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RFP.: NHBRC 1109/2013

REQUEST FOR PROPOSAL

INVITATION TO SUBMIT A PROPOSAL FOR THE

APPOINTMENT OF A SERVICE PROVIDER/S FOR THE

PROVISION OF A COMPREHENSIVE SAP HOSTING SOLUTION

RFP NO : NHBRC 1109/2013

CLOSING DATE: 28 February 2014

CLOSING TIME: 11H00 am

NAME OF COMPANY:

___________________________________________________

RFP.: NHBRC 1109/2013

TABLE OF CONTENTS PAGE NO.

TERMS AND CONDITIONS TO BE TAKEN INTO ACCOUNT BY SERVICE PROVIDERS ........................... 3

1. About NHBRC ........................................................................................................................................ 5

2. Risk Management by the NHBRC ......................................................................................................... 5

3. Business overview ................................................................................................................................. 6

PART B –TECHINICAL INFORMATION TO BE SUBMITTED BY SERVICE PROVIDERS ............................ 8

PART C –EVALUATION PROCESS ............................................................................................................... 17

1. Availability of the RFP Document ........................................................................................................ 36

2. Compulsory Briefing Session............................................................................................................... 36

3. RFP Closing Date ................................................................................................................................ 36

4. Enquiries should be directed to: .......................................................................................................... 37

5. Number of bid envelopes/files to be deposited:................................................................................... 37

PART E –ADDENDUMS TO THE RFP ........................................................................................................... 38

PART A– NHBRC BACKGROUND ................................................................................................................... 5

PART D – RFP SUBMISSION INSTRUCTIONS............................................................................................. 36

RFP.: NHBRC 1109/2013

TERMS AND CONDITIONS TO BE TAKEN INTO ACCOUNT BY SERVICE PROVIDERS

This Request for Proposal (RFP) has been compiled by the NHBRC and it is made available to the

Bidders on the following basis.

Bidders submitting a Bid in response to this RFP are deemed to do so, on the basis that they

acknowledge and accept the terms and conditions set out below:

1. The NHBRC reserves the right to amend, modify, withdraw this RFP or any of the procedures or

requirements set out herein at any time without prior notice and without liability to compensate or

reimburse any person. If the NHBRC amends this RFP, the amendment will be sent to each Bidder

in writing or publicized as the case maybe. No oral amendments by any person will be considered or

acknowledged.

2. The premises of the bidder should be open at all reasonable hours for inspection by representatives

of the NHBRC. This is done in order to confirm any information provided by a Bidder in the RFP Bid.

3. This RFP is not intended to form the basis of a decision to enter into any transaction involving the

NHBRC, and does not constitute an offer or recommendation to enter into such transaction, or an

intention to enter into any legal relationship with any person.

4. A Bid submitted in response to this RFP will constitute a binding offer which will remain binding and

irrevocable for a period of six months from the date of submission to the NHBRC. The offer

constituted by the Bid will be deemed not to have been accepted and no agreement will be deemed

to be reached with any Bidder, unless and until a definitive Agreement and other related transaction

documents are concluded between the NHBRC and the Preferred Bidder.

5. Neither the NHBRC nor any of their respective directors, officers, employees, agents,

representatives or advisors will assume any obligation for any costs or expenses incurred by any

party in or associated with preparing or submitting a Bid in response to the RFP. All costs associated

with the preparation and submission of the Bid is the responsibility of the Service Provider. The costs

shall not be chargeable to the NHBRC by successful or unsuccessful Bidder.

6. No entity may be involved, whether directly or indirectly, in more than one Bid in response to this

RFP. A failure to comply with this requirement may, within the sole discretion of the NHBRC, result

in disqualification of the relevant entity.

7. Any material change in the control and/or composition of any Bidder or any core member of a Bidder

after submission of a Bid, shall require the prior written approval of the NHBRC, and any failure to

seek such approval from the NHBRC shall result in the NHBRC being entitled, in its sole discretion,

to exclude the relevant Bidder from any further participation in the bid process. The NHBRC shall be

the sole arbiter as to what constitutes a “material change in the control and/or composition of any

Bidder”, and as to what constitutes a “core member of a Bidder” for purposes of such approval. Any

request for such approval shall be made to the NHBRC in writing and shall provide sufficient reasons

RFP.: NHBRC 1109/2013

and information to allow the NHBRC to make an informed decision. The NHBRC reserves the right

to accept or reject any such request for approval at its sole discretion.

