TOWN OF CANANDAIGUA, NY
REQUEST FOR PROPOSAL (RFP) FOR
SERVER REPLACEMENT
Submit Proposal to:
Town of Canandaigua
Attn: Jean Chrisman, Town Clerk
5440 Route 5 & 20 West
Canandaigua, NY 14424
E-mail: [email protected]
Proposals Due – May 25, 2018
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I. Objective:
The Town of Canandaigua (“Town”) is seeking a qualified and responsible networking Vendor (“Vendor”) for
the Town’s server replacement project. The Town wishes to replace a Lenovo TD230 with 4 Hot-swappable
500GB HDD running MS Windows Server 2008 R2 and other associated components. The project scope will be
replacing the Server hardware and software as well as migrating any identified existing data and associated
accounts. While the project will include total working condition, respondents may choose to either bid on
just offering the equipment and/or including installation costs separately. The systems are housed in a
standalone rack in the basement storage area of the Town Hall and will be located in the same proximity of the
existing server.
II. Community Profile:
The Town of Canandaigua lies entirely inside Ontario County in western New York in the heart of the Finger
Lakes region. Canandaigua lies between Rochester and Syracuse approximately four miles south of exit #44 of
the New York State Thruway. The Town is home to approximately 10,000 residents. Geographically, the Town
of Canandaigua includes approximately thirty-five thousand acres; over ten miles of shoreline along
Canandaigua Lake and roughly four miles of four-lane divided highway hosting more than twenty-five thousand
average daily trips. Residential settings range from typical suburban neighborhood settings to rural area historic
homes and everything in between. The Town also supports a wide range (in type and size) of industrial and
commercial operations.
Our community is rich in natural, scenic, historic and cultural resources. Residents and visitors alike enjoy
diverse shopping, dining and recreational options in the two commercial districts (along State Route 332 and 5
& 20) and in the historic Hamlet of Cheshire. Recreation opportunities include trails, swimming, fishing and
paddling in the pristine waters of Canandaigua Lake.
The Town of Canandaigua has experienced rapid commercial and residential growth with the number of annual
building permits issued consistently reaching over 400 per year since 2011.
Internally, the Town has 33 full time employees and 21 part time employees for a total of 54 employees. Those
employees work out of the following main locations: Town Hall, the Highway Facility, and Town Parks with the
majority of computing work done out of the Town Hall.
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III. System Considerations
A. Current System Description
The system currently runs on one Lenovo TD230 with 2 Quad Core Xeon Processors, 4 @ 500 GB HHD
hot-swappable drives, and 16 GB of RAM; running Microsoft server 2008 R2. The server is connected to
the network with 2 Cisco SF200-24FP switches, a Cisco SG300-28MP switch, and 2 TRENDnet 16 port
PoE+ switches remotely connected with 1 SingleMode 6-strand, and 1 MultiMode 6-strand Fiber cable.
Town Hall:
1 Lenovo TD230 server
1 17” Monitor
1 keyboard and mouse
2 Cisco SF200-24FP
1 Cisco SG300-28MP
1 Tripp-lite USP
1 Sonicwall
1 Network Scanner
1 MFP
Several CCTV feeds
Avaya IPoffice
Laserfiche Avante
Incode 10 financial software
Up to 40 users
Highway Dept:
2 TRENDnet 16 port GB switch (new)
1 Security System (new)
Up to 10 users
1 MFP
B. Desired Functionality
The Town is seeking to replace the current server with a new server running Microsoft Windows Server
2016. The new server needs to be capable of managing the current work load plus foreseeable
upgrades for the next 5-7 years, as well as supporting all currently used software and hardware
including but not limited to all Microsoft Office productivity software, Laserfiche, Tyler Technologies
Incode, Nextimage, Toshiba e-studio MFP’s, Contex stand alone scanner, Active Directory, SQL Server,
and any other software or hardware the Town currently employs in its day to day operations.
