AFRICAN UNION

UNION AFRICAINE

UNIÃO AFRICANA

African Union Commission

Procurement of Services Request for Services for preventive and

Corrective Maintenance under a three

year framework contract

LOT 1: Preventive and Corrective maintenance of Active devices

(Network and Compute infrastructure)

LOT 2: Preventive and Corrective maintenance of the Datacenters

electrical power supply, fire-fighting system and air conditioners.

Procurement Number: AUC/MIS/NC/005

Date of Issue: 14th May 2019

– Datacentre Air conditioner and electrical power supply maintenance – Access control

devices and WI

Section I. Invitation for Bids

Request for Provision of Services for preventive and Corrective

Maintenance under a three year framework contract

Procurement Number: AUC/MIS/NC/005

The African Union Commission has allocated funds for the procurement of services and now

invites sealed bids from eligible bidders for the Provision of services for Provision of Services

for preventive and Corrective Maintenance under framework contract as per attached Terms of

Reference. A Contractor shall be selected under Least cost selection criteria. Bids that are

responsive, qualified, technically compliant will be ranked according to price.

Interested bidders may obtain further information and download the bidding document at

https://au.int/en/bids.

Bids must be delivered to the address below on or before Friday 14th June 2019 at 1500

hours. All bids must be accompanied by:

Valid tax certificate;

Valid business registration documents

Proof of previous experience of the Company

ONE (1) Original and ONE Copy of the Technical and financial proposal (Refer to

TORs attached for details. Assessment criteria is elaborated in the TOR)

Other relevant information indicated in the TOR.

Technical Proposal (indicating the Company’s previous experience and personnel

experience)

Financial proposal

Bid Validity: Bids should be valid for at 90 days from the closing date.

Bid Opening: Bids will be opened immediately after the bid closing hours, in the presence of

bidders or bidders’ representatives who choose to attend, at the African Union Commission

Premises, Building C, 3rd Floor, Administration and Human Resource Management Meeting

Room. Late bids will be rejected and returned unopened to bidders.

Submission of bids: This is a TWO envelope bidding. FINANCIAL AND TECHNICAL

Bids MUST BE SUBMITTED IN TWO SEPARATE ENVELOPES enclosed in one

outer Envelope. The Outer envelope should be clearly marked with the Title of the bid

and Procurement Number.

Address for bid submission:

The Head Procurement, Travel & Stores Division

African Union Commission, Roosevelt Street,

Building C, 3rd Floor, P.O. Box 3243, Addis Ababa, Ethiopia

Tel+251115517700; Email; tender@africa-union.org

Clarification Requests: Clarification requests should be addressed to tender@africa-

union.org.

SECTION II: Bid Submission Sheet {Complete this form with all the requested details and submit it as the first page of your bid.

Ensure that your bid is authorised in the signature block below. If any documentation is

attached, a signature and authorisation on this form will confirm that the terms and conditions

of this bidding document prevail over any attachments. If your bid is not authorised, it may be

rejected.}

Bid Addressed to (Employer):

Date of Bid:

Procurement Number:

Subject of Procurement:

We offer to provide the Services detailed in the Terms of Reference/Statement of Requirements,

in accordance with the terms and conditions stated in the contract.

We confirm that we are eligible to participate in this procurement process.

The validity period of our bid is: _______________ days/weeks/months from the time and date

of the submission deadline.

We confirm that the rates quoted in the Activity Schedule are fixed and firm for the duration of

the validity period and will not be subject to revision or variation.

We understand that you are not bound to accept the lowest or any bid you may receive.

Services will commence within _______________ days/weeks/months from date of Contract.

Services will be completed within _______________ days/weeks/months from date of

Contract.

Dated this ________________ day of ________________ 20______.