8. The NHBRC and its advisors may rely on a Bid as being accurate and comprehensive in relation to

the proposals provided therein by the Bidders.

9. All bids information submitted to NHBRC will become the property of the NBHRC and will as such

not be returned to the bidder. The NHBRC will make all reasonable efforts to maintain proposals in

confidence. Proprietary information should be identified as such in each proposal.

10. RFP shall be considered irregular if they show any omissions, alteration of form, additions, or

conditions not called for, or irregularities of any kind. However, the NHBRC reserves the right to

waive any irregularities and to make award in the best interest of the company.

11. The NHBRC reserves the right to appoint one or more service providers.

12. RFP’s shall be rejected, among other reasons, for any of the following:

RFP’s received after the closing date and time as specified.

Collusion among bidders and upon detecting that the B-BBEEE status level of contribution

has been claimed or obtained in a fraudulent manner.

Incomplete work that in the judgment of the company shall prevent or hinder the prompt

completion of additional work, if awarded.

All Bids must be formulated and submitted in accordance with the requirements of this RFP.

RFP.: NHBRC 1109/2013

PART A– NHBRC BACKGROUND

1. About NHBRC

1.1. Mandate of the NHBRC in terms of the Housing Consumers Protection Measures Act.

1.2. The National Home Builders Registration Council (NHBRC) has a mandate through the Housing

Consumer Protection Measures Act (Act No. 95 of 1998) providing warranty protection against defects

in new homes. The Act state that the objects of the Council are, inter alia:

3(b) “to regulate the home building industry”;

3(d) “to establish and promote ethical and technical standards in the home building

industry”; and

3(e) “to improve structural quality in the interests of housing consumers and the home

building industry”;

The Council is furthermore empowered by the Act:

5(5)(a) “to engage in undertakings to promote improved structural quality of homes

constructed in the Republic;

5(5)(b) ”to engage in undertakings to improve ethical and technical standards in the home

building industry;

5(5)(c) “to keep a record of competent persons”; and

5(h) “to generally do all things necessary or expedient to achieve its objects and the

objectives of this Act.”

2. Risk Management by the NHBRC

The NHBRC's primary mandate is to manage the risk of structural defects in the home building

industry and in so doing, protect the consumer. A prime activity of the NHBRC is to manage its risk

exposure in terms of the warranty scheme, in order to ensure that it is not unduly exposed to claims.

The current risk management tools being used by the Council include the Registration of Home

Builders, enrolment and inspection of homes, the Home Building Manual which incorporates design

and construction rules and the appointment of competent persons by the Home Builder to perform

certain tasks.

RFP.: NHBRC 1109/2013

3. Business overview

The National Home Builders Registration Council is a statutory body with the responsibility to provide

warranty cover (protection) and regulatory services to the home-building industry. This is done in

terms of the Housing Consumers Protection Measures Act (No 95 of 1998). It is the NHBRC’s

mandate to provide protection to housing consumers against defined defects and to regulate the home

building industry. Our mandate determines our scope of business as well as the principles and area of

business in which we operate. As a consequence our business is focused on specific business models

in defined geographical areas with specific business objectives for all South African Housing

Consumers.

The NHBRC is a medium sized organization with a staff complement of 420 employees. The NHBRC’s

head office is located in Bryanston, Gauteng with 9 regional offices of varying size, and 12 satellite

offices.

RFP.: NHBRC 1109/2013

NHBRC Office locations and number of user connection points

No. OFFICE

1 Head Office (Bryanston)

2 DR site (at Pretoria regional office)

3 KwaZulu Natal(Durban) – Regional

4 Western Cape (Cape Town) – Regional

5 Eastern Cape (Port Elizabeth) – Regional

6 North West (Rustenburg) – Regional

7 Limpopo (Pietersburg) – Regional

8 Mpumalanga (Nelspruit) – Regional

9 Gauteng (Woodmead) – Regional

10 Pretoria (Pretoria) – Regional

11 Free State (Bloemfontein) – Regional

12 Shelly Beach

13 New Castle

14 East London

15 George

16 Northern Cape (Kimberly)

17 Klerksdorp

18 Tzaneen

19 BelaBela

20 Witbank

21 Bethlehem

22 Mafikeng

23 Eric Molobi (Shoshanguve)

RFP.: NHBRC 1109/2013

PART B –TECHINICAL INFORMATION TO BE SUBMITTED BY SERVICE PROVIDERS

1. TERMS OF REFERENCE (TOR)

The National Home Builders Registration Council (NHBRC) invites interested Data Centre

Hosting service providers to submit proposals on rendering a SAP Cloud Hosting service.

