ARMS Ltd. - Rack Server System
TENDER FOR A RACK SERVER SYSTEM
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ARMS Ltd. - Rack Server System
SCOPE OF TENDER
1.0
These specifications and conditions detail the basic requirements for the supply and delivery of a Rack
server system for ARMS Ltd. Tenderers are being requested to quote for all parts of the tender, the Rack
Server System, Microsoft Licenses, and Maintenance Agreement, all charges paid, including Value Added
Tax (VAT), to the Executive Chairman, ARMS Limited. All equipment and material must be delivered at
ARMS offices at Gattard House, Blata l-Bajda as per specifications detailed in section 2.0.
PURPOSE OF NEW SYSTEM
1.1
The solution will be installed as a platform for a number of virtual servers. Two physical servers will host
the virtual servers, while a storage system will hold the virtual hard disks (VHD), thus providing virtual
server failover functionality. The storage system will also hold archived data of at least 5 Tb. Acceptable
solutions could include both Blade systems as well as separate Rack units.
Critical data will be backed up to disk on a daily basis through the Backup Server, and to tape on a weekly
basis for safe storage.
Physical servers will be installed with Windows Server 2008 R2 and Hyper-V with Failover Clustering.
Virtual server will be installed mainly with Windows Server 2008 R2 with the following services:

MS Domain Controller

MS File & Print

MS SQL

MS Sharepoint

Oracle Database Software
See chart below for brief description of system.
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ARMS Ltd. - Rack Server System
1.2
CHART
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ARMS Ltd. - Rack Server System
2.0
TECHNICAL SPECIFICATIONS
The tenderer MUST submit a price for all the sections below. Incomplete submissions will not be accepted.
2.1 Rack Server System
Item No. Description
Qty
A
2
B
C
Host Servers (minimum spec)
Format:
Rack or Blade (Rail mount included if rack server)
Processor:
1 x Intel Xeon E5645 or better (6 cores)
RAM:
32Gb DDR3
Network:
4 x 1GbE ports for normal network traffic
Internal storage:
2
x
146GB
SAS
15k
(for Hypervisor Software)
Internal RAID controller:
Minimum 512MB Cache
External connections:
Storage
system
connection,
1Gbps
or
better
Important: Including redundant connection to storage
Optical drive:
Internal DVD reader
Power supply:
2 x PSU (redundant)
2.5”
Hotplug,
RAID1
Storage System (minimum spec)
1
Format:
Rack or Blade (rack mountings included)
Controller:
1Gbps or better, Providing redundant server connections
Production Array:
Min 1.5 Tb usable disk
(RAID10 SAS 15k Hotplug Hdd)
Archive Array:
Min 5 Tb usable disk space + 1 Hotspare
(RAID5 SAS or SATA 7.2k Hotplug Hdd) Must cater for
another 10TB as per optional request below.
Optional Archive Array:
Another 10Tb usable disk space (RAID5 SAS or SATA 7.2k
Hotplug Hdd). These will be added to the Archive Array
(5Tb) above.
Empty Hdd slots:
Min
6
empty
slots
for
future
(3 for production array + 3 for archive array)
Power supply:
2 x PSU (redundant)
space
+
1
Hotspare
expansion
Server/Storage Connection
1
Connectivity:
Specify any equipment needed to provide full redundancy
of the connection between above host servers and storage
system, 1Gbps or better.
Expandability:
Connectivity solution must cater for the above 2 servers
plus an additional 2 servers, total of 4 host servers with
redundant storage connections.
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ARMS Ltd. - Rack Server System
D
E
F
Blade Center (if applicable)
1
Size, power and cooling:
Sufficient for above storage + 4 blade
(the above 2 servers plus 2 servers expansion)
servers
Connections:
KVM connection + See storage connection requirements
above.
Rack Server (Backup server) (minimum Spec)
Format:
Rack (Rack rail mount included)
Processor:
1 x Intel Xeon E5620 or better
RAM:
8Gb DDR3
Network:
Minimum 2 x 1GbE ports
Internal storage:
(array 1)
2
x
146GB
SAS
(for Operating System)
Internal storage:
(array 2)
6 Tb usable disk space (MS DPM backup volume)
(RAID5 SATA 7.2k Hotplug Hdd)
Hdd Controller:
Minimum 512MB Cache
Tape Controller:
(matching specifications for tape drive below)
Optical drive:
Internal DVD reader
Power supply:
2 x PSU (redundant)
15k
Hotplug
Hdd,
RAID1
Autoloader Tape drive
1
Daily backups will be done to disk. However the weekly backup will be done to tape.
