FHPS - Backup System Replacement RFP.pdf

Forest Hills Public Schools

Backup System Replacement

Request for Proposal (RFP)

February 2025

Backup System Replacement

February 2025 Prepared by Plante Moran

TABLE OF CONTENTS

GENERAL TERMS AND CONDITIONS

1 General Requirements

2 Specifications

APPENDICES (PROVIDED SEPARATELY)

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GENERAL TERMS AND CONDITIONS

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1 GENERAL REQUIREMENTS

1.1 INTENT

It is the intent of Forest Hills Public Schools (hereinafter referred to as the “District”) to solicit proposals from qualified vendors to provide, install, configure, and warrant a replacement backup system. This solution will consist of the following components:

Backup System Replacement

Installation/integration services

Warranty services

It is desired that vendors propose on all of the services being requested in this Request for Proposals (RFP).

Vendors may partner with another provider to supply a complete and turnkey solution. If your response contains proposed services or equipment from multiple providers, all responding parties must be clearly identified, and a synopsis of the partner relationship as well as the party that will serve as the prime vendor/contact for the District must be detailed. The District reserves the right to proceed with the provider deemed most suitable.

1.2 PROJECT DESCRIPTION

This RFP outlines the performance, operational, and administrative requirements the District is seeking for the backup system replacement. Detailed specifications for this project are included in Section 2 of the RFP.

1.3 SCHEDULE OF EVENTS

EVENT DATE

RFP issued Feb. 27, 2025

Vendors’ conference (optional) Mar. 3, 2025 @ 8:30am

Deadline for submittals of questions related to this RFP

Mar. 7, 2025

Deadline for proposals and public proposal opening

Mar. 14, 2025 @ 1pm

Vendor interview times and dates Note: Vendors must reserve this time for interviews and will be notified by 3/21 date if they will be participating in interviews.

Monday, 3/24 @ 11am to 12pm

Tuesday, 3/25 @ 10am to 11am

Thursday, 3/27 @ 2pm to 3pm

Anticipated award date April 2025

Implementation schedule May – June 2025

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1.4 PROPOSAL SUBMISSION

Late proposals will not be accepted. Proposals shall be submitted as follows by the deadline indicated in Section 1.3, Schedule of events:

(1) Printed signed original

(2) Printed copies One thumb drive consisting of only two files:

o One single PDF file of the submitted printed signed complete proposal o Appendix A in Excel format

Mark with company name and deliver to:

Attn: Susan Case

620 Forest Hill Ave. SE Grand Rapids, MI 49546

All proposals must be in a sealed package and contain the wording “Forest Hills Public Schools Backup System Replacement” on the package. The wording “ORIGINAL” is to appear on the outside of the binder containing the original signed proposal. If a bid bond or cashier’s check is used, an original copy of the bid bond must be submitted in the binder marked Original. Proposals may not be delivered via facsimile or email.

All proposals MUST include the Vendor Response Forms provided in Appendix A.

Proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the vendor or any employee of the vendor and any member of the Board of Education or superintendent. The District shall not accept a proposal that does not include this sworn and notarized disclosure statement. The Non-Familial Form must accompany your bid proposal (see Appendix A).

In accordance with the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012, all vendors must execute the “Iran Linked Business Affidavit” and include it in their proposals (see Appendix A). Said forms are included in the Vendor Response Forms. The District will not accept a proposal that does not include this sworn and notarized disclosure statement. The form must accompany your bid proposal (see Appendix A).

1.5 INTENT TO PROPOSE

Each vendor that intends to submit a proposal in response to this RFP should communicate its intent via email to gina.mancinelli@plantemoran.com with the subject line “[Insert your vendor name] – Forest Hills Public Schools Network Electronics Replacement - Intent to Propose.” Please refer to Section 1.7, RFP clarifications and addenda, for the contact information to address specific questions related to this RFP.

The response shall include the name of the vendor, the name of the contact person, and that person’s email address.

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1.6 VENDORS’ CONFERENCE

A non-mandatory remote pre-proposal vendors’ conference will be held for this project. The details are included in Section 1.3.

1.7 RFP CLARIFICATIONS AND ADDENDA

Please note that any addenda will be posted by the District to the bid site that housed the original RFP.

Vendors are responsible for checking the site regularly to make themselves aware of any new addenda.

When making requests for clarification, please identify the relevant section number (e.g., Section 2.3.1).

