BID SPECIFICATION
COVER PAGE (SUMMARY)
RFB REF. NO: / RFB 1661/2017DESCRIPTION / SUPPLY OF A TURNKEY SOFTWARE ASSET MANAGEMENT (SAM) SOLUTION TO SITA, AS WELL AS INTEGRATED LOGISTICS SUPPORT AND ADVISORY SERVICES
VENOR BRIEFING SESSION / NON COMPULSORY BREIFING SESSION WILL BE HELD AS FOLLOWS:
DATE: 04 DECEMBER 2017
TIME: 12:00 PM
VENUE: SITA APOLLO TUGELA, 459 TSITSA STREET, ERASMUSKLOOF, PRETORIA (HEAD OFFICE)
CLOSING DATE FOR QUESTIONS / QUERIES / 08 DECEMBER 2017
RFB CLOSING DETAILS / DATE: 14 DECEMBER 2017
TIME: 11:00 (SOUTH AFRICAN TIME)
PLACE: TENDER OFFICE, PONGOLA IN APOLLO, 459 TSITSA STREET, ERASMUSKLOOF, PRETORIA (HEAD OFFICE)
PUBLIC OPENING OF RFB RESPONSES / DATE: 14 DECEMBER 2017
TIME: 12:00 (SOUTH AFRICAN TIME)
PLACE: TENDER OFFICE, PONGOLA IN APOLLO, 459 TSITSA STREET, ERASMUSKLOOF, PRETORIA (HEAD OFFICE)
RFB VALIDITY PERIOD / 120 DAYS FROM THE CLOSING DATE
Contents
ANNEX A: INTRODUCTION 3
1. PURPOSE AND BACKGROUND 3
1.1. PURPOSE 3
1.2. BACKGROUND 3
2. SCOPE OF BID 3
2.1. SCOPE OF WORK 3
2.2. DELIVERY ADDRESS 4
2.3. CUSTOMER INFRASTRUCTURE AND ENVIRONMENT 4
3. TECHNICAL REQUIREMENT OVERVIEW 4
3.1. SOLUTION REQUIREMENT 4
3.2. PROJECT AND SERVICES REQUIREMENTS 5
4. BID EVALUATION STAGES 5
ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION 7
5. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS 7
5.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION 7
5.2. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS 7
ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS 8
6. TECHNICAL MANDATORY 8
6.1. INSTRUCTION AND EVALUATION CRITERIA 8
6.2. TECHNICAL MANDATORY REQUIREMENTS 8
6.3. DECLARATION OF COMPLIANCE 21
7. TECHNICAL FUNCTIONALITY 22
8. PROOF OF CONCEPT 23
8.1. INSTRUCTION AND EVALUATION CRITERIA 23
8.2. PROOF OF CONCEPT REQUIREMENTS 24
ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC) 26
9. SPECIAL CONDITIONS OF CONTRACT 26
9.1. INSTRUCTION 26
9.2. SPECIAL CONDITIONS OF CONTRACT 26
9.3. DECLARATION OF ACCEPTANCE 32
ANNEX A.4: COSTING AND PRICING 34
10. COSTING AND PRICING 35
10.1. COSTING AND PRICING EVALUATION 35
10.2. COSTING AND PRICING CONDITIONS 35
10.3. DECLARATION OF ACCEPTANCE 36
10.4. BID PRICING SCHEDULE 37
ANNEX A.5: Terms and definitions 40
1. ABBREVIATIONS 40
ANNEX A.6: BIDDER SUBSTANTIATING EVIDENCE 42
ANNEX A: INTRODUCTION
1. PURPOSE AND BACKGROUND
1.1. PURPOSE
The purpose of this RFB is to invite Suppliers (hereinafter referred to as “bidders”) to submit bids for the “Supply of a turnkey Software Asset Management (SAM) Solution to SITA, as well as integrated logistics support and advisory services” for a period of 36 months.
1.2. BACKGROUND
The business objectives for acquiring a turnkey Software Asset Management (SAM) Solution, as well as integrated logistics support and advisory services, are as follows:
(a) To strengthen the SITA role and mandate regarding effective Software Asset Management in Government;
(b) To reduce cost of software licences in Government;
(c) To consolidate and optimise all software licences for OEMs;
(d) To improve the financial and reputational risk to SITA and Government posed by ineffective software life-cycle management;
(e) To improve SITA through leadership capacity and service offering by creating a SAM capability;
(f) To improve compliance with PFMA asset management requirements by institutionalising Software Asset Management as a practice in SITA and Government.
2. SCOPE OF BID
2.1. SCOPE OF WORK
The scope of work by the bidders is to –
(1) Supply a turnkey Software Asset Management (SAM) solution, comprising:
(a) Supply, install and configure a SAM solution (complete software solution, excluding hardware);
(b) Integrate the SAM solution with SITA’s information technology service management (ITSM) solution (BMC Remedy 9) and configuration management database (CMDB);
(c) Integrate the SAM solution into existing IT operations management discovery and inventory solutions; and
(d) Establish an effective licence position (ELP) for initially one Government department (i.e. complete software asset database).
