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Provision of Dedicated Cloud Hosting – Virtual Data Center Service

Request for proposal

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ASEAN SECRETARIAT

Provision of Dedicated Cloud Hosting - Virtual Data Center

Service

PROPOSAL MUST BE RECEIVED BY

Monday, 17 October 2016

EXTENDED

DELIVER/MAIL PROPOSAL TO:

ASEAN Secretariat

Jl. Sisingamangaraja 70A

Jakarta 12110

Indonesia

Prepared By : Information Technology Systems Division

Date : October 2016

Request for Proposal


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1. EXECUTIVE SUMMARY

The ASEAN Secretariat (ASEC) was established in February 1976 by the Foreign

Ministers of ASEAN. Currently staffed with approximately 300 people, the mission

of ASEC is to initiate, facilitate and coordinate ASEAN stakeholder collaboration in

realizing the purposes and principles of ASEAN as reflected in the ASEAN Charter.

In order to effectively fulfill its function in providing greater efficiency in the

coordination of ASEAN organs and implementation of ASEAN Programs and

Projects, ASEC needs to be equipped with sufficient tools and up-to-date technology

ASEC is the delegated repository of all ASEAN documents. Over the years, many

documents including legal instruments, agreements, protocols, blueprints, plan of

actions have been published through ASEAN Main Web Portal as well as Sub-

Domain web portal.

ASEC main portal www.asean.org and its subdomain websites are now becoming

one of attracted sites among net-citizen. Its consequences ASEAN Main portal and

its subdomain websites received quite large of access from various locations across

the world especially during ASEAN key events. Some access also contains of attacks

such as distributed denial of service that can make the websites down. As such, the

portal and its subdomains need a dedicated hosting place with full of security, auto-

failover and redundancy features.


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2. OBJECTIVE

To hire dedicated Cloud hosting and Virtual data center service to host ASEAN

Main Portal and other ASEAN Subdomain websites


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3. SCOPE OF WORK

The Selected Vendor shall provide Cloud Hosting services for ASEC with technical

specifications as follow:

1. Cloud Provider is a selected/ appointed company by one of principal (VMware/

Microsoft/ Citrix) which shows the respective company possess high competency

on Cloud Service

2. Possess and use their own technology (not to use 3rd

party Application) on the

infrastructure setup, storage as well as monitoring system

3. The technology support to do Hybrid Cloud using the same platform

4. Use Load Balancing with throughput 200 Mbps and possess Anti DDoS Feature.

5. Scaling up in a short time (less than 1 hour)

6. Provide dedicated bandwidth: 10 Mbps on IX and 1 GB on IIX (Up to)

7. Provide /29 Public IP

8. Use Tiering Storage Technology with 2 types of HDD, SSD and SAS

9. Possess and use at least 3 (three) data centers – redundant among each other

10. Provide Firewall on cloud

11. Provide 56 Core and 64 GB Memory of backend panel shareable among servers.

12. Provide 5 TB of storage

13. Virtual Cloud Machine has to be accessible through panel even when remote

desktop is not available

14. Provide and support Windows Server 2012 R2, Ubuntu, Debian and Cent

Operating systems

15. Provide Unlimited quota on data traffic

16. Provide Service Level Agreement (SLA) 99.9%

17. Setup 5 panel Hosting for 5 Virtual Machine Servers with the following

specification:

o 16 Core CPU; 16 GB RAM; 500 GB HDD;

OS: Linux

Webserver: Apache/NginX

o 16 Core CPU; 16 GB RAM; 1 TB HDD;

OS: Linux

Webserver: Apache/ NginX

o 16 Core CPU; 16 GB RAM, 300 GB HDD (Drive C), 200 GB HDD

(Drive D)

OS: Windows Server 2012 R2

IIS

SharePoint 2013

SQL 2014

o 16 Core CPU; 16 GB RAM; 500 GB HDD

OS: Windows Server 2012 R2

o 8 Core CPU; 8 GB RAM; 500 GB HDD

OS: Linux

Webserver : Apache/NginX

o Use the latest version of Ubuntu/ Debian/ CentOS on Linux Server

18. Do Migration process to transfer all content from previous hosting servers to new

cloud servers within 7 x 24 hours

19. Provide Full Support and monitoring service 24/7 during contract period

20. Provide/possess at least 2 (two) certified professional technical support from the

principal

21. Provide technical support team/developer in maintaining and developing ASEAN

websites, on the infrastructure part.


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22. Provide Monitoring Alert System via Email when usage of resources reaching

80% (Memory, Processor and Storage) in every server

23. Provide Weekly Offline Backup over the platform. 1 Offline Backup in every

week and send the copy to ASEAN Secretariat every month.