Requests for clarification shall be submitted by email only to:

Dan Queck Dan.Queck@plantemoran.com

1.8 PROPOSAL FORMAT

To facilitate the comparison of vendor proposals, it is required that each proposal be organized into the following sections:

1.8.1 Executive summary

The executive summary should, at a minimum, include the following:

A. Executive letter highlighting how the proposed solution achieves the objectives of the District: This letter is to be signed by an officer of the organization submitting the proposal

B. Organizational overview: A brief overview of the organization

C. Provide features of the backup system replacement to identify:

1. How the solution aligns with the requested technical requirements

2. Any functional or technical requirements that the proposed solution cannot achieve

3. Any assumptions and/or District resources required to complete the solution

1.8.2 Vendor Response Forms

Vendor Response Forms are supplied in this RFP (Appendix A). In addition to requesting information on your company and the proposed solution, along with other required forms, you must clearly indicate whether you either comply or take exception to any of the sections in this RFP. All vendors MUST submit the Comply/Exception Form from Appendix A. Where applicable, an explanation to the exception must be provided.

1.8.3 Diagram of design

For each section or design presented, the vendor shall submit a diagram of their design providing a pictorial representation of the proposed solution(s).

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1.8.4 Project plan

The vendor will include an overview of its project plan in its response.

1.8.5 Project team

Indicate the level of qualification of the staff who will be assigned to this project. Qualification will be based on certifications and years of experience with the materials proposal in similar configurations. Names of staff need not be provided; however, the response in this section will indicate the minimum level of experience that will be provided. If necessary, please include additional categories to address additional levels of staff or staff with different certifications and years of experience.

1.8.6 Product information

The vendor must include copies of the technical specifications and/or data sheets for each of the products being proposed.

1.8.7 Electronic copy

An electronic format of the forms in Appendix A in a Microsoft Excel format MUST be included with your response. A PDF version of all other materials must also be included.

1.8.8 Equipment listing (BOM)

A bill of material must be included with the bid response identifying equipment models and quantities.

1.8.9 Additional information

Additional information may be provided at the vendor’s discretion.

1.9 BID BONDS

Every bid shall be accompanied by either a cashier’s check on a solvent bank or by a bond executed by a surety company authorized to do business in the state of Michigan. A 5% bid bond or cashier’s check shall be required. Such check or bond shall name the District as the recipient. The amount of such bid bond or cashier’s check shall be forfeited as liquidated damages, costs, and expenses incurred by the District if the Vendor, after given an award as a successful vendor, shall fail within 30 days after the notice of such award to enter into an appropriate contract with the District.

1.10 PERFORMANCE AND PAYMENT BONDS

The District MAY require the selected vendor(s) to provide a performance bond upon award of the contract.

The associated cost of the performance bond is to be shown as a separate line item — do NOT include this cost in your base bid. This bond shall be equal in amount to the total price to the District of purchased equipment and services. The surety of the bond shall remain in effect for one year after all acceptance of the entire project has been executed by the District. In the event that the vendor(s) fails to perform its obligations under any agreement between the vendor(s) and the District, the bond shall be paid to the

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District. The vendor(s) further agrees to save and hold harmless the District and agents from all liability and damages of every description in connection with any subsequent agreements. Payment bonds shall be required under the following conditions: project award exceeds $50,000 and project involves construction, alteration, or repair to the buildings.

1.11 MODIFICATION OF RFP

Vendors may not modify the RFP text to affect the terms, conditions, or specifications found in this document; this is forbidden and will subject the bid response to rejection. In the event any text is modified, the original text as issued will apply. This clause does not apply to the vendor response areas of the RFP where it is expected that vendors will enter their text.

1.12 CONFIDENTIAL INFORMATION

As a public entity, the District is subject to the Michigan Freedom of Information Act (FOIA). Information contained in proposals may be subject to FOIA requests.

1.13 RIGHT TO REQUEST ADDITIONAL INFORMATION

The District reserves the right to request any additional information that might be deemed necessary after the completion of this document.

1.14 RIGHT OF REFUSAL

The District reserves the right to reject any or all proposals in their entirety, evaluate suggestions or exceptions, waive irregularities, or select certain equipment from various vendor proposals, based on the best interests of the District. The District reserves the right to reject any or all proposals for a specific section. The District reserves the right to award specific buildings to one or more vendors.

1.15 PROPOSAL PREPARATION COSTS

The vendor is responsible for any and all costs incurred by the vendor or its subcontractors in responding to this RFP.

1.16 SYSTEM DESIGN COSTS

The successful vendor shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base bid.

1.17 PERMITS

The successful vendor shall be responsible for complying with all local, state, and federal codes applicable to this installation. This includes the electrical permit required by the state of Michigan for low voltage installations. Include all costs associated with permitting in your base bid.

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1.18 PRICING ELIGIBILITY PERIOD

All vendor proposal bids are required to be offered for a term not less than 120 calendar days in duration. A claim of mistake in computation of a proposal shall not void the proposals after they are opened and accepted.

1.19 ADDITIONAL CHARGES

No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will include verification and coordination of order, all costs for shipping, delivery to all sites, unpacking, setup, installation, operation, testing, cleanup, and training.

1.20 TURNKEY SOLUTION

All prices quoted must include all the hardware, software, and services that will be necessary to make the system specified fully operational for the intent, function, and purposes stated herein.

