Project Information

Bid Title

026-27 Shawnee Heights USD 450 Virtualization and Backup System Request for Proposals

Issuing Agency

Shawnee Heights District

Location

Kansas

Published Date

Apr 24, 2026

Closing Date

May 8, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

026-27 Shawnee Heights USD 450 Virtualization and Backup System Request for Proposals

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Request for Proposals

This RFP is being reposted to correct an error in dates included in the

original RFP and to include clarifying information.

Shawnee Heights USD 450

4401 SE Shawnee Heights Road

Tecumseh, KS 66542

2026 Virtualization and Backup System

Solicitation Release Date: April 24, 2026

Questions Due Date: May 1, 2026

Questions and Answers By District Posted: May 4, 2026

Proposal Due Date: May 8, 2026 (2:00 PM)

Submit proposals via email to bids@usd450.net

Opening Date: May 11, 2026 (10:00 AM)

Award Notification Date: May 19, 2026

Introduction & Background

Shawnee Heights USD 450 is accepting proposals starting April 24, 2026. Shawnee Heights

is seeking proposals for virtualization software, virtualization hardware, data backup

equipment and installation. Price is the most significant factor, but other criteria will form

the basis of our award decision, as depicted in the evaluation factors section below.

Important Information

• All quotes must be submitted with the understanding that implementation

will be dependent upon:

o Board of Education “Board” approval

o Funding availability

• Start date will be dependent upon several factors, such as:

o Product Availability

o Vendor Availability

o District approval/availability

• Completion date expected is based upon hardware availability.

• Specifications are to be used as guidelines in quoting a solution. Specification

changes are permitted based upon the quality of the product, industry

standards and time to complete the project.

• The items, products, and services requested within this RFP must be itemized.

• The district reserves the right to accept or reject any or all proposals.

Current Systems

The district utilizes the following hardware: a 4 node Dell VxRail E560F system with each

host having the following specifications CPU: Intel(R) Xeon(R) Gold 6242 – 32 Cores.

Memory: 380 GBs. More information on our current system: 6 – 3.5 TB SSD Drives and 2 –

1.5 TB NVMe Drives comprise the Data Drives. 2 – 250 GB SSD in Raid-1 for OS.

The district utilizes the following software: VMware ESXi and vCenter for management.

The district is open to other software solutions. Our Data Backup system is a Dell IDPA

4400 with 21.83 TiB of space utilizing 14 TiB all on premises. Our data storage needs are

unlikely to increase substantially in the future.

Project specifications requirements are listed as follows:

• All hardware must be able to fit in a 482mm (19 Inches) data cabinet.

• All virtualization hardware must meet the following minimum criteria.

o 3 or more nodes

o 1.25 TB total memory

o 128 total cores with better performance than current system

o Storage needs to be a total of 96 TBs for data

o Separate drives for the virtualization OS not to be included in the 96 TB data

storage

• Virtualization Software must meet the following minimum criteria:

o Compatible with selected hardware and data backup system

o Able to manage virtual machines and hosts in a single interface.

o Allow snapshots to be taken while virtual machines are active.

o Ability to move servers between hosts without the need to shut down virtual

machines.

o Compatible and supported on generic server hardware.

• Backup software/hardware must meet the following minimum criteria:

o Capture backups from selected hardware/software without the need to shut

down virtual machines.

o Restore VM’s to the selected virtualization hardware/software.

o Ability to backup data from non-virtualized hosts running Windows, MacOS,

or Linux operating systems

o Must be on premises.

o Hardware must support alternative operating systems.

• Unless specified above, no other hardware is required.

Submission Guidelines & Requirements

The following submission guidelines and requirements apply to this RFP.

• Proposals must be submitted in separate sections for Virtualization Hardware,

Virtualization Software, and Data Backup.

• A price proposal must be provided for each of the aforementioned sections.

• This price proposal should also indicate the overall fixed price for the project as

well as any reoccurring fees.

• Proposals must be signed by a representative that is authorized to commit to the

bidder’s company.

• Shawnee Heights’ terms and conditions are included with this request. If you have a

standard set of terms and conditions, please submit them with your proposal. All

terms and conditions will be subject to negotiation.

• Questions can be submitted by email to the Shawnee Heights IT Director, Austin

Dinger at dingera@usd450.net and bids@usd450.net and all questions must be

received by Friday, May 1, 2026 at 2 PM.

• All questions and answers will be compiled and posted with this request on our

website by Monday, May 4, 2026.

• Proposals will be opened Monday, May 11, 2026 at 11 AM.

• Proposals received after the deadline will be unopened and not considered.

• Proposals must be submitted via email to bids@usd450.net.

• Submissions must contain the following language in the subject line of the email:

2026.04.24 Virtualization and Backup System.

Evaluation Factors

The following scoring criteria will be used in our evaluation process:

• Cost of the project, including re-occurring fees (50 points)

• Prior experience with PreK-12 school districts (5 points)

• Understanding of district needs (5 points)

• Provide lower long-term cost of ownership (15 points)

• Ability to upgrade and adapt to technological advances (5 points)

• Completeness of response and adherence to bid specifications (5 points)

• Summary of project implementation plan (5 points)

• Capability of the bidder to successfully complete the installation within the required

timeframe (5 points)

• Ability to expand service should district need warrant (5 points)

Commodity Codes

• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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