Thus bidders must cater for enough tapes so the system will do a full backup for the
whole system. Any necessary change of tapes needs to be handled automatically by the
autoloader. Two sets of tapes must be submitted. The data will be uncompressed.
The number of tapes required should be based on the archive data of 6TB. If the extra
10TB (mentioned in 2B above) is also taken, the extra tapes will be purchased
separately. However the autoloader must be able to handle a full automatic backup of
atleast 10TB.
Capacity and throughput:
Weekly full backup of 6 Tb must complete unattended
within 12 hours. (tape autoloader must be included in
price)
If additional archive storage is taken, weekly full backup
of 10Tb must be completed in 20 hours.
Cable (if external):
Min 2 meter included
Tape media:
2 Set of tapes (6 Tb each set)
+ 1 cleaning tape
G
Monitor, KVM, Keyboard and mouse for Cabinet (KVM Drawer)
The systems above require a 1U rack-mounted collapsible 17’’ TFT and Keyboard setup
connected with a KVM switch so that through these devices, all the equipment
submitted can be accessed seamlessly and switching through the KVM. The KVM should
be sized based on the equipment submitted and cater for three more free slots for
additional equipment.
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1
ARMS Ltd. - Rack Server System
H
Cabinet
1
A 42U 19’’ Cabinet is required to host the above equipment and is thus to be quoted as
part of the tender. Dimensions of Cabinet are 800mmx1000mm (WidthxDepth). Smaller
sizes will not be accepted as this cabinet may host other equipment as well. The quote
must include all the accessories for the rack and 3 power bars (8way) and have in-built
fans for aiding of cooling of systems. Also it must include 3 Rackmount shelves.
I
Warranty
Period:
Minimum 3 years on All parts and labour.
Response time:
4 hours (office hours, 8am to 5pm)
Replacement parts:
Important: Parts MUST be kept in stock during the
warranty period, and provided within the response time.
Any exclusions for hardware not covered by the 3 year warranty mentioned above
MUST be listed with the relevant current prices. Labour costs MUST be covered during
this warranty period for all hardware replaced under such Warranty. Hardware
replaced that is not covered by the warranty will be charged on a time and material
basis.
J
General hardware requirements:
Brands:
Established brands such as Dell, Fujitsu, HP, or IBM only
(preferably all units of same brand)
Tenderers:
Need to be Authorized Reseller for the supplied brand
(proof must be supplied with tender documents)
Compatibility:
Certified for Windows Server 2008 R2 (see quote below)
(http://technet.microsoft.com/en-us/library/cc771404.aspx) Important: Microsoft supports a failover
cluster solution only if all the hardware components are marked as "Certified for Windows Server 2008
R2." In addition, the complete configuration (servers, network, and storage) must pass all tests in the
Validate a Configuration Wizard, which is included in the Failover Cluster Manager snap-in.
Energy consumption:
Must provide info of power consumption (in Watts) for
each hardware unit and quote the total consumption of
the whole tender equipment. A 5 year usage calculation
will be done on our part, based on current electricity
prices for the non-residential tariffs, and added to the
total price of the tender.
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ARMS Ltd. - Rack Server System
2.2 Microsoft Licences
Item No. Description
Qty
a
Windows Server 2008 R2 Enterprise license
(1 for each VM host)
2
b
Windows Server 2008 R2 Standard license
(1 for backup server + 1 for existing server not in tender)
2
c
Windows Server 2008 Client Access License (CAL)
150
d
Optional Windows Server 2008 Client Access Licenses (CAL)
50
e
MS System Center Essentials Plus 2010, Server Management License Suite
2
(MS DPM Backup software included covering both VM hosts)
f
Note 1:
The above MS licenses cannot be OEM licenses
Note 2:
In case any other software licenses are needed for
the functionality of the tendered hardware, they have to be
specified and priced here.
2.3 Hardware Maintenance Agreement
Item No. Description
Qty
a
1
Hardware Maintenance Agreement
Following the 3 year full warranty, a 2 year maintenance contract is required to cover
the hardware purchased. This should include all parts and labour for the duration of
the agreement. Response time should be 4 hours. Replacement parts have to be kept
in stock and available within the response time. Price of maintenance should be all
inclusive. Price should also cater that scheduled downtimes are done after office
hours (M-F from 8am to 5pm). The Maintenance contract may be extended for further
durations of 2 years as necessary. A sample agreement must be submitted based on
the quote submitted for this section clearly outlining the service cover and any
exclusions not covered in the said agreement.