1.21 FEDERAL OR STATE SALES, EXCISE, OR USE TAXES

Forest Hills Public Schools is a tax-exempt entity for all purposes, except if the project makes enhancements and/or additions to real property.

1.22 PURCHASE QUANTITIES

The District reserves the right to adjust upward or downward by 25%, the quantities of items purchased without altering the unit purchase price upon award and throughout the contract period.

1.23 AGREEMENT REQUIREMENTS

The District intends to use the agreement contained in Appendix B for this project. Please review this attached agreement and indicate whether the terms of the agreement are acceptable. Include all contract exceptions in your proposal, if any.

The District considers this RFP legally binding and will require that this RFP and the resulting vendor proposal be included as addenda to any subsequent agreements between the vendor(s) and the District. It should be understood by the vendor(s) that this means that the District expects the vendor(s) to satisfy all requirements and reports listed herein. Exceptions should be explicitly noted in the vendor proposals. Lack of listing all exceptions will be considered acceptance of all of the specifications as presented in this RFP.

1.24 SURVIVAL CLAUSE

All duties and responsibilities of any party that, either expressly or by their nature, extend into the future, shall extend beyond and survive the end of the contract term or cancellation of the Agreement.

1.25 FORCE MAJEURE CLAUSE

See proposed Agreement in Appendix B.

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1.26 INCORPORATION BY REFERENCE

The vendor shall supply equipment, wiring, technology, training, and other related services adequate to accomplish the requirements as set forth in the RFP and the vendor’s response to the RFP. Parties agree that where there is a conflict between terms of the Agreement and the information presented in the referenced documents, the Agreement shall take precedence. The parties also agree that where there is not a conflict between the Agreement and the information presented in the referenced documents, all terms, conditions, and offers presented in the vendor’s proposal shall herein be referenced to the Agreement and shall be binding upon all parties to the Agreement.

1.27 RISK DURING EQUIPMENT STORAGE AND INSTALLATION

Delivery shall be made in accordance with the implementation schedule referenced as part of the Agreement. It will be possible to allow for minor variances from this implementation schedule as mutually agreed upon by both parties and confirmed by prior written notice. The equipment shall be installed and placed into good working order by representatives of the vendor. During the time period when the equipment is in transit and until the equipment is fully installed in good working order, the vendor and its insurer shall be responsible for the equipment and relieve the District of responsibility for all risk of loss or damage to the equipment. In addition, the vendor shall hold the District and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the equipment.

1.28 SHIPPING OF EQUIPMENT

All shipping and insurance costs to and from the site shall be included in the vendor’s proposal. All payments to shipping agents and for insurance fees shall be made directly by the vendor. The District shall make no payments to any firm concerning the shipment, installation, and delivery of equipment that is not a part of the Agreement and for which exact payments are not described. The vendor shall be responsible for all arrangements for the shipment and receipt of equipment to the District’s prepared site. The vendor shall provide all properly trained representatives to unpack all items of equipment and place this equipment in the proper locations. The vendor shall also be responsible for the removal of all debris and packing materials from the site resulting from the installation of the equipment.

1.29 NON‐WAIVER OF AGREEMENT RIGHTS

It is the option of any party to the Agreement to grant extensions or provide flexibilities to the other party in meeting scheduled tasks or responsibilities defined in the Agreement. Under no circumstances, however, shall any parties to the Agreement forfeit or cancel any right presented in the Agreement by delaying or failing to exercise the right or by not immediately and promptly notifying the other party in the event of a default. In the event that a party to the Agreement waives a right, this does not indicate a waiver of the ability of the party to, at a subsequent time, enforce the right. The payment of funds to the vendor by the District should in no way be interpreted as acceptance of the system or the waiver of performance requirements.

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1.30 GENERAL INDEMNIFICATION

See proposed Agreement in Appendix B.

1.31 PATENTS, COPYRIGHTS, AND PROPRIETARY RIGHTS

See proposed Agreement in Appendix B.

1.32 NONDISCRIMINATION BY VENDORS OR AGENTS OF THE VENDOR

See proposed Agreement in Appendix B.

1.33 SUBCONTRACTORS

See proposed Agreement in Appendix B.

1.34 EFFECT OF REGULATION

See proposed Agreement in Appendix B.

1.35 PROJECT MANAGEMENT STAFF DESIGNATION

The vendor understands that the successful installation, testing, and operation of the system that is the subject of this document shall be accomplished by a cooperative effort. To most effectively manage this process, the vendor shall designate a single representative to act as project manager, who shall have the authority to act on behalf of the vendor on all matters pertaining to the Agreement.

In the event that an employee of the vendor is, in the opinion of the District, uncooperative, inept, incompetent, or otherwise unacceptable, the vendor agrees to remove such person from responsibility in the project. In the event of such a removal, the vendor shall, within 15 days, fill this representative vacancy as described above. Regardless of whom the vendor has designated as the representative, the vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in the Agreement.