(2) Provide integrated logistics support and advisory services, comprising:
(a) Provide maintenance and support of the Software Asset Management solution for a period of 36 months;
(b) Develop and support the implementation of SAM policy and standard operating procedures according to best practice;
(c) Provide business and technical advisory service to operate SAM as a discipline, including the different complex licensing models and licence optimisation;
(d) Provide formal training (certification) to SITA to provide SAM services to government departments;
(e) Provide formal training to initially one government department on Software Asset Management; and
(f) Develop and execute an exit/handover strategy.
2.2. DELIVERY ADDRESS
(1) The goods or services must be supplied or provided at the following physical address;
No / Physical Address / GPS Coordinates (optional)1 / SITA Erasmuskloof, 459 Tsitsa Street, Erasmuskloof, Pretoria, Gauteng
2.3. CUSTOMER INFRASTRUCTURE AND ENVIRONMENT
(1) The current IT operations management toolset comprises of System Center Configuration Manager (SCCM) and Micro Focus ZENworks;
(2) The network operations toolset comprises of HP Network Management Center (NMC) and Cisco Prime;
(3) The information technology service management (ITSM) solution is BMC Remedy 9 and the configuration management database (CMDB) is BMC Atrium CMDB 9;
(4) Most customers use the SITA Next Generation Network (NGN) configured per department as a Multiprotocol Label Switching (MPLS) Virtual Private Networks (VPN), while some use their own private security based networks (e.g. Department of Defence and South African Police Services); and
(5) SITA will provide the hardware and operating environment to implement the SAM solution.
(6) SITA manages all available operating systems (e.g linux, unix, window,z-OS ) and numerous COTS and Bespoke Applications.
3. TECHNICAL REQUIREMENT OVERVIEW
3.1. SOLUTION REQUIREMENT
(1) SOLUTION TARGET ARCHITECTURE
(a) Supply, install and configure a SAM solution (complete software solution, excluding hardware) within 3 months of the start of the contract; and
(b) Establish an effective licence position (ELP) for one department (i.e. complete software asset database) within 6 months of the start of the contract.
(2) SOLUTION INTEGRATION REQUIREMENTS
(a) Integrate the SAM solution with SITA’s information technology service management (ITSM) solution (BMC Remedy 9) and configuration management database (CMDB) within 3 months of the start of the contract; and
(b) Integrate the SAM solution with existing IT operations management discovery and inventory solutions within 3 months of the start of the contract.
3.2. PROJECT AND SERVICES REQUIREMENTS
(1) SERVICE DELIVERY SCHEDULE AND PERFORMANCE METRICS
(a) Develop and support the implementation of a SAM framework, policy, processes and standard operating procedures according to best practice within 3 months of the start of the contract;
(b) Establish and manage (operate) the SAM capability and practice according to the SAM Framework, Policy and standard operating procedures for the initial two years of the contract;
(c) Provide SAM Services to customers for the initial two years of the contract;
(d) Provide on-site technical and functional support of the Software Asset Management solution for a period of 24 months;
(e) Provide software maintenance (fixes, upgrades and patches) of the Software Asset Management solution for a period of 36 months;
(f) Provide second and third level technical and functional support of the Software Asset Management solution for a period of 36 months;
(g) Provide an advisory service to operate SAM as a discipline, including the different complex licensing models and licence optimisation for a period of 36 months;
(h) Provide formal SAM training and certification to SITA by a certified SAM practitioner within 2 months of the start of the contract;
(i) Provide formal SAM training to a government department’s employees on the Software Asset Management solution in order to operate and use the software/tools within 2 months of the start of the contract; and
(j) Develop and execute an exit/handover strategy within 24 months of the start of the contract.
4. BID EVALUATION STAGES
(1) The bid evaluation process consists of several stages that are applicable according to the nature of the bid as defined in the table below.
Stage / Description / Applicable for this bidStage 1 / Administrative pre-qualification verification / YES
Stage 2A / Technical Mandatory requirement evaluation / YES
Stage 2B / Technical Functionality requirement evaluation / NO
Stage 2C / Technical Proof of Concept requirement evaluation / YES
Stage 3 / Special Conditions of Contract verification / YES
Stage 4 / Price / B-BBEE evaluation / YES
(2) The bidder must qualify for each stage to be eligible to proceed to the next stage of the evaluation.
ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION
5. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS
5.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION
(1) The bidder must comply with ALL of the bid pre-qualification requirements in order for the bid to be accepted for evaluation.