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C. Professional Services
Professional services for the project are to be included in the RFP response. Professional services should
be all inclusive for the entire project implementation through go live.
Services to be included but not limited to:
Purchase of equipment (separate line item).
Installation and configuration of all equipment.
o All cables are to be labeled and identified at both ends Including existing runs
Configuration of networking components and full connectivity to the Town’s current network.
Configuration of internet connectivity.
Configuration/joining to any existing VMWare system, if any.
Conversion/migration of all Microsoft Hyper-V virtual machines to VMWare if any.
Conversion/migration of storage from existing storage to provided solution.
Knowledge transfer/training to Town IT staff during configuration of proposed solution.
Documentation of all configuration should be delivered to the Town prior to user
acceptance and completion of the project. Documentation should include:
o Network diagrams of system
o Run book for disaster recovery purposes
o All IP addressing of system
o Any other applicable information needed to operate the solution
Any other services to provide a fully connected production environment.
D. Software/Hardware Specifications
The new server should include the capability to run RAID 10 redundancy as well as back up to a
tape drive or other backup medium in compliance with NYS Information Technology Governance
as set forth by the NYS comptroller. The minimum processor should be a Xeon 9.93GHz or faster
with a minimum of 6 physical cores and 4 virtual cores. The minimum memory shall be 16 GB
RAM with 2TB of usable drive capacity, and proposals should consider external RAID array.
IV. Response Requirements
Must be in compliance with NY State standards/laws and requirements for records retention practices
If any parts or part numbers are incomplete, or if any additional parts are included in the response, they
must be specified with a detailed explanation on a separate sheet in the response.
One bidder allowed to provide a complete solution including hardware, software, and professional
services for installation only. Please list separately the equipment costs and the installation costs.
System is to be all new parts.
No substitutions or refurbished parts will be allowed.
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Project must be completed and in production within sixty (60) days from date of award.
Detailed project implementation timeline is to be included. (Respondents should detail plan for getting
new system up and operational including any anticipated down time for the existing users during this
transition)
The bulk of the configuration and implementation should be onsite at The Town of Canandaigua.
Vendor must be an authorized reseller for the manufacturer. Proof must be submitted in response.
Vendor must have qualified technicians. Please show proof in the response.
Vendor must attend site walk through and informational meeting on May 2, 2018, 1:00 pm at the
Canandaigua Town Hall, 5440 Route 5 & 20 West, Canandaigua, NY 14424.
Vendor must provide a guarantee for their installation services as well as provide any
manufacturer’s warranty for any/all equipment included in the replacement.
Client Access Licenses shall be quoted as both a License by core and License by user/device.
V. Request for Proposal (RFP) Information
Intent of this RFP
This Request for Proposals (RFP) is intended to provide Vendors with a common, uniform set of
instructions to assist them in the development of their proposals and to provide a uniform method for the
Town to fairly evaluate proposals and subsequently select a Vendor to provide the system.
This RFP provides minimum specifications and key features for functional requirements related to
organizational objectives. Vendors are invited to propose a solution(s) that may include different or
additional specifications that will effectively and efficiently achieve our objectives and provide for future
growth. If the alternate or additional specifications are included, the price should be provided as an
alternative with the price as specified.
In responding to this RFP, Vendors should follow the prescribed format and use the included forms, thus
providing the Town with data that is easily compared with data submitted by other Vendors to fairly and
objectively evaluate the proposals.
The Town assumes no responsibility for conclusions or interpretations derived from technical and
background information presented in this RFP, or otherwise distributed or made available during this
process. In addition, the Town will not be bound by or be responsible for any explanation, interpretation
or conclusions of this RFP or any documents provided by the Town other than those given in writing by
the Town through the issuance of addenda. In no event may a Vendor rely on any oral statement by the
Town or its’ agents, advisors or consultants. It is the full responsibility of the Vendor to thoroughly
investigate the needs/requirements of the Town not necessarily assumed in this RFP and to propose the
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most comprehensive system design to most efficiently meet the needs/requirements of the Town. The
Town reserves the right to reject any or all proposals, to waive informalities, and to determine the best
overall proposal based on evaluation criteria and the best interests of the Town of Canandaigua. The
award of this proposal will be made on the basis of system functionality, technology, design, cost, support,
and Vendor characteristics that meet the Town’s desired needs.