The service provider will be required to provide the NHBRC with a hosting solution providing

IaaS (Infrastructure as a Service) and SaaS (Software as a Service).

2. Background

The NHBRC is in the process of implementing a SAP ERP and other SAP business related

solutions to enhance the business solutions for its internal and external stakeholders. To

achieve the planned implementation and milestones the NHBRC requires the services of an

Infrastructure hosting company to host for the NHBRC SAP Sandbox, Development and

Quality Assurance landscapes.

3. Scope

The scope of the hosted services required is currently limited to the three SAP landscapes

(SAP Sandbox, Development and Quality Assurance). The NHBRC may in future require the

bidder to offer services for hosting beyond SAP. This extended requirement may include

current business systems, office systems and other components of the Microsoft Enterprise

solution.

4. Landscape Design

The diagram below depicts the SAP landscape and the SAP modules to be hosted.

RFP.: NHBRC 1109/2013

5. Requirements

Listed below are the hosting requirements for NHBRC.

a. Printing Requirements

The NHBRC uses the RICOH MFP and printing solutions. The MPF solution is deployed

across the organizations Head Office and regional offices (refer to Appendix B for

details). Printing from the SAP systems is required from the hosted infrastructure.

Bidders should respond if this is possible. Any additional infrastructure requirements

must be listed in their response.

b. Email/Exchange

NHBRC currently has Exchange 2003 installed. Exchange is deployed at the head office in

Sunninghill as well as the 22 (twenty-two) regional offices. Connectivity and functionality between

the SAP landscape and the six hundred (~600) Exchange mailboxes is required.

c. SAP Landscape Sizing Requirements

i. SAP Sizing

NHBRC are currently in the process of completing the SAP Blueprint. Current sizing and capacity

requirements are not confirmed and finalized. An initial sizing requirement was produced for

planning. The sizing is tabled in Appendix-A.

RFP.: NHBRC 1109/2013

ii. Storage Requirements

The table provides the NHBRC storage requirements based on the current installation and

experience. The bidder is required to submit costs for the storage requirements. The bidder is

required to include the storage requirements when proposing their backup and storage solution.

d. Responsibilities

There are various stakeholders involved to deliver and maintain the desired service levels. To

ensure the levels are maintained the responsibilities are listed for each stakeholder.

i. NHBRC

The NHBRC and its SAP implementation partner(s) will take responsibility of the environment once

the OS has been installed and configured with access to the specific virtual server. The NHBRC

responsibilities include:

OS hardening

SAP Basis functions as per standard SAP Basis responsibilities

SAP specific OS patches and configuration

SAP product installation and configuration according to SAP Best Practices

SAP database installation and configuration

SAP application availability and support, including SAP fixes and applying SAP Notes

Database backup and recovery

Joint responsibility for change management

ii. Bidder Responsibilities

The bidder’s responsibilities include, but are not limited to:

Sandbox Development Quality Assurance

SAP Application Gb's Gb's Gb's

ECC ABAP 300 300 420

ECC JAVA 150 150 210

PORTAL 150 150 210

PI (Dual Stack) 200 200 280

Software 250 250 350

CRM ABAP 250 250 350

CRM JAVA 150 150 210

SOLMAN 400 400 560

GRC 200 200 280

DMS & CONTENT SERVER 300 300 420

SAP GIS 150 150 210

SRM (Dual Stack) 400 400 560

BW (Dual Stack) 400 400 560

NHBRC - SAP Preliminary Sizing Requirements

RFP.: NHBRC 1109/2013

OS installation and patch management

Server administration

Supply NHBRC Basis Authorized team with system administrative rights and access.

