CCSD request for Disaster Recovery HC_03_04_2.pdf

January 27, 2025

RE: REQUEST FOR IMPACT ANALYSIS FOR DISASTER RECOVERY PLAN, REQUEST NUMBER HC-03-04-25A.

Dear Bidder, By the present letter and attached Request, The Columbia County School District (CCSD) is requesting Business Impact Analysis and to develop a Business Continuity Plan which will result in CCSD realizing a robust Disaster Recovery Plan.

Current schedule:

• Mandatory Pre-bid meetings start February 13, 2 p.m., Columbia County Board of Education, 4781 Hereford Farm Road, Evans GA 30809.

• Proposals due no-later than March 4, 2:00pm at 4781 Hereford farm Road, Evans GA 30809

Details and budgets to be discussed at mandatory pre-bid meeting.

Background

The Columbia County School District located in Evans, Georgia served the residents of Evans, Martinez, Grovetown, Appling, Harlem, and other urban and suburban areas. Located in the county seat of Evans, Georgia, the Columbia County School District (CCSD) is comprised of 31 schools, two transportation offices, two Facility, Maintenance, and Operations, two collocated Data Centers, and one administrative building located at 4781 Hereford Farm Road, Evans, Georgia 30809.

Purpose of RFP

The purpose of this RFP is for the Information Technology Department to solicit proposals from professional, qualified sources interested in competing to conduct a complete Business Impact Analysis and to develop a Business Continuity Plan which will result in CCSD realizing a robust Disaster Recovery Plan. Vendors wishing to provide a solution must agree to comply with NIST recommendations for Disaster Recovery and Business Continuity Planning.

Proposal Requirements

All proposals must include the following:

1. Examples of similar services provided by responder for other clients.

2. References include contact information for at least three organizations of comparable size for which responder has provided comparable services.

3. Resumes and related work histories of all responder’s key personnel who would participate in the project.

4. Details regarding how economies of scale will be realized in the project and their projected monetary value.

5. A proposed plan and timeline for the provision of tasks a – d below, which are considered by CCSD as essential to the development of a robust Disaster Recovery Plan:

a. Business Impact Analysis – strategies and measures to diminish vulnerability to incidents that could lead to major losses or disruptions; provision of a plan to ensure the continuity of services in case of a significant loss or disruption and increasing staff’s ability to face worst-case scenarios.

b. Hazard and Risk Assessment - Identification of potential hazards, probability of occurrence and analysis of what could happen if a hazard occurs

Columbia County School District

Disaster Recovery Proposal

HC-02-28-25A

c. Business Continuity Strategies – Planning and preparation to ensure that CCSD can continue to operate in case of serious incidents or disasters and can recover to an operational state within a reasonably short time and define that time.

d. Development of a robust Disaster Recovery Plan which utilizes the components contained in numbers a-c above.

e. An internet-based website solution that is capable of hosting disaster recovery plans, business impact analysis, risk assessment tools and provides a platform for testing plans and risk assessments.

6. A projection of the testing, exercise and maintenance requirements of the plan.

7. An all-inclusive fixed price that covers all labor, materials, and travel.

8. Completion of the following Conflict of Interest question:

a. Identify any potential conflicts of interest that could exist between the Agencies and

i. other client interests, or

ii. that may result from consulting services provided by your firm or affiliated organizations.

b. Additionally, does the responder, any principal or affiliate of the responder, or anyone who will be paid for work on the contract have business ties, familial relationships, or other close personal relationships with a current CCSD employee or school board member, or anyone who was an employee or school board member within the past two years?

c. Describe your firm’s policies and procedures designed to prevent conflicts from occurring. CCSD agree to provide the personnel necessary to assist the consultant and access to the organizations’ activities for purposes of observing their functions. In return, the successful respondent agrees to provide all equipment necessary to accomplish the scope of work.

By submitting a proposal, the Proposer certifies that, to the best of its knowledge and belief: (1) the prices in this proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Proposer, or to any competitor or with any officers, agents or employees of the CCSD; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this proposal have not been knowingly disclosed by the Proposer and will not be knowingly disclosed by the Proposer prior to opening, directly or indirectly, to any other Proposer or to any other competitor; and (3) no attempt has been made or will be made by the Proposer to induce any other person, partnership or corporation to submit or not submit a proposal for the purpose of restricting competition.

Any discussions regarding price with CCSD employees or other bidders prior to the bid opening is expressly forbidden and will result in disqualification of your bid.

ADDITIONAL REQUIRED DOCUMENTS

The following executed bid documents, as a minimum, shall be submitted with your bid or as otherwise specified herein. Failure to provide required bid documents may be deemed to be non-responsive and may result in disqualification of your bid.

• Proof of General Liability, Workers Compensation and Automotive Insurance as required by bid (within 10-working days following award notification)

• E-verify form (within 10-working days following award notification)

• Signed general contract for services (within 10-working days following award notification)

• W-9 form and remit address (within 10-working days following award notification)

Business References Form

Company Name: _________________________________________________________________

Authorized Signature: ____________________________________________________________

Title: _________________________________ Date: _____________________________________

Number of years Company has operated under present name:

References For Similar Goods and/or Services And Approximate Contract Size:

Company or Business Name Address Contact/Telephone Number Business email

Bid responses that are incomplete or contain less than three (3) business references may not be considered for award.