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Invitation for Proposals
SERVER/STORAGE REPLACEMENT All Vendor proposals are to be submitted in a sealed envelope, with three (3) copies entitled
“SERVER/STORAGE REPLACEMENT for the Town of Canandaigua” and shall be addressed to Jean
Chrisman, Town Clerk, 5440 Route 5 & 20 West, Canandaigua, NY 14424 and received at Town Hall no
later than 4:00 pm on Friday, May 25, 2018. Proposals cannot be accepted at any other location.
Vendors are also required to submit one (1) electronic copy with the written proposal at the time of
submittal.
General Instruction to Vendors
Key Dates
Proposals will be accepted until 4:00 pm on Friday, May 25, 2018 at the Town Clerk’s Office , 5440
Route 5 & 20 West, Canandaigua, NY 14424. Proposals will not be accepted at any other location
or after the due date.
Milestone Timeframe
RFP Issuance April 18, 2018
Walk-through & Informational Meeting May 2, 2018, 1:00 pm
Questions Received from Vendors Until May 9, 2018
Answers provided by Town No Later Than May 14, 2018
Vendor Proposals Due May 25, 2018 at 4:00 pm
Interviews Between June 4-8, 2018
Notification of Award June 19, 2018
Calculation Error(s)
In the event of a calculation error on the proposal form, unit price shall prevail.
Notification of RFP from prospective Vendors
Vendors who wish to receive email communications from the Town must email Jean Chrisman,
[email protected] with notification of receipt of the RFP and indicate they wish
to receive any email communications in regards this RFP.
Questions and Addenda
The Town Clerk, Jean Chrisman will act as the primary contact offering this proposal. Vendors shall
seek clarification of any ambiguity, conflict, omission, or other error in this proposal “in writing.” Oral
comments or communications do not form any part of this proposal offering. Questions should be
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addressed to the Town Clerk in writing; email communication is acceptable for these purposes. If
the answer materially affects this process, the information will be issued in an addendum. Written
communications should be emailed as follows:
Town of Canandaigua
Jean Chrisman, Town Clerk
5440 Route 5 & 20 West
Canandaigua, NY 14424
Inspection of Vendor’s Plant and Place of Business
The Town of Canandaigua, New York reserves the right to inspect the Vendor’s facilities and place of
business of any Vendor participating in this proposal offering.
Freedom of Information Act (FOIA): The Town is required to acknowledge receipt of freedom of
information requests (FOIA) within five (5) business days and provide information within twenty
(20) business days of record request. All contractors used by the Town may be in possession of
records covered by this act and therefore will be required to provide the Town with those records
upon request and within the time frame of the Act.
Conflicts, Gratuities, and Kickbacks Prohibited
The Town of Canandaigua, New York prohibits any actual or appearance of conflicts of interests,
gratuities, kickbacks, and use of confidential information in all proposal offerings.
Supporting Documentation
Vendors are encouraged to submit with their proposal any literature, any terms and conditions,
warranty information, and other documentation to support the Vendor’s compliance with the
specifications contained in this proposal package.
Pricing Eligibility and Proposal Retraction
All Vendor proposals offers are to remain open and subject to Town’s acceptance for a term of not
less than 90 calendar days in duration following the last day for submission. A proposal may not be
modified by Vendor during the 90-day time period following the date designated for the receipt of
proposals.
Proposal Submission
Prior to entering into a future contract with the Town of Canandaigua, the successful Vendor must
provide the following information:
1. The name of every company bearing an interest in the proposed goods and services to be
provided in this proposal offering and any software brand name associated with the
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proposal.
