Backup System Replacement

Forest Hills Public Schools (FHPS) has issued a Request for Proposal (RFP) for a comprehensive Backup System Replacement project covering their entire virtual machine infrastructure. The procurement seeks a turnkey solution that includes replacement backup storage devices for primary and secondary locations, backup operating software and licensing, an air-gapped storage system, and optional cloud-based disaster recovery capabilities. The current backup infrastructure consists of Exagrid storage devices with 80TB and 45TB capacities, using Veeam Backup & Replication software, and the new system must handle approximately 36TB of data with weekly full backups and daily incremental backups supporting 78 virtual machines on VMware ESXi. Key deliverables include hardware with 4-hour response times, business day support, and a five-year warranty, along with comprehensive documentation and eight hours of no-cost training for two IT staff members. The RFP timeline includes an optional vendors' conference on March 3, 2025, at 8:30am, a question deadline of March 7, 2025, proposal submissions due March 14, 2025 at 1pm, vendor interviews March 24-27, 2025, and an anticipated contract award in April 2025 with implementation scheduled for May through June 2025.

The RFP does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The existing infrastructure is entirely virtual, with no physical servers in the backup scope, and includes approximately 120GB of SQL databases that will require application-aware backup settings. Vendors are permitted flexibility in disk protection technologies, including modern approaches like Erasure Coding, provided they meet the performance requirements outlined in the original RFP. While specific budget ranges are not directly stated, the comprehensive nature of the project suggests a significant technology investment covering backup storage devices, software licensing, installation, configuration, and ongoing support. The procurement allows for optional add-alternate cloud-based disaster recovery solutions, indicating potential for additional scope and value. Vendors must complete multiple mandatory forms, including non-familial relationship affidavits, school safety affidavits, and compliance documentation, demonstrating a thorough vetting process for potential contractors.