Network connectivity between NHBRC and the hosted SAP landscapes

Secured environment, including the provision of Anti-Virus control

SAP certified infrastructure, services and products

Dynamic provisioned hosting environment

Maintain configuration management in SAP Solution Manager

Service management meetings and reporting

Incident management and reporting

Backup and recovery software

VMWare and OS licenses

e. OS Requirements

NHBRC requires a virtualized environment using SAP certified VM Ware. The SAP application

requires a mixture of either Windows Server 20XX or Redhat Linux V5.xx. Licensing is the

responsibility of the bidder. All products must be at the required SAP certified level. Below are the

SAP OS requirements for the SAP applications.

The NHBRC requires the following Operating Systems to be available:

Red Hat Enterprise Linux V6.x

Red Hat Enterprise Linux V5.x

MS Windows Server 2008 R2

f. Change Management

The bidder and the NHBRC have a joint responsibility to maintain change management and

establish a Change Advisory Board (CAB). Recommendations are requested to the frequency

and process for holding the CAB.

g. Head-Office Relocation

The NHBRC will relocate its head office from the current location in Bryanston to 5 Leeuwkop

Road, Sunninghill. All network infrastructures will be required to connect to the new location.

Bidders are required to indicate the impact on the services, changes to the infrastructure as well

as any costs, time and effort associated with the move.

h. Flexibility and Scalability

The SAP Sakhasonke project is currently in the Blueprint phase. Due to this accurate sizing,

capacity and detailed requirements are not available. It is therefore essential that the solution

RFP.: NHBRC 1109/2013

offered is fully flexible and scalable. The bidder must indicate if during the contract period NHBRC

may shrink or grow the hosting solution. The bidder must fully explain the process and any cost

related to this.

i. Provision for expansion

NHBRC may consider expanding the hosting service requirement to current business services

and SAP landscapes. This may be a hybrid model, or a fully hosted solution, where NHBRC

supply part or all of their own equipment. Bidders are required to expand on this option and

provide cost for hybrid hosting, as well as costs for a pre-production and production environment.

NHBRC will require the bidder to provide a separate datacentre for this service. Bidders are

required to provide details and locations of both datacentres.

NHBRC may consider using one of the hosted environments for disaster recovery. Bidders are

required to provide documents and/or certification that this meets all legal requirements pertaining

to a disaster recovery site.

j. SAP Pre-Production and Production

As mentioned above NHBRC may in the future consider hosting their Pre-Production and

Production with the successful bidder. Details regarding these environments are not available at

the present. The bidder must provide NHBRC with a proposal and high level designs for this

environment. This options pricing must be clearly marked and submitted as an additional delivery

and pricing model. Standard production environment designs and requirements must be part of

the proposal. Should this requirement realize the requirements at the Sandbox, Development and

QA hosted environment will change to incorporate Disaster Recovery at this hosted site. The

bidder is required to detail this with pricing in the separate pricing requested.

k. DR Hosting of the current Legacy systems

NHBRC is requesting that bidders supply optional DR hosting services that include servers and

storage for the current legacy systems. These systems include Oracle applications, Oracle DB,

Siebel, Exchange and the Microsoft AD. To qualify the bidder needs to consider the legal DR

requirements and that the NHBRC primary site is located in Sunninghill, Johannesburg. Recovery

Logs will be replicated from the primary to the DR site. Bidders are required to supply

architectural design and pricing for this option.

l. Network

The attached diagram represents the future network for the NHBRC. The network upgrade is

scheduled for completion in the first quarter 2014. The hosted solution is represented on the left

of the diagram.

RFP.: NHBRC 1109/2013

m. Known Impacts

i. NHBRC Network Upgrade Project

There is a current MPLS network upgrade project – completion due end of first quarter of

2014. The timing and completion of this project may impact the awarding and

implementation of the SAP hosting services.

ii. Data Cleansing Project

The project is a prerequisite for data take-on during the Realization phase. The environment

identified for this is Quality Assurance (QA). The requirement for QA may be delayed until

such time when the above project has reached the milestone to have cleansed the data.

iii. Duration of SAP hosting requirements

The bidder is required to provide a cost for a minimum of 24 (twenty four) months. The

bidder is required to table the solution pricing for 24, 36 and 60 months. The bidder must

clearly indicate cost savings to NHBRC for the period exceeding 24 months.

n. Authentication

User access to the hosted infrastructure and the SAP landscapes must be authenticated by the

Active Directory services installed in NHBRC Head Office. The bidder must clearly indicate if this

is possible as well as any restrictions or other requirements.

