Data Centre Discovery Tool with Options Analysis

From: Innovation, Science and Economic Development Canada

Shared Services Canada is seeking an innovative solution that will collect and analyze information from multiple data centres in order to provide options for reducing/consolidating infrastructure and strategies/plans for data centre migrations.

Sponsoring department: Shared Services Canada (SSC)

Funding mechanism: Contract

Opening date: August 29, 2019
Closing date: October 24, 2019 14:00 Eastern Daylight Time

Please refer to the tender notice for this challenge on Buy and Sell.

Challenge

Problem statement

SSC currently spends a large amount of time, money and resources gathering information on current technologies, applications and services in aging data centres, using out-of-date tools and information, and a manual decision-making process on the best strategy to consolidate all federal data centres into 10 or less. The current process for gathering the necessary information on the infrastructure, applications and services that reside in Legacy Data Centres is extremely time-consuming and cumbersome. SSC must engage the individual owners (other federal departments) of these Legacy Data Centres in order to obtain a snapshot in time of constantly changing information, using whichever local tools are available in that particular data centre. These tools often cannot show important interdependencies or required Facilities as a Service (FaaS). Once this data is gathered, it must be manually consolidated in order to perform an options analysis to identify best fit of services into an Enterprise Data Centre (EDC). This process is also lengthy, resource intensive and the information is often out of date by the time the options analysis phase can begin, creating the risk of missing opportunities for consolidation, and infrastructure reduction. In addition, there is no capability to analyze Cloud-readiness or opportunities for innovation.

Desired outcomes and considerations

Essential (mandatory) outcomes

Proposed solutions must:

be able to collect data and deliver to a central location/repository across multiple VLANs (Virtual Local Area Networks)
consume no more than 1Unit of rack space
be able to analyze information obtained during discovery and provide options for reducing/consolidating infrastructure
be able to analyze information obtained during discovery and provide strategies/plans for data centre migrations

IMPORTANT: The Essential (Mandatory) Outcomes have been amended on September 9, 2019. The criteria “Consume no more than 15Watts of power” has been deleted.

Additional Outcomes

Proposed solutions should:

cost less or be on par with current data centre discovery tools available on the market.
be deployable using a small footprint, or from a centralized location (e.g. Cloud) without requiring large initial investments and/or expensive operating costs (ex: $1 Million for 5,000 configuration items discovered)

Background and Context

SSC is mandated to consolidate all Government of Canada data centres down to 10 or less. SSC is operating over 500 data centres of varying size for multiple clients in sole-tenant/multi-tenant configurations. The technology landscape varies from client to client in terms of:

Age
Operating Systems
Software Development Lifecycle
Degree of virtualization
Sensitivity of information
Criticality of workload
Number of users
Geography
Physical Scale
Magnitude of data
Business considerations and Service Level Agreements, such as black-out periods, high-availability
Use of mainframes.

Most legacy data centres that are being analyzed are at capacity for power, space, and compute.

Maximum value and travel

Multiple contracts could result from this Challenge.

The maximum funding available for any Phase 1 Contract resulting from this Challenge is $150,000.00 CAD (plus tax) including shipping, travel and living expenses, as applicable, for up to 6 months.

The maximum funding available for any Phase 2 Contract resulting from this Challenge is $1,000,000.00 CAD (plus tax) including shipping, travel and living expenses, as applicable, for up to 12 months. Only eligible businesses that have completed Phase 1 could be considered for Phase 2.

This disclosure is made in good faith and does not commit Canada to contract for the total approximate funding.

