Invitation to Tender - ppecb.com€¦ · Web viewAs a result, PPECB is looking at a systematic approach in addressing the required improvement. The proposed solution in response

RFP REFERENCE: RFP/ICT/CSP/2019/48

MICROSOFT ENTERPRISE LICENSE AND CLOUD SERVICE PROVIDER

PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB) OFFICES

Closing Date: 08th November 2019 Closing Time: 11H00

ISSUED BY: PREPARED BY:

PERISHABLE PRODUCTS EXPORT CONTROL BOARD45 Silwerboom AvenuePlattekloofCape Town 7500

Tell No: 021 930 1134

Contact person:

Procurement Manager

PERISHABLE PRODUCTS EXPORT CONTROL BOARD45 Silwerboom AvenuePlattekloofCape Town 7500

Registered Name of Bidder:

Trading Name of Bidder:

Registration No. of Entity:

Contact Person: Position:

Tel. No: E-Mail Address:

Cell No: Fax No:

THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD RFP/ICT/CSP/2019/48

MICROSOFT ENTERPRISE LICENSE AND CLOUD SERVICE PROVIDERPERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB) OFFICES

TABLE OF CONTENTS

1. INVITATION TO SUBMIT PROPOSAL..................................................................................................3

2. TENDER INFORMATION AND INSTRUCTIONS..................................................................................3

3. CLOSING TIME..................................................................................................................................... 4

4. PPECB BACKGROUND........................................................................................................................4

5. PROJECT BACKGROUND................................................................................................................... 5

6. OBJECTIVES........................................................................................................................................ 5

7. SCOPE OF SERVICES......................................................................................................................... 6

8. REQUIREMENTS FOR TENDER SUBMISSION..................................................................................9

9. TENDER EVALUATION SPECIFICATIONS AND PROCESS.............................................................10

10. FINANCIAL PROPOSAL................................................................................................................. 14

11. SPECIAL CONDITIONS.................................................................................................................. 16

12. INSURANCE.................................................................................................................................... 16

13. REVISIONS TO REQUEST FOR PROPOSAL................................................................................16

14. RESERVATIONS............................................................................................................................. 16

15. FURTHER INFORMATION..............................................................................................................17

16. FORM OF CONTRACT................................................................................................................... 17

17. GENERAL TERMS AND CONDITIONS..........................................................................................17

CONFIDENTIALITY AND PROPRIETARY NOTICE

This document contains information which is proprietary and confidential to the PPECB.

No part of the content may be used, copied, disclosed or conveyed in whole or in part to any party in any manner whatsoever other than for purpose of submitting a tender bid, without prior written permission from PPECB.

All copyright and intellectual property rights herein vests in PPECB.

Unauthorized use of the PPECB’s Logo and/or branding in any proposal document is strictly prohibited. No PPECB branding or co-branding may be used in any submission documentation or proposal without the explicit permission of the PPECB’s Marketing and Communication Department.

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1. INVITATION TO SUBMIT PROPOSAL

Bidders are invited to tender for the implementation and enhancement of Microsoft Enterprise Solutions as well as migration from the current PPECB platform to the Microsoft latest Technologies.

Bidders must comply with the instructions to Bidders and all other requirements of this Invitation to Tender. Non-compliance may lead to a tender not being considered by the PPECB.

The bid and accompanying documents must be carefully parcelled, sealed and delivered to the Procurement tender box in the reception area of PPECB Head Office by no later than the 08 th November 2019 at 11:00.

2. TENDER INFORMATION AND INSTRUCTIONS

The following terms shall have the following meanings:

Invitation to Tender: Microsoft Enterprise License and Cloud Service ProviderContact Person: The Procurement Manager

PPECB45 Silwerboom AvenuePlattekloof7500

Public Entity: Perishable Products Export Control Board (PPECB)Bidder: The person / organisation submitting a tender bid to the PPECB

under this tender.

The PPECB invites Bidders to submit a fixed price for the implementation and enhancement of Microsoft Enterprise License and Cloud Service Provider as well as migration from the current PPECB platform to the Microsoft latest Technologies as outlined under technical specifications. Tenders are invited in accordance with the information in this pack.

Bidders are required to submit detailed proposals to demonstrate their ability to provide the services they will deliver on this RFP. A detailed specification of the services required by PPECB is contained herein.

The tender shall be submitted on the Forms of Tender incorporated herein. The form shall be signed by each Bidder and submitted in the manner and by the date and time stated below together with the documents listed duly completed.

All of the following documents (Part 1 to 9) must be submitted as part of the response to this bid request. Failure to do so will invalidate a response.

Form No Document Description1. SBD 1 Invitation to Submit Proposal2. SBD 3.3 Pricing Schedule3. SBD 4 Declaration of Interest4. SBD 6.1 Preference Point Claim Form5. SBD 7.2 Contract Form: Rendering of Services6. SBD 8 Declaration of Bidder’s past SCM Practices 7. SBD 9 Certificate of Independent Bid Determination

Each Bidder should ensure that it is thoroughly familiar with the Tender Documents and understands the obligations that will apply if the Tender is accepted by the PPECB.

