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RFP #: CHI-2010-037

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Copyright Notice

This document is fully copyright protected by the Newfoundland and Labrador Centre for Health Information

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1. About Us The Newfoundland and Labrador Centre for Health Information (hereinafter referred to as „the Centre‟) was established by the Government of Newfoundland and Labrador to provide quality information to health professionals, the public, researchers, and health system decision-makers. Through collaboration with the health system, the Centre supports the development of data and technical standards and maintains key health databases, prepares and distributes health reports, and supports and carries out applied health research and evaluations. The Centre‟s mandate also includes responsibility for the provincial Electronic Health Record. The Centre is a crown agency that is governed by a board of directors appointed by Lieutenant- Governor-in-Council and is managed by a chief executive officer. 2. Data Center Move Background The Centre has a primary and secondary data center, each of which resides in the St. John‟s area. The Centre has a need to „swap‟ equipment and racks between each data center. 3. Submission Content The Centre is seeking a Supplier to swap its electronic health record environments between its primary and secondary data center locations. Project Approach As part of its submission, each supplier is expected to provide a migration approach, which must include:

Approach to working with the Centre‟s service suppliers (Telus, Aliant, Eastlink)

Approach to integrating the Centre‟s resources in all aspects of the Supplier‟s project plan

Approach to protecting the security of the Centre‟s capital assets

Anticipated disruption to services, and recommended services to ensure minimum disruption.

High level description of resource expertise

Timelines (the Centre expects the work to be completed in 6 weeks)

List of artifacts to be provided to the Centre (e.g. detailed project plan, risk management, change requests, status reports, test plans, etc.).

Corporate Capability and Financials

Partners (e.g. co-bidders, other partner suppliers contracted to fulfill some of the requirements of this RFP)

Fixed cost to perform the work. Possibly may include costs for technology support components (e.g. cabling).

Demonstration of the Supplier‟s overall corporate capability to perform the work

Skills Summary and Resume for each resource proposed (See Section 5)

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4. Technical Environment There are six production racks in one location (1 SAN and 5 server/network), and three in the other location (1 SAN and 2 server/network).

Two racks of SANs will form one component of the move (e.g. the two racks of SANs will be moved in their entirety – racks and all equipment, or other technologies can be used to transfer the information).

All equipment in the remaining seven (7) racks will be moved individually, and re-racked into existing or new racks in the target location.

Please refer to Appendix C for a diagram which describes the physical rack layout. A site survey was conducted in June of this year and the survey results will be made available to the winning Supplier. In addition, Suppliers will be given an opportunity to visit the primary and secondary data centers on September 15th, to enable the preparation of a response to this RFP. Suppliers will be required to sign a Confidentiality Agreement prior to the site visits. 5. Mandatory Requirements

Please note below the RFP‟s mandatory requirements. A supplier must meet each one of these requirements. If they do not, they will be disqualified. Suppliers must demonstrate a minimum of five (5) years of corporate experience related to

data center moves.

The Supplier must complete a skills summary (see Appendix D to this RFP for a template) for all resources being proposed. In addition, a resume must be attached in an appendix.

The Supplier must state their commitment to fulfilling the intent of this RFP, and state their commitment to retaining key resources for the duration of the work being performed. This can be included in the response‟s covering letter or executive summary.

The Supplier must hold appropriate insurance in the amount of $5M.

Assuming a start date of October 30, the move must be completed no later than the weekend of Monday December 13, 2010, with project closeout (handoff of relevant documentation, review of process used, issues and remedial action taken, etc.) no later than December 20, 2010.

To be eligible for consideration, Respondents must provide a signed and dated proposal (for each of financial and non-financial responses) as follows:

One (1) original signed paper-based Master Copy;

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Five (5) complete printed copies of the proposal and five (5) complete copies of the separate financial proposal. Double-sided printing is encouraged for hardcopy responses;

The financial proposal to be in a separate, sealed envelope, clearly marked with the RFP number and: “Financial Proposal”; and

One (1) electronic copy of both the financial and non-financial proposals. The electronic version will be on a USB Flash Drive.

