Itt number ecmwf/1999/171 Acquisition of Desktop Computers and Servers



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Background for this ITT




      1. Systems already installed

Following previous ITTs for workstations and servers, the Centre has purchased Indy, Indigo2 and Octane workstations from SGI. At the time of writing the Centre has 193 SGI workstations; 143 systems are in user offices and 50 systems are used as consoles, for visitors or as dedicated systems for special tasks. The Centre has also purchased 4 SGI Origin 2000 servers:


Two Origin 2000s, each with 16 MIPS R10000 CPUs

One Origin 2000, with 8 MIPS R10000 CPUs

One Origin 2000, with 4 MIPS R10000 CPUs
One trend over the last few years has been the increasing adoption of Microsoft Office for office automation facilities, in particular Word, Excel and PowerPoint. Increasingly Unix users are receiving documents from outside the Centre, often as attachments to email, which they are unable to process on their workstations. In order to allow such users access to Microsoft Office and other useful PC-based software, the Centre has installed a Intel-based servers running Windows Terminal Server. Although not problem-free, this solution has proven to be an effective and efficient method to provide Unix users access to some Windows-based applications. ECMWF is open to other solutions.
The Centre also has about 50 NT-based PCs. These are used primarily within the Administration Department, in order to access Navision, which is the accounting, human resources and asset management system used by the Centre, and by secretaries for word processing etc. Each NT system also runs Exceed, which allows access to X11 applications run on the Unix servers.

      1. Usage of Desktop Systems

Desktop systems provide users with the following facilities:




  • The Centre has developed a portable interactive Unix application called Metview, which is used to retrieve and visualize meteorological data; this is the primary tool used by almost all scientific users to access, manipulate and visualise output from forecast models; the user interface is based on Motif and the X Window System; Metview is a fully distributed system where modules can run on different Unix workstations and servers; Metview is implemented in C++, C and Fortran; it has been ported to the major versions of Unix, including Linux

  • Data Interpolation

  • Software Development, mostly in Fortran 90, C, C++ and Java, and debugging

  • Source Code Management

  • Text File Editing

  • Terminal Access to other systems

  • Internet and Web Access

  • Batch Job submission

  • Access to office applications, in particular electronic mail, word processing, spreadsheets and calendars; this includes the ability to access Microsoft Office and other software packages available only on Windows-Intel1 platforms.



      1. Usage of General-Purpose Servers

The general-purpose servers are the two 16-CPU SGI Origin 2000s, which are essential for supporting the workstations with additional services required. They provide:




  • A Batch Job service – the servers provide queues for running batch jobs which are mostly scalar in nature and unsuitable for the Fujitsu Vector Parallel Processor (VPP) systems; these jobs account for the major usage of the CPU resource on the Servers

  • Clearcase, which is a Source Code Configuration Management System; Clearcase is a client/server system; the server requires local disk space for the databases used to store source code etc., and server power for processes which provide access to the databases

  • Cross-compilation of programs for the Fujitsu VPP system, as compilations run much more efficiently on these servers than on vector-based systems

  • Scratch filesystems, which are heavily used for storing data needed for short periods of time

  • Various special purpose filesystems

  • The Centre has developed a package called MARS, which provides facilities for the archiving of and retrieval of meteorological data; this package runs primarily on the Data Handling System, but some parts of the package also run on the servers in order to archive operational data and research experiments; the servers are also used to interpolate data retrieved from MARS

  • A centralised printing service which has the advantage of simplifying administration, and improving control and visibility

  • NIS & DNS services – these directory services are essential for naming, authentication etc.

  • Internal Web servers – the use of Web-based applications is becoming increasingly important, this requires centralised servers in order for efficient administration

  • Execution of programs that require large amounts of memory, but which again are unsuitable for the Fujitsu VPP systems

  • Operational plotting

  • Verification of research experiments

  • Support for the Observations Database, which is a package developed within the Centre (this does not involve the use of a commercial database)

  • Interactive Debugging using Totalview, particularly of parallel MPI-based programs.


      1. Types of Desktop Systems Required

Experience over the last few years has shown that there are three broad types of users within the Centre:


Scientific Users:

mostly researchers and meteorologists, who use Metview on a routine basis to visualise meteorological data, or are involved in development of graphical software, with occasional use of Windows-Intel software

Technical Users:

who develop other items of software, support the various computer systems, operate the main computer systems; some of these users also make use of Windows-Intel based software on a routine basis

Administrative Users:

Secretaries and members of the Administration Department, who require access to

Windows-based software, with little need for accessing other systems.
The type of desktop provided should be appropriate to the functions performed. Therefore, the three types of Desktop system required can be classified as follows:
Scientific Desktop:

provides good support for visualisation and high computational power

Technical Desktop:

provides a good general-purpose desktop for software development, general system

access, etc.

Administrative Desktop:

provides good support for Windows-Intel based software

      1. Cascading of Desktop Systems

The Centre’s policy has been to cascade desktop computers down within the Centre; as new more powerful desktops have been acquired, these have been assigned to users who have the most demanding requirements, their less powerful desktops being re-assigned to users with less demanding requirements, and so on.