The tender submission and assessment process will be conducted in compliance with the Public Finance Management Act of 1999, Supply Chain Regulation and PPECB’s Procurement Policy. PPECB is committed to support and grow Black Economic Empowerment and Small Medium Enterprises in South Africa, emphasis being placed on procurement from historically disadvantaged South Africans.

Bidders shall highlight where a conflict of interest exists or may exist between parties under the proposed contract. In the event that a conflict of interest exists between the most advantageous Bidder and the

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PPECB, the said Bidder’s bid will not be accepted. The next most advantageous Bidder will be awarded the contract.

The award of the tender is subject to receiving approval from the Board Members of the PPECB.

It is the responsibility of each Bidder to obtain for itself at its own expense any additional information necessary for the preparation of the tender. This document and the information contained within it are for vendor use only, for the purposes of preparing a response to this RFP. The document is not to be duplicated and distributed, nor is its information to be disclosed to any third party without PPECB's written permission. Should Bidders believe that they require further information, they are invited to contact the Procurement Officer. Any queries relating to the Tender Documents should be sent in writing to the Procurement Officer to arrive no later than five days before the date for submission of the tender. The Procurement Officer may if necessary issue written circulars to Bidders amending or clarifying the Tender Documents and Bidders shall comply with these.

All proposals are to be submitted in PDF format on the envelopes to the designated Tender Box. Proposals must consist of two parts, each of which is submitted in a separate PDF package clearly marked:

Envelope 1: Technical Proposal: RFP No. RFP/ICT/ASA/2019/47 (No Pricing in this envelope)

Envelope 2: Pricing Proposal, B-BBEE and other Mandatory Documentation: RFP No. RFP/ICT/ASA/2019/47

A Soft Copy should be submitted on a USB in word document sealed in a small envelope.

Proposals submitted by companies must be signed by a person or persons duly authorised thereto. The PPECB will award the contract to qualified bidder (s) whose proposal is determined to be the most advantageous to the PPECB, taking into consideration the technical (functionality) solution, price and B-BBEE.

RFP TIMETABLE

Timetable Dates

RFP Issue Date: October 18, 2019

Responses and costing to be submitted: November 08, 2019

BAC Approval November 19, 2019

Board Approval November 28, 2019

3. CLOSING TIME

The closing time for submission of Tender Offers is: 11H00 on 08th November 2019.

The PPECB business hours are between 08:15 – 16:45. Where a proposal is not received by the PPECB by the due date and at the correct location, it will be regarded as a late bid. Late proposals will not be considered.

Telephonic, telegraphic, telex, electronic or e-mailed tenders will not be accepted.

4. PPECB BACKGROUND

PPECB is a Schedule 3A Public Entity that is constituted and mandated in terms of the PPEC Act, No 9, of 1983 to perform cold chain services. PPECB also delivers inspection and food safety services as mandated by the Department of Agriculture, Forestry and Fisheries under the APS Act, No.119 of 1990.

PPECB’s executive Authority is the Minister of Agriculture, Forestry and Fisheries who appoints the Board Members. The Board comprises of representatives from the perishable product industries.

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PPECB, mandated by the Department of Agriculture, Forestry and Fisheries, has been delivering end-point inspection services on perishable products destined for export since 1991. PPECB employs more than 500 people, who deal with more than 200 products and 500 varieties. There are 50 service types, over 30 offices in 11 production regions, at more than 1,500 locations.

PPECB is responsible for South Africa's cold chain management and ensures that products for export are handled, stored and transported at specific temperatures and optimum conditions.

Please visit PPECB’s website on www.PPECB.com for more info on PPECB.

5. PROJECT BACKGROUND

PPECB has an Enterprise Agreement with Microsoft. The organization intends to implement all latest Microsoft Solutions that are procured through this license agreement and migrate emails and user data from the PPECB platform to the Microsoft platform.

The PPECB ICT Department is a critical support function which provides software solutions for all business departments predominantly based on its on-premise ICT infrastructure and applications that is managed end-to-end internally by ICT Team. Currently PPECB uses the following three technology platforms for providing business solutions.

1. Microsoft Dynamics Suite (Navision 5 & 13). PPECB will be implementing several modules of Microsoft Dynamics 365 business solutions like Financial Accounting (General Ledger, Accounts Payable, Accounts Receivable etc.), Resource Planning, Portals, Marketing, Human Resources, Asset Accounting, access to key interfaces and Supply Chain Management. Field Services, and other modules as per PPECB needs arise. Additionally, various technology solutions like Business Intelligence Reporting tools, Enterprise Portal, Process Integrator etc. will be implemented to ensure end-to-end system solution to complex business processes within PPECB for enabling many critical internal and external scenarios with Customers, Partners and Stakeholders.

2. Microsoft Technology. In addition to core Microsoft Dynamics Business Processes, PPECB TITAN 2.0 web application is being developed in-house using the Microsoft Technology platform and framework to provide a comprehensive solution to internal and external users (like Vendors, Customers and various Stakeholders). Some of the other critical usage of Microsoft Technology within PPECB is in the area of Active Directory services for Domain Management, IIS Server, User Authentication, SharePoint Portal, DevOps solution, e-mail solution (Microsoft Exchange) and TEAMS (messaging and collaboration solution).