Proposals must be submitted in sealed packages, clearly marked with the RFP number and “NL Centre for Health Information – Data Centre Move Project”. It will be delivered to the following address no later than 2:00 PM Newfoundland Time on the closing day as indicated on the cover page of this RFP:

Attention: Business Services Officer Newfoundland and Labrador Centre for Health Information 70 O‟Leary Avenue St. John‟s, NL A1B 2C7

The soft copy must contain information identical to the hard copies. In the event of any discrepancies, the contents of the signed Master Copy will apply.

Faxed or email submissions will not be accepted.

Proposals must be written in clear, succinct language and allow ease of retrieval and understanding of proposal information by the Evaluation Committee.

Proposals must be on 8½ x11" paper (except where a larger format is required for diagrams, spreadsheets, etc.), use a 10-point (or larger) font, minimum 2.5 cm margins, and bound in such a manner as to lay flat when opened.

All supporting material must be attached in Appendices and clearly referenced in the section of the Proposal that they support. Appendices and attachments are an integral part of this RFP and must be considered or completed by the Respondent in their submission.

Proposals that do not adhere to the mandatory requirements will be rejected and not considered for evaluation.

6. Terms and Conditions, and Contract Template

Respondents must review and acknowledge the Request for Proposal‟s Terms and Conditions: http://www.nlchi.nl.ca/about_rfp.php. Respondents must sign the Acknowledgement of Terms and Conditions in Attachment A.

Respondents must review the Centre‟s contract template and identify any clauses they wish to negotiate with proposed changes should they be the successful respondent. The Centre reserves the right to terminate negotiations, reject the Respondent‟s proposal and proceed with selecting another Respondent and/or cancel the RFP should both parties fail to negotiate a contract within a reasonable period of time (e.g. not exceeding the timelines listed in the RFP).

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The contract template is at the following location: http://www.nlchi.nl.ca/about_rfp.php. 7. Questions Questions can be directed to the RFP‟s Administrator at procurement@nlchi.nl.ca. Oral responses to questions will not be provided. Responses will be posted on the website in the form of an addendum. The Centre will not disclose the source of any questions submitted by Suppliers. Questions will be received until 4:00pm Newfoundland Time on the date as indicated in the RFP timetable. Questions raised past this deadline will not be answered. 8. Evaluation

The Centre will evaluate responses to this RFP based on below criteria:

Evaluation Criteria Weighting

Experience of Supplier / Proposed Team

25%

Migration Approach 25%

Corporate Capability 25%

Financial Evaluation 25%

9. RFP Timetable

Event Date

RFP Issue date September 10

Site Visit September 15

Closing date for Questions September 24

RFP Closing September 30

RFP Evaluations Oct 1&4

Award Oct 11

Negotiations Oct 13-20

Agreement Executed October 25

Anticipated start date October 30

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Appendix A:

Contractor Profile Form

(Electronic copies of this form can be requested at procurement@nlchi.nl.ca)

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Data Center Move

RFP #: CHI-2010-037

Supplier Information: Company Name and Address: Telephone Number: Fax Number: Email: Web Address: I agree with all of the terms and conditions of this RFP (including those posted at www.nlchi.nl.ca/about_rfp.php ) Yes _____ No ________ I have read and understood each of the addendums posted to the Centre‟s web site relative to this RFP Yes _____ No ________ Authorized Company Representative Signature Authorized Company Representative Print Company Date

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Appendix B:

Supplier Response Form

(Electronic copies of this form can be requested at procurement@nlchi..nl.ca)

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Response Requirements:

Fixed price $____________

Travel (included in fixed price but reflected separately here) $____________ Resources (included in fixed price but reflected separately here) $____________

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Appendix C:

Physical Rack Layout

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Figure 1: Primary Data Center Physical Rack Layout