In the light of responses to this ITT, this policy will be reviewed, particularly the degree to which Scientific Desktops which are a few years old will be suitable for technical users, taking into account maintenance issues etc.

    1. Scope of this Invitation to Tender

ECMWF intends to replace its current workstations and procure additional server capacity over a 4‑year period commencing in mid‑2000, beginning with the acquisition of an initial batch of some 40 Desktop Computers plus a medium-scale server, followed by further batches of Desktops Computers and additional servers spread over the 4‑year period.


The various types of equipment required are as follows:


  • Technical Desktops

  • Scientific Desktops

  • Servers.

Note that the Administrative Desktops do not fall within the scope of this ITT.


It is planned to replace over the four-year period all 140+ SGI workstations in user offices, plus a substantial proportion of the remaining 50 SGI systems used as consoles and for special purposes. The exact purchase profile of this acquisition will depend on the type of solution chosen, but Tenderers should note that:


  1. The acquisition costs for the replacement Desktop Computers shall be spread roughly equally over the four-year period.

  2. The total number of Scientific Desktop Computers required is in the order of 100, the remainder being Technical Desktop Computers.

Since the Origin 2000s were installed, the Fujitsu VPP Supercomputer capacity has been increased substantially by the installation of a 38 processor VPP5000; this system will be upgraded to circa 100 processors in the middle of 2000. It is therefore necessary to increase the general purpose scalar server capacity, in order to provide for the increased demands. The initial procurement will include a general, purpose server, with one or more additional servers of similar or greater capacity being procured during the course of the call-off contract. In addition, upgrades of the servers procured may become necessary during the period of the call-off contract.


Partial bids will not be considered by ECMWF, only complete bids including both types of Desktop Computer, Server, required software, maintenance and services are acceptable to ECMWF.
The aim of this ITT is, therefore, to select a vendor to supply ECMWF with desktop computers, servers, associated equipment, maintenance and services under a call-off contract over a four-year period from mid-2000 to mid-2004.

  1. GENERAL CONSIDERATIONS AND DEFINITIONS

    1. Definitions

The word byte is synonymous with the ISO unit octet and as such is 8 bits long.

The multiplier mega is 220 when referring to memory or disk sizes, otherwise 106.

The multiplier giga is 230 when referring to memory or disk sizes, otherwise 109.



The multiplier tera is 240 when referring to memory or disk sizes, otherwise 1012.

    1. Tender Requirements and Definitions

The Tender must be written in English.


Points of specification are categorised by the bold notations M, D or R to the left of the pertinent paragraph:

M denotes MANDATORY requirements: A requirement that must be adhered to, or a performance requirement that must be met in order that the tendered equipment can be accepted by ECMWF.
D denotes DESIRABLE features. If a desirable feature cannot be supplied initially, the tender should state whether, and if so when, the feature will be added to the installed system.
R denotes REQUESTS for information. A response must be given to all such requests.
ECMWF will not consider a tendered solution which fails to meet a mandatory specification requirement (marked M) unless the Tenderer offers valid reasons why the feature in question is either unnecessary for or irrelevant to his solution.
The extent to which any tender offers features listed as desirable (marked D) will be one of the factors taken into account in selecting the successful Tenderer.
Any additional features, not listed in the ITT as requirements but which the Tenderer feels may be relevant, should be supported by descriptive material.
Requests for information (marked R) are intended to prompt a description of the construction, philosophy or operation of the tendered solution in areas which are regarded as being of particular importance. A clear response to such requests will be of assistance to ECMWF in the tender evaluation process.
A single machine-readable copy of the response, on Compact Disc (ISO9660) or Floppy Disc (DOS format) in Microsoft WORD97, Rich-text or PDF, should be included with the tender material.


    1. Schedule

Following receipt of replies to this ITT by Friday 11 February 2000 at 14:00, ECMWF envisages the following schedule for the implementation of the project:


February‑April 2000 Presentations by Tenderers in accordance with paragraph 2.9 below. Evaluation of tenders and communication of the recommended decision to the Tenderers.
July 2000 Submission of draft contract to ECMWF Council for approval followed by contract signature.
August – October 2000 Installation of the initial batch and start of acceptance tests.


    1. Contract




M  Volume III of this ITT contains a draft Call-Off Contract, showing the terms and conditions under which the Centre wishes to acquire the equipment which is the subject of this ITT. Tenderers must state their acceptance of this draft Contract, or give reasons for non-acceptance in whole or in part.

    1. Pricing



M  All prices must be:


  • quoted in pounds sterling as Firm and Fixed prices, which must encompass the costs of the mandatory features as described in this ITT

  • inclusive of any shipping and delivery charges

  • exclusive of all import duties and UK taxes

  • valid for 6 months

  • net of trade-in allowances.