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ARMS Ltd. - Rack Server System
3.0
OTHER CONDITIONS
3.1
DELIVERY
ARMS Ltd reserves the right not to accept offers quoting a delivery period in excess of eight (8)
weeks from the issue of letter of acceptance. Late delivery shall be penalised by the application of
clause 21 of the General Conditions for the Supply of Materials and Other Articles.
3.2
PAYMENT
Payment will be made to the Contractor by ARMS Ltd within 60 days from delivery of goods to ARMS
offices in Gattard House, provided that the goods are found to correspond to our order. Payment
will be subject to any deduction to which the Supplier may become liable under the Contract.
3.3
DOCUMENTATION
Prospective suppliers shall include, together with tender documents, sufficient literature, in the
English language, to enable specifications’ verification. The required literature shall be complete
and shall be related only to the equipment to be supplied. The quotation shall be accompanied by
a statement of compliance.
If the technical documentation submitted with the bid is inconsistent with manufacturer
information that is widely distributed including on their internet site, the afore-mentioned
statement of compliance, which explains the differences, must be included with the bid.
Failure to submit this documentation as requested shall render the tenderer’s submission to be
incomplete.
3.4
GUARANTEE
Prospective suppliers shall guarantee all equipment offered for a period of not less than thirty six
(36) calendar months. This period shall come into effect from the date of delivery. Any faults or
defects that might result due to normal operation of the equipment, within the period covered by
the warranty, shall be repaired or replaced at the tenderer’s own expense.
ARMS Ltd shall retain the right to request complete equipment replacement as against the repair
of the equipment and/or the replacement of defective parts.
3.5
METHOD OF ADJUDICATION
After the completion of the tendering stage, ARMS ltd will enter the adjudication stage, whereby
all offers will be assessed. Each section within Section 2.0 (Rack Server System, Software Licences
and Maintenance Agreement) will be assessed individually against the technical specifications
submitted. All those bids that are technically compliant will be reviewed for the overall least
expensive price of the tender and the least expensive will be recommended for award.
Incomplete submissions will be eliminated immediately irrespective of the price.
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ARMS Ltd. - Rack Server System
3.6
PRICING
All tenderers are required to quote prices for the individual items covering the total cost
delivered to ARMS Ltd offices in Gattard House, Blata L-Bajda inclusive of Customs import duty,
insurance, ECO tax, if any, and any other charges, as applicable.
Value Added Tax should be quoted separately. Moreover, the successful bidder shall be bound to
conform in all respects with VAT legislation and regulations.
3.7
CURRENCY
Offers are to be submitted in Euro.
3.8
PRESENTATION OF TENDERS
(a)
All tenders must be submitted in one original.
(b)
All tenders must be received by date and time indicated and deposited in the tender box at
the entrance of ARMS Ltd., Gattard House, National Road, Blata l-Bajda.
(c)
All tenders must bear only:
(i)
the above address;
(ii)
the reference of the invitation to tender concerned;
(iii) if applicable, the number of the lot(s) to which the tender refers;
(iv)
the name of the tenderer.
(d) A separate Tender Form is to be submitted for each option tendered, each form clearly marked
‘Option 1’, ‘Option 2’ etc.
3.9
INTERPRETATION OR CORRECTION OF TENDER DOCUMENTS
Tenderers shall promptly notify the Executive Chairman, ARMS Limited of any ambiguity in or
discrepancy between any of the Tender documents which they may discover upon examination of
the Tender documents.
Tenderers requiring clarification or interpretation of the Tender Documents shall make a written
request that shall reach the Executive Chairman, ARMS Limited by fax on 22443144 or by email on
procurement.ARMS@ARMS.com.mt at least eight (8) days prior to the date of receipt of Tenders.
Any request after this date will not be accepted.
Any interpretation, corrections or changes to the Tender Documents by the Executive Chairman,
ARMS Limited or his representative will be made by an official addendum. Interpretation,
corrections or changes made in any other manner will not be valid, and Tenderers shall not rely
upon such interpretation, corrections and changes.
The Contracting Authority may, at its own discretion, as necessary, extend the deadline for
submission of tenders to give tenderers sufficient time to take clarification notes into account
when preparing their tenders.
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ARMS Ltd. - Rack Server System
3.10
AWARD NOTIFICATION
Prior to the expiration of the period of validity of tenders, ARMS will issue and affix an
advertisement on the notice board dedicated for this purpose in the Reception area indicating the
awarded public contract, the financial aspect of the award and the name of the successful
tenderer. Where the estimated value of the contract (excluding VAT) exceeds €12,000 any tenderer
or candidate concerned shall have a right to make a complaint to the Review Board in accordance
with regulation 21 of the Public Procurement Regulations.
