Options

1. Reseller / distributor agreement—subscribers afforded vendor commitment of best effort” to expedite sale of hardware if it is available at time of disaster

2. Pre-arranged rental agreement—subscribers assured that hardware will be readi­ly available for expedited shipment and can be used/rented for the recovery period

3. Dedicated storage / shipment agreement—subscribers guaranteed hardware stored exclusively for their use, to be shipped immediately to an alternate site in the event of a disaster 

Why Buy?

Most companies depend on client server computer technology to perform mission-critical tasks. However, most client/server hardware vendors operate under a just-in-time inventory system, which can make emergency acquisition a lengthy, cumbersome process. Having pre-arranged agreements in place with vendors who will quick-ship hardware allows mission-critical computing environments to be more quickly and efficiently restored.

Vendors to Choose From

Related listings in this Master Source: computer equipment leasing, emergency delivery, networking computer equipment, peripherals

What to Look For

1. Provider whose core business involves managing an inventory of computer hardware for expedited “next day” delivery

2. Dedicated inventory of hardware for subscribers

3. Agreement allowing you to randomly audit availability of pre-selected hardware

4. Provider who can pre-load application software and custom-configure hardware to meet your company’s particular needs

5. Receptiveness to and agreement allowing for multiple levels of preparedness testing

6. A vendor-supplied mobile recovery team to assist with hardware installation and teardown

7. Responsiveness, expertise, and efficiency of provider’s staff

8. 24-hour technical support 

Cost Considerations

A detailed cost analysis will often reveal hidden expenses. When adding up costs, consider the following:

1. Monthly subscription fee

2. Disaster declaration fee

3. Usage fee

4. Testing costs

5. Shipping costs

6. Contract term 

Be Prepared
In order to bid for your business, vendors will want to know:

1. Minimum acceptable hardware requirements, including processor type, processor speed, memory, hard-disk storage, network interface card, peripherals, etc.

2. Network connectivity devices required, such as hubs, routers, bridges, etc.

3. Standard application software image that must be pre-loaded on workstations

4. Time demands: How quickly do you need equipment to arrive, be operational?

5. Anticipated recovery time-frame 

Key Questions To Ask Potential Vendors

1. Can you pre-load my application software?

2. Can you custom-configure hardware to accommodate my particular requirements?

3. How do you handle simultaneous disaster declarations from multiple subscribers?

4. What are disaster declaration procedures?

5. If I declare a disaster, what are the usage fees?

6. Do you subcontract the quick-ship service?

7. Must equipment being shipped internationally clear customs?

8. Can I conduct an unscheduled audit of the facility where my hardware will come from in order to ensure that the inventory is available and being managed appropriately?

9. Can I conduct preparedness tests with all or a portion of the hardware for which I have contracted?

10. References available?

Key Questions To Ask Vendor References

1. How similar to my own are your company’s systems and disaster recovery needs?

2. Has this vendor actually shipped you hardware for tests or disaster declarations? Results?

3. Any experiences with damaged, malfunctioning, or missing equipment upon deliv­ery?

4. Hardware unavailable?

5. Is service prompt, consistent?

6. Have costs exceeded original estimates?

7. Have you conducted preparedness testing?

a. What is the vendor’s attitude toward it?

8. Vendor strengths, weaknesses?

9. How long have you contracted with this provider?

10. Why was this vendor chosen?

a. Others considered?

11. What did the selection process entail?

12.  Network connectivity devices required, such as hubs, routers, bridges, etc. 

Note:

· Standard application software image that must be pre-loaded on workstations

· Time demands: How quickly do you need equipment to arrive, be operational?

· Anticipated recovery time-frame

Buyer Beware

1. Make sure usage fees are reasonable. Determine whether, in the event that you declare a disaster, usage fees for short-term recovery either meet or exceed equip­ment replacement costs.

2. When discussing testing with vendors, ensure your ability to test not only the hard­ware but also the provider’s capacity to respond in the time frames specified in the agreement.

3. If subcontractors are typically employed for quick-ship service, review their con­tractual commitments to the provider and investigate their service capabilities. 

What Next?

1. After pre-qualifying all vendor candidates, request a presentation at your facility.

2. Request written replies to follow-up questions not answered during vendor presentations.

3. Visit actual site(s) of vendor finalists, involving your disaster recovery or security specialist to conduct site surveys.