ST. TAMMANY PARISH SCHOOL BOARD

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ST. TAMMANY PARISH SCHOOL BOARD COVINGTON, LOUISIANA

REQUEST FOR PROPOSALS ON AN EMAIL ARCHIVING APPLIANCE

1.

Written proposals will be received until 4:00 p.m. on Monday, June 29, 2015. All proposals shall be either hand delivered or sent by registered or certified mail with a return receipt requested to the St. Tammany Parish School Board Office, 321 N. Theard Street, Covington, Louisiana 70433, in a sealed envelope clearly marked on the outside "REQUEST FOR PROPOSALS ON AN EMAIL ARCHIVING APPLIANCE - June 29, 2015". All proposals arriving after the above date and hour will be returned unopened to the proposers.

2.

Proposals may also be submitted electronically. Find proposal related materials and submit electronic responses at www.centralbidding.com.

3.

Proposals submitted will be evaluated by a committee consisting of at least three (3) members appointed by the St. Tammany Parish School Board Superintendent. During the evaluation process, the evaluators may, at their discretion, request any one or all firms/individuals to make oral presentations. Such presentations will provide firms with an opportunity to answer any questions the evaluators may have on a firm's proposal. Not all firms may be asked to make such oral presentations.

4.

An original and six (6) copies of the proposal shall be submitted. Proposal must be Signed by a company official duly authorized to sign proposals or contracts. All costs associated with developing, preparing, copying, and participating in the proposal process are entirely the responsibility of the proposer. The St. Tammany Parish School Board will not in any way be responsible for any costs incurred by prospective proposers.

5.

The successful vendor shall furnish a Certificate of Insurance within fifteen (15) calendar days after award but prior to delivery/installation of merchandise. As a minimum the certificate should provide for: a.

General Liability insurance with a minimum of $300,000 combined single limit and $50,000 property damage.

b.

Comprehensive General Automobile Liability insurance with minimum limits of $100,000/$300,000 bodily injury and $50,000 property damage.

c.

Workmen's Compensation with $100,000 employers' liability coverage.

6.

In accordance with Revised Statute 38:2237 A(9), the School Board may reject all proposals when it is deemed that such action is in the best interest of the School Board.

7.

Questions pertaining to this Request of Proposals must be directed to Mr. Louis Boullion, Director of Information Technology, by facsimile to (985) 898-6412 by 4:00 PM on Monday, June 22, 2015.

St. Tammany Parish School Board Request for Proposals (RFP)

Email Archiving Appliance 2015

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Objective

The St. Tammany Parish School Board (STPSB) is requesting a transparent email archiving appliance offering multi-level administration of content. The appliance must be able to produce granular reporting and email storage and retrieval. STPSB and state law require that the appliance store a minimum of 3 years of email. STPSB is interested in complying with ediscovery and retention requirements. STPSB utilizes Microsoft Exchange 2007 with Microsoft Active Directory. We currently have 7,000 email accounts. We currently process approximately 40 thousand emails per day after spam and virus filtering . STPSB currently uses ArcMail Defender model U3120, running version 3.5.7-1, with 13 TB of total storage and approximately 8 TB of archive data. STPSB is seeking a vendor that has broad and demonstrated experience with solutions similar in size to STPSB. STPSB invites you to submit a response for solutions that satisfy the specifications in this request. FINANCING

The vendor will provide a contract, which includes this Request for Proposal (RFP) and the vendor response, to St. Tammany Parish School Board. STPSB reserves the right to terminate the contract at any time if dissatisfied with the product or services. The contract must include complete pricing. If for any reason STPSB should lose funding from any source, including approval of the funding budget by the STPSB, the STPSB is only responsible for the work provided up until funding loss. Instructions to Vendors

It is requested that vendors keep their responses concise and to the point, while still providing a complete response to the request. The selection committee will review each response in relation to the evaluation criteria listed in this RFP. Technical questions concerning this RFP may be directed to Mr. Louis Boullion, Senior Supervisor of Information Technology by fax at (985) 898-6412 before 4:00 PM on, June 22,2015. St. Tammany Parish School Board must receive and stamp at the address below an original and six (6) copies of the response documented by 4:00 PM on June 29, 2015. Please include a contact name, mailing address, email address, and telephone number in your response . St. Tammany Parish School Board Email Archiving Appliance 2015 321 North Theard St. Covington, LA 70433 VENDOR EXPENSE