Unsuccessful bidders shall be notified with the outcome of the evaluation process, and will be
provided the following information:
(i)
(ii)
(iii)
(iv)
(v)
the name of the successful tenderer;
the recommended price of the successful bidder;
the reasons why the tenderer did not meet the technical specifications/
notification that the offer was not the least expensive (if applicable);
the deadline for filing a notice of objection;
the deposit required if lodging a complaint.
The recommendations of the Departmental Contracts Committee shall be published on the Notice
Board of ARMS Ltd., Gattard House, National Road, Blata l-Bajda, and published online on the
Company’s website www.smartutilities.com.mt.
3.11
CONDITIONS OF EMPLOYMENT
Tenderers are required to annexe with their offer the attached Statement on Conditions of
Employment. Any tenderer who fails to provide this statement with his offer, will not be eligible
for the award of the contract.
3.12
ARBITRATION
Any dispute, controversy or claim arising out of or relating to this contract, or the breach,
termination or invalidity thereof shall be settled by arbitration in accordance with the rules of the
Malta Arbitration Centre as at present in force.
Any reference in the attached General Conditions to other arbitration procedures shall not apply.
3.13
RIGHT OF RECOURSE
Tenderers are to note that the award of this contract is subject to the right of recourse as set forth
in Legal Notice 296/2010 (Public Procurement Regulations, 2010). A copy of Regulation 21 of these
regulations is annexed with this document for easy reference.
3.14
BANK GUARANTEE
The successful contractor shall be required to submit a bank guarantee for 10% of the value of the
contract within seven days (fifteen days for overseas contractors) from the date of award of
contract. The guarantee shall be issued by a local Maltese Bank or a Financial Institution licensed
by a recognized Financial Regulator in the country where the company is located and who assumes
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Comment [SB1]: can we affix this at
our reception area ?
ARMS Ltd. - Rack Server System
responsibility for claims and payments to the amount as stated above. The bank guarantee will be
released one month after satisfactory completion of the contract.
3.15
TENDER PREPARATION COSTS
Applicants shall bear all costs associated with the preparation and submission of the tender
documents. The Corporation shall not reimburse any fee associated with the preparation of tender
documents in the event that any or all offer/s is/are rejected.
3.16
LABOUR LAW
Particular attention is drawn to the conditions concerning the employment of labour in Malta and
the obligation to comply with all regulations, rules or instructions concerning the conditions of
employment of any class of employee.
3.17
GENERAL CONDITIONS
The attached “General Conditions of Contract for the Supply of Materials and Other Articles”,
insofar as they are not inconsistent with the above shall also apply.
3.18
DOCUMENTS TO BE SUBMITTED WITH TENDER OFFER
a.
b.
c.
d.
3.19
Technical literature (clause 3.3)
Statement on Conditions of Employment (clause 3.11)
Sample Hardware Maintenance Agreement (clause 2.3 A)
Proof that tenderer is Authorised Reseller
PERIOD OF VALIDITY OF TENDERS
Tenders must remain valid for a period of 6 months after the deadline for submission of tenders
indicated in the contract notice, the tender document or as modified in accordance with Clauses
3.9. Any tenderer who quotes a shorter validity period will be rejected.
The successful tenderer must maintain his tender for a further 60 days from the date of notification
of award.
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ARMS Ltd. - Rack Server System
FINANCIAL OFFER
ARMS/T/2/2012 – Rack Server System (as per specs in Section 2.0 Technical Specifications)
Item
No.
Product
2.1A
HOST SERVER
Description
Total Euros
delivered to
Qty ARMS Ltd
excluding
VAT
2
Server model
Rack rail mount (if applicable)
Processor
RAM
Network adapter
Internal hard disks
Internal RAID controller
External storage connection
Optical drive
PSU
Other Comments
Warranty
Total Energy Consumption
2.1B
1
STORAGE SYSTEM
Storage model
Controller
PSU
Hard disks, Production Array
Hard disks, Archive Array
Additional enclosure (if applicable)
Controller
PSU
Hard disks, Production Array (1.5TB)
Hard disks, Archive Array (6TB)
Hard disks, Optional Archive Array
(quote this price individually as may
not be taken initially)
Other Comments
Warranty
Total Energy Consumption
Optional storage above)
(excl
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ARMS Ltd. - Rack Server System
Item
No.