Travel

No travel is anticipated

Kick-off meeting
Teleconference/videoconference
Progress Review Meeting(s)
Teleconference/videoconference
Final Review Meeting
Teleconference/videoconference

Eligibility

Solution proposals can only be submitted by a small business that meets all of the following criteria:

for profit
incorporated in Canada (federally or provincially)
499 or fewer full-time equivalent (FTE) employees^{Footnote *}
research and development activities that take place in Canada
50% or more of its annual wages, salaries and fees are currently paid to employees and contractors who spend the majority of their time working in Canada^{Footnote *}
50% or more of its FTE employees have Canada as their ordinary place of work^{Footnote *}
50% or more of its senior executives (Vice President and above) have Canada as their principal residence^{Footnote *}

Application guide

Evaluation Criteria

The official source of the Evaluation Criteria for this challenge is the Government Electronic Tendering System (Buy and Sell) (https://buyandsell.gc.ca/procurement-data/tender-notice/PW-18-00846769)

In the event of a discrepancy between the information below and the information published on Buy and Sell, Buy and Sell will take precedence.

Part 1: Mandatory and Minimum Pass Mark Criteria

Proposals must meet all mandatory criteria (Questions 1a and 2) and achieve the minimum pass mark for Question 3 in order to be deemed responsive and proceed to Part 2.

Mandatory and Minimum Pass Mark Criteria (Applicant/Bidder's proposal must address)
Question	Evaluation Schema
1 a. Scope Describe your proposed solution and how it responds to the challenge. Include in your description the scientific and technological basis upon which your solution is proposed and clearly identify how your solution meets all of the Essential Outcomes (if identified) in the Desired Outcomes and Considerations section in the Challenge Notice.	Mandatory — Pass/Fail Pass The Applicant/Bidder's proposed solution is clearly articulated, within the scope for the challenge and addresses all Essential Outcomes (if identified) in the Challenge Notice. Fail There is little or no evidence that the proposed solution is likely to meet the challenge. OR The proposed solution is articulated as out of scope for the challenge. OR The proposed solution does not address all Essential Outcomes listed in the challenge. OR The proposed solution is poorly described and does not permit concrete analysis.
2. Current Technology Readiness Level (TRL) Indicate the current TRL of your proposed solution. (Drop Down Menu of the Application/Bid Submission Form) Describe the research and development activities that have taken place to bring the proposed solution to the stated TRL.	Mandatory — Pass/Fail Pass: The Applicant/Bidder has demonstrated that the proposed solution is currently between TRLs 1 and 4 (inclusive), and provided justification by explaining the research and development (R&D) that has taken place to bring the solution to the stated TRL. Fail: The Applicant/Bidder has not provided sufficient evidence to demonstrate that the current TRL is between 1 to 4 (inclusive) including: There is insufficient/no evidence provided for TRL judgment. The solution involves the development of basic or fundamental research. The solution is at TRL 5 or higher. Insufficient/unclear/no justification explaining the R&D that took place to bring the solution to the stated TRL. The explanation simply paraphrases the description of a given TRL level.
3. Innovation Describe the novelty of your solution and how it advances the state-of-the-art over existing technologies, including competing solutions.	Point Rated with Minimum Pass Mark The minimum pass mark for this criteria is 4 points. 0 points/Fail: The Applicant/Bidder has not demonstrated that the proposed solution advances the state-of-the-art over existing technologies, including available competing solutions; OR The stated advancements are described in general terms but are not substantiated with specific, measurable evidence. 4 points: The Applicant/Bidder has demonstrated that the proposed solution offers one or two minor improvements to existing technologies, including available competing solutions, that have potential to create competitive advantages in existing market niches. 6 points: The Applicant/Bidder has demonstrated that the proposed solution offers three or more minor improvements to existing technologies, including available competing solutions, that together are likely to create competitive advantages in existing market niches; OR The Applicant/Bidder has demonstrated that the proposed solution offers one significant improvement to existing technologies that is likely to create competitive advantages in existing market niches 8 points: The Applicant/Bidder has demonstrated that the proposed solution offers two or more significant improvements to existing technologies, including available competing solutions that are likely to create competitive advantages in existing market niches and could define new market spaces; OR The Applicant/Bidder has demonstrated that the proposed solution can be considered a new benchmark of state of the art that is clearly ahead of competitors and that is likely to define new market spaces

Part 2: Point-Rated Criteria

Proposals that do not achieve the overall minimum score of at least 55 points out of a possible 110 points (50%) will be declared non-responsive and given no further consideration.