3. Microsoft BI technology stack in use providing SQL server integration services, SQL server DBMS, SQL server Analyical services, SQL server reporting Services, and Performance management apps for data visualisation. This is further extended by using Excel add-ins, such as PowerPivot, PowerView and PowerBI desktop.

In order to explore latest technology solutions for new Digital Initiatives, PPECB has decided to engage with a partner as the PPECB License and Cloud Service Provider (CSP) which will give the flexibility of scaling up operations as and when required, enable rapid deployment of applications and facilitate pay as per usage.

In context of the above, PPECB invites Microsoft Cloud Service Providers (CSP) License Service Providers to provide various Microsoft AZURE Cloud services, subscription-based offerings, value adds on our current Enterprise Agreed during the contract period of 5 years.

6. OBJECTIVES

PPECB intends to select a preferred bidder for the management of its Microsoft Enterprise Agreement implementation and enhancement of Microsoft Enterprise Solutions as well as migration from the current PPECB platform to the Microsoft latest Technologies with the view of concluding a service level agreement (SLA) where applicable with such a successful bidder.

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This will enable the PPECB to screen and select preferred ICT partner(s) for the design, supply, build, implementation, support, license management and transfer of knowledge of the required Microsoft Technology Environment.

Obtain a comprehensive quote (clear and unambiguous) from bidders in terms of their ability to support the delivery of the relevant Solutions and specifically the realisation of the objectives and expected benefits as stated in later sections of this document.

Provide sufficient information to enable a Cloud Service Provider (CSP) and License Service Provider (LSP) to develop future-proof Microsoft Solutions architecture to enable the PPECB’s Enterprise Architecture.

Obtain a high-level understanding of the MS Solutions partner/s proposed implementation approach and alignment of their strategic roadmap to the PPECB strategy.

7. SCOPE OF SERVICES

The PPECB seeks to advance its Digital Transformation Agenda and in its quest to revitalize, PPECB is faced with a challenge to ensure improved security and authentication, access to information, standardisation, centralisation, application enhancements and connectivity.

The requirement is to activate the recently signed Microsoft Enterprise Agreement (EA) to unlock its value towards the realisation of organisational excellence and close some of the pertinent gaps identified. This should be done in line with the adopted strategic ICT objectives. Through the MS-EA PPECB has acquired 480 licenses and is looking at increasing these to cover the entire user base of ±1000 users.

Specifications

PPECB has identified the following areas as critical to focus on in relation to the improvement of the current environment:

Ensuring effective License management Subscription license-based model User Authentication and multi-factor authentication Improving security and supportability Microsoft Office 365 Windows 10 and BitLocker encryption Application of desktop policies Configuration Management Deployment of Operating Systems and Software Service Management Operations Management Document Management DevOps Microsoft Dynamics 365 Cloud Services (Includes private cloud) Microsoft data platform

As a result, PPECB is looking at a systematic approach in addressing the required improvement. The proposed solution in response to PPECB’s specific situation should be guided by Best Practice, Industry Trends and key Architecture Principles. Based on the identified challenges, the PPECB needs to deploy multiple solutions within the Microsoft Solution Suite as follows:

a) Effective rollout of Active Directory in line with the existing Microsoft design across the PPECB estate. Migration to AZURE AD.

b) Effective rollout of Desktop Management solution using System Center 2016 Configuration Manager Technology as deployed already by Microsoft

c) Enterprise Monitoring solution using System Center 2016 Operations Manager integrated with Azure Operations Management Suite (Azure OMS) and Microsoft Application Insights, subscription-based.

d) Design deployment and rollout of Azure Exchange.e) Windows 10 Enterprise Desktop Service with Azure Threat Protection (Windows Defender ATP)

feature capability demonstration

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1) Windows 7 Client Desktop Management (ensuring that Win-7 is taken to account in defining the Win-10 deployment since Win-7 is still part of the current standard)

f) Microsoft Identity Management (MIM) g) Distributed File System (DFS) solution with Windows Server 2016 File Server infrastructure as

the new Microsoft based solution to handle PPECB Data File service. h) Analytics - Power BI - To enable Azure Stream Analytics / Azure SQL database to develop

reports/KPI on the fly using the powerful visualization tool of PowerBi.1) PowerBi to enable Azure Stream Analytics / Azure SQL Database.2) To integrate with multiple data sources including on premise server(s)3) Integration with Microsoft Dynamics

i) Other New Initiatives – As a part of PPECB Digital Initiatives many new applications/processes in future may require different cloud services/resources in terms of Compute, Storage and Infrastructure etc. These services will be identified as a part of the application design and will be consumed as per requirement. The Cloud and License Service provider should be able to provide the necessary services as mutually agreed by PPECB and the Service provider.

j) Security features - During the contract period, following conditions should strictly be met. Any change/ variation in these conditions should be notified to PPECB immediately. Reports of periodic audits and certifications should be made available online or shared on demand for scrutiny.

k) Backup as a service – Azure and on-premise backups solutionl) Microsoft Dynamics 365

1) The cloud architecture must include services that automate software deployment and provisioning, operational monitoring and reporting, and seamless application lifecycle management.