RFP.: NHBRC 1109/2013

o. Data Take On

Data take on will take place from the SAP Project Office hosted at NHBRC Head Office. Please

indicate if this requires additional infrastructure and costs associated with this.

p. Phased Landscape Implementation

NHBRC is anticipating a phased implementation of the landscapes. As mentioned there are some

dependencies on other projects and milestones in the SAP Sakhasonke project to reach before

implementation. They are the network implementation, data cleansing and Blueprint.

RFP.: NHBRC 1109/2013

NHBRC - SAP Preliminary Sizing Requirements

Sandbox Development Quality Assurance

SAP Application DB APPS TOTAL SAPS DB Apps TOTAL SAPS DB APPS TOTAL SAPS

BW 7.3 144 252 396 360 480 840

300 900 1200

CRM 7.0 605 1094 1699 1632 2016 3648

960 4080 5040

ERP 6.0 151 266 417 384 504 888

300 960 1260

EP Portal NW7.3 144 252 396 360 480 840

300 900 1200

SAP GIS 144 252 396

360 480 840

300 900 1 200

SAP Mobile 112 223 335

372 372 744

0 930 930

SRM 346 634 980

960 1152 2 112

480 2400 2 880

Trex DEV 7 7 14

0 24 24 60 0 60

PI DEV 252 468 720

720 840 1 560 300 1800 2 100

GRC 144 252 396

360 480 840

300 900 1200

DMS - SAP Content Server 144 252 396

360 480 840

300 900 1200

Solution Manager 504 922 1426

1392 1680 3072

720 3480 4200

SPP 0 0 0

0 0 0

0 0 0

RFP.: NHBRC 1109/2013

Appendix-B

# OFFICE

NUMBER OF

EMPLOYEES TO

CATER FOR PER

SITE

1 Head Office (Sunninghill) 230

2 Business Continuity site (not currently available) 100

3 Kwa Zulu Natal(Durban) - Regional 30

4 Western Cape (Cape Town) - Regional 30

5 Eastern Cape (Port Elizabeth) - Regional 30

6 North West (Rustenburg) - Regional 30

7 Limpopo (Pietersburg) - Regional 30

8 Mpumalanga (Nelspruit) - Regional 20

9 Pretoria (Pretoria) - Regional 30

10 Free State (Bloemfontein) - Regional 20

11 Shelly Beach 5

12 New Castle 5

13 East London 5

14 George 5

15 Northern Cape (Kimberly) 10

16 Klerksdorp 5

17 Tzaneen 5

18 Bela Bela 5

19 Witbank 10

20 Bethlehem 5

21 Mafikeng 5

22 Eric Molobi (Shoshanguve) 20

23 Future Mobile office / ‘s 5

RFP.: NHBRC 1109/2013

PART C –EVALUATION PROCESS

1. In accordance with the NHBRC Supply Chain Management Policy, version number 10 effective from 01

March 2013 the tender evaluation process shall be carried out in four stages namely:

Stage 1 : Compliance check of Mandatory Documents and SCM requirements

Stage 2 : Local production and Content were relevant

Stage 3 : Functionality in terms of the set technical evaluation criteria

Stage 4 : Price, Financial and Preference

1. Stage 1 : Compliance check of Mandatory Documents

1. The bidder documents will be assessed at this stage of the process to establish compliance with the

standard conditions of the tender as described under Terms and Conditions.

2. The bidder must indicate compliance with the mandatory requirements by ticking under “Comply” or

“Not Comply” and should the bidder not indicate or does “Not Comply” the bidder will be disqualified

from the evaluation process.

3. Document proof of specific mandatory requirements must be attached to the relevant form failure

which will result in the disqualification of the bid from the process.

MANDATORY REQUIREMENTS

1.1.1.1 Mandatory Comply Not Comply

The service provider must have at least two hosting data centre’s and comply with legal DR Centre requirements. The bidder must attach proof thereof to Form 1 Data Centre Location and DR compliance.