1.36 ASSIGNMENTS

The District and the vendor each bind themselves, their partners, successors, and other legal representatives to all covenants, agreements, and obligations contained in the Agreement.

1.37 VENDOR AS INDEPENDENT VENDOR

It is expressly agreed that the vendor is not an agent of the District but an independent contractor. The vendor shall not pledge or attempt to pledge the credit of the District or in any other way attempt to bind the District.

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1.38 INSURANCE

1.38.1 Workers’ compensation coverage

The vendor shall procure and maintain, during the life of the Agreement, workers’ compensation insurance, including employer’s liability coverage, in accordance with all applicable statutes of the state of Michigan.

1.38.2 Commercial general liability insurance

The vendor, at the vendor’s sole cost and expense, shall procure and maintain, during the life of the Agreement, commercial general liability insurance on an “occurrence basis” with limits of liability not less than $1 million per occurrence and/or aggregate combined single limit, personal injury, bodily injury, and property damage. Coverage shall include the following features: (A) contractual liability; (B) products and completed operations; (C) independent vendors coverage; (D) broad form general liability extensions or equivalent; (E) deletion of all explosion, collapse, and underground (XCU) exclusions, if applicable; and (F) per contract aggregate.

1.38.3 Motor vehicle liability

The vendor, at the vendor’s sole cost and expense, shall procure and maintain, during the life of the Agreement, motor vehicle liability insurance, including applicable no-fault coverages, with limits of liability of not less than $1 million per occurrence combined single limit bodily injury and property damage. Coverage shall include all owned vehicles and all hired vehicles.

1.38.4 Additional insured

The following shall be named additional insureds: Forest Hills Public Schools, including all elected and appointed officials; all employees and volunteers; and all boards, commissions; and/or authorities and their board members, employees, and volunteers.

This coverage shall be primary to the additional insureds and not contributing with any other insurance or similar protection available to the additional insureds, whether other available coverage is primary, contributing, or excess.

1.38.5 Notice of cancellation or change

Workers’ compensation insurance, commercial general liability insurance, and motor vehicle liability insurance, as described above, shall include an endorsement stating the following: “Sixty

(60) days Advance Written Notice of Cancellation or Non-Renewal shall be sent to: Julie Davis, Forest Hills Public Schools., 620 Forest Hill Ave. SE Grand Rapids, MI 49546.”

1.38.6 Proof of insurance coverage

The vendor shall provide the District, at the time the Agreements are returned for execution, certificates of insurance, and/or policies, acceptable to the District, as listed below:

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A. Two copies of certificate of insurance for workers’ compensation insurance

B. Two copies of certificate of insurance for commercial general liability insurance

C. Two copies of certificate of insurance for vehicle liability insurance

D. Original policy, or binder pending issuance of policy, for districts and contractors protective liability insurance

E. If so requested, certified copies of all policies shall be furnished

1.38.7 Continuation of coverage

If any of the above coverage expires during the term of the Agreement, the vendor shall deliver renewal certificates and/or policies to Forest Hills Public Schools at least 10 days prior to the expiration date.

1.38.8 Failure to comply

Failure to comply with the insurance requirements contained in the Agreement shall constitute a material violation and breach of contract and may result in termination of the Agreement.

1.39 WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE

The District has presented detailed technical specifications of the particular purpose for which the solution is intended. The District has provided detailed descriptions and criteria of how the system can be defined to accomplish this particular purpose. The District has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose.

Given this advanced preparation concerning, and documentation about, the District’s particular purpose, the vendor, at the time the Agreement is in force, has reason and opportunity to know (1) the particular purpose for which products are required, and (2) that the District is relying on the vendor’s experience and knowledge of these products to provide those that are most suitable and appropriate. Therefore, the vendor warrants that the system is fit for the purposes for which it is intended as described in this document.

1.40 WARRANTY

See Section 2 for warranty requirements.

1.41 FINAL ACCEPTANCE OF THE SYSTEM

The system proposed shall be defined to be finally accepted by the District after all components of this RFP and all approved change orders have been installed completely, plus the items identified in Section 2. The District or the District’s Representative shall be the sole judge of whether all conditions for final acceptance criteria have been met.

1.42 STANDARD FORMS AND CONTRACTS

Any forms and contracts the vendor(s) proposes to include as part of any agreement resulting from this bid between the vendor(s) and the District must be submitted as part of the proposal. Any forms and contracts

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1.43 NONCOLLUSION COVENANT

The vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of the Agreement. The vendor certifies that its proposal is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a proposal for the same services and is, in all respects, fair, without outside control, collusion, fraud, or otherwise illegal action.

1.44 ADVERTISEMENT

The laws of the state of Michigan, the District purchasing policies, and the legal advertisement for vendors and purchases are made a part of any agreement entered into in the same respect as if specifically set forth in that agreement.

