BID SPECIFICATION
RFB REF. NO: / RFB 1519/2016DESCRIPTION / REQUEST TO PROVIDE HOSTING SERVICES FOR DEPARTMENT OF PLANNING, MONITORING AND EVALUATION APPLICATIONS FOR A PERIOD OF 24 MONTHS
VENDOR BRIEFING SESSION / COMPULSORY VENDOR BRIEFING SESSION WILL BE HELD AS FOLLOWS:
DATE: 10 MARCH 2017
TIME: 10H00
PLACE: SITA AUDITORIUM (APOLLO), 459 TSITSA STREET, ERASMUSKLOOF, PRETORIA (HEAD OFFICE)
CLOSING DATE FOR QUESTIONS / QUERIES / 17 MARCH 2017
RFB CLOSING DETAILS / DATE: 24 MARCH 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: 24 MARCH 2017
TIME: 12H00
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 5
1. PURPOSE AND BACKGROUND 5
1.1. PURPOSE 5
1.2. BACKGROUND 5
2. SCOPE OF BID 5
2.1. SCOPE OF WORK 5
2.2. DELIVERY ADDRESS 6
2.3. CUSTOMER INFRASTRUCTURE AND ENVIRONMENT 6
3. TECHNICAL REQUIREMENT OVERVIEW 6
3.1. PRODUCT REQUIREMENT 7
3.2. SOLUTION REQUIREMENT 7
3.3. PROJECT AND SERVICES REQUIREMENTS 7
4. BID EVALUATION STAGES 8
ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION 9
5. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS 9
5.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION 9
5.2. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS 9
ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS 10
6. TECHNICAL MANDATORY 10
6.1. INSTRUCTION AND EVALUATION CRITERIA 10
6.2. TECHNICAL MANDATORY REQUIREMENTS 10
6.3. DECLARATION OF COMPLIANCE 15
7. TECHNICAL FUNCTIONALITY 16
7.1. INSTRUCTION AND EVALUATION CRITERIA 16
7.2. TECHNICAL FUNCTIONALITY REQUIREMENTS 17
8. PROOF OF CONCEPT 22
8.1. INSTRUCTION AND EVALUATION CRITERIA 22
8.2. PROOF OF CONCEPT REQUIREMENTS 23
ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC) 24
9. SPECIAL CONDITIONS OF CONTRACT 24
9.1. INSTRUCTION 24
9.2. SPECIAL CONDITIONS OF CONTRACT 24
9.3. DECLARATION OF ACCEPTANCE 31
ANNEX A.4: COSTING AND PRICING 33
10. COSTING AND PRICING 34
10.1. COSTING AND PRICING EVALUATION 34
10.2. COSTING AND PRICING CONDITIONS 34
10.3. DECLARATION OF ACCEPTANCE 35
10.4. BID PRICING SCHEDULE 36
ANNEX A.5: TECHNICAL SCHEDULES 43
11. Technical Schedules 43
11.1. LOCATION SCHEDULE 43
11.2. EQUIPMENT AND QUANTITY SCHEDULE 43
11.3. SOLUTION ARCHITECTURE 43
11.4. SERVICES AND PERFORMANCE SCHEDULE 43
11.5. PROJECT AND DELIVERY SCHEDULE 43
ANNEX A.6: Terms and definitions 44
1. ABBREVIATIONS 44
2. DEFINITIONS 44
ANNEX A.7: BIDDER SUBSTANTIATING EVIDENCE 45
ANNEX B: LOCAL CONTENT REQUIREMENTS (SBD 6.2) 46
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 proposals for the provisioning of Hosting Services for Department of Planning, Monitoring and Evaluation applications for a period of 24 months.
1.2. BACKGROUND
1.2.1. The Department of Planning, Monitoring and Evaluation (DPME) requires the external hosting services in order to host their business applications, which are currently accessed by external parties from government.
1.2.2. The service required is to be accessed at all times(24X7 availability) with minimal downtime for security management and other administration tasks; which needs to be for a limited time and at off peak hours (between 2am and 5am).
1.2.3. This service will eliminate the business being dependent on the availability of ICT infrastructure as and when the department needs. It will allow the department to consume capacity on demand in a very short time period.
2. SCOPE OF BID
2.1. SCOPE OF WORK
(1) The service may only be provided within Gauteng province, in either Johannesburg or Pretoria region. The prospective bidder must have a data centre in these cities.
(2) The scope of work by the bidders is to –
(a) Supply and maintenance of hosting hardware in a secure, access-controlled environment with UPSs, battery power and environmental monitoring systems. The specifications are as follows:
Servers / Production / Applications that will be installed /Server 1 / 4 x vCPU
32 GB RAM
350 GB SAN Storage (partitioned to 150GB & 200GB)
with Windows Server 2012
To run also as SMTP server / Microsoft SharePoint (DPME to install & utilise own licences)
Server 2 / 4 x vCPU
32 GB RAM
300 GB SAN Storage (partitioned to 150GB & 150GB)
with Windows Server 2012 / -Microsoft SharePoint (DPME to install & utilise own licences)
Server 3 / 4 x vCPU
64 GB RAM
2000 GB SAN Storage (partitioned to 300 GB & 1700 GB)
with Windows Server 2012 / Microsoft SQL (DPME to install & utilise own licences)
Server 4 / 1 x vCPU
2GB RAM
80 GB SAN Storage
with Windows Server 2012
(b) Unlimited access to the environment for the application users (no restrictions of access to users if the traffic threshold is exceeded).
(c) Guarantee of 99% uptime of the environment.