[signature] [in the capacity of]

Duly authorised to sign Bid for and on behalf of ________________________________

Section III: Terms of Reference/Statement of Requirements

The African Union, established as a unique Pan African continental body, is charged with

spearheading Africa’s rapid integration and sustainable development by promoting unity,

solidarity, cohesion and cooperation among the peoples of Africa and African States as

well as developing a new partnership worldwide. Its Headquarters is located in Addis

Ababa, capital city of Ethiopia

African Union is using a number of electronics equipment and high value assets that

include: Nessus router (2K and 5K), Dell EMC server farm infrastructure, Fortigate and

Cisco Firepower firewalls, Electrical power rescue (UPS) and Air conditioning assets for

its datacentre, that require the services of the Maintenance providers to service on routine

basis (Preventive maintenance) also repair faults (Corrective Maintenance) at a minimum.

The Objective of this project is to contract an experienced ICT service provider (Firms

only), for a duration of three (3) years, to provide Preventive/Corrective Maintenance for

all Network and System equipment and to respond to the demand of business continuity

plan. The project will be divided into two (2) lots:

Lot 1: Preventive and Corrective maintenance of Active devices (Network and

Compute infrastructure)

This lot includes the maintenance of the following active devices (Network and Compute

infrastructure): Item Quantity

available

Cisco 9500 series 4

Cisco 9300 series 2

Cisco Nexus 2000 2

Cisco Nexus 3000 2

Cisco Nexus 5000 2

Cisco Firepower 2110 UTM 6

Cisco ASR 7000 2

Cisco 4000 series 22

Dell EMC VMAX 10K 1

Dell EMC VMAX 250F ALL Flash 1

HP B22 10

HP BL660C-Gen 9 16

HP BL685-Gen 7 16

Dell EMC DD2500 1

Quantum Tape Library Scalar i80 1

Dell EMC VxRail 120 with 4 nodes 1

Lot 2: Preventive and Corrective maintenance of the Datacenters electrical power

supply, fire-fighting system and air conditioners.

1. BACKGROUND

2. OBJECTIVES

This part of the project includes the maintenance of the following assets:

Item Quantity

available

1 Huawei Data Collector (ECC500)

1

2 Huawei 160KVA UPS5000E – with 40KVA Power Modules and Battery Bank 2

3 Huawei Precision Air-conditioner, 35KW Netcol5000-A – In Row Cooling split

Type AC

4

4 FM200 Agent Based Fire Suppression System

3

Contractor shall:

a) Provide the services set forth in the TOR i.e. chooses the most suitable processes,

methods and equipment to perform its services under this contract, at competitive costs.

b) Undertake to perform the services with the highest standards of professional, ethical

competence and integrity.

c) Be responsible for any damages done to equipment as a result of the service provider’s

negligence.

d) Notify MIS in writing within a maximum of 2 days in case it’s unable to respect a

contractual stipulation indicating the reasons.

Equipment Spare Parts philosophy:

a) Spare parts of the same brand, model, features and functionalities shall be made

available and operational within (24) hours from the time the problem is reported by the

MIS for the equipment undergoing repair. Repair shall not exceed two (2) weeks,

beyond which, the spares provided by the Contractor shall be forfeited in favour of the

AU as permanent replacement.

b) Defective units/parts shall be replaced with the same quality and specifications and

operating systems/licenses shall be re-installed / reconfigured and made operational

within four (24) hours from the time the problem is reported by the MIS at no additional

cost to the MIS

c) All replaced equipment/units/parts diagnosed to be unserviceable shall be returned to

the MIS for proper disposal.

d) The contractor shall provide information on product alerts, notices, and latest product

versions as well as any updates/upgrades available.

e) Where spare parts are needed, prior to undertaking the repairs, the Contractor shall

provide and seek written approval from the AUC with an estimated cost of parts. The

total price quoted in any estimate may not be exceeded without advance written

approval from the AUC. If during the course of the originally estimated repairs it is

noted that further repairs will be needed, another estimate will be prepared for the

additional work under the same terms and conditions.

3. Contractor’s Responsibilities and spare parts philosophy for Lot 1 and 2

a) The services provided by the Contractor shall be on quarterly for preventive

maintenance. The corrective maintenance shall be on-call basis

b) Total duration of the contract is 3 years renewable for another 3 years upon satisfactory

performance and availability of funding.

c) The Service Site shall be at AU premises (Addis-Ababa Headquarters).