1.45 SELECTION CRITERION

The District intends to enter into a long-term relationship with a well-established vendor whose products, features, design philosophy, and support policies come closest to meeting the District’s needs. The selected vendor must be a well-established, financially stable firm committed to technology in K-12; will have a commitment to attracting and retaining an excellent staff of technical and product support personnel; and will have a proven track record of support from installation planning through implementation and ongoing use. There should also be evidence of responsiveness to clients’ suggestions for improvements. Finally, there must be a good fit between the vendor’s staff and the District’s staff to assure a good working relationship.

The vendors will be evaluated based on the following selection criteria:

Cost Compliance to specifications Implementation and post-implementation support Experience

1.46 SPECIAL NOTES

Failure to include in the proposal all information outlined above may be cause for rejection of the proposal.

The District reserves the right to accept the vendor’s replacement of any component if it is considered equal or superior to the specifications. Such acceptance will be in writing.

1.47 PAYMENT TERMS

See proposed Agreement in Appendix B.

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1.48 CRIMINAL BACKGROUND SCREENING

The District is committed to assuring a safe environment for students, employees, and district visitors.

Accordingly, the District requires criminal background certification compliance from vendors and subcontractors who perform work at any district facility. Each vendor or subcontractor shall certify that all legally required criminal history and criminal record checks, electronic fingerprint scans (Michigan and FBI), and/or any other background check requirements are conducted in accordance with applicable provisions within Sections 380.1230, 380.1230a-h, 380.1236a of the Michigan Revised School Code, and all other applicable federal and state laws concerning background checks. These results must be sent directly to the District. Additionally, the vendor must certify that no District, employee, agent, representative, vendor, and/or other personnel of the vendor will be on any district premises if they are a registered criminal sexual offender under the Sex Offenders Registration Act, Public Act 295 of 1994, or have been convicted of a “Listed Offense” as defined under Section 722 of the Sex Offenders Registration Act, MCL

28.722. The vendor shall also require employees, if and as applicable, to comply with the reporting requirements of Section 1230d of the Revised School Code and shall promptly forward any information so obtained to the District.

1.49 CONTRACT TIMELINE

It is the intent of the District for services and purchasing to begin immediately following the board award, with project acceptance and conclusion by June 30, 2025. The services being bid in this document are planned to be taken to the school board on 4/21/2025. Contracts will be drafted and provided for review, with signing to occur immediately following board approval. Vendors must be aware of the tight timeframes for award and implementation and have representatives identified who will be signing the contracts, ordering equipment, and performing the implementation for the project to be completed on schedule.

1.50 CONTRACT TERMINATION

The District reserves the right to terminate this contract within 30 days written notice to the selected vendor prior to the initiation of services, without incurring any penalties.

1.51 STORED MATERIALS

Vendors are NOT to bill for stored materials, unless specifically requested and approved prior to billing. If the District chooses to allow for billing of stored materials, vendors must provide the following:

Photos of the equipment properly stored Packing / inventory lists Affidavit indicating that the equipment belongs to the District Proof of insurance, naming the District as an additional insured, in the limits indicated in Section

1.39 above

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1.52 SITE CLEANLINESS

The vendor will ensure all work areas are free from debris caused by work performed under this project scope. At the end of each day, the site must be left in a clean and neat condition prior to completing work for that day, with debris properly disposed of in an efficient manner. Materials must be consolidated into an agreed upon space that is not obstructing any pathways within the respective buildings. Vendor may be asked to wear protective foot coverings or supply drop cloths to minimize impact to newly finished surfaces. Failure to properly clean may result in another contractor performing the cleanup work and back charging it to the vendor.

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2 SPECIFICATIONS

2.1 PROJECT SCOPE

The purpose of this RFP is to acquire the services of a qualified vendor to provide, install, configure, and warranty a replacement backup system. The new solution should meet the District's needs for data protection, reliability, and scalability. Although the District currently uses Exagrid for backup storage and Veeam for backup operating software, they are open to considering other Tier-1 solutions for both components. Proposals should demonstrate the vendor’s ability to provide a fully functioning solution that meets the performance and capacity requirements outlined in this RFP.

The solution should include the following core components:

Replacement backup storage devices (primary and secondary):

The vendor will supply new backup storage hardware for both the primary and secondary (disaster recovery) locations. These devices must meet the District's requirements for storage capacity, performance, and redundancy, ensuring reliable backup and recovery of critical data with room for future growth.

Backup operating software and licensing:

The vendor will provide backup operating software compatible with the new storage solution. The software should support the District’s full and incremental backup needs, integrate with existing systems, and provide appropriate licensing based on the District’s current and future usage.

Although the District has had success with Veeam, alternative backup operating software options may be considered if they offer comparable or enhanced functionality.

Air-gapped storage system:

An air-gapped storage solution will be required for the long-term retention and protection of backup data. This solution should ensure secure, cost-effective storage for both recent and infrequently accessed data, with a focus on resilience in case of disaster. The system must provide clear, efficient recovery processes and be designed to protect against cyber threats, ensuring that critical data remains accessible even if both data centers are compromised.