Comments:


The service provider must provide a proposal and must attach it to Form 2 : Proposal

Comments:


The service provider must provide a project charter document and must attach it to Form 3 : Project Charter

Comments:

RFP.: NHBRC 1109/2013


The service provider must provide a statement of work document and must attach it to Form 4 : Statement of work

Comments:


The service provider must provide a master project schedule document and must attach it to Form 5 : Master Project Schedule

Comments:


The service provider must provide a milestone based payment schedule document and must attach it to Form 6 : Milestone based payment schedule

Comments:


The service provider must provide detail on all their listed responsibilities and must attach it to Form 7 : Vendor Responsibilities

Comments:


The service provider must provide detail on how they will connect to the NHBRC network and must attach it to Form 8 : Network details.

Comments:


The service provider must provide detail on how the hosted environment will connect to NHBRC Exchange and must attach it to Form 9 : Exchange Connectivity

Comments:

RFP.: NHBRC 1109/2013


The service provider must provide Security & Control Specifications. and must attach it to Form 10: Security & Control Specifications.

Comments:


The service provider must provide Company Resume and must attach it to Form 11: Company Resume

Comments:


The service provider must provide Audited Annual financial statements (2012-2013, 2011-2012, 2010-2011) and must attach it to Form 12: Audited Annual Financial Statements

Comments:


The service provider must provide Price Schedule and must attach it to Form 13: Price Schedule

Comments:

2. Stage 2 : Local production and content

The local production and content stage is not relevant to this particular tender.

3. Stage 3 : Functionality

1.3.1 Functionality of the bids will be evaluated according to the predetermined evaluation criteria set out

below.

1.3.2 During this phase bidders will be evaluated for functionality based on achieving a minimum qualifying

score of 85 percent, those bidders who fail to meet the minimum qualifying score for functionality will

be disqualified from the process.

1.3.3 Bidders will not rate themselves, but need to ensure that all information is supplied as required. The

Bid Evaluation Committee (BEC) will evaluate functionality and score all the bids that have met all

the requirements as set out on ‘Stage 1 Compliance check of Mandatory Documents’ in this

document.

RFP.: NHBRC 1109/2013

1.3.4 The panel members will individually evaluate the compliant bids received for functionality against the

following criteria as set out below:

1.3.4.1 The service provider must provide a proposal (attach to Form 2):

Technical Evaluation Criteria (Weight)

Sr. No. Item Points

1 IaaS How well does the vendor offer flexible IaaS solutions? Are there selectable options for NHBRC to select? Are the details comprehensive?

(3) 3

2 SaaS How well does the vendor offer flexible SaaS solutions? Are there selectable options for NHBRC to select? Are the details comprehensive?

(3) 3

3 Hosting Environments specified to requested details:

Does the Sandbox environment specified by the vendor meet the size and hardware requirements, including managed services? Does the Development environment specified by the vendor meet the size and hardware requirements, including managed services? Does the Quality Assurance environment specified by the vendor meet the size and hardware requirements, including managed services?

(12) 4 4 4

4 Hosting capabilities to future demand:

Does the vendor have the capability to host multiple datacentres to meet a possible multi datacentre for the NHBRC? Can they offer this as a solution and how does this enhance the operation of the NHBRC SAP landscape? Does the vendor with their multi data centres meet the required DR Legalities to ensure that NHBRC is safeguarded for DR activation? How well can the vendor offer a hosting solution that can host SAP and Non-SAP solutions and at the same time isolate the environments to eliminate impacting SAP operations?

(21) 8 5 8

5 Printing

Does the hosted environment integrate with the current NHBRC MFP solution? Is this seamless and no cost to NHBRC?

(1) 1

6 Exchange

Does the hosted solution offer integration and interoperability with the NHBRC local hosted Exchange solution. Is this zero or minimal to NHBRC.

(1) 1

7 Sizing to NHBRC Specification

Provide detail on the dynamic shaping and sizing? Detail the benefits of the dynamic offering to NHBRC? Provide detail on the dynamic scalability and process to change the hosted environment

(9) 3 3 3

8 Vendor Responsibilities (32)

RFP.: NHBRC 1109/2013

OS installation and patch management Server administration Supply NHBRC Basis Authorized team with system administrative rights and access Network connectivity between NHBRC and the hosted SAP landscapes Secured environment, including the provision of Anti-Virus control SAP certified infrastructure, services and products Dynamic provisioned hosting environment Maintain configuration management in SAP Solution Manager Service management meetings and reporting Incident management and reporting Backup and recovery software VMWare and OS licenses

