Request For Proposal Specifications


Storage Area Network Addition

for Grant Wood Area Education Agency





Announcement - Call For Proposal


Pursuant to the action of the Area Education Agency #10 Board of Directors, proposals will be received at the Grant Wood Area Education Agency Business Office, 4401 6th St SW, Cedar Rapids, IA 52404, until 10:00 AM, Wednesday, May 6th, 2015, for the purchase of a SAN solution as described in the technical specifications included herein.


The award of the contract will be made by the Board of Directors of the Grant Wood AEA to the lowest responsive, responsible bidder, taking into consideration the quality of material or service and any other factor which the Board may permissibly consider.  No bid may be withdrawn for a period of 30 days after the bid opening has passed.  The Board reserves the right to reject any and all bids, or any part thereof, and to waive informalities and to enter into such contract as shall be deemed in the best interest of Grant Wood AEA.



General Terms and Conditions


The offeror shall provide hardware and software in accordance with the technical specifications described herein. Warranties and support agreements for the hardware and software shall be made available by the offeror. Hardware and software shall be accepted by the Agency when in accordance with all specific terms and conditions of this RFP.


The offeror shall arrange for training in accordance with the technical specifications described herein. Such training shall occur at a mutually agreed upon time and location.


Equal Opportunity Requirements of Offeror


Firms submitting bids must be an "Equal Opportunity Employer" as defined in the "Civil rights Act of 1964" and in "Iowa Executive Order Number Thirty-four".


Affirmative Action - Contract Compliance


The contractor, subcontractor, vendor, or supplier is prohibited from engaging in discriminatory employment practices forbidden by federal and state law, executive orders, and Board Policies of the Agency, pertaining to equal employment opportunity and affirmative action.


The contractor, subcontractor, vendor, or supplier may be required to have on file a copy of their affirmative action program, containing goal and time specifications.


Contractors, subcontractors, vendors, or suppliers doing business with the Agency in excess of $5,000 annually and employing 50 or more full-time employees may be required to submit to the Agency, a copy of their affirmative action plan.


Failure to fulfill these non-discrimination requirements shall be regarded as material breach of contract and may cause the contract to be canceled, terminated, or suspended in whole or in part and the contractor, subcontractor, vendor, or supplier may be declared ineligible for future contracts or subject to other sanctions as provided by law or rule.


Targeted Small Business Program


Per Board Policy, the Agency has a goal to purchase at least 10% of its goods and services from certified Targeted Small Businesses. 


It is hereby agreed that when entering into a contract with the Agency, the vendor/contractor will take documented steps to encourage participation from TSB's for the purpose of subcontracting and supplying of materials.  To apply for certification as a Targeted Small Business contact Ms. Mary Montgomery, Iowa Department of Inspections and Appeals (515/281-5796).


Compliance With Proposal


The Offeror will be required to furnish hardware, software and training as specified herein. The Agency Board of Directors reserves the right to waive compliance on minor technicalities in the specification, to reject any or all offers, and to accept the proposal(s) which appear to be in the best interest of the Agency. No exceptions or deviations from this RFP will be considered at the time proposals are opened.


Preparation of Proposal


The proposal must be signed by a duly authorized representative of the offeror. The offeror will be assumed to be familiar with all specifications of the RFP and any and all special provisions by reference made a part of these specifications.


Questions of Proposal


All clarifying questions regarding any part of the RFP will be submitted via email to Dave Brousard, Director of Information Technology, at The subject line of the email message must read “SAN RFP Question”. All questions received will be reviewed and posted on the Grant Wood website at Offerors will be able to view all questions posted.


Filing Proposal


Three (3) signed copies of the proposal shall be submitted prior to the time for the opening of proposals. Proposals must be enclosed in a sealed envelope clearly marked “SAN RFP” and delivered by 10:00 AM on Wednesday, May 6th, 2015 to Grant Wood AEA, Attn: Barb Harms, 4401 6th St SW.


The offeror shall provide the lead-time (ARO=Availability After Receipt of Order) necessary to make delivery of the computer hardware and software.


Proposed Price


Hardware shall be a current model under standard production by the manufacturer and shall be furnished complete with necessary standard equipment and accessories. Software shall be the latest available general release unless otherwise specified. Initial training shall occur within 30 days of delivery at a time and location mutually agreed upon.


Proposal price shall be for hardware/software complete, delivered to Grant Wood AEA, 4401 6th ST SW, Cedar Rapids, IA 52404.


Separate pricing is required for each line item in the Technical Requirements section.




Prices quoted shall not include state or federal taxes from which the Agency is exempt.  The necessary exemption certificate will be furnished upon request.


Firm Prices


Unless otherwise specified, prices are to be firm for at least a 90-day period. Offerors are asked to state a longer firm price period, if possible.  It is the intent of the Agency to purchase the hardware and software within 90 days from the date of the opening.




Quantity discounts or discounts for early payment are not permitted.


Manufacturer's Rebates


If, as a result of this proposal, the Agency becomes eligible for a factory authorized rebate, the full amount of the rebate shall pass to the Agency without reservations by the offeror.  If the rebate stipulates specific requirements for eligibility (such as order dates, delivery dates, etc.) the offeror shall, to the best of their ability, assist the Agency in meeting the requirements.


Ties and Reservations


No ties or reservations by the offeror are permitted.




Offeror warrants the goods to be purchased shall be delivered free of the rightful claim of any third party by way of infringement.


Contract Award


The contract between the Agency and the offeror shall be a combination of the specifications, terms and conditions of this RFP, offeror's response and any written clarifications or changes made in accordance with the provisions herein.


Purchase Contract


The purchase contract will consist of the RFP, the offeror’s proposal and a properly executed purchase order.