2) Lifecycle Services (LCS) – LCS is a multi-tenant shared service that enables a wide range of lifecycle-related capabilities such as service level agreement (SLA) monitoring and reporting capabilities.

3) Finance and Operations – The instances are deployed through LCS to the Azure subscription. Available topologies are demo, development/test, and high-availability production.

4) Shared Microsoft services – Finance and Operations uses several Microsoft services to enable a “One Microsoft” solution where customers can manage a single sign-in, subscription management and billing relationship with Microsoft across Finance and Operations, Microsoft Office 365, and other online services.

5) Many features of the Azure platform are used such as Microsoft Azure Storage, networking, monitoring and SQL Azure.

m) DevOpsUsage of AzureDevOps and DevSecOps Services. We are currently using AzureDevOps Server which is the on-prem TFS and will be moving to the cloud version in before the end of the current FY (March 2020).

n) Payment Terms

1) Billing must happen to be identified at the time enabling cloud services/resource for a process/application.

2) Monthly payments will be made at the end of each month based on the actual usage of Microsoft AZURE cloud services/resources.

a. Service Provider will have to ensure that invoices and copy of list price published by Microsoft Azure and other associated documents are signed, stamped with date by the location for processing payment. Failure to do so can result in rejecting invoice and delaying payment.

o) Service Level Agreement (SLA) – Mandatory requirement

1) Bidder to ensure 99.95% uptime for the application hosted on the CSP’s cloud.2) All services to be delivered as per timelines mutually defined and agreed by PPECB and

the CSP.3) Successful bidder must ensure support (24 hrs every day x 365 days in each year) for any

issue related to availability and accessibility of Service Provider system.4) Successful bidder would be solely responsible for any defect in service.

Solution Implementation Roadmap

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PPECB has defined an implementation roadmap as its own guideline for realising the value of the Microsoft Enterprise Agreement. This roadmap is based on the overall envisaged MS Program and should be used as point of reference for the delivery of the set requirements. We are therefore seeking a cloud solution provider (CSP) for our cloud requirements for a period of 5 years.

The delivery of the required services should be aligned to the PPECB roadmap and priorities. To this point, the bid might be adjudicated in part based on the various workstreams in line with the PPECB Solution Roadmap. The Bidders are therefore required to provide proposals, implementation plans and costing for each of the proposed workstreams.

Governance deliverables o Detailed Project Plan and Methodology on how these systems will be implemented. o Detailed functional specification and technical specification and design document to be

developed and processed for approvalo Migration plan to cloud

All Designs must be Officially Signed Off by Microsoft in terms of quality assurance and guarantees for Support and Maintenance.

o Detailed migration plan of users, computers and email services o Detailed methodology of testing the solutions before it is implemented in the production

environment. o Detailed Change Management, Communication and Marketing Plan o Detailed Technical Training – Training of technical resources to manage solutions o User Training – Training of internal resources to use the solution o Detailed Support and Maintenance Plan

Technical deliverables o Microsoft Active Directory Domain Services

Assessment of existing Design by Microsoft Rollout across PPECB landscape

o Design and Deployment of Microsoft Core Infrastructure Systems to the latest Microsoft Technologies

Microsoft Certificate Servers (PKI) Microsoft Identity Manager Integration of Microsoft Private Cloud with Microsoft Azure Services System Center Operations Manager – Integration with Microsoft OMS Microsoft Bitlocker drive encryption technology Microsoft File and Print Server Microsoft Self-service password (reset in AD) Multi-factor Authentication Data Loss Prevention Microsoft Office 365 Exchange Online – Integration with Exchange Server On-

prem Microsoft Office 365 Skype and TEAMS for Business Online and Integration with

Skype On-Prem Microsoft Office 365 ProPlus OneDrive for Business Deployment Windows 10 Deployment to 800 workstations across the PPECB SharePoint Servers – Intranet, Team Suite and Document Management Power BI Artificial intelligence, IoT, machine learning embedded in some identified

processes Mobile Device Management Migration to Cloud

o Delivery Schedule – overall initiative should be delivered within 3 months from appointment.

Description Timeline(s)

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Provisioning of VM infrastructure,

Network connectivity and Azure Services as identified by PPECB

Within 5 days from the issuance of outline agreement (Contract Agreement).

Operational acceptance 7 days after provisioning the services as mentioned above

Operation and maintenance phase Will start from the date of operational acceptance provided by PPECB

o Accreditation and Experience - The service provider should have Gold Competencies on the following technologies. A latest letter of competency from Microsoft is also required. The service provider should provide proof of at least 2 deliveries of each of the streams they are bidding for in the last 3 years.

