Create an RFP

timer Asked: Nov 18th, 2016

Question description

I need 3-4 pages

Create a Request for Proposal (RFP)


Distributed Information Reliable Enterprise (DIRE) has sales of $985 million and 800 employees in offices in New York and Chicago. It plans to open a new office in Dublin with a staff of 385 and you are in charge of the project to install the necessary IT infrastructure and staff. As a first step you will write a Request for Proposal to solicit information from vendors about what equipment and services they would recommend and what the costs might be.

Categories of required infrastructure include (1) computers, (2) productivity software, (3) network infrastructure, (4) network security devices, (5) Internet connection, (6) phone system, (7) servers for email, web, database, human resources, file storage, (8) DHCP and DNS, (9) Teleconferencing. (Mainly related to section 9 of the RFP components below). I uploaded a detail information of DIRE, please must read it and use that information to create RFP(DIRE STATEMENT OF NEEDS).

The RFP is the first part of a process of problem-solving and project management. Issuing an RFP is not about considering just budget or the best options, it’s about requesting exactly what you need so that vendors can respond and give you potential options for implementing your project.


1. Proposal Response

--What format do you want vendors to use when they respond? Hint: You want to make comparing all of the different responses easier for you.

--Is there anything specific that needs to be included in the response?

2. Purpose

--What is the purpose of this RFP (a summary).

3. Background

--How did DIRE get to this point?

--Is there any relevant historical info?

--Any relevant geographical info?

--Why choose Dublin?

4. Instructions and Conditions – what are the framing-factors or limitations?

--What issues do you need to consider? (AKA framing factors, such as….)

--Are there any risks?

--What is the time frame? Can the project be completed in compliance with the timeframe?

--Will a certain brand be used exclusively? (i.e., only Apple products or only Microsoft products?)

--Is there a buy/build/run option for most of our needs?

--Will there need to be a maintenance team?

5. Schedule of Events

--What is the timeline?

--What are the milestones? Deadlines?

6. Statement of Needs

--What exactly do we need?

--What are the parts that we need to get in order to actually get the office running and ready for grand opening?

7. Terms and Conditions – what are the requirements and specifications?

--What do we need to consider to ensure everything gets done and is 100% secure and ready to go before grand opening?

--What happens if delivery is late?

--What is hardware fails? Is there a replacement plan?

--What if vendors don’t comply?

--Do we need/want insurance?

