BID SPECIFICATION
RFB REF. NO: / RFB 1622/2017DESCRIPTION / Supply and Installation of Information Technology Asset and Devise Tracking Tool as well as Monitoring of the Assets of the Department of Higher Education and Training (DHET) for a Period of 36 Months.
VENDOR BRIEFING ESSION / N/A
CLOSING DATE FOR QUESTIONS / QUERIES / 05 October 2017
RFB CLOSING DETAILS / DATE: 12 October 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: 12 October 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 4
1. PURPOSE AND BACKGROUND 4
1.1. PURPOSE 4
1.2. BACKGROUND 4
2. SCOPE OF BID 4
2.1. SCOPE OF WORK 4
2.2. DELIVERY ADDRESS 5
2.3. CUSTOMER INFRASTRUCTURE AND ENVIRONMENT 5
3. TECHNICAL REQUIREMENT OVERVIEW 5
3.1. PRODUCT REQUIREMENT 5
3.2. SOLUTION REQUIREMENT 6
3.2.1. SOLUTION TARGET ARCHITECTURE 6
3.3. PROJECT AND SERVICES REQUIREMENTS 6
4. BID EVALUATION STAGES 7
ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION 8
5. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS 8
5.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION 8
5.2. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS 8
ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS 9
6. TECHNICAL MANDATORY 9
6.1. INSTRUCTION AND EVALUATION CRITERIA 9
6.2. TECHNICAL MANDATORY REQUIREMENTS 9
6.3. DECLARATION OF COMPLIANCE 13
7. TECHNICAL FUNCTIONALITY 13
“NOT APPLICABLE FOR THIS BID” 13
8. PROOF OF CONCEPT 13
ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC) 14
9. SPECIAL CONDITIONS OF CONTRACT 14
9.1. INSTRUCTION 14
9.2. SPECIAL CONDITIONS OF CONTRACT 14
9.3. DECLARATION OF ACCEPTANCE 20
ANNEX A.4: COSTING AND PRICING 21
10. COSTING AND PRICING 22
10.1. COSTING AND PRICING EVALUATION 22
10.2. COSTING AND PRICING CONDITIONS 22
10.3. DECLARATION OF ACCEPTANCE 23
10.4. BID PRICING SCHEDULE 24
ANNEX A.5: TECHNICAL SCHEDULES 30
11. Technical Schedules 30
11.1. LOCATION SCHEDULE 30
11.2. EQUIPMENT AND QUANTITY SCHEDULE 30
11.3. SOLUTION ARCHITECTURE 30
11.4. SERVICES AND PERFORMANCE SCHEDULE 30
11.5. PROJECT AND DELIVERY SCHEDULE 30
ANNEX A.6: Terms and definitions 31
1. ABBREVIATIONS 31
2. DEFINITIONS 31
ANNEX A.7: BIDDER SUBSTANTIATING EVIDENCE 32
ANNEX B: LOCAL CONTENT REQUIREMENTS (SBD 6.2) 33
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 Information Technology Asset and Device Tracking and Monitoring Tool of the assets of the Department of Higher Education and Training (DHET) including support and maintenance for a period of 36 months.
1.2. BACKGROUND
The Department requires an Information Technology Asset and Device Tracking tool which encompasses asset inventory, remote data protection, theft investigation and recovery, and, monitoring assets nationwide.
2. SCOPE OF BID
2.1. SCOPE OF WORK
1.1 The scope of work includes:
a. A licensed subscription of the solution spanning 3 years and to be installed/ configured in all identified devices already within the infrastructure as well as assets yet to be procured.
b. An ongoing service to the department that is software-as-a-service solution, (i.e. Cloud based) specifically for operation of the production data centre which is hosting the monitoring servers.
c. A Customer Centre web portal, as well as the Technical Support Services and Recovery Services as required from time-to-time for the duration of the contract.
d. Resource assistance to manage tracking, recovery and data destruction of departmental assets as an option. NOTE! This must be costed separately on an annual rate.
