REQUEST FOR PROPOSALS (RFP):
PROCUREMENT OF MAINTENANCE AND SUPPORT OF HP DL180 GEN9
1. DETAILS OF THE RFP
RFP NO / CS/SCM/R15-16/50RFP FOR / Procurement of Maintenance and Support of HP DL180 Gen9
SUBMISSION DEADLINE / 26 February 2016
RFP SUBMISSION DATE / Corner Mirriam Makeba & President Street, Newtown,
Johannesburg, 2017
2. BACKGROUND INFORMATION
2.1. The Sci-Bono Discovery Centre is an independent Non Profit Company set up by the Gauteng Department of Education. It is a flagship science centre located in Newtown, Johannesburg. Sci-Bono’s goal is to enhance interest and learning in mathematics, science and technology. Sci-Bono works closely with, and on behalf of, the Gauteng Department of Education (GDE), to enhance curriculum delivery in schools.
3. PURPOSE AND BACKGROUND
3.1. In pursuit of the GDE’s ICT Strategy and ensuring proper implementation of transformational objectives and utilisation of ICT tools in the process, The Gauteng Department of Education (GDE) requires the services of a supplier to supply with 15 x HP DL180 Gen9 servers for 13 district offices and 1 head office satellite site. This will include installation (rack mounting, Delivery across all sites) of the servers and a standard 3-year warranty, maintenance and support.
Virtualization software will be installed on these physical servers. Each physical server will host 2 virtual instances of servers; one server instance will serve a domain controller (for logon and authentication) and the other server instance will be used as a file server (for departmental data sharing).
3.2. The purpose of this Request for Question (RFQ) is to solicit quotations from reputable service providers for the Provision and Supply of 15 x HP DL180 Gen9 servers for 13 district offices and 1 head office satellite site
4. SPECIFICATIONS
Bill of Material (BOM) Per Site (Technical Specifications)
The technical specification for each HP DL180 Gen9 physical server will be the SAME for each site and will be as follows:
Quantity / Part Number / Description / Type1 / 777426-B21 / HP DL180 Gen9 8SFF CTO Server / HW
1 / 764010-L21 / HP DL180 Gen9 E5-2630v3 FIO Kit / HW
3 / 726718-B21 / HP 8GB 1Rx4 PC4-2133P-R Kit / HW
3 / 759212-B21 / HP 600GB 12G SAS 15K 2.5in SC ENT HDD / HW
3 / 759212-B21 / HP 900GB 12G SAS 7.2K 2.5in SC ENT HDD / HW
1 / 765508-B21 / HP DL180Gen9 CPU1 Riser FIO Kit / HW
1 / 777418-B21 / HP DL180 Gen9 8SFF w/P440 Cbl Kit / HW
1 / 761872-B21 / HP Smart Array P440/4G FIO Controller / HW
1 / 734807-B21 / HP 1U SFF Easy Install Rail Kit / HW
2 / 744689-B21 / HP 800W/900W Gold AC Power Input Module / HW
1 / 745813-B21 / HP Server RPS Backplane Kit / HW
1 / 787198-B21 / HP DL180 Gen9 Thumbscrew Ear FIO Kit / HW
1 / H7J32A5 Y0H / HP ProLiant DL180 Gen9 Supp / ES
1 / HA114A1 5T6 / HP Startup Entry ML/DL Svr Service / IN
THE SITES ARE AS FOLLOWING:
1. GAUTENG CITY REGIONAL ACDEMEY [ GCRA]
Old JSE Building, Johannesburg CBD
2. TSHWANE SOUTH
Pretorious Street President Tower Building, Pretoria CBD
3. Tshwane West
Old Hebron College, Klipgat Rd, Mabopane, Pretoria
4. Sedibeng West
No: 6 Samuel Str, Zone 8, Sebokeng
5. Sedibeng East
Cnr Kruger & Jobert Street, SML Building, Vereeniging
6. Gauteng West
6.1. Krugersdorp
Cnr Human & Boshoff Street, Krugersdorp
6.2. Randfontein
108 Maugham Road, CBD
7. JOHANNESBURG WEST
20 Goldman Street Absa Building Florida
8. GAUTENG NORTH
Yorkorpark Building, 86 Wetermeyer Street Val De Grace
9. Johannesburg South
Crownwood road, Ormonde
10. JOHANNESBURG CENTRAL
Soweto College, Old Potchefstroom Road, Soweto
11. EKURHULENI SOUTH
Number 2 Robin Close, Infinity Office Park, MEYERSDAL
12. JOHANNESBURG EAST
114, 4th Street Parkmore Sandton
13. JOHANNESBURG CENTRAL
Soweto College, Old Potchefstroom Road, Soweto
14. Gauteng East
Avenue Crystral 7th Avenue Springs
15. Ekurhuleni North
Munpen Building, 78 Howard Street, Benoni
5. MINIMUM REQUIREMENTS
5.1. Bidders must supply Sci-Bono with the below-mentioned minimum requirements; failing to provide these requirements shall constitute automatically disqualification:
1) A Formal Written Quotation;
2) A fully completed Quotation Form ( to be obtained from Sci-Bono website);
3) A Certification of Registration;
4) A Valid SARS Tax Clearance Certificate;
5) Declaration Forms (SBD 4, SBD 8 & SBD 9) to be attached or obtained from the Sci-Bono website;
6) An Original BBBEE Rating Certificate or certified copy;
7) Curriculum Vitae of the lead employee or Project Team Leader.