(2) If the Bidder failed to comply with any of the administrative pre-qualification requirements, or if SITA is unable to verify whether the pre-qualification requirements are met, then SITA reserves the right to –
(a) Reject the bid and not evaluate it, or
(b) Accept the bid for evaluation, on condition that the Bidder must submit within 7 (seven) days any supplementary information to achieve full compliance, provided that the supplementary information is administrative and not substantive in nature.
5.2. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS
(1) Submission of bid response: The bidder has submitted a bid response documentation pack –
(a) that was delivered at the correct physical or postal address and within the stipulated date and time as specified in the “Invitation to Bid” cover page, and;
(b) in the correct format as one original document, two copies and one CD.
(2) Attendance at compulsory briefing session: If a compulsory briefing session was called, then the bidder has signed the briefing session attendance register using the same information (bidder company name, bidder representative person name and contact details) as submitted in the bidders response document.
(3) Registered Supplier. The bidder is, in terms of National Treasury Instruction Note 3 of 2016/17, registered as a Supplier on National Treasury Central Supplier Database (CSD).
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ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS
6. TECHNICAL MANDATORY
6.1. INSTRUCTION AND EVALUATION CRITERIA
(1) The bidder must comply with ALL the requirements by providing substantiating evidence in the form of documentation or information, failing which it will be regarded as “NOT COMPLY”.
(2) The bidder must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the bid response. During evaluation, SITA reserves the right to treat substantiation evidence that cannot be located in the bid response as “NOT COMPLY”.
(3) The bidder must complete the declaration of compliance as per section 6.3 below by marking with an “X” either “COMPLY”, or “NOT COMPLY” with ALL of the technical mandatory requirements, failing which it will be regarded as “NOT COMPLY”.
(4) The bidder must comply with ALL the TECHNICAL MANDATORY REQUIREMENTS in order for the bid to proceed to the next stage of the evaluation.
6.2. TECHNICAL MANDATORY REQUIREMENTS
TECHNICAL MANDATORY REQUIREMENTS / Substantiating evidence of compliance(used to evaluate bid) / Evidence reference
(to be completed by bidder) /
(1) BIDDER CERTIFICATION / AFFILIATION REQUIREMENTS
The bidder must be authorised by the OEM/OSM as a value added reseller in the Republic of South Africa; / Provide a copy of a valid letter from OEM or OSM indicating,
(a) the bidder name,
(b) the bidder is authorised by the OEM/OSM as a value added reseller of the proposed SAM solution, (c) date the partnership was established, and
(d) information stating that the partnership is valid at time of bid. / <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7
(2) BIDDER EXPERIENCE AND CAPABILITY REQUIREMENTS
The bidder must have supplied, installed, configured and implemented a SAM solution, performed maintenance and support and provided training to at least 2 customers during the past five (5) years; AND the total number of software licenses for all customers must be at least 50000. / Provide at least 2 letters of affirmation from Business or Government customers to whom the project or service was delivered. Each letter must be dated, signed and on a letterhead of the customer and indicates:
(a) The customer Company name and physical address;
(b) Customer contact person’s name, telephone number and optional email address;
(c) Project or Service scope of work;
(d) Product or technology scope;
(e) Number of Software Licences in the estate;
(f) Project Start and End Date; / <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7
(3) PRODUCT OR SERVICE TECHNICAL REQUIREMENTS
The bidder must supply a SAM Turnkey solution that meets the following specification:
(a) It must be able to be deployed on-premises or in the SITA private cloud as a Software as a Service (SaaS), web-based solution;
(b) It must support virtual hosting;
(c) It must provide for the evolving deployment models, including physical, mobile, virtual and cloud platforms;
(d) It must have deployment flexibility (single, federated vs multiple instances); / Provide the product specification brochure or architecture documentation indicating how the proposed product or solution complies with the technical requirements. / <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7
(4) PRODUCT OR SERVICE FUNCTIONAL REQUIREMENT
The SAM Turnkey solution must provide the following major functions or services -
(a) Asset Discovery and Tracking ;
(b) Software Asset Inventory Management;
(c) Asset Lifecycle Management;
(d) Asset Relationship Management;
(e) Consumption Analytics;
(f) Software Licence Management;
(g) Compliance Management;
(h) Audit Management;
(i) Reporting;
(j) Workflows; / Provide the product specification brochure or architecture documentation indicating how the proposed product or solution complies with the technical requirements. / <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7
(5) INTEGRATION REQUIREMENT
The SAM Turnkey Solution must integrate with the following information technology service management (ITSM) solutions:
(a) BMC Remedy 9;
(b) BMC Atrium CMDB 9;
(c) System Center Configuration Manager (SCCM);
(d) HP Network Management Center (NMC);
(e) Cisco Prime; / Provide product documentation of system interface standards, compatibility standards, application programme interface standards or data exchange standards indicating how it complies with the integration requirement. / <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7