4. Expected date of commencement of contract: The contract is expected to commence

in July 2019.

5. Contract Award: The frame Work Contract/s will be awarded for an initial period of

3 years with an option to extend for one year based on satisfactory performance.

The contract shall be a Non Exclusivity contract meaning the AUC can exercise the right

to invite other contractors for a specific assignment.

6. Selection Method: Least cost Selection.

Lot 1: Preventive/corrective maintenance of Active devices (Network and Compute

infrastructure)

Criteria

1 Legally registered organization, Business Company with requisite experience

and background (core business) 10

2 Minimum of 7 years of experience in providing IT support services (software

and hardware, networking services) 10

3 Experience in providing IT support services for multi-national organizations,

inter-government organizations, business companies, and the United Nations

Agencies is an advantage

10

4 Excellent skills in the planning and execution of preventive and

remedial/corrective maintenance

10

5 Relevant experiences in deployment of Core Switches and Datacentre

infrastructure under Cisco, Dell EMC, HP and VMware technologies

30

6 The company must have IT support personnel with the following

qualifications

University degree or diploma in Information Technology, Computer

Sciences, Engineering or any other related fields;

Minimum of five years working experience as IT support staff ;

Hands-on experience in trouble-shooting, networking, hardware and

software maintenance ;

Previous working experience in or with UN/NGO is an asset ;

Good command of English, both written and spoken ;

Able to work under challenging circumstances with minimum

supervision.

30

Pass mark: for the technical evaluation is 70 points

7. Evaluation criteria

Lot 2: Preventive and Corrective maintenance of the Datacentre’s electrical power

supply, fire-fighting system and air conditioners

Criteria Max

score

1 Legally registered organization, Business Company with requisite experience and

background

10

2 Minimum of 7 years of experience in providing IT support services (software and

hardware, UPS System, Air conditioners for Datacentre) 10

3 Experience in providing IT support services for multi-national organizations, inter-

government organizations, business companies, and the United Nations Agencies is an

advantage

10

4 Excellent skills in the planning and execution of preventive and remedial/corrective

maintenance

10

5 Relevant experiences in deployment and maintenance of Datacentre power, fire-fighting

and air conditioners infrastructure under Huawei technologies

30

6 The company must have IT support personnel with the following qualifications +

30:

University degree or diploma in Information Technology, Computer Sciences,

Engineering or any other related fields;

Minimum of five years working experience as IT support staff ;

Hands-on experience in trouble-shooting, hardware and software maintenance ;

Previous working experience in or with UN/NGO is an asset ;

Good command of English, both written and spoken ;

Able to work under challenging circumstances with minimum supervision.

30

Pass mark: for the technical evaluation is 70 points

PREPARATION OF FINANCIAL PROPOSALS

Financial Proposal

The bid should be accompanied by a detailed Pricing proposal. The pricing proposal should state

the Unit rates for different categories of tasks.

The bidder shall provide a financial offer for each LOT.

Section IV: Pricing Proposal

Item

No. Description Unit of

Measure

Unit Price in

Specified

Currency

Relevant Services Carried Out in the Last Five Years

That Best Illustrate Qualifications

Using the format below, provide information on each assignment for which your

firm/entity, either individually as a corporate entity or as one of the major companies

within an association, was legally contracted.

Assignment Name:

Country:

Location within Country:

Professional Staff Provided by Your

Firm/Entity(profiles):

Name of Client:

No. of Staff:

Address:

No. of Staff-Months; Duration of

Assignment:

Start Date (Month/Year):

Completion Date (Month/Year): Approx. Value of Services (in Current

US$):

Name of Associated Consultants, If Any:

No. of Months of Professional Staff

Provided by associated Consultants:

Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed:

Narrative Description of Project:

Description of Actual Services Provided by Your Staff:

Firm’s Name:

SECTION IV: FORM OF CONTRACT

FRAMEWORK AGREEMENT FOR PREVENTIVE AND CORRECTIVE MAINTENANCE UNDER A THREE YEAR

FRAMEWORK CONTRACT

FRAMEWORK AGREEMENT FOR: ……………………………………………………………. AFRICAN UNION FRAMEWORK AGREEMENT NUMBER: ………………………………………. This Framework agreement (the Agreement) dated ………………….. is made between: 1. The African Union Commission (hereinafter referred to as the African Union) and 2. ……………………………………………………………………………………………………………. (hereinafter referred to as the Contractor) Whereas: The African Union may require the Contractor to undertake the activities, under the terms

of the Agreement, as defined in the Statement of Requirements hereto (Appendix 1) and as defined in the subsequent individual Calldown Contracts which shall be placed pursuant to the Agreement.

1. Terms of Agreement This Agreement and any Calldown Contracts shall be subject to the General Conditions of

Contract for Framework Agreements for Goods (attached) (hereinafter referred to as the General Conditions).

No variation in the terms or scope of this Agreement, or any Calldown Contracts agreed

under this Agreement, shall be valid or binding unless previously expressly agreed in writing by the Contract Officer and the Contractor in the form of letters entitled "Amendment to Framework Agreement" or "Amendment to Calldown Contract" respectively.

The African Union takes no responsibility for any goods supplied outside of those expressly

contained in this Agreement and more particularly defined in the Calldown Contracts made under this Agreement.

2. Duration of Agreement The Agreement shall commence on ……………… and expire on …………………unless terminated

earlier in accordance with the provisions of Clause 13 of the General Conditions or extended by an “Amendment to Framework Agreement”

3. Place and Timeframe for Commencement

Except where expressly altered by a Calldown Contract, the place and timeframe of commencement of activities under this Agreement shall be as defined in Appendix 1.

4. Defects Liability

The Defects Liability period applicable to activities undertaken under this Agreement will be ………………………………….

5. General Administration The African Union will appoint a Contract officer who will be responsible for maintaining,

negotiating and issuing any amendments to this Agreement. 6. Notices

Any notice given by one party to the other pursuant to this Agreement shall be sent to the other party in writing by personal delivery or e-mail.

A notice shall be effective when delivered or on the notice's effective date, whichever is later.

7. Acknowledgement The Consultants shall confirm acceptance of the terms of this Agreement by signing and

returning to the Contract Officer the duplicate copy enclosed herewith within a period of 30 days.

For and on behalf of the Name: African Union Position: Signature: Date: For and on behalf of Name: The Consultants Position: Signature: Date:

APPENDIX 1

STATEMENT OF REQUIREMENTS

FOR FRAMEWORK AGREEMENT NUMBER: …………………………..

Item No.

Type of work (detailed descriptions as per attached)

Currency Unit of measure

Price per Unit

Site

Signed as agreed: For and on behalf of the Name: African Union Position: Signature: Date: For and on behalf of Name: The Consultants Position: Signature: Date:

CALLDOWN CONTRACT

Framework Agreement with: Framework Agreement for: Framework Agreement Number: Calldown Contract Number: Dear Sirs We refer to the above mentioned Agreement dated ………………………………….and confirm that you are now required to undertake the activities defined in Annex A hereto, under the terms and conditions of the above mentioned Agreement which shall apply to this Calldown Contract as if expressly incorporated herein.

Amount of Calldown Contract In accordance with the prices contained in the Framework Agreement the total amount of this Calldown Contract is ……………………………………………………... Delivery period In accordance with the Framework Agreement you are required to commence the activities by …………………….. Acknowledgement You are required to confirm acceptance of this Calldown Contract by signing and returning to the Contract Officer the duplicate copy enclosed herewith within a period of 5 days. For and on behalf of the Name: The African Union Position: Signature: Date: For and on behalf of Name: The Contractor Position: Signature: Date:

ANNEX 1

FRAMEWORK AGREEMENT NUMBER: ……………….

CALLDOWN CONTRACT NUMBER: ………………

Item No.

Type of work (detailed descriptions as per attached)

Currency Unit of measure

Price per Unit

TOTAL PRICE

TOTAL AMOUNT OF THIS CALLDOWN CONTRACT