DIRE STATEMENT OF NEEDS The information in this document has been gathered through interviews and emails from Distributed Information Reliable Enterprise (DIRE) management and employees. [Blue information in brackets are to be considered internal use only, and not for public disclosure in the RFP.] SUMMARY OF NEEDS DIRE’s Dublin office will need desktop and laptop computers, productivity software, a network infrastructure, network security devices, file storage, Internet connectivity, a phone system, teleconference capabilities, and multiple servers. COMPUTERS For DIRE’s Dublin office, there is a need for a minimum of 385 computers. Of these 385 computers, 90 of them could be desktop computers. Another 295 computers must be laptops for the mobile employees that work from their homes or travel for the company. The Dublin office will not be using Macs for any of the 385 computers, so it is requested that all of the computers will be PCs. Now that we know what kind of computers the Dublin office needs, we need to consider purchasing a warranty to support our desktops. There are a couple options under consideration. The first option is that we can purchase a warranty on each computer. The other option is to purchase an additional 5 desktops and 40 laptops that can be used as a replacement in case a computer breaks down and would require warranty service. [We would probably prefer to take the risk here and purchase extra computers rather than separate warranties for each computer, as the cost is likely lower – but we don’t want to share that, as someone may offer us a great discount. And your boss wants to know what the cost would be with the warranties. If we don’t get desktop machines, we will need to adjust the number of replacement machines accordingly.] With all of that being said, we will also need a Microsoft Computer technician on staff, in case there are any questions or concerns with our computers. SOFTWARE Our next concern is with our software. We will to have 385 licenses for Microsoft Office. There are three options that we can consider. The first option is to buy 385 separate licenses of MS Office, and have them pre-installed on the computers. The next option is to give employees the task of buying or renting the software on their own. Someone would also have to be responsible for installing and configuring that software, as well. The final option is to use Microsoft Office365 throughout the whole company. This would mean that Microsoft Office is included with the computers. Now that DIRE will have over 1,000 employees worldwide, it would be wise to get a large enterprise ERP system. There are several large enterprise ERP vendors including SAP, Oracle, and Microsoft. [If possible, we would prefer to have the Microsoft ERP for compatibility purposes, and to possibly see some leverage during the procurement process. We probably need to specify what specific parts of the company the ERP should be aimed toward, too. Please do some research, and make it so in the RFP.] DNS & DHCP The Domain Name Service (DNS) is a database that will make it much easier to locate websites. Running our own DNS server will be a key part of our network and data security. The Dublin office will have to have a Dynamic Host Configuration Protocol (DHCP) server, too, to permit employees to more easily join/re-join the company network. If we do not enable DHCP on every device, we will have to re-enter network configuration data every time someone wants to access the network. The DHCP server needs 8 GB of RAM. It will also need to be at least a dual-core CPU. [It might be a good idea to get additional capacity, because statistically it will even out.] Now we must decide on the quantity of our DHCP servers. There are two options we can consider. The first option to have one DHCP server for the entire Dublin office. This could be risky, but it would be less expensive. The other option is to have two DHCP servers for the whole Dublin office. One would be the main DHCP, and the other would be its backup. [This is preferred, but again, a response may provide other options we’re not considering yet, so we don’t wish to reveal our preference yet.] NETWORK DIRE’s Dublin office will have to build its own network infrastructure. Building a sufficient network will include many facets. There are two options for how we will set up our internal network. The first option is to go completely wireless and install Wi-Fi throughout the entire Dublin office. To do this, it will require 35 access points. Each of the access points need to track back to the central controller so that users do not lose service every time they enter into a new access point. We will need to consider how easy or difficult it would be to connect desktop computers to a wireless network, plus any additional required hardware (NICs). The other option is to have a number of wireless access points and have the rest of the office be hard-wired. This will require Ethernet cables and a different set of hardware. Furthermore, wireless access points for common areas and meeting rooms would still be expected and required. These access points must also connect back to a central controller. No matter what network option we choose, a router will be required. We will need two routers. One will be our main router, while the other would be the backup. These routers should be fast enough to process at least 300 Megabytes of network traffic per second and should be capable of handling 1 GB per second to the interface for the company’s connection to the Internet. The speed at which these routers will operate is critical. We need our network and internet to be fast enough to support all 385 employees in the Dublin office. [With all that being said, we must ask ourselves, “Will going completely wireless cause too many problems because it is a shared resource and might perform slowly when too many people are on the network?” Most modern offices have conduit wiring, but this day in age it seems that going wireless is the future, and would provide more flexibility for changing the floorplan of the office. Also consider that in a typical Dublin office, no one is sitting farther than 50 yards from where the network equipment lives.] SERVERS DIRE’s Dublin office will need multiple servers for several functional areas of the company. These areas include email, databases, intranet & file storage, Human Resources, file storage, DHCP and DNS, and our website. We will need one server for our email. This requires a minimum of 8 GB of RAM for our mail server. Each email account needs to be able to handle at least 2 GB of capacity. The Dublin office requests one database server for holding our several different databases. The databases are RAM hungry, so we will need a minimum of 16 GB of RAM, and a maximum of 64 GB. Along with that, we will need at least 20 TB of storage. Finally, we want this database server to last about 4 years so we will need at least a quad-core CPU. We