1 1 1 3 3 6 3 2 2 1 5 4

9 OS Requirements

Red Hat EL V6.x Red Hat EL V5.x MS Windows Server 2008 R2

(5) 2 1 2

10 Change Management

Does the vendor Drive and implement CAB

(2) 2

11 NHBRC HO Relocation

Ability to relocate network connectivity when required Cost to NHBRC minimised (lower cost) for network changes Project manage the network move Minimize the impact to NHBRC and detail provided

(4) 1 1 1 1

12 Flexible and scalable

Vendor has the ability to expand or decrease environment size during contract. Provide detail.

(1) 1

13 Network

Vendor has detailed plan and ability to connect as per network standards and least cost to NHBRC

(1) 1

14 Timelines

Vendor has capability to implement and cost to NHBRC projects timelines Low cost impact to NHBRC

(3) 2 1

15 Authentication

AD authentication is possible without any changes for NHBRC or minimized

(1) 1

16 Data Take On

Vendor can accommodate NHBRC data take-on and least cost to NHBRC, e.g. NHBRC can upload or do data take-on on-site at vendor

(1) 1

Total 100

Minimum Qualifying score 85

Each panel member will rate this sub criterion on the score sheet using the following scale:

RFP.: NHBRC 1109/2013

Value Description

5 – Excellent Meets and exceeds NHBRC functionality requirements

4 – Very Good Above average compliance to requirements

3 – Good Satisfactory and should be adequate for stated element

2 – Average Below average compliance to requirements

1 – Poor Unacceptable, does not meet criteria

The points for the panel members will be added and expressed as a fraction of the best possible score for

each particular criterion.

4. Stage 4 : Price, Financial and Preference

a) The bidders must populate Form 14 Pricing Schedule and submit in a separate envelope.

b) Only bids that achieve minimum qualifying score for ‘Stage 3 : Functionality’ in this bid will evaluated

further.

c) The qualifying bids will be evaluated in accordance with the 90/10 preference point systems as

prescribed in the PPPFA regulations 5 and 6.

d) The lowest acceptable bid will score 90 points for price. Bidders that quoted higher prices will score

lower points for price on a pro-rata basis.

e) The formulae that will be utilized in calculating points scores for prices is as follows:

90/10 Preference point system (for acquisition of services, works or goods with a Rand value

above R1million) (all applicable taxes included)

(

)

Where:

Ps = Points scored for comparative price of bid or offer under consideration

Pt = Comparative price of bid or offer under consideration

Pmin = Comparative price of lowest acceptable bid or offer.

f) The points scored will be rounded off to the nearest two decimal places.

g) Then points will be awarded to a bidder for attaining the B-BBEE status level of contribution in

accordance with the table below:

BBBEE Level 90/10

Level 1 10

Level 2 9

Level 3 8

Level 4 5

Level 5 4

Level 6 3

Level 7 2

Level 8 1

Non-Compliant Contributor

0

h) Then the points scored for price will be added to the points scored for B-BBEE status level of

contribution to obtain the bidders total points scored out of 100.

RFP.: NHBRC 1109/2013

Form 1: Data Centre Location and DR compliance

RFP.: NHBRC 1109/2013

Form 2: Proposal

RFP.: NHBRC 1109/2013

Form 3 : Project Charter

RFP.: NHBRC 1109/2013

Form 4 : Statement of work

RFP.: NHBRC 1109/2013

Form 5 : Master Project Schedule

RFP.: NHBRC 1109/2013

Form 6 : Milestone based payment schedule

RFP.: NHBRC 1109/2013

Form 7 : Vendor Responsibilities

RFP.: NHBRC 1109/2013

Form 8 : Network details.

RFP.: NHBRC 1109/2013

Form 9 : Exchange Connectivity

RFP.: NHBRC 1109/2013

Form 10 : Security & Control Specifications.