Product
2.1C
STORAGE CONNECTION EQUIPMENT
Model
Other Comments
included)
Description
(List
Total
delivered to
Qty ARMS Ltd
excluding
VAT
equipment
Warranty
Total Energy Consumption
2.1D
BLADE CENTER (IF APPLICABLE)
Model
PSU
Connections
Other Comments
Warranty
Total Energy Consumption
2.1E
1
BACKUP SERVER
Server model
Rack rail mount
Processor
RAM
Network adapter
Internal hard disks – OS Array
Internal hard disks – Backup Array
RAID controller
Tape controller
Optical drive
PSU
Other Comments
Warranty
Total Energy Consumption
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ARMS Ltd. - Rack Server System
Item
No.
Product
2.1F
AUTOLOADER TAPE DRIVE
Description
Total
delivered to
Qty ARMS Ltd
excluding
VAT
1
Model
External Cable (if applicable)
Tape Media (2 sets, 6Tb each)
Other Comments
Warranty
Total Energy Consumption
2.1G
KVM Drawer (KVM, Monitor, Keyboard/Mouse for Cabinet)
1
17’’ Monitor, KVM switch, Keyboard
and Mouse
Other Comments
Warranty
Total Energy Consumption
2.1H
1
42U 19’’ Cabinet
Cabinet 42U 19’’ plus accesories
(800mmx1000mm)
3x 8way powerbars
Built-in Fans system for cabinet
3 x Rackmounted Shelves
Other Comments
Warranty
Total Energy Consumption
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ARMS Ltd. - Rack Server System
Item
No.
Product
2.1I
WARRANTY (OR SPECIFY ABOVE FOR EACH ITEM)
Description
Total
delivered to
Qty ARMS Ltd
excluding
VAT
3 Years parts and labour
4 hours response time (8am to 5pm)
Replacement parts in stock
Warranty
Exclusions:
(List
any
hardware not covered and cost)
Labour cost per hr (Time and material
basis for hardware not covered by
Warranty) - (this item must not be
added to total cost)
Total VAT Charges
TOTAL DELIVERED including VAT
c/f to Tender Form
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ARMS Ltd. - Rack Server System
Total delivered
Qty to ARMS Ltd
excluding VAT
Item
No.
Product
2.2
MICROSOFT LICENSES (NON OEM)
a
OS License
Windows Server 2008 R2 Enterprise license
2
b
OS License
Windows Server 2008 R2 Standard license
2
c
OS CAL
Windows Server 2008 CAL
150
d
OS CAL
Additional Windows Server 2008 CAL
50
e
Backup
Software etc.
f
Other
software
MS System Center Essentials Plus 2010,
2
Server Management License Suite
<Insert all necessary software and license
costs to cover equipment submitted such
as backups etc>
Description
VAT Charges
TOTAL DELIVERED including VAT
c/f to Tender Form
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ARMS Ltd. - Rack Server System
Item
No.
Product
2.3
MAINTENANCE AGREEMENT
Description

a
Maintenance
Contract
b
Exclusions



Qty
Total
VAT
excluding
2 Year (following the 3 year
warranty period)
Parts and labour
4 hours response time (8am to 5pm)
Replacement parts in stock
Any further costs not covered in 2.3a above
VAT Charges
TOTAL DELIVERED including VAT
c/f to Tender Form
Confirmation of Inclusion of the following documents (Please tick) :
□
□
□
□
(a) Technical literature (clause 3.3)
(b) Statement on Conditions of Employment (clause 3.11)
(c) Sample Hardware Maintenance Agreement (clause 2.3 A)
(d) Proof that tenderer is Authorised Reseller
Delivery period……………………………………………………………..from Letter of Acceptance
VIP – Delivery periods of over 8 weeks from date of Letter of Acceptance will not be
accepted.
Signature ………………………………………………………………………
Date………………………………….
(the person or persons authorised to sign on behalf of tenderer)
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ARMS Ltd. - Rack Server System
INFORMATION SHEET
Name of Tenderer
________________________________________________
Address
________________________________________________
________________________________________________
________________________________________________
Tel.No.
________________
Fax. No.
_______________
Email Address
__________________________
VAT / Tax No.
__________________________
Trading Licence
___________________
Website
___________________________________________
Valid Up To _______________
Please attach proof of Authorized Reseller for tendered hardware to this document.
Signature ………………………………………………………………………
(the person or persons authorised to sign on behalf of tenderer)
Date………………………………….
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