements of Fort Lewis College, the Colorado Office of the State Controller, and laws of Colorado, will be required. The contract must be reviewed and signed by representatives of Fort Lewis College and the Colorado Attorney General. A model contract can be viewed at:. http://www.fortlewis.edu/purchasing/Contracts.aspx . It is highly recommended this model contract is used in order to avoid significant delays in the contracting process In this section, specifically acknowledge the use of the Fort Lewis College Contract and Special Provisions
as first in the order of contract precedence. Provide any additional contract language, addendums, or
agreements you would require. The Fort Lewis College Contract and Special Provisions document are non-
negotiable as per the Colorado State Controller. Please note: Colorado State Law prohibits Fort Lewis
11 October 21, 2014
College from indemnifying any company and all contracts must use Colorado as the choice of law. Please
note the insurance requirements, as a remote support contract the automobile insurance is not required.
Any RFP responses which do not comply with this section will be rejected.
10. References
Provide a minimum of three (3) Higher Education references which have a similar technical environment
as FLC. Identify the reference institution, contact, and services utilized at the institution.
11. Security
This section should provide an overall description of the systems and organization’s information security.
Include what security protocols are used, physical security measures, regulatory compliance, location of
off-premise data centers, and 3rd party hosting vendors (if applicable). Include the vendor incident management plan in the event of a data breach. The evaluation of the vendor responses may require
follow up questions by FLC. FLC is willing to sign a non-disclosure agreement if necessary.
12. FERPA/HIPPA Acknowledge in this section that contractor must adhere to Federal FERPA (Family Education Rights and Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act) regulations.
13. FLC Privileged Access Agreement Acknowledge in this section the contractor is required to have individual accounts for each person working
on FLC systems and each person is required to sign a FLC Privileged Access Agreement.
The Office of Information Technology at Fort Lewis College is committed to advancing the ethical and
responsible use of all information systems, and will not tolerate illegal, dishonest, improper, or
irresponsible use. Contractors are selectively granted privileged access to the College’s information
systems in order to provide technology services to the students, faculty, and staff of Fort Lewis College.
Privileged access enables an individual to take actions which may affect computing systems, network
communication, or the accounts, files, data, or processes of other users. This access imposes responsibility
and obligation upon the Information Technology personnel to use the systems in an ethical, professional,
and legal manner that is strictly within his or her authorized job functions. Each account is unique to the individual and is not to be shared.
By submitting a Proposal in response to this RFP, you understand and agree that if awarded a contract, a
signed FLC Privileged Access Agreement will be required by all personnel responsible for supporting the
FLC environment.
14. Ownership of data Acknowledge in this section that all data managed under the contract is the sole property of Fort Lewis
College and may not be copied or distributed outside of the Fort Lewis College network. Provide your
data privacy agreement.
12 October 21, 2014
15. Authentication of Bid This form must be signed in blue or black ink only and inserted immediately after the Cover Sheet. This is
required in only the original proposal.
13 October 21, 2014
Appendix A: Privileged Access Agreement
Office of Information Technology
Privileged Access Agreement
The Office of Information Technology must grant Information Technology personnel privileged access to the College’s information systems in order to provide technology services to the students, faculty, and staff of Fort Lewis College. Privileged access enables an individual to take actions which may affect computing systems, network communication, or the accounts, files, data, or processes of other users. This access imposes responsibility and obligation upon the Information Technology employee to use the systems in an ethical, professional, and legal manner that is strictly within his or her authorized job functions.
In exchange for the privileges granted as an employee of the Office of Information Technology, you agree
to abide by the following standards:
1. To use your privileged access account(s) only when required. Normal accounts, without broad
privilege, shall be used in the ordinary performance of duties, whenever such accounts provide
the means to accomplish the job.
2. To use your privileged access only to perform assigned job duties. Examples may include:
• Relocating files when systems are upgraded, repaired, or replaced.
• Performing repairs required to return a system to normal function, such as fixing files or
file processes, or killing runaway processes.
• Running security checking programs.
• Accessing user data to the extent necessary to resolve a problem.
• Remotely accessing user’s desktops with their permission for the purpose of solving a
problem.
• Granting, changing, or denying resources, access, or privilege to another individual
following existing organizational guidelines and procedures.
3. To respect user privacy by accessing contents of electronic email or files only where necessary to
resolve a problem or comply with legal requirements.
4. To take every reasonable precaution to:
• Prevent unauthorized access to any passwords, user identifications, or other information
that may be used to access the systems.
• Prevent unauthorized access to information contained in or obtained from the systems.
• Protect the confidentiality of information encountered in the performance of your duties.
If you inadvertently see information possibly indicating inappropriate use, you shall
consult with your supervisor or other available authority.
14 October 21, 2014
5. To share, copy, transmit, alter, or delete information in these systems only when required to
perform your duties.
6. To obtain permission from the Steward of the data before altering or deleting the data. Under
most circumstances, the consent of the account owners should be obtained, if possible, before
accessing their files or interfering with their processes. However, if good faith efforts to obtain
consent are not successful and changes are necessary to maintain acceptable system
performance, actions may be taken without consent and you will notify the affected individual of
the action(s) taken and the reasons for the action(s) taken as soon as possible.
7. To seek guidance from your Information Technology Manager whenever you are unsure of the
correct decision regarding appropriate use, confidentiality, or access, and to do so BEFORE you
take any action on the support issue in question.
8. To report any incidents of non-compliance with the terms of this agreement to your Information
Technology Manager.
The Office of Information Technology is committed to advancing the ethical and responsible use of all
information systems, and will not tolerate illegal, dishonest, improper, or irresponsible use. Any violation
of these standards is a serious offense and may result in disciplinary action up to and including termination of your employment at the College. Illegal activities may be reported to the appropriate civil
authorities for prosecution.
By signing below, you acknowledge that you have read and will comply with this Privileged Access
Agreement, the Acceptable Use of Information Technology Policy, and the Information Technology
Security Policy.
_____________________________________ _________________________
Employee
Date
_____________________________________ _________________________
Information Technology Manager
Date
Created 10/20/2005 Modified 10/20/2005 http://itsp.fortlewis.edu/Security/Policy/Privileged Access Agreement.doc
15 October 21, 2014
Appendix B: Authentication of Bid
RFP 3144 – Database Administration Managed Services
Authentication of Bid
I hereby certify:
1. That I am the bidder, a partner in the bidder, or an officer or employee of the bidding
corporation having authority to sign on its behalf.
2. That the submitted bids have been arrived at by the bidder independently and have been
submitted without collusion with, and without any agreement, understanding or planned
common course of action with, any other contractor, vendor of materials, supplies, equipment,
or services described in the RFP or IFB, designed to limit independent bidding or competition.
3. That the contents of the bid or bids have not been communicated by the bidder or its
employees or agents to any person not an employee or agent of the bidder or its surety on any
bond furnished with the bid or bids and will not be communicated to any such person prior to
the official opening of the bid or bids.
4. That the bidder is legally entitled to enter into contracts with Fort Lewis College and is not in
violation of any prohibited conflict of interest.
Signed By: ________________________________ Firm: ______________________________
Print Name: ______________________________ FEIN #: _____________________________
Title: ____________________________________ Email: _____________________________
Address: _____________________________ Phone: ____________________________
______________________________________