(d) Provision of a secure environment with De-Militarized Zone (DMZ) connectivity for internet.
(e) Provision of secure connection to the environment for technical team.
(f) Provision of secured backups (for the virtual machines and be able to navigate to file levels) and management thereof.
(g) Reporting and analysis required for ALL incidents, changes and requests as per ITIL methodology.
(h) Provision of the test restores for data backups.
(i) Provision of support and maintenance services through a Support Centre.
(j) Ability to increase or decrease the specifications in the table above, as & when required.
(k) Provision of web portal to draw reports and manage backups.
(3) The scope of work excludes the following –
(a) Application Software licensing i.e. SharePoint and SQL
2.2. PROJECT AND SERVICES REQUIREMENTS
(1) PROJECT DELIVERY SCHEDULE AND PERFORMANCE
(a) Supply of the architectural design within 3 days of award;
(b) Provision of hosting hardware in a secure, access-controlled environment with UPSs, battery power and environmental monitoring systems within 5 days of award;
(c) Provision of all the required security of the environment, including secure access within 3 days award;
(d) Provision of customer portals to manage backups and draw customised reports;
(e) Provision of backup tool or utility for the identified system.
3. 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 bid /Stage 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 / NO
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
4. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS
4.1. 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.
4.2. 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
5. TECHNICAL MANDATORY
5.1. 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 5.2 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.
5.2. TECHNICAL MANDATORY REQUIREMENTS
TECHNICAL MANDATORY REQUIREMENTS / Substantiating evidence of compliance(used to evaluate bid) / Evidence reference
(to be completed by bidder) /
(1) BIDDER EXPERIENCE AND CAPABILITY REQUIREMENTS
Bidders must have at least a minimum of 5 years’ experience providing hosting services to a minimum of five clients. / Provide five client letters of affirmation from Business or Government customers to whom the 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 email address;
(c) For a Business customer, the Company Registration Number as registered with Companies and Intellectual Property Commission (CIPC);
(d) Project <or Service> scope of work;
(e) Product <or technology> scope;
(f) Project Start and End Date; / <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7
(2) BIDDER PRESENCE REQUIREMENTS
Bidders must have the Primary Data Centre within Gauteng province in Johannesburg or Pretoria area. / In order to prove this, the bidder must provide :
(a) The address and GPS co-ordinates of the Data Centre that will be used to house the infrastructure. / <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7
5.3. DECLARATION OF COMPLIANCE
/ Comply / Not Comply /The bidder declares by indicating with an “X” in either the “COMPLY” or “NOT COMPLY” column that –
(a) The bid complies with each and every TECHNICAL MANDATORY REQUIREMENT as specified in SECTION 6.2 above; AND
(b) Each and every requirement specification is substantiated by evidence as proof of compliance.
6. TECHNICAL FUNCTIONALITY
“NOT APPLICABLE FOR THIS BID”
7. PROOF OF CONCEPT
“NOT APPLICABLE FOR THIS BID”
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ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC)
8. SPECIAL CONDITIONS OF CONTRACT
8.1. INSTRUCTION
(1) The successful supplier will be bound by Government Procurement: General Conditions of Contract (GCC) as well as this Special Conditions of Contract (SCC), which will form part of the signed contract with the successful Supplier. However, SITA reserves the right to include or waive the condition in the signed contract.
(2) SITA reserves the right to –
(a) Negotiate the conditions, or
(b) Automatically disqualify a bidder for not accepting these conditions.
(3) In the event that the bidder qualifies the proposal with own conditions, and does not specifically withdraw such own conditions when called upon to do so, SITA will invoke the rights reserved in accordance with subsection 8.1(2) above.
(4) The bidder must complete the declaration of acceptance as per section 8.3 below by marking with an “X” either “ACCEPT ALL” or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.
8.2. SPECIAL CONDITIONS OF CONTRACT
(1) CONTRACTING CONDITIONS
(a) Formal Contract. The Supplier must enter into a formal written Contract (Agreement) with DPME.
(b) Right of Award. SITA reserves the right to award the contract for required goods or services to multiple Suppliers.
(c) Right to Audit. SITA reserves the right, before entering into a contract, to conduct or commission an external service provider to conduct a financial audit or probity to ascertain whether a qualifying bidder has the financial wherewithal or technical capability to provide the goods and services as required by this tender.
(2) SCOPE OF WORK AND DELIVERY SCHEDULE
(a) The Supplier is responsible to perform the work as outlined in the following Work Breakdown Structure (WBS):
WBS / Statement of Work / Delivery Timeframe from award /1. / Provision and signoff of the architecture design. / 2 days
2. / Provision of the environment with the required systems or software as per the specifications / 10 days
3. / Testing and setup of the environment, including credentials with regards to connection in the environment / 3 days
4. / Signoff of all the relevant setup components that are required. / 3 days
5. / Maintenance of the environment. This includes the critical security updates to secure the environment. / Ongoing
(3) SERVICES AND PERFORMANCE METRICS
(a) The Supplier is responsible to provide the following services as specified in the Service Breakdown Structure (SBS):
SBS / Service Element / Service Grade / Service Level /1. / Call Centre / Platinum / 24h x 7days x 52weeks
2. / Incident Response / Normal / Maximum 30 minutes;
3. / Incident Restore / Normal / Maximum 4 hours
Support and maintenance services through a Call Centre for 24 hours x 7 days of the week x 365 days a year
Interim environment should be provided in 1 hour in-case of the whole environment being affected.
4. / Environment / Gold / 99% Availability
(b) Hours of work
(i) DPME officials must be able to also physically come to the data centre should the need arises and must be allowed on a 24X7 basis.