Gold - Datacenter Gold - Windows Devices and Deployment Gold - Cloud Productivity Gold - Cloud Platform Gold - Messaging Gold - Content and Collaboration Gold - Application Development Gold - Data Platform

o Services and Training Deployment services should be included for the installation and deployment of all

required Microsoft Services The Implementation Team will work closely with PPECB to perform the following

activities as part of the Service: Provide regular communication on work that has been concluded and

what is planned for the upcoming period Ensure effective Change Management for transitioning to the new

environment Provision of Skills Transfer for the duration of the execution Provision of specific training on the work streams

o Required Activities Provide on-site assistance with the planning for expansion of services and

system/s Provide best-practices on operations, monitoring and reporting Provide skills based on customer-specific needs such as project planning, gap

analysis, configuration and operations Responsible for all PPECB’s cloud and license service provider requirements

8. REQUIREMENTS FOR TENDER SUBMISSION

The tender and accompanying documents shall be carefully parcelled, sealed and be delivered to the Procurement Officer no later than the closing date at 11H00. Failure to comply with these instructions may result in the tender being considered ineligible.

Written tenders will only be accepted in a sealed envelope or parcel which shall bear the word:

Tender: RFP MICROSOFT ENTERPRISE LICENSE AND CLOUD SERVICE PROVIDER Venue: THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD 45 Silwerboom Avenue Plattekloof Cape Town, 7500

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A Soft Copy should be submitted on a USB in PDF format (except for Excel documents) sealed in a small envelope. No late tender shall be considered. Tenders will be opened in accordance with the relevant procedures.

9. TENDER EVALUATION SPECIFICATIONS AND PROCESS

Functionality of the bids will be evaluated according to the predetermined evaluation criteria set out in the Evaluation Criteria below.

The bidder must obtain a minimum overall score of 130 out of 160 points for functionality to be invited for the next phase of the due diligence; those Bidders who fail to meet the minimum qualifying score following the due diligence will be disqualified from the process.

Bidders will not rate themselves, but need to ensure that all information is supplied as required The Bid Evaluation Committee (BEC) will evaluate technical and functional requirements and score all

the bids as per the set criteria below.

PHASE 1

For each question asked in the RFP, the Bidders shall provide in their response, the question asked and their answer using the section numbering of the RFP.

Points will be allocated to criteria within the following framework:

No. Evaluation Area Criteria Definition Score Threshold

Bidder document reference and page number(s)

1 Technical Requirements:

Detailed Technical Solution architecture of each of the work streams for the proposed solution including approach to quality assurance thereof - 10 points

Architecture submitted 10 10

Flexibility and scalability of the proposed solution in terms of delivery across the PPECB Landscape - 5 points

Detailed clarification to be provided on flexibility and scalability to provide the service.

5 5

Capability and capacity to deliver on the prescribed timelines - 5 points

Capability and capacity expressed in detail

5 5

Provide resources with the Microsoft qualifications and at least four (4) years’ experience in deploying the required Microsoft Solutions. The resources should include Project Management resources. CVs with minimum years' experience for the project submitted

- More than and/or equal to 5 resources CVs - 10 points- Less than 5 resources CVs - 5 points

Resourcing CVs to provide PPECB assurance on the bidder's skillset available

10 10

Provide a proposal for training plan for the first line support for the various solutions. Training must include certification for the officials on the solution proposed- 5 points

A training plan should be submitted 5 5

Provide a proposal for the skills and knowledge transfer plan - 5 points

A skills transfer plan to be submitted 5

Provide a detailed implementation Solution 10 5

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plan for the proposed solution/s based on the background information provided aligned to the Microsoft Solution Framework Principles - 10 points

implementation plan based on Microsoft Best Practices

Provide the overview of the project management methodology to be used and the phases included in the methodology in line with the delivery of this project, and compliant to our prescribed - 5 points

Description of the project methodology used

5 5

Provide relevant case studies for the proposed solution based on the background information provided as well as your understanding of the requirementMore than and/or equal to 3 case studies provided - 10 pointsLess than 3 case studies provided - 5 points

The case study must be relevant to the PPECB requirement

10 5

Total 65 50

2 References:

Testimonials:

References letters of the Client should be dated and detail the services being provided and any success stories.

10 10

- Provide at least 3 written reference letters from current and/or previous clients in the last 5 years, to whom similar services are/have been provided.- 3 Letters = 10 Points- 2 Letters = 5 Points- 0 to 1 Letters = 0 Points

5 Company Experience

Company history and size – must have at least 5 years’ experience in providing similar services to medium / large organisations. Company registration documents are required.

The company should be a registered entity with a registration number and be in existence at least 5 years with providing service to client

10 5

- 5 Years and above = 10 Points- Between 3 and 5 Years = 5 Points - Below 3 years = 0 Points

6 Compliance: - Proof of official solution partner certification from the product manufacturers/distributors for all the proposed equipment (mandatory requirement) - 5 Points

- The service provider should have Gold Competencies on the following technologies. A latest letter of competency from Microsoft is also required. The service provider should provide proof of at least 2 deliveries of each of the streams they are bidding for in the last 3 years.Gold - Datacenter Gold - Windows Devices and Deployment Gold - Cloud Productivity Gold - Cloud Platform

To measure accreditation and experience

15 10

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Gold - Messaging Gold - Content and Collaboration Gold - Application Development Gold - Data Platform - 5 Points

- Demonstrate assurance of your organisation’s assurance operational audit and corrective action plan management; identification and management of risk practices (e.g. may include company policies, management framework and risk methodologies): 5 points

7 Local Presence

- Provide a list of office locations in South Africa and confirm in writing the ability to provide onsite support where required to the PPECB Head Office (Plattekloof, Cape Town) - 5 Points

The PPECB ICT Team is based in Cape Town. To ensure support to this team, confirmation is required.