The overall minimum score is determined by adding the Applicant/Bidder's scores from the following questions together (1b, 3, 4-13).

Point-Rated Criteria (Applicant/Bidder's proposal to address)
Question	Evaluation Schema
1b. Scope Describe how your proposed solution addresses the Additional Outcomes (if identified) in the Desired Outcomes and Considerations section in the Challenge Notice. If no Additional Outcomes are identified in the Challenge Notice, text entered in this section will not be considered. If no Additional Outcomes are identified in the Challenge Notice, Bidders/Applicants will receive 10 points	Insufficient or no information provided to demonstrate that the solution will address any of the Additional Outcomes. 0 points Information provided clearly demonstrates that the solution will address some (<50%) of the Additional Outcomes. 5 points Information provided clearly demonstrates that the solution will address most (50% or more) of the Additional Outcomes. 8 points Information provided clearly demonstrates that the solution will address all (100%) of the Additional Outcomes. 10 points
4. Phase 1 Science and Technology Risks Identify potential scientific and/or technological risks to the successful development of the proof of concept and how they will be mitigated in Phase 1?	Insufficient or no information provided to demonstrate that the Applicant/Bidder has considered potential risks and mitigation strategies and/or information provided contains significant gaps. 0 points Information provided demonstrates that the Applicant/Bidder has considered some potential risks and associated mitigation strategies but there are minor gaps in risks and/or associated mitigation strategies. 5 points Information provided clearly demonstrates that the Applicant/Bidder has sufficiently considered the risks and defined associated mitigation strategies. 10 points
5. Benefits to Canada Describe the benefits that could result from the successful development of your solution. Applicants/Bidders should consider the potential benefits using the following three categories: Innovation Benefits: Expected contribution towards the enhancement or development of new industrial or technological innovation within your firm. Assessment factors could include: potential spillover benefits, creation of intellectual property, impact on productivity of the new technology, etc. Economic Benefits: Forecasted impact on the growth of Canadian firms, clusters and supply chains, as well as its expected benefits for Canada's workforce. Assessment factors could include: number of jobs created, number of high-paying jobs, project-related revenue growth, etc. Public Benefits: Expected contribution to the broader public, including inclusive business and hiring practices (e.g., gender balance), investment in skills and training and environmental best practices. Assessment would consider the degree to which the Applicant/Bidder demonstrates that the solution is expected to generate social, environmental, health, security or other benefits to Canada. Assessment factors could include: solution-related environmental benefits, investment in local communities and solution-related impact on Indigenous communities.	Innovation Benefits Benefit not identified or insufficient claim of benefit. 0 points Benefit has marginal increment or limited justification. 1.5 points Benefit is significant and well justified. 3 points Economic Benefits Benefit not identified or insufficient claim of benefit. 0 points Benefit has marginal increment or limited justification. 1.5 points Benefit is significant and well justified. 3 points Public Benefits. Benefit not identified or insufficient claim of benefit. 0 points Benefit has marginal increment or limited justification. 1.5 points Benefit is significant and well justified. 3 points
6. Phase 1 Project Plan Demonstrate a feasible Phase 1 project plan by completing the table. Include: Project milestones; project activities under each milestone; time required to complete each milestone (e.g., days, weeks and/or months); (Indicate if any milestones and activities will be completed concurrently) total time required to complete the project; and key success criteria. Note: Phase 1 cannot exceed 6 months and TRL 4.	Insufficient or no information provided to demonstrate a feasible project plan for Phase 1 and/or the project plan exceeds the maximum duration indicated in the Challenge Notice. 0 points Project plan for Phase 1 is conceivably feasible but not clearly demonstrated and/or includes gaps. 5 points Information provided clearly demonstrates a feasible project plan for Phase 1. 10 points
7. Phase 1 Project Risks Identify potential project risks (eg. Human resources, financial, project management, etc) to the successful development of the proof of concept and how they will be mitigated?	Insufficient or no information provided to demonstrate that the Applicant/Bidder has considered potential risks and mitigation strategies and/or information provided contains significant gaps. 0 points Information provided demonstrates that the Applicant/Bidder has considered some potential risks and associated mitigation strategies but there are minor gaps in risks and/or associated mitigation strategies. 5 points Information provided clearly demonstrates that the Applicant/Bidder has sufficiently considered the risks and defined associated mitigation strategies. 10 points