1.2 The features must include the following as a minimum requirement:
a. Asset Administration – The tool must:
i. provide an easy to use and cost effective interface to easily monitor device status
ii. be able to collect accurate and comprehensive information from each device;
iii. have customizable alerts for notifications when an unauthorized change is detected on devices;
iv. include user identification details, physical locations, and
v. Be accompanied with a user guide or operating policies which the DHET can select from or customise.
b. Data & Device Security - Sensitive data is the intellectual property of the DHET and must be protected at all times, hence the Tool must have the capability to be accessed remotely to safeguard and protect data if at risk. Data that is at end of life must be able to be deleted/purged so that it is not accessible to unauthorised access. Audit logs and lifecycle certificates must be available as proof of data deletion/purging.
c. Geotechnology - Ability to track and trace, set physical locations to limit movement creating controls of moveable assets (desktops and laptops will be defined differently). Functionality to track assets all over the world. The ability to build geo-fences ensuring devices are only allowed within a pre-approved vicinity and creating alerts if device moves out of the secure vicinity.
d. Endpoint Forensics - Providing advanced forensics for devices that are stolen and would need investigations if any criminal activity is associated including the ability to trace the holder of the device.
e. Theft Recovery - Capabilities to provide assistance during criminal investigating action involving theft of a device, by tracking, tracing and recovering devices. Criminal investigating activity can be linked to local Police to assist in further investigations. Assist with speedy recovery of devices to protect sensitive data and intellectual property.
2.2. DELIVERY ADDRESS
The goods or services must be supplied or provided at the following physical address(es); OR
No / Physical Address / GPS Coordinates (optional)1 / 123 Francis Baard Street, Pretoria, Gauteng
2 / INDLELA , Old Pretoria Road, Olifantsfontein, Midrand
3 / NDINAYE HOUSE 178 Francis Baard Street , Pretoria, Gauteng
2.3. CUSTOMER INFRASTRUCTURE AND ENVIRONMENT
The current environment of the Department of Higher Education and Training consists of “hardcat” asset management software and therefore the required solution will be required to integrate with the current “hardcat” software. Baseline should be set at 1200 devices to be tracked. The department currently utilise desktops and laptop running Windows and MAC operating systems.
3. TECHNICAL REQUIREMENT OVERVIEW
3.1. PRODUCT REQUIREMENT
The successful bidder must install and configure the Asset and Device Tracking Tool in accordance with the DHET’s requirements and will be required to work with and provide feedback to the relevant officials from the DHET during installation and configuration.
3.2. SOLUTION REQUIREMENT
The solution must uniquely maximise the value of physical assets within an organisation at every stage of its lifecycle through optimisation and automation of the management process for planning, acquiring, deploying, maintaining, and retiring assets.By continually linking asset data to related business data sets in an automated manner, structured information is always available to authorised users via a web-portal.
3.2.1. SOLUTION TARGET ARCHITECTURE
The bidder must provide its solution architecture that make provision for:
Online solution that must accommodate the tracking, tracing and monitoring of physical assets as they move within and outside the organisation enabling the automatic creation of an audit trail and the proactive notification of inventory exceptions driving business efficiencies in prioritising management and decision support.
3.3. PROJECT AND SERVICES REQUIREMENTS
The bidder is required to outline the following as part of this part of the proposal
(1) PROJECT DELIVERY SCHEDULE AND PERFORMANCE
(a) A summarised and detailed project work plan to configure and install the solution with major milestones and deliverables (Including any assumptions made in developing your proposed approach.
(b) A detailed project change management proposal.