5 5

8

Business Continuity &

Disaster Recovery

- Business Continuity/Disaster Recovery Plan for your organisation to ensure continual service delivery to PPECB – to maintain a requited level of continuity during an adversarial situation(s) (primary and secondary hosting facilities) – 20 points

To ensure there no interruption in service and support delivery to PPECB. Emergency preparedness and evacuation plans may be submitted.

25 15

- Redundancies - availability of processing facilities to ensure sufficient service capabilities are maintained (overall solution design) – 5 points

9

Protection of Records (POPIA

requirements)

- Demonstrated encryption methods for your organisation (e.g. your organisation’s laptop’s encryption methods and solutions)– 10 points

The bidder should indicate which data encryption solutions are implemented for their staff's end-point to prevent leakage of customer data.

30 20

- Security of your organisation’s network services (includes segregation of networks) to ensure secure transfer of information. Demonstrated information for your organisation’s transfer policies and/or procedures – 5 points

Provide evidence of either BCR (binding corporate rules for secure transfer of data) and/or policies/procedures/framework/solutions in ensuring information is securely transferred within the bidder's organisations.

- International Information Security standard certification(s) for your organisation (e.g. ISO 27001 certification, Cyber Essentials certification, etc.) – 5 points

Provide copies of certificates which includes issuance and expiration dates.

- Your organisation’s malware protection methods – 5 points

The bidder should indicate which

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malware protection solutions are implemented for their staff.

- Your organisation’s information and communication technology supply chain risk management practices – 5 points

Provide evidence of the bidder's risk management framework, policies, procedures and practices.

Total Points - A bidder must obtain a minimum of 130 points to qualify for the short-list. To enable the PPECB to evaluate the entity on the above criteria, please ensure that adequate documentation is attached.

160 115

Tenders will be evaluated for functionality and bidders must meet a minimum functionality threshold of 130. Bidders scoring less than 130 points will be disqualified.

Phase 2 – Due Diligence

PPECB will invite each vendor whose response passes the technical evaluation criteria to the next phase of due diligence. The Due Diligence will be evaluated based on the below criteria.

The bidder must obtain a minimum overall score of 25 out of 30 points for functionality to be invited for the next phase of the due diligence; those Bidders who fail to meet the minimum qualifying score following the due diligence will be disqualified from the process.



1

Due diligence outcomes presented – a total of 30 points

1. Demonstrated transition and implementation plan – 5 points 5

2. Demonstrated enhanced capabilities and innovations aligned to PPECB future digital requirements – 5 points

5

3. Demonstrated advance persistent threat management and/or security features – 10 points

10

4. Demonstrated technical support model – 5 points 5 5. Demonstrated value-added services – 5 points 5

Total Points - A bidder must obtain a minimum of 25 points to qualify for the short-list. To enable the PPECB to evaluate the entity on the above criteria, please ensure that adequate documentation is attached.

30

Phase 3: Pricing and BEE Evaluation

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The following preference point systems are applicable to all bids whereby preference points shall be awarded for Price; and B-BBEE Status Level of Contribution.

the 80/20 Preference Point System for bids with a Rand value of more than R30,000-00 but not exceeding R50,000,000-00 (all applicable taxes included); and

the 90/10 Preference Point System for bids with a Rand value above R50,000,000-00 (all applicable taxes included).

The lowest acceptable tender will be used to determine the applicable preference point system.

10. FINANCIAL PROPOSAL

Points awarded for price (80 points)

Note: Respondents are required to complete and return Annexure A - Bill of Quantities. The Bidder’s Proposal must set out all pricing assumptions, including the applicable foreign currency exchange rates, applicable indices and the like.

MS Dynamics 365

Product Description Years User Licences Monthly Cost Total

Power BI=10 5 12

F&O Full =80 5 96

F&O Activity = 180 5 216

SCM Full = 10 5 12

CRM Full = 10 5 12

Talent Full =15 5 18

Customer Engagement = Full 10 5 12

Talent Team Member 5 720

Assumptions

Team Members for accessing leave etc. belong to the HR (Talent) group Activity Members are charged every month; Full members have an annual charge

Microsoft 365 E3

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Product Description Years User Licences Monthly Cost Total

Microsoft 365 E3 5 1,086

Microsoft 365 E5 5 36

Office 365 ProPlus 5 12

Solution Implementation

Description Duration (Days/Hours)

Rate Total

Planning and Assessment

Azure AD service configuration and deployment

Azure Exchange online service configuration and deployment

Power BI service configuration and deployment

Microsoft 365 E5 service configuration and deployment

Office 365 Pro-Plus

Microsoft TEAMS for business online service configuration and deployment

Microsoft Enterprise Mobility and Security

OneDrive for Business

Microsoft Self-service password

Windows 10 deployment

Migration to Azure cloud

All prices should be inclusive of VAT. No variation, to the accepted quote, will be allowed unless the service provider has obtained prior written approval from PPECB. Quoted prices to be valid for 120 business days and no variation to the accepted quote will be allowed.