8. Phase 1 Implementation Team Demonstrate how your project implementation team has the required management and technological skill sets and experience to deliver the project plan for Phase 1 by completing the table. A member of the implementation team can have more than one role. Include the labour rates and level of effort for each member. A day is defined as 7.5 hours of work, exclusive of meal breaks. The labour rates and level of effort will be reviewed as part of the evaluation for Question 10.	Insufficient or no information provided to demonstrate that the project team has the required management and technological skill sets and experience to deliver the Phase 1 project plan. 0 points Information is provided but there are minor gaps in required management and/or technological skill sets and/or experience to deliver the Phase 1 project plan. 5 points Information provided clearly demonstrates that the project team has the required management and technological skill sets and experience to deliver the Phase 1 project plan. 10 points
9. Inclusivity If your business were to receive funding from Innovative Solutions Canada, describe what actions (e.g., recruitment strategy, internships, co-op placements, etc.) might be taken in Phase 1 to support the participation of under-represented groups (e.g., women, youth, persons with disabilities, Indigenous people, visible minorities) in the research and development of the proposed solution. Each bidder/applicant in their response to this question must focus only on describing relevant programs, policies, or initiatives that it currently has in place or would put in place to support the R&D effort in Phase 1. Do not provide any personal information of individuals employed by your company or that of your subcontractors in the response below.	No description and/or concrete examples of actions provided that would be taken to encourage greater participation of under-represented groups. 0 points A description and concrete examples of actions to encourage greater participation of under-represented groups provided. 3 points
10. Phase 1 Financial Proposal Demonstrate a realistic financial proposal for the Phase 1 project plan by completing the table.	Insufficient information provided and/or information provided significantly lack credibility. Does not demonstrate a realistic financial proposal for the Phase 1 project plan. 0 points Information is provided but some costs appear to be either over or under estimated for the Phase 1 project plan. 5 points Information provided contains credible elements to clearly demonstrate a realistic financial proposal for the Phase 1 project plan. 10 points
11. Phase 1 Financial Controls, Tracking and Oversight Describe the financial controls, tracking and oversight that will be used to manage the public funds throughout Phase 1.	Insufficient or no information provided to demonstrate the Applicant/Bidder's ability to manage public funds in Phase 1. 0 points Information provided is vague and/or contains gaps. The Applicant/Bidder has some controls, tracking and/or oversight in place to manage the public funds in Phase 1. 5 points Information provided clearly demonstrates that the Applicant/Bidder has strong financial controls, tracking and oversight to manage public funds in Phase 1. 10 points
12. Phase 2 Strategy Describe a realistic strategy for the prototype development if selected to participate in Phase 2. Responses should include: anticipated barriers key tasks estimated cost	Insufficient or no information provided to demonstrate that the Applicant/Bidder has contemplated a realistic strategy for the Phase 2 prototype development. 0 points Information provided demonstrates a conceivably realistic strategy for Phase 2 prototype development, however there are gaps and/or the strategy is vague. 5 points Information provided demonstrates that the Applicant/Bidder has a clear and realistic strategy. 10 points
13. Commercialization Approach Describe your overall commercialization approach for the proposed solution. Responses should include: Target markets (excluding Government of Canada) Non-ISC funding sources Transition to a commercially-ready product or service Any other indicators of commercial potential and commercial feasibility	Insufficient or no information provided to demonstrate that the proposed solution has commercial potential. 0 points Some information provided to demonstrate that the proposed solution has commercial potential, however there are gaps in the commercialization approach. 5 points A realistic commercialization approach is provided that demonstrates that the proposed solution has commercial potential. 10 points

Questions and answers