RFP.: NHBRC 1109/2013

Form 11 : Company Resume

RFP.: NHBRC 1109/2013

Form 12 : Audited Annual Financial Statements

RFP.: NHBRC 1109/2013

Form 13 : Pricing Schedule

a) When calculating comparative price discounts that have been offered unconditionally will be

taken into account in the calculation of preference scores for pricing. Discounts that have

been offered conditionally will not be taken into account for evaluation purposes, and should

be implemented if payoff should be affected.

b) The bidder must populate in full the pricing schedule below. Indicated is an estimate bill of

quantities of usage over an annual basis and should be completed to price your services for

a period of 12 months. Only firm prices will be accepted. Non-Firm prices (including prices

(subject to rates of exchange variations) will not be considered. All delivery costs must be

included in the prices. This Schedule must be submitted in a separate envelope.

No. Particulars Price per

enquiry

Unit of

Measure

Unconditional

Discounts

Total Cost

1. Maintenance and

support

R R

2. Implementation

Services

R R

3. Software

Configuration

R R

4. Project Management

R R

5. Change

Management

R R

6. Training

R R

7. Data migration

R R

8. Testing Services

R R

Total Excluding VAT R

VAT @ 14% R

Comparative Price (12 Months) = Total incl. VAT (12 Months) R

Comments:

RFP.: NHBRC 1109/2013

PART D – RFP SUBMISSION INSTRUCTIONS

1. Availability of the RFP Document

1.1. Bid documents will be available from the NHBRC Head Office from the 07 February 2014 from

9H00 to 16H00 (Monday to Friday) at the following address:

Province Physical Address & Contact Number

Head Office, Gauteng 10 Muswell Road South

Phase 4 Silver Stream Business Park

Bryanston, Johannesburg

Tel: 011 317 0000

2. Compulsory Briefing Session

2.1 A Compulsory Briefing Meeting will be held at NHBRC Head Office, on the 12 February 2014 at

11h00 at the follow address:





Tel: 011 317 0000

2.2 Bidders who have not attended the compulsory briefing session will be disqualified.

3. RFP Closing Date

3.1 All Bid documents must be deposited into the Bid box situated at the NHBRC Head Office, on or

before 28 February 2014, at 11H00 at the following address:





Tel: 011 317 0000

No late proposals will be accepted

RFP.: NHBRC 1109/2013

3.2. Bid documents should be marked for Attention: Supply Chain Manager, and deposited into the Bid

boxes at the NHBRC Head Office, 10 Muswell Road South, Phase 4 Silver Stream Business Park,

Bryanston. No emailed or faxed Bids will be accepted. The Bid document should be supplied in a

sealed envelope and clearly marked with the Bid number and the full name of the service provider.

4. Enquiries should be directed to:

Ms.Thobile Mgidi - Tel. (011) 317 0240,email: [email protected]

5. Number of bid envelopes/files to be deposited:

Submission of bid envelopes/files MUST include ONE (1) Original Copy of the submission and FOUR

(4) copies of the submission and one (1) for the pricing schedule. A total of FIVE (6) envelopes/files

per bidder.

mailto:[email protected]

RFP.: NHBRC 1109/2013

PART E –ADDENDUMS TO THE RFP

The following documents as listed will be made available with the distribution of the RFP.

DOCUMENTS TO BE SUBMITTED

No. Please note; the items marked with an (X) are mandatory requirements

and failure to meet the requirements will result in your bid being

disqualified.

1. Original and valid B-BBEE Status Level or certified copy

2. X SBD1 (Invitation to bid) (Make sure it is signed and thoroughly

completed)

3. X SBD2 (Tax Clearance Certificate) Certificate must be original and

valid

4. X SBD 3.1 or SBD 3.2 (Pricing schedule) If not filed please refer to

Annexure or Addendum in your submission where price is mentioned

5. X SBD 3.3 (Pricing schedule) If not filed please refer to Annexure or

Addendum in your submission where price is mentioned

6. X SBD 4 (Declaration of interest) (Make sure it is signed) and thoroughly

completed)

7. X SBD 6.1 (Preference claim form) Must be signed regardless if points

are claimed or not. (Make sure it is signed and thoroughly completed)

8. X SBD 6.3 (Promotion of small business) (Make sure it is signed and

thoroughly completed )

9. X SBD 8 (Declaration of Bidder’s past supply chain management

practices) (Make sure it is signed and thoroughly completed)

10. X SBD 9 (Certificate of independent bid determination – Make sure it is

signed and thoroughly completed )

11. General Conditions of the contract (GCC)

12. X Other documents as mentioned in the bid terms of reference.

13 X NHBRC Supplier Registration Form