Add/alternate: Cloud-based solution for Disaster Recovery (DR):

The District is open to proposals for a cloud-based disaster recovery solution as an alternative or complement to the current on-premises DR system. The proposed cloud solution should be scalable, secure, and enable efficient failover and data recovery in the event of a disaster.

Installation services:

The vendor will be responsible for the installation, configuration, and integration of the new backup system. The solution should seamlessly integrate with the District’s existing IT infrastructure and meet the expected performance levels for backup and recovery operations.

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Warranty services:

Warranty services will be required for all backup storage devices and software, providing ongoing support for troubleshooting, repairs, and replacements during the warranty period.

2.2 CURRENT ENVIRONMENT OVERVIEW

The District’s current backup infrastructure consists of a primary and secondary backup system deployed across two locations. The environment includes a mix of virtualized servers, enterprise storage, and backup replication processes designed to ensure data availability and recoverability. The table below provides a summary of the existing backup system, including hardware, software, network connectivity, and data retention policies.

SUMMARY OF THE CURRENT ENVIRONMENT

System locations: “Primary” Location Northern High School 3801 Leonard St. NE Grand Rapids, MI 49525

“Secondary” or “DR” Location Administration Center 620 Forest Hill Ave SE Grand Rapids Twp, MI 49546

Backup system hardware: Primary Exagrid 40000 80TB storage capacity

Secondary Exagrid 21000 45TB storage capacity

Network connectivity: 10GB Ethernet links 10GB Ethernet links

Server environment: 6 x HPE DL360G10 servers hosting approximately 78 virtual machines (various Windows Server, Windows 10, and Linux OSes) on VMware ESXi 8.x

VMware storage array: HPE Nimble HF40 44TB usable storage capacity (utilizing compression and deduplication)

Storage fabric: 4 x HPE SN2410M via 10GB iSCSI connections

Backup operating software and licensing:

Veeam Backup & Replication version 12.3.x (Enterprise, non-Plus) with a 22-socket license, expiring June 22, 2025. Veeam ONE is also licensed. RVtools reports 12 sockets on hosts for new licensing needs.

Backup processes: Primary backups include weekly full and daily incremental backups, with a subset of lower-change systems backed up less frequently. Only full VM (image-based) backups are completed (no file-level backups). Backups run overnight, with replication to the DR site occurring after backups, with scheduling logic to prevent overlap.

Total volume of data backed up: 36TB

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Data retention policies: Primary backups are retained monthly and stored for 6 months.

Yearly backups of the file server are retained with 2 copies. The is no archiving of backup data.

2.3 GENERAL EXPECTATIONS

This RFP has been designed to meet the objectives of the District. In the event that any necessary components to fulfill the stated objectives are not included in this specification or bill of materials, vendors shall propose the required items, ensuring that they align with the purpose and goals of this project. It is the sole responsibility of the vendor to ensure that all hardware and software components required for the full, efficient, and complete function of the solution are identified. Vendors must also ensure that the proposed solution is properly licensed. The omission or failure to specify any support component does not absolve the vendor from the responsibility to provide a complete proposal that includes all necessary and compatible elements for the effective, legal, and functional operation of the solution.

The District expects a turnkey solution that includes acquisition, installation, detailed design, configuration, testing, documentation, and training on the new system. If required, reconfiguration and testing of existing components will also be part of the vendor’s scope of work. All equipment quoted by the vendor must be new, and no quoted equipment should have a published end-of-sale notification date at the time of submission. End-of-software-maintenance (EOSM) dates for quoted equipment should be no less than seven years from the time of installation. Any exceptions to this must be clearly noted.

2.4 BACKUP SYSTEM & INTEGRATION SERVICES

The District is requesting proposals for the implementation of a robust and scalable disk-based backup system. The District seeks to procure hardware and software to ensure secure data backup of their virtual server environment, enabling efficient recovery of protected servers and data in the event of system failure or data loss.

The proposed solution should be optimized for VMware environments, incorporating backup and recovery software integrated with multiple disk-based backup devices. The solution should seamlessly interface with the District’s server and storage infrastructure to enhance backup performance while minimizing complexity and administrative overhead.

2.4.1 Existing backup policies & sizing

The District currently performs full image-based backups for approximately 78 virtual machines (VMs) on a weekly basis, with incremental backups conducted throughout the week. A subset of VMs is backed up less frequently to optimize storage utilization, as the data on these systems changes infrequently. The primary backup device stores data in an uncompressed state to facilitate rapid restoration, while the secondary backup device utilizes compression and deduplication to maximize storage efficiency.

The District seeks a backup system that simplifies backup management, optimizes storage utilization, and maintains the ability to rapidly restore critical systems.