8) Qualified technicians or Engineers to conduct installations and technical support (provide certificates as proof).
5.2. REFERENCES
5.2.1. Bidders must further supply Sci-Bono Discovery Centre at most with two (2) contactable references where the bidder has delivered the similar services by simply stating the following:
· Name of client
· Position
· Contact telephone numbers
· Dates and Work performed.
5.2.2. The failure to provide the above shall constitute a disqualification as it shall be deemed that the bidder does not have the required experience.
6. PRICING SCHEDULE AND DELIVERY
6.1. GENERAL PRICING FEE
1) The bidder must provide a clear and unambiguous price schedule (quotation).
2) All disbursements and related costs shall be provided separately, if any, and may be negotiated during the project implementation period.
3) Only unconditional discounts shall be accepted. All discounts granted must be specified on the Quotation Form.
6.2. DELIVERY
1) The delivery address shall be delivered at Sci-Bono Discovery Center. Any changes for the delivery will be communicated with the successful bidders.
2) Service providers must confirm the availability of stock and the delivery date. Failing to provide this information may result to the disqualification of the tenderer’s bid.
7. CONDITIONS FOR SHORT LISTING
7.1. Proposals submitted will be evaluated using a system Method 4 (Financial Offer, Quality and Preference) in line with Section 7.3 (Table 5: Standard Tender Evaluation Method) prescribed by Sci-Bono’s Supply Chain Management Policy.
7.2. All bids shall be subjected to the preliminary evaluation process. Bidders who shall not meet the minimum requirements (item 5) set by this RFP shall automatically disqualified and shall not be evaluated for functionality, price and preference.
7.2.1. Service providers are required to submit all documents specified on item 4.1 of this RFP, otherwise failure to submit all documents shall consititute disqualification.
8. TECHNICAL EVALUATION
8.1. All proposals / bids that will qualify (accepted) during the preliminary evaluation stage shall be evaluated for fuctionality or technicality. The functionality evaluation criterion shall be as follows:
CRITERIA / SCORE RANGE / POINTSApproach to Paper
(30) / PROPOSED APPROACH AND METHODOLOGY / SCORE / 30
No understanding of PROJECT
/ 0
Demonstrate understanding of PROJECT, clear timelines and targets / 10
Demonstrate understanding of PROJECT, clear timelines, targets / 20
Demonstrate understanding of PROJECT, clear timelines, targets, and engagement strategy / 30
Project and Implementation Plan
(30) / APPROPRIATENESS OF SUGGESTED DELIVERY SCHEDULE INDICATING TARGETS AND TIME FRAMES PER FINANCIAL YEAR AND ABILITY TO REACH AND EXCEED THE SET TARGETS / SCORE / 30
No understanding of the PROJECT time lines. / 0
Demonstrate understanding of PROJECT and clear timelines. / 10
Demonstrate understanding of PROJECT, clear timelines, and targets. / 20
Demonstrate understanding of PROJECT, clear timelines, targets, and engagement strategy. / 30
Organization, Staffing and Physical Resources/Qualified Engineers
(20) / PROVISION OF SUPPORTING DOCUMENTS OF RESOURCES TO BE DEPLOYED IN THE PROJECT / SCORE / 20
None / 0
Poor: Staffing, and assets / 5
Satisfactory: Staffing, infrastructure, and assets machinery, tools. / 10
Good: Project manager, staffing, infrastructure and assets) / 15
Very Good: Very good resources (clear organogram with a project manager and qualified staffing, infrastructure, financial and assets. / 20
Tenderer's Experience
(20) / COMPANY’S EXPERIENCE IN APPLYING THE SIMILAR PROJECT OR EXPERIENCE OF THE PROJECT LEADER / LEAD EMPLOYEE / SCORE / 20