are requesting one file server for the intranet. The intranet server typically needs more capacity because it is often using substantially more capacity than other parts of a network. To cover for this capacity, we suggest that about 6-10 TB will be enough. Also, with so many people needing intranet capabilities, a quad-core processor with a minimum of 10 GB of RAM will be necessary. We have some other options for DIRE file storage consideration. The first option, as mentioned, is to have one file server for file storage. Another option is to have no server, and use cloud services such as Box or Dropbox instead. The second option might prove to be cheaper, but we need to ensure such cloud services remain easily accessible and cost effective. A downside is that shared accounts may cause security concerns, but without shared accounts teams trying to get work done on shared files may be less efficient. And if we decide to use a cloud service, each employee will have to create an account. Also we would have to ensure that if an employee should terminate from the company, the company-related files in their account are still available to the company. With that being said, it’s important to note that Microsoft Office365 offers storage, as well. File storage will require a lot of storage capacity. At least 100 TB would allow for the service to last the lifetime of the server. We will also need at least 4 GB of RAM, as well as a quad-core or larger processor for the file storage server. Human Resources is requesting one file server. The HR department will need at least 2 GB of RAM. Since there will be a lot of sensitive files that need to remain secured, a quad-core server with at least 10 TB of space will be needed. Again, we have two options with DHCP and DNS servers. The first option is to have one server for each DHCP and DNS. The other option is to have dual DHCP-DNS server. We prefer the second option in hopes of cutting the cost of an additional server, however, that server will need quite a bit more of RAM and storage. While the rest of the server categories are file servers, this server will need to be in-house. This will also require a minimum of 8 GB of RAM, as well as a minimum of 250 GB. We will not need a new server for the Dublin office website. The current server that DIRE’s websites use will suffice. The information about the Dublin office will be incorporated into the current website, on the existing server. We do not need a new website, but we do need someone to add a section on the current DIRE website that will include specific information about the Dublin office. This data can be updated remotely. After considering all of these needs and costs, we must determine if backup servers are possible, and might fit into the budget. It would be helpful to have backup file storage, database, and DHCP/DNS servers. [With all of that being said, we will need a server administrator whose sole job is to keep the servers running smoothly. Someone might include that service as part of their bid.] SECURITY Security of our computers and networks are very critical to the operations of the Dublin office. They will need to be individually secured. We have two options that we will consider. The first option is to have an anti-virus software pre-installed as part of a suite on each computer. The other option is to separately purchase antivirus software for each computer. It is important to note that with option one, Microsoft Windows comes with anti-virus software. However, with option two, a solution such as Panda, MacAfee, or Norton software might be more secure. Encryption is another efficient method of keeping our computers and networks secure. We will need to encrypt data that needs to remain private at all times. This could include Excel spreadsheets, Human Resources information, and so on. Again, we are given a couple options. Option one says that Microsoft comes with encryption software. However, option two states that the whole disk encryption software might be much more secure. A firewall helps maintain that valuable company information will remain private. We need an estimated cost for a firewall and we are willing to pay up to 20% of that in maintenance. The firewall device needs to permit at least 1 GB per second of traffic. Also, we can consider attaching an intrusion device so that we can monitor the network too, and not just each computer. PHONES It is required that all 385 employees in the Dublin office with have cell phones and office phones. For the office phones, we will need 200 basic phone sets, as well as 185 business phone sets that have the capability to put people on hold. Also, we prefer to have a PBX system. This creates a system where not every employee will have a phone on their desk, but by placing some phones in shared areas, that shouldn’t cause too much distress. There are a couple options that we can consider concerning our employees’ cell phones. With the first option, we can provide each employee with a subsidy and make it their responsibility to purchase a phone plan of equal or more value of the subsidy. Or we can consider the second option in which we will simply provide each employee with a cell phone. [We prefer option one since every employee has different phone needs and preferences. For instance, some employees will want a smartphone with a data plan and that might cost too much for us to fund. By giving them a subsidy, they can choose how fancy or simple they want their phone to be.] VIDEO CONFERENCING Every employee will need to have access to video-conferencing capabilities. Employees could either install a turn-key system or we could just build it on our own. There are several options that we will consider on which ways we can have video conferences. We could use Skype, but we may have to consider that we are in Dublin, so Skyping from different access points may create higher costs. If that is the case, we can also consider using solutions such as Microsoft Office365 or WebX. SHIPPING AND INSTALLATION Now that we have figured everything we will need in the Dublin office, next we need to determine how easy/difficult and how expensive it will be to ship and install the following items; computers, software, network router and parts, servers, security needs, phones, and video-conferencing capabilities. Since this office is overseas in Dublin, we may not have the means to pick-up and bring all necessary items to this location ourselves. We have three options for installation. The first option is to hire someone else to install everything, including a turn-key system if at all possible. The next option is to have a vender provide the installation services. And of course, our final option is to just install everything ourselves. [We prefer not to install things ourselves but we will reevaluate after reviewing the vendors’ responses and consider our costs. A turn-key system is preferred.]

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