Cable Tray

NDIS 1 NDIS 2 NDIS 3 NDIS 4 NDIS 5 6

Cyclades PM IPDU Cyclades PM IPDU

Prod 1 EMC SAN Network 1 Staging Managemt Network 2 Prod Systems 2

Cyclades PM IPDU

Fibre SW 2

Cyclades PM IPDU

Cyclades PM IPDU Fibre SW 1 Cyclades PM IPDU

Cyclades PM IPDU Cyclades PM IPDU

Cyclades PM IPDU Cyclades PM IPDU

Backup ServerCyclades PM IPDU Cyclades PM IPDU

Cyclades PM IPDU Cyclades PM IPDU

Cyclades ACS548 1 Cyclades ACS548 2

TR Database 2

Sun Fire v490

Data Mgnt DL360G5 RSA SecureID 3

UT SW 1 FastIron LS UT SW 2 FastIron LS

ST Core SW 1

ServerIron GT

ST Core SW 2

ServerIron GT

ST Infra 2

Sun Fire v245

TR Database 1

Sun Fire v490

ST Infra 1

Sun Fire v245

Disk Tray 6

Disk Tray 5

IBM Tape

Library TS3200

UAT Pres ST

Sun Fire v245

ST Pres 2

Sun Fire v245

TR APP 2

Sun Fire v890

Mngt Core SW

FastIron Edge X

TR FW 2 SCS1100

ST FW 2 SCS1100

TR FW 1 SCS1100

IDS Sensor 2 - ISSST FW 1 SCS1100

RSA SecureID 1

IDS Console - ISS

IDS Sensor 1 - ISSRSA SecurID 2

Back FW - SCS1100

UAT TR Database

Sun Fire v490

UAT TR Application

Sun Fire v490

TR Core SW 1

ServerIron GT

TR Core SW 2

ServerIron GT

UAT Infra ST

Sun Fire v245

ST Pres 1

Sun Fire v245

TR APP 1

Sun Fire v890

Disk Tray 2

Disk Tray 1

Service Processor

Disk Tray 4

Disk Tray 3

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Figure 2: Secondary Data Centre Physical Rack Layout

Cable Tray

NDIS 7 NDIS 8 NDIS 9

Cyclades PM IPDU Fibre SW 1 Cyclades PM IPDU

DR Systems DR EMC SAN DR Network 1

TR FW 1 SCS1100

ST FW 1 SCS1100

Mngt Core SW

FastIron Edge X

IBM Tape

Library TS3200

Cyclades PM IPDU

Fibre SW 2

Cyclades PM IPDU

Cyclades PM IPDU

Backup Server

Disk Tray 6ST Core SW 1

ServerIron GT

ST Infra 1

Sun Fire v245

Disk Tray 5

Service Processor

Disk Tray 4TR Core SW 1

ServerIron GT

ST Pres 1

Sun Fire v490

Disk Tray 3

TR APP 1

Sun Fire v890

IDS Sensor 1 - ISS

RSA SecureID 1

IDS Console - ISS

Disk Tray 2

Cyclades PM IPDU

Cyclades ACS548 1

TR Database 1

Sun Fire v490

Data Mgnt DL360G5

UT SW 1 FastIron LS

Disk Tray 1

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Appendix D:

Resource Summary Template (Skills)

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Attachment A – Resource Summary Template For each resource proposed by the Respondent provide a summary (maximum 2 pages) of their skills and qualifications in the format prescribed below. The proposed resource should complete the Value Summary. An electronic copy of the form is available through procurement@nlchi.nl.ca.

Resource Name

Resource Specialization

Category Respondent Response

Years of Experience (if more than one specialization state years for each)

Education, Professional Certifications/Affiliations

Key resource skills and strengths (e.g. facilitation; oral presentation, technical writing, use case development, etc.)

Last 3 clients where proposed skills were supplied and the deliverables produced for each client

Value Summary (a short description written by the proposed resource to define how they will bring value to the Centre‟s team and deliver the desired outcomes in their area of expertise)