0 – 2 years / 0
2 – 5 years / 5
4 – 5 years / 10
5 – 8 years / 15
8 years and above / 20
TOTAL / 100
8.1. Any proposal / bid that scores less than 60% shall be disqualified and shall not be evaluated for price and B-BBEE.
8.2. Bidders who will score the minimum of 60% on functionality may be invited to present their proposed solutions or may be requested to submit samples or prototypes that meets the prescribed specifications.
8.3. An internal point scoring tool kit may be developed and will be used during the presentation by the bid evaluation committee. The outcome of the internal point scoring tool kit shall be used to assist members of the bid evaluation committee to access if the presented solution, samples or prototypes meets with the requirement of the specification.
8.4. Failure to do the presentations or submit sample(s) or prototype if required shall invalidate the proposal / bids. Samples or prototypes must be submitted to the Procurement Department and will not be returned unless stated otherwise.
9. PRICE EVALUATION
9.4. The proposals / bids shall be evaluated using the 90/10 preference point scoring system Where a 90/10 preference point system, which will be calculated be calculated as follows:
Where:
Ps = Point scored for comparative price of bid under consideration;
Pt = Comparative price of bid under consideration; and
Pmin = Comparative price of the lowest acceptable bid.
10. POINTS FOR B-BBEE
10.4. A 90/10 preference points scoring system (B-BBEE points) shall apply and shall be awarded as follows:
B-BBEE Status Level of Contributor / Number of points1 / 10
2 / 9
3 / 8
4 / 5
5 / 4
6 / 3
7 / 2
8 / 1
Non-compliant contributor / 0
11. AWARD CRITERIA
11.4. The bidder with the highest number of points shall be awarded the contract, unless there are factors that may lead to a different decision.
11.5. In the event of two or more bids score equal points s, the bid will be awarded to the bidder scoring the highest points on B-BBEE or preference.
11.6. However in the event the two or more bids have equal B-BBEE points, the tender will be awarded to the bidder with the highest points on functionality, if applicable.
12. CLOSING DATE AND TIME
12.1. Submissions should be hand delivered by hand on or before 26 February 2016 at 12:00, deposited into the tender box marked “PROCUREMENT OF MAITENANCE AND SUPPORT OF HP DL180 GEN9”. NO LATE PROPOSALS / BIDS shall be accepted. Late proposals / bids shall be immediately returned to the bidders. All documents must be to Corner of Mirriam Makeba & President Street, Johannesburg, 2107.
12.2. A compulsory briefing will be held on the 22 February 2016 at 14:00 at Sci-Bono Discovery Centre. Service providers who shall not attend the compulsory briefing shall not be eligible to submit the tender.
12.3. All correspondences shall be done by e-mail ; no telephonic correspondences shall be done before and after the closing of bid. Bidders may be informed in writing of the outcome of the bid adjudication process.
13. DISCLAIMER
13.1. Sci-Bono reserves the right to accept or reject any variation, deviation, tender offer or alternative offer and may cancel the tender process and reject all tender offers at any time before the formation of a contract.
13.2. Sci-Bono reserves the right to award a contract to multiple service provider(s) should it be deemed necessary.
13.3. Sci-Bono reserves the right not to appoint a provider, to accept and/or award the whole or any portion of the tender, and is also not obliged to provide reasons for the rejection of any tender.
13.4. Sci-Bono will not incur any liability to a tenderer for such cancellation and rejection, but will give written reason for action upon request to do so.
RFP: Maintenance and Support of HP DL180 Gen9 Page 1