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The District defines a “Full” backup as the physical duplication of all data residing on a protected client, which includes, but is not limited to, operating system files, virtual machine configuration files, database files, log files, user and application data to the backup storage device.

The District defines a “Incremental” as a duplication of any modified data since the last successful “Incremental” backup; a “Incremental” includes the same data types and structures identified for a “Full” backup.

A point-in-time measurement of data backup as of February 2025 indicated:

o “Full” backup of all VMs: 36TB

For a more streamlined and efficient approach to backup and data retention, the outlined schedule below should be followed for ALL virtual machine backups.

PROPOSED BACKUP & RETENTION SCHEDULE

Type Frequency Retention Incremental 1 per day 14 calendar days (rolling)

Full 1 per week 5 weeks (rolling) Full Last week of month 1 year Full Quarterly Until next quarterly (~12 weeks) Full Monthly 6 months (offsite/cloud)

It is the vendor’s sole responsibility to ensure the backup system is adequately sized to meet the backup, retention, and archiving specifications above.

2.4.2 System Requirements (Hardware and Software)

The proposed solution must include multiple disk-based backup devices and additional software that together meet or exceed the requirements outlined in this RFP. The District intends to deploy the primary backup device at the designated primary site and a secondary backup device at the DR site. These systems must be configured for asynchronous IP-based data replication.

If the proposed solution requires any additional compute or storage resources (e.g., a server for a management console, etc.) beyond those included in the proposal, the Vendor must clearly specify these requirements in the response. Any exceptions to the requirements outlined in this RFP must be detailed in Appendix A: Comply/Exception Form.

2.4.3 Air-gapped storage system

In addition to maintaining two copies of backup data on primary and secondary devices, the solution must support the creation of a third air-gapped copy for both disaster recovery (DR) and long-term storage purposes. This third copy will mitigate risks associated with backup corruption and cybersecurity threats.

The air-gapped storage may be achieved through a physically isolated device or a secure cloud-based service, provided it meets the necessary security and retention requirements.

The District requires air-gapped storage to retain a verified full backup of approximately 36TB of data, performed weekly, along with daily incremental backups. After verification, only the most recent full backup and its associated daily incremental backups will be retained on the air-gapped storage. The two (2) most recent monthly full backups will also be transferred to the air-gapped storage. Additionally, after 6

Backup System Replacement Page 21 of 30 months of retention on the primary backup system, full backups of the file server must be retained on the air-gapped storage for up to 2 years to support both disaster recovery and cold storage needs. Full backups of the file server require approximately 3.6TB of data.

Vendor Responsibilities

The Vendor is responsible for ensuring that the proposed air-gapped storage system meets all stated requirements and is fully integrated into the overall backup system, without requiring separate third-party service contracts or unsupported integrations.

Any incompatibilities or limitations of the proposed air-gapped storage solution must be clearly documented in Appendix A: Comply/Exception Form.

The Vendor must provide implementation, configuration, and documentation services for the air-gapped storage solution as part of the overall backup system deployment.

FORM FACTOR & MEDIA (TWO DEVICES REQUIRED)

Primary storage media Physical hard disks must be used for backup data storage.

Physical mounting Devices should be rack-mountable in a standard 19” rack.

Redundancy The backup appliances must be fully redundant, with hot-swappable power supplies, fans, and disk drives.

RAID storage The appliance must utilize RAID for all backup data, with user-configurable online disk sparing.

Production network connectivity

Two (2) 10 Gbps Ethernet redundant connections for production network connectivity.

Data replication Two (2) 1000BaseT Ethernet redundant connections for potential future use.

Replication Changed-based replication, with the ability to re-establish replication between systems in the event of a connection failure using checkpoints.

Scalability The system must allow capacity to be added seamlessly, with no need for a "fork-lift" upgrade or separate management.

FUNCTIONALITY & FEATURES

Compatibility Both backup appliances and accompanying software must be fully compatible and supported.

Backup types Ability to perform full, incremental, and reverse incremental backups.

Synthetic full backups should be supported on a per-policy or data set basis.

Agentless backups Not require the installation of backup agent software on protected virtual machine client systems.

Restorations Be capable of utilizing the primary or secondary backup device to restore any system.

Backup and recovery jobs Allow for the restarting of failed backup and recovery jobs from a specific point in the process without requiring a full restart of the job.

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Allow for the suspension and resumption of backup and recovery jobs from a specific point in the process without requiring a full restart of the job.

Deduplication Allow for deduplication of backups on the disk-based system. The system must meet the stated performance requirements with or without data deduplication enabled.

Compression Allow for compression of backups on the disk-based system. Compression of data can be sourced-based or target-based provided the performance requirements are met.

Encryption All backup data must be encrypted both in transit and at rest.

Integrated threat detection The back appliances and software must feature advanced, built-in malware detection capabilities, utilizing real-time threat intelligence and machine learning to identify and mitigate potential security threats.

Immutable backups The backup system must support immutable backups to prevent unauthorized alterations to backup data.