M  Items deemed desirable in this ITT must be priced separately where applicable. Where the pricing of such an item depends upon the implementation or installation of an item not marked M, this dependency must be explicitly stated.
M  Firm and fixed prices must be quoted for the offered Server, Scientific Desktop Computer and Technical Desktop Computer. The discount on list price for these systems must be quoted.
For subsequent purchases, Tenderers must guarantee that they will provide the Server capacity and Desktop Computers specified in response to this ITT over a four-year period at the prices quoted or at lower prices. Tenderers must also give a guaranteed level of discount on their standard list prices for Servers, Desktop Computers and associated equipment for the 4‑year period. Tenderers must provide their current standard list prices and state how these prices, in effect from time to time, will be made available to ECMWF.
D  The Centre would wish to trade-in its existing workstations when purchasing new Desktop Computers. It is highly desirable that Tenderers offer a discount for this both for the initial purchase and for subsequent purchases; any such discount must be clearly specified.
M  The following must be quoted separately:


  • Any design and consultancy charges

  • Installation charges, including the cost of all cables and items of equipment required

  • The costs for the training specified in Section 3.7 below.



    1. Acceptance Tests and Availability Calculation

Tenderers should take particular note of Section 7 of the draft contract in Volume III which contains the standards of performance which must be met by the tendered systems before they will be accepted by the Centre.



    1. Support of Hardware and Software



M  Tenderers must explicitly undertake to provide, or to arrange provision of, maintenance, spare parts and on‑site support for the quoted hardware and software for a period of not less than 5 years from the date of acceptance of the equipment. Responsibility for the provision of such maintenance and support must in any case rest with the Tenderer.

D  It is highly desirable that hardware and software support for servers be for a period of not less than 7 years from the date of acceptance of the equipment.
M  For the Desktop Computers, Tenderers must quote for the provision of hardware maintenance services for the following periods of cover and response times (the time allowed for maintenance personnel to arrive on site, assuming such a site visit is necessary):


  • 8 hours per day, 5 days per week, 2 hour response

  • 8 hours per day, 5 days per week,respond within the next working day

  • 8 hours per day, 5 days per week,respond within five working days.


M  For servers, Tenderers must quote for the provision of hardware maintenance services for the following alternative periods of cover and response times (the time allowed for maintenance personnel to arrive on site, assuming such a site visit is necessary):


  • 24 hours per day, 7 days per week, 2 hour response

  • 8 hours per day, 7 days per week, 2 hour response.


R  Tenderers are asked to indicate whether they would be prepared to commit to complete any repairs necessary as a result of a hardware problem within a guaranteed period of time ("fix time"); if so, please indicate what periods of time would be offered and the costs of such a service.
R  If a Tenderer proposes to contract another company to provide hardware and/or software maintenance services, this must be clearly stated and full details of the company given.

R  Tenderers are requested to give details of any time required for scheduled preventive maintenance sessions necessary to maintain correct functioning of the hardware.
R  Tenderers are requested to quote for the provision of support services to undertake routine software maintenance and update services. In particular, the following options should be quoted:


  • Daily rates for suitably qualified personnel on an ad-hoc basis

  • Monthly rates for suitably qualified personnel when contracted continuously over several months at a time.


M  Tenderers must explicitly undertake to provide, or to arrange provision of, a Call Desk providing support for the Software provided as a result of this ITT. This must include telephone and email access to allow problems to be reported and to request assistance where needed. The Call Desk service must be available during normal UK working hours. The Tenderer must also undertake to provide regular reports of the status of problems reported to the Call Desk.
D  It would be desirable for the Call Desk service as described in M above to be available 24 hours per day, 7 days per week.
R  Tenderers are requested to describe what type of help and support will be made available to ECMWF during the installation stage and during the operational stage. In particular, Tenderers must state which of the following will be available:


  • remote hardware/software diagnosis service (please give details including costs and security arrangements)

  • corrective action to rectify hardware/software bugs and performance limiting factors

  • response to simple telephone enquiries

  • detailed response to more complex enquiries (telephoned/written)

  • escalation procedures for hardware/software problems which cannot be fixed in a timely manner by on site personnel

  • access to online database of known problems.

Tenderers should make clear which of the above categories of support and assistance are included in their quotation.


R  Tenderers should specify


  • what warranty is provided on the offered equipment

  • whether any maintenance charges are applicable during the warranty period, and the cost to provide the full cover as specified in M and M above


M  Tenderers must undertake to supply, install and arrange maintenance for any third party equipment or software that forms part of the tender. Responsibility for maintenance so provided must in any case rest with the Tenderer.

    1. Demonstration of Equipment



M  Tenderers must deliver on free loan demonstration models of both types of Desktop Computer as close as possible in all aspects to the tendered equipment. The demonstration equipment must be delivered to ECMWF by 14:00 on Tuesday 15 February 2000. ECMWF may request that the Tenderer provide assistance in the installation of these Desktop Computers which must have all software installed that would normally be delivered with them, plus compilers and software tools as specified in section 3.2 below. Documentation on the use of the system, the compilers and software tools must also be provided.
The Desktop Computers will be kept by ECMWF for a maximum period of 6 weeks, during which time ECMWF will be responsible for their safe keeping.



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