Points awarded for B-BBEE status level of contribution (20 points)

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In terms of Regulations 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table as set out in the Preference Points Claim Form. Bidders must provide a certified copy of the valid BBBEE certificate.

Note: PPECB reserves the right to appoint a tenderer other than the one that scored the highest points.

10.1 Notes on Quantities and Pricing

a) To facilitate like-for-like comparison bidders must submit pricing strictly in accordance with this pricing schedule (Annexure A) and not utilise a different format. Deviation from this pricing schedule will result in a bid being declared non responsive.

b) Please note that should you have offered a discounted price(s), PPECB will only consider such price discount(s) in the final evaluation stage if offered on an unconditional basis.

c) PPECB prefers that the Suppliers must give firm prices in their Proposals. For the purposes of this RFP “firm prices” are prices at which the Supplier will supply the Product and/or the Services to PPECB without any adjustment thereto for any reason whatsoever, for the duration of agreement that PPECB may conclude with the Supplier, for the Proposal accepted by PPECB. PPECB will in this regard prefer that prices be firm for a period of at least 12 (twelve) months.

d) Should the Supplier not quote a firm price in the Proposal, the Supplier must provide a suitable and simple escalation formula to determine how their prices will be escalated. In the event that PPECB accepts the Supplier’s Proposal, then the escalation rates or formula shall not be binding on PPECB, and shall be subject to negotiation.

e) Suppliers must submit a price schedule in which they set out the total cost breakdown of the prices they have quoted in their Proposals

11. SPECIAL CONDITIONS

11.1 PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the Terms of Reference.

11.2 The Bidder may not intend to assign, in whole or in part, any of its obligations to perform in terms of the contract to any third party, unless disclosed and prior consent is obtained in writing.

11.3 A bidder may not intend to cede his right to payment in terms of a contact to a third party without prior written consent.

11.4 PPECB may reject bid if doesn’t comply with the instruction of submission of the proposal referred to above.

12. INSURANCE

12.1 The successful Service Provider will be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all descriptions issued in connection with this Request for Proposal.

12.2 Upon award of contract and prior to beginning work, the successful Service Provider must provide proof of insurance. Please provide a sample certificate of insurance that indicates your company’s limitations of liability as part of your RFP response.

13. REVISIONS TO REQUEST FOR PROPOSAL

In the event that it becomes necessary to revise any part of this Request for Proposal, an addendum setting out such revisions will be provided to all Service Providers on E-Tenders and PPECB website.

14. RESERVATIONS

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14.1 PPECB’s decision/s regarding the acceptance or non-acceptance of a Proposal shall be final and PPECB is not obliged to furnish any reason for such decision.

14.2 Proposals shall be considered and evaluated against a pre-determined evaluation value structure determined by PPECB. All Suppliers shall provide all information requested in this RFP in order to facilitate the evaluation process. Suppliers shall strictly adhere to the instructions stated in this RFP. PPECB shall not be bound to divulge such evaluation criteria but may do so in its sole and absolute discretion.

14.3 PPECB may, during and after the evaluation of the Proposals and in its sole and absolute discretion, decide to:

14.3.1 To reject all proposals.14.3.2 Accept one or more Proposals;14.3.3 Accept a Proposal other than the lowest priced Proposal;14.3.4 Accept no Proposal;14.3.5 Consider or accept any Proposal not conforming with the requirements of this RFP;14.3.6 Refuse to consider any Proposal not conforming with the requirements of this RFP;14.3.7 Ask any Supplier to supply further information after the closing date;14.3.8 Cancel this RFP or any part thereof at any time;14.3.9 Award the contract pursuant to this RFP or any part thereof to any one or more Suppliers;

or Re-issue this RFP at any time after the closing date.

15. FURTHER INFORMATION

For further information a bidder may contact the Procurement Officer at the address shown below:

Physical Address PPECB45 Silverboom AvenuePlattekloof7500

Contact number +27 21 9301134Technical Enquiries Gail Yon – [email protected] Enquiries Ikanyeng Matloko – [email protected]

16. FORM OF CONTRACT

16.1 The PPECB and the successful Bidder will enter into a written contract and/or Service Level Agreement in respect of the products and services detailed in this Invitation to Tender.

16.2 The form of contract and/or Service Level Agreement will be as agreed between the PPECB and the successful Bidder. A draft PPECB contract agreement is provided as part of the bid documents.

17. GENERAL TERMS AND CONDITIONS

Confidentiality

Some of the information contained in the Tender Documents may be of a confidential nature and must only be used for purposes of responding to this RFP. This confidentiality clause extends to bidder partners whom you may decide to involve in preparing a response to this RFP.