2. The name, title, address, and telephone number of individuals with authority to
contractually bind the Vendor.
3. A designated person(s) who can be contacted by the Town of Canandaigua, New York
during the proposal evaluation period. This information shall include the person’s name,
title, address, telephone number, and email address.
4. Provide name of the Vendor website.
Presentations and Demonstrations
Demonstrations may be required of proposal finalists as part of the evaluation process. The Town
of Canandaigua, New York will notify one or more of the responsive Vendors to make
arrangements for the date, time, and place for such a presentation or demonstration. Vendors
should expect to spend several hours on their demos. If desired by the Town, a qualified individual
from the Vendor is required to be on-site during demonstrations to evaluate and/or validate and
offer recommendations for achieving the Town’s required functionality. The Town’s expectation is
no loss of current functionality or data with respect to the new system.
Disposition of Proposals
All proposals submitted in response to this RFP become the property of the Town once they
are opened. Supporting technical manuals will be returned at the written request of the Vendor.
Cost Incurred in Responding
The Town of Canandaigua, New York will not pay any costs incurred in the preparation and
submission of proposals or in making necessary studies or designs, nor is the Town of
Canandaigua, New York obligated to enter into a contract.
Prime Vendor Responsibilities
If the Vendor’s response includes goods and services provided by others, the Vendor will be
required to act as the prime contractor for all such items and must assume full responsibility to the
Town for the procurement, delivery, and quality of such goods and services. The Vendor will be
considered the sole point of contact with regard to all stipulations, including payment of all charges
and the meeting of all contractual requirements resulting from this proposal offering if a contract
is awarded.
Content of Proposal
Any addenda to these documents will be sent to Vendors and will become part of this RFP. No oral
statements, explanations, or communications by anyone shall be of any effect unless incorporated
into the addenda.
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Disqualification of Vendors
More than one proposal from an individual, a firm or partnership, a corporation, or an association
under the same or different names shall not be considered. Any or all proposals shall be rejected if
there is reason for believing that collusion exists among the Vendors, and all participants in such
collusion shall not be considered in future proposals for the same work. No contract shall be
awarded except to competent Vendors capable of performing the class of work contemplated.
Vendor Information Forms
Please include the forms on the following pages with your proposal.
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Proposal Summary Form
Name of Company
Name and Contact Information of Preparer
Name and Contact Information of Primary Contact
for Follow-Up Questions
Phone Number
E-mail Address
Name of Company Website
Vendor Reference Information Provide a contact person and phone number of three (3) recent clients in general area of the Town
of Canandaigua. Please indicate how long they have been a client.
Client Name:
Contact Name: _
Contact Phone Number: _
Been a Client Since: _
Client Name:
Contact Name:
Contact Phone Number:
Been a Client Since:
Client Name:
Contact Name:
Contact Phone Number:
Been a Client Since:
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Proposal Signature Form
The undersigned, as proposal Vendor, declares that he/she has carefully examined all the items of the
specifications and instructions herein that he/she fully understands and accepts the requirements of the same,
and he/she agrees to furnish the specified items and will accept, in full payment therefore, the amount
specified below.
Proposals shall include installation services as a line item listing installation separate from equipment, and the
successful Vendor shall obtain all required permits and pay fees required.
Note: terms are firm for 90 days.
Equipment $______________ Equipment $____________
Professional Services $______________ Professional Services $____________
One Year Maintenance $______________ Three Year Maintenance $____________
Total Price $______________ Total Price $____________
Two additional One Year Maintenance options (cost should be per year)
$______________ $____________
Firm Name: __________________________________________________________________________
Date: ______________________________________________
Address: ____________________________________________________________________________
Address: ____________________________________________________________________________
City, State, Zip: _______________________________________________________________________
Telephone: __________________________________________
Signature:
(Person executing response & official capacity)