VIRTUALIZATION SUPPORT

VM integration The backup solution must support VMware Changed Block Tracking

(CBT) and VMware vSphere Storage APIs – Data Protection (VADP) to enable efficient, incremental backups.

Support Microsoft Volume Shadow Copy Service (VSS) for application-consistent snapshots of virtual machines running Windows.

PERFORMANCE

Backup duration Full backup of the entire environment should complete within 48 hours.

Incremental backups should complete within 10 hours, or synthetic incremental backups within 6 hours.

Recovery time Restore of a single system (less than 160 GB) should be completed within 80 minutes.

File recovery (less than 5 GB) should be completed within 5 minutes.

DATA REPLICATION

Replication timelines All backup data must be replicated from the primary device to the secondary device, and to the air-gapped storage, within 24 hours.

Full backups to air-gapped storage

Most current full weekly backup, incremental backups, 2 most recent monthly full backups, and full file server backups (older than 6 months) should be sent to air-gapped storage.

MANAGEMENT

Management interface Provide a modern, easy-to-use web browser-based administration console.

The console should be compatible with Microsoft Edge and Google Chrome.

A traditional, installable administration console is acceptable, but not preferred.

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Alerting Provide email and SNMP alert capabilities for significant system events which include failures, warnings, and information events.

AIR‐GAPPED STORAGE SYSTEM REQUIREMENTS

Seamless integration The air-gapped storage solution must be fully compatible with and seamlessly integrate into the primary backup system proposed in response to this RFP.

Storage medium The air-gapped storage system may be implemented using either a cloud-based service or a physically separate device. If a hardware-based solution is proposed, it may be deployed at an educational services partner with sufficient geographic separation from the primary and secondary backup systems. If a cloud-based solution is proposed, it should seamlessly integrate with the backup system to ensure efficient data transfer and recovery.

Automated data transfer The solution must provide an automated mechanism for transferring and storing monthly backup data in an air-gapped or offline state. The Vendor must describe how the solution accomplishes this, including any scheduling, automation, or policy-based management capabilities.

Data security and air-gap implementation

The air-gapped storage solution must incorporate best practices, ensuring that data stored offline is protected from unauthorized access, ransomware, or other cyber threats. At a minimum, the solution should include:

Immutable storage to prevent modification or deletion of backup data within a defined retention period.

Multi-factor authentication (MFA) or other access control measures for retrieval of stored data.

Encryption (in-transit and at-rest) using industry-standard cryptographic methods.

Data validation and recoverability

The solution must include mechanisms for validating the integrity of air-gapped backup data, ensuring that stored data remains recoverable when needed. The Vendor must describe how data integrity is maintained, including any periodic validation processes, checksum verification, or automated recovery testing features.

Retention and management

The solution must support configurable retention policies to meet the District’s backup lifecycle requirements.

Restoration and access The solution must provide a secure and efficient process for restoring data from air-gapped storage when required. Vendors must describe the retrieval process, including expected recovery time objectives (RTOs), data access methods, and any limitations on retrieval frequency or cost considerations.

Scalability and performance

The solution must be capable of accommodating an estimated 20% future growth in backup storage needs over a five-year period without requiring additional purchases. Vendors must specify the total storage capacity

Backup System Replacement Page 24 of 30 provided and any performance considerations related to data retrieval or write speeds.

2.4.4 Data growth and sizing

The proposed solution must be adequately sized to store all current protected data and meet the backup schedules specified in this RFP.

To ensure long-term viability, the system must be designed to accommodate an estimated 20% data growth over five (5) years while maintaining all performance requirements. The proposed solution must support this growth without requiring additional hardware, software, or licenses and must not necessitate a complete “forklift” replacement of the system.

It is the Vendor’s sole responsibility to ensure that all necessary information has been gathered to properly size the solution to meet the requirements stated in this RFP. Any miscalculations or inaccuracies that result in insufficient capacity or performance—preventing the system from meeting the District’s requirements—must be remediated by the Vendor at no additional cost to the District.

Sixteen (16) weeks after the system has been formally accepted, the District and Vendor will review actual system usage to confirm that capacity and performance meet the expectations outlined in this RFP. Any deviations must be documented in Appendix A: Comply/Exception Form.

2.4.5 System compatibility

The Vendor is responsible for ensuring that the proposed solution is fully compatible with the District’s existing and/or proposed hardware and software components.

Any incompatibilities or limitations must be clearly identified and documented in Appendix A:

Comply/Exception Form. If any incompatibilities are not explicitly disclosed in the Comply/Exception Form and later result in system issues, the Vendor must remediate them at no additional cost to the District.

2.4.6 Add/alternate: Cloud-based solution for Disaster Recovery (DR)

The cloud-based DR solution, if selected, may significantly alter the overall backup and recovery strategy.

Specifically, it may impact the need for a secondary on-premises backup device and the air-gapped storage system…