026-27 Shawnee Heights USD 450 Virtualization and Backup System Request for Proposals
| Location: | Kansas |
|---|---|
| Posted: | Apr 24, 2026 |
| Due: | May 8, 2026 |
| Agency: | Shawnee Heights District |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
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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)
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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