For purposes of this process, the term “Confidential Information” shall include all technical and business information, including, without limiting the generality of the foregoing, all secret knowledge and information (including any and all financial, commercial, market, technical, functional and scientific information, and information relating to a party’s strategic objectives and planning and its past, present and future research and development), technical, functional and scientific requirements and specifications, data concerning business relationships, demonstrations, processes, machinery, know-how, architectural information, information contained in a party’s software and associated material and documentation, plans, designs and drawings and all material of whatever description, whether subject to or protected by copyright, patent or

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trademark, registered or un-registered, or otherwise disclosed or communicated before or after the date of this process.

The receiving party shall not, during the period of validity of this process, or at any time thereafter, use or disclose, directly or indirectly, the confidential information of PPECB (even if received before the date of this process) to any person whether in the employment of the receiving party or not, who does not take part in the performance of this process.

The receiving party shall take all such steps as may be reasonably necessary to prevent PPECB’s confidential information coming into the possession of unauthorized third parties. In protecting the receiving party’s confidential information, PPECB shall use the same degree of care, but no less than a reasonable degree of care, to prevent the unauthorized use or disclosure of the confidential information as the receiving party uses to protect its own confidential information.

Any documentation, software or records relating to confidential information of PPECB, which comes into the possession of the receiving party during the period of validity of this process or at any time thereafter or which has so come into its possession before the period of validity of this process:

shall be deemed to form part of the confidential information of PPECB, shall be deemed to be the property of PPECB; shall not be copied, reproduced, published or circulated by the receiving party unless and to the

extent that such copying is necessary for the performance of this process and all other processes as contemplated in; and shall be surrendered to PPECB on demand, and in any event on the termination of the investigations and negotiations, and the receiving party shall not retain any extracts thereof.

News and press releases

Bidders or their agents shall not make any news releases concerning this RFP or the awarding of the same or any resulting agreement(s) without the consent of, and then only in co-ordination with PPECB.

General legal conditions

The laws of the Republic of South Africa shall govern this RFP and any subsequent agreement entered into. Bidders accept hereby that the courts of the Republic of South Africa shall have jurisdiction.

PPECB shall not be liable for any costs incurred by the Bidder in the preparation of response to this RFP. The preparation of response will be made without obligation to acquire any of the items included in any Bidder’s proposal or to select any proposal, or to discuss the reasons why such Bidder’s or any other proposal was accepted or rejected.

PPECB may request written clarification or further information regarding any aspect of this proposal. The Bidder must supply the requested information in writing within two (2) business days after the request has been made, otherwise the proposal may be disqualified.

In the case of consortium, joint venture or subcontractors, Bidders are required to provide copies of signed agreements stipulating the work split and Rand value.

PPECB reserves the right to cancel/reject any proposal and not to award the proposal to the lowest bidder or award parts of the proposal to different bidders, or not to award the proposal at all.

By submitting a proposal in response to this RFP, the Bidder accepts the evaluation criteria as it stands.

Should the Bidder withdraw the proposal before the proposal validity period expires, PPECB reserves the right to recover any additional expense incurred by PPECB having to accept any less favourable proposal or the additional expenditure incurred by PPECB in the preparation of a new RFP and by the subsequent acceptance of any less favourable proposal.

Any amendment or change of any nature made to this RFP or the Tender Documents shall only be of force and effect if it is in writing, signed by a PPECB authorized signatory and added to this RFP as an addendum.

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PPECB will not be held liable for any expenses incurred by Bidders, in preparing and submitting the proposal.

In the evaluation of proposal, PPECB reserves the right to conduct independent reference checks.Should the evaluation of the proposals not be completed within the validity period, PPECB has discretion to extend the validity period. Upon receipt of the request to extend the validity period of the bid, the Bidder must respond within the required timeframes and in writing on whether or not it agrees to hold its original proposal responses valid under the same terms and conditions for a further period.

All Bidders must make full disclosure of any potential conflict of interests. PPECB will make the final determination as to whether the potential conflict of interest precludes the award of the tender to the Bidder.

While information in this RFP document has been prepared in good faith, it does not purport to be totally comprehensive, nor to have been independently verified. PPECB does not accept any liability for its adequacy, accuracy or completeness, nor does it make representation or warranties with respect to information contained in it, or upon which the RFP is based.

Prior to submitting the proposal, Bidders should satisfy themselves of the accuracy and completeness of all the information submitted. Bidders should be confident that the pricing submitted is sufficient for the company to meet all its obligations in terms of this RFP document and any contract that may result from this RFP process. Failure to do so may lead to disqualification.

No gifts, inducements or any other consideration should be promised or offered by any Bidders in this RFP process, either directly or indirectly, to any official in PPECB during the currency of this RFP, and any subsequent due diligence, negotiation or contracting processes that may follow.

Please note that a potential bidder must have a B-BBEE certificate that has been issued by a verification agency accredited by the South African Accreditation System (SANAS) or the bidder must submit an affidavit stating its B-BBEE status level. Exempt Micro Enterprises (EME's) must acquire an affidavit regarding their B-BBEE status level - no verification is required. This is also applicable to Qualifying Small Enterprises (QSE's) with 51% or more black ownership.

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