Delivery of the computer hardware and software must be in accordance with the ARO.


Delivery Location


Grant Wood AEA

4401 6th St SW

Cedar Rapids, IA 52404


Receiving and Inspection


All hardware and software must be delivered in accordance with the governing specifications. It will be the offeror’s responsibility to inspect hardware. Any deficiencies or corrections must be rectified in a timely manner at the offeror’s expense.


Full satisfactory acceptance by the Agency will occur when the hardware and software are received and functioning in full compliance with the specifications.




Hardware specified herein and furnished shall be fully warranted by the manufacturer against any and all defects. The warranty period(s) for any items herein are not exclusive remedies, and the Agency has recourse to any warranties of additional scope given by the manufacturer to the Agency and all other remedies available at law or in equity.  Proposal shall include all pertinent warranty information on proposed hardware. The manufacturer’s warranties shall commence with full satisfactory acceptance of the hardware by the Agency.


The offeror accepts the risk of loss or damage until full satisfactory acceptance of hardware by the Agency.


Service Agreements


Following the expiration of the warranty period(s) the offeror shall provide an ongoing service agreement that offers the Agency a cost-effective way to protect and optimize the value of its hardware investment.


Include in the proposal a detailed description of the service agreements and software support plans available. Such description shall include but not be limited to upgrades, new releases, scope, price methodologies, and availability.


Payment Terms


Any deviations from the following will result in payment delays.


Original invoice must be mailed to:


Grant Wood Area Education Agency

Accounts Payable

4401 6th St SW

Cedar Rapids, IA 52404


An invoice for the hardware and software received by the Agency that conforms with the requirements of the purchase contract and is in proper order will be paid after approval of the Agency Board of Directors. 


Invoices received by the end of a month that are in proper order will be paid within 20 days.


If any portion of any invoice or any item on the invoice is not in proper order, the Agency shall have the right to withhold payment of the entire invoice without the imposition of late fees or charges, until the invoice and all items on the invoice are in proper order.  A copy of said invoice, along with an explanation of corrective action needed to be taken by the offeror for compliance, will be provided by the Agency to the vendor orally or in writing.


Remedies Upon Default


Any of the following events shall constitute cause for the Agency to declare a vendor in default of its obligations under this contract:


·         non-performance of this contract;

·         a failure by vendor to make substantial and timely progress toward performance of this contract;

·         a failure of items provided by vendor to meet the specifications noted herein;

·         a breach of any term of this contract.


The Agency shall issue a written notice of default providing therein for a fifteen-day period in which vendor shall have an opportunity to cure, provided that cure is possible and feasible.


If, after opportunity to cure, the default remains, the Agency may do one or more of the following:


·         procure goods or services in substitution from an alternate source and charge the difference between the contract price and alternate price to the defaulting vendor;

·         exercise any remedy provided by law;

·         immediately terminate contract agreement.


Vendor shall not be considered to be in default under this agreement, if performance is delayed or made impossible by an act of God, floods, fires, strikes, and similar events; but in each such case, the delay or improbability must be beyond the control and without the fault or negligence of vendor.


The fact that delay resulted from a sub-vendor's conduct, negligence or failure to perform shall not excuse vendor from the provisions of this contract.  Should the Agency obtain a money judgment against vendor as a result of a breach of this agreement, vendor consents to such judgment being set-off against moneys owed vendor by the Agency under this or any other contract.


Disclosure of Proposal Content


The laws of the State of Iowa require that at the conclusion of the selection process, the contents for all proposals will be placed in the public domain and be open to inspection by interested parties.  Trade secrets or proprietary information that are recognized as such and are protected by law may be withheld if clearly identified as such in the proposal.

Vendor Requirements:

·         Warranty

o   All services and products must be new and carry a manufacturer warranty

o   All services and products must be compatible and interoperable with the current SAN as described above

o   Warranty should be priced for 3 years minimum

·         Feature Sets

o   Ability to be able to have fail over to current and new VM hosts

o   Ability to integrate seamlessly to current VM network and SAN

o   Will utilize existing VCenter server

·         Licenses

o   All Licenses need to be included in the price.  Licenses should be bid as a 3 year license.  If there are additional costs associated, they should be listed out.  This should include, but is not limited to, support costs.

·         Training

o   4 hours of training provided

o   Proper documentation of items, such as but not limited to: services, configuration instructions.

·         Return/Exchange any and all defective items

·         Product tested once installed

·         Provide description of support included in initial purchase price as well as availability and costs of ongoing support as required under the Service Agreement section above

·         Training will be provided along with necessary and proper documentation

·         Provide comprehensive statement of work to meet or exceed all responsibilities listed above

·         Submit invoices for payment upon successful completion of all requirements of the RFP. Training may be invoiced separately.




Technical Requirements:



Model #






Dell R730 Servers

Minimum of 2 eight-core processors each, Minimum of 256 GB RAM each

(8) 1 GbPS NIC Ports

(2) 8GB SD Cards for each server

Dual Power Supplies

Expansion for future 1GB NICs

Minimum 3 Year 24x7x4 warranty/maintenance/support





Dell EqualLogic PS6100XV SAN

Minimum of 24 Hard Drive Slots



Minimum 7.2TB capacity, 15K SAS, (24) 300GB drives

Dual Controllers

Minimum 3 Year 24x7x4 warranty/maintenance/support


Academic vSphere Enterprise License



License to cover all processors included with 2 VM Host servers listed above

Minimum of 3-year basic support



SAN and servers are to be configured to integrate with current SAN that utilizes Dell Equalogic 4000 and 4100 units


Cost will include setup and configuration of new hardware to integrate with current SAN/VM environment