The St. Tammany Parish School Board will not be responsible for any expenses incurred by any vendor in the development of a response to this request including any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to 2

the School Board or its representatives. Further, the School Board reserves the right to cancel the work described herein prior to issuance and acceptance of any contractual agreemenUpurchase order by the recommended vendor even if the School Board has formally accepted a recommendation . PROPOSAL DETAILS Proposal Format: In order to facilitate the analysis of responses to this request, vendors are required to prepare their proposals in accordance with the instructions outlined in this request. Each vendor is required to submit a sealed proposal. Vendors whose proposals deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of the School Board . Complete Solution: The vendor's response should include an integrated, comprehensive solution . If this request has omitted any component necessary to make the solution complete and/or to meet STPSB needs as detailed in this RFP, those components must be a part of the vendor response . The proposal should be organized into the following major sections : Executive Summary: Provide a brief narrative summarizing your company's ability to meet the requirements of this RFP. Please note that the executive summary should include email, phone number, physical address and any other necessary contact information and company overview, including years in business and experience for K-12 school districts. Product Information: Provide any product information on the appliance proposed to fulfill this solution . Submit the overall design of the device including features, benefits, a network view of the system, explanation of inter-working components, if any. Provide information on the optimal and minimal network requirements . Include compression ratios, dashboard attributes, reporting functions, search functions, storage capacity, expandability and any optional packages that enhance the appliance. On-going Support Services: Describe the services and support available after installation. Including training of staff and telephone support (hours available, normal response time after initial call, and remote diagnostic capabilities). Describe the documentation you will supply and include samples. Cost Quotation: • Detail costs including migration of existing archive data • Appliance, installation, and maintenance of hardware and software for three, five, and seven years, with maintenance cost to be paid annually • Please provide us a copy of your standard agreement and guarantee information. Indemnification and Institution Requirements The successful vendor shall agree to defend, indemnify and hold the St. Tammany Parish Schools, its Board, its officers and employees harmless from any and all loss or damage (including reasonable attorney's fees and other costs of litigation) caused in whole, or in part, by the vendor's negligent or willful acts or omissions and the negligent or willful acts or 3

omissions of the vendor's agents or employees. The successful vendor shall agree to defend, indemnify and hold the St. Tammany Parish School Board harmless in any suit against the St. Tammany Parish School Board, or its employees, agents or students, alleging injuries or damages arising out of the service provided; however, that nothing contained therein shall require the successful vendor to defend or indemnify the St. Tammany Parish School Board for injuries or damages arising out of the negligence of the St. Tammany Parish School Board, its agents, or employees. Contract Law: Any contract and/or purchase order(s) resulting from this RFP shall be subject to the laws of the State of Louisiana and all other applicable State of Louisiana statutes or regulations. Any vendor shall consent to and yield to the exclusive venue and jurisdiction of the 22nd Judicial District Court for the Parish of St. Tammany, and shall waive any and all claims of entitlement to removal of any case from this jurisdiction, including any removal of any claim to any Federal Court GENERAL PROPOSAL OBJECTIVES STPSB will review proposals with particular emphasis on the following: •

Software Features: o Browser accessible with varying permission levels/roles/policies o Storage of 3+ years of all emails o Administrative dashboard o Restore function for disaster recovery o Viewing and restoring individual email messages including attachments o Restoring emails from a specific search into a new directory/mailbox o Data integrity encryption for backup and restore to ensure that restored data has not been altered o Provide archiving of all mail for stronger compliance o Compression levels of 7-1 Ox or higher o Duplicate attachments should be stored only once and indexed for efficient storage o Describe the preferred method for backup of archive data o Manual and automatic software updates o District must have the ability to control when emails get deleted or purged

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Hardware Features: o On-premise hardened appliance required o Designed for disk and power supply failover o Enough disk capacity for a minimum of 3 years email storage • Currently utilizing 13 TB of storage with 8 TB of archive data o Ability to store archive data longer than 3 years is a plus o Raid 6 or higher disk configuration o Easily scalable for expansion o Perpetual Hardware license, including hardware upgrade

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Reporting: o Searches on Sender, Recipients, Subjects, Dates and Attachments o Text searches on both email body and attachments o Regular and wildcard search functions 4

o List search response time in seconds o Ability to view header information o Automated health and hardware status email alerts on the appliance •

Migration of existing archive data: o Provide for the migration of content and archives from current device (ArcMail Defender model U3120, verison 3.5.7-1) to proposed device and maintain all existing accessibility of current archive data. o Detail costs for migration of existing archive data

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Training and support: o Training and support on configuration of the device and report creation.

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References and Experience: o Provide references similar in size, scope and technology, preferably within the K-12 education environment. References should include contact information. St. Tammany Parish Public Schools must be able to contact these references.

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Costs: o Detail costs including migration of existing archive data o Appliance, installation, and maintenance of hardware and software for three, five, and seven years, with maintenance cost to be paid annually o Please provide us a copy of your standard agreement and guarantee information. Component AJmHance Installation Migration of existing data Yearly Maintenance/Support w/ 3 year contract Yearly Maintenance/Support w/ 5 year contract Yearly Maintenance/Support w/ 7 vear contract

Cost

Evaluation Criteria

All proposals received will be evaluated by a committee assigned by the St. Tammany Parish School Board Superintendent in accordance with the following evaluation criteria table:

EVALUATION CRITERIA Software Features Hardware Features Reoortina Training and Support Reference and Experience Cost Total

POINTS 30 20 15 10 5 20 100

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