(2) SERVICE DELIVERY SCHEDULE AND PERFORMANCE METRICS
(a) Service definition / statement of work:
i. A licensed subscription of the solution spanning 3 years and installed/ configured in all identified devices already within the infrastructure as well as assets yet to be procured.
ii. An ongoing service to the department that is software-as-a-service solution, specifically for operation of the production data centre which is hosting the monitoring servers.
iii. A Service Provider Customer Centre web portal, as well as the Technical Support Services and Recovery Services as required from time-to-time for the duration of the contract. Resource assistance to manage tracking, recovery and data destruction of departmental assets as an option
(b) Service performance metrics includes:
i. Life cycle management for all department ICT assets.
ii. Enabling the management and security of all departmental owned desktops and laptop running Windows and MAC operating systems.
iii. Automated Inventory and Security for all department's ICT asset.
iv. Ensure device and data visibility on and off the DHET network.
v. Reduce vulnerabilities and remediate breaches instantly.
vi. Ability for the agents to self-heal or re-install when attempts are made to break or compromise them on the endpoints.
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 / NO
Stage 3 / Special Conditions of Contract verification / YES
Stage 4 / Price / B-BBEE evaluation / YES
(1) 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 DHET is unable to verify whether the pre-qualification requirements are met, then DHET 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.
(3) 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.
(4) 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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CONFIDENTIAL
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, DHET 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”.
(5) 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 certified by the Original Software Manufacturers as a “Gold” or equivalent or higher partner. / Provide a copy of a valid letter from OSM :
(a) the bidder name,
(b) the bidder is a certified partner (Gold or higher)
(c) date the partnership was established, and
(d) information stating that the partnership is valid at time of bid.
Note: All letters, certificates or licenses must be in writing, dated, signed and on a letterhead of the entity that issued to letter. / Provide unique reference to locate substantiating evidence in the bid response – see Annex A.7
(2) BIDDER EXPERIENCE AND CAPABILITY REQUIREMENT
The bidder must have installed and configured asset/device tracking and monitoring systems to at least 2 customers during the past five (5) years; / Provide Customer 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 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;
(3) BIDDER SOLUTION REQUIREMENTS
The solution must provide the following major functions or services across the desktops and laptop running Windows and MAC operating systems.
(a) Service provider Customer Centre web portal, as well as the Technical Support Services and Recovery Services as required from time-to-time for the duration of the contract.
(b) Resource assistance to manage tracking, recovery and data destruction of departmental assets as an option
(c) Service providers should add all the necessary equipment that may not have been mentioned so as to ensure a workable solution
(d) An ongoing service to the department that is software-as-a-service solution, specifically for operation of the production data centre which is hosting the monitoring servers.
(e) Asset Administration – The tool must:
i. provide an easy to use and cost effective interface to easily monitor device status and ensure regulatory compliance is maintained;
ii. be able to collect accurate and comprehensive information from each device;
iii. have customizable alerts for notifications when an unauthorized change is detected on devices;
iv. include user identification details, physical locations, etc. and
v. Be accompanied with a user guide or operating policies which the DHET can select from or customise.
(f) Geotechnology - Ability to track and trace, set physical locations to limit movement, creating controls of moveable assets (desktops and laptops will be defined differently). Functionality to track assets over the internet map. The ability to build geo-fences ensuring devices are only allowed within a pre-approved vicinity and creating alerts if device moves out of the secure vicinity
(g) Endpoint Forensics - Providing advanced forensics for devices that are stolen and would need investigations if any criminal activity is associated including the ability to trace the holder of the device.
(h) Theft Recovery - Capabilities to provide assistance during criminal investigating action involving theft of a device, by tracking, tracing and recovering devices. Criminal investigating activity can be linked to local Police to assist in further investigations. Assist with speedy recovery of devices to protect sensitive data and intellectual property.
(a) Enable the management and security of all company owned desktops and laptop running Windows and MAC operating systems.
(b) Generate automated Inventory and Security for all department's asset. Ensure device and data visibility on any network.
(c) Provide ability for the agents to Self-heal or Re-install when attempts are made to break or compromise them on the endpoints. / Evidence: Referenced technical specifications from the OSM showing each features as required / <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7>
6.3. DECLARATION OF COMPLIANCE