24. Provide Real time backup mirroring feature

25. Provide CPanel and WHMCS ready for Linux based server

26. Provide IIX for windows based server

27. Provide MYSQL and SQL

28. Number of virtual machine is not limited as long as resources as mentioned in

item no. 11 and 12 are sufficient

29. 2 (two) years contract period

30. Agree to sign Non-Disclosure Agreement (NDA)


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4. CRITERIA OF THE COMPANY

Any vendors who will be conducting business with ASEC are required to/should be:

Company with non-small category (SIUP non – kecil)

Be a registered company in Indonesia by providing evidence of legal documents

such as valid business license (Surat Izin Usaha Perdagangan – SIUP), Tax Payer

Identification Number (Nomor Pokok Wajib Pajak – NPWP); and other

supporting documents.

Cloud Provider is a selected/appointed company by one of principal (VMware/

Microsoft/Citrix) which shows the respective company possess high competency

on Cloud Service. Vendor shall provide evidence by submitting the letter of

appointment by one of the principals.

Provide at least three (3) referees from existing clients.


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5. RFP REQUIREMENTS PROCESS

Interested company should submit a technical proposal and a financial proposal.

5.1 STRUCTURE OF THE DOCUMENT

The Technical Proposal should be no longer than 20 pages and contain among

others:

a. Brief information about the Company and contact information (Company

Profile);

b. A proposal on how it plans to fulfill the Terms of Reference of the project

including overall approach and methodology;

c. Proposed professional teams to carry out the activities

d. Work plan to deliver the project and all the expected outputs to be completed by

set deadline;

e. Names and addresses of at least three (3) references/clients.

5.2 RFP RELATED QUESTIONS/CLARIFICATIONS/SUBMISSION

All questions related to this RFP should be addressed to the following:

Procurement Unit Administration, Protocol and Conference Services Division

ASEAN Secretariat

Contact Person: Nella Susilani - [email protected]

Mutty Nareswari - [email protected]

Vendors must ensure that both Technical & Financial Proposal are delivered in

two sets (original and a copy) and received at the following address before the

tender closing date on Monday, 17 October 2016 before 16.30 WIB:

Chairman of Sub-Committee on Tender

Administration and General Administration Division

The ASEAN Secretariat


Jakarta 12110

Indonesia

5.3 RFP TERMS & CONDITIONS

5.3.1 Bid Expiration Date

The received tender proposals shall be valid until 31 December 2016.

5.3.2 Implementation/Delivery Schedule

The implementation of the contract shall start on 1 January 2017 – 31 December

2018

mailto:[email protected]


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6. COMPLIANCE

In conformance to the ASEAN Secretariat’s Financial Rules and Procedures (AFRP), the

vendor shall submit Tender Bids in two sealed envelopes as follows:

1. First Envelope:

Technical Proposal which shall consist, among others, of the technical

specifications of the goods to be procured; delivery schedule; after‐sales

service/parts; list of contractor’s equipment; printed hardcopies of the duly filled

Appendix 1 and 1a ‐ Company General Information and List of Clients; and completed

Compliance Checklist as per Appendix 2; and

2. Second Envelope:

Financial Proposal which shall consist of the following sets of documents:

a. FIRST SET, which shall contain, among others, the bid amount; recurring and

maintenance cost; detailed estimates including a summary sheet indicating the unit

prices of construction materials; payments schedule; and

b. SECOND SET, which shall consist, among others, the company profile; business

name registration issued by appropriate government agency; authority of

signatory; valid business permit and other appropriate licenses; taxpayer

identification number; latest audited financial statements, track record which

includes testimonials from past and present clients on projects similar to the

project at hand; capability to undertake the project;

All documents not submitted in English shall not be entertained and quoted price in

the hardcopy submission shall be in Indonesian Rupiah.

Tender offers must be submitted in a sealed envelope clearly indicates the Title of

the Tender and the Name and address of the Company in each envelope.

The ASEAN Secretariat may, after the closing date, request additional information

or clarification of tenders in writing.


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Appendix 1

Company General Information To be submitted together in the Technical Proposal

Company LEGAL Name:

Division or Subsidiary (if applicable):

Company Address:

City:

Province / State:

Country:

Postal Code:

Telephone:

Business Name Registration:

Tax Registration Number:

Valid Business Permit:

Company Contact: Telephone no.:

Title / Position: Fax no.:

E‐Mail:

Indicate number of years involved in similar business

Are you a subsidiary of a financial institution?

*If Yes, Please indicate your Holding Company


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Appendix 1a.

Customer Reference To be submitted together in the Technical Proposal

Customer Details

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Project Title

Customer Details

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Project Title

Customer Details

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Project Title


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Appendix 2 Checklist for the Completeness of Documents Submitted

The checklist must be used to ensure that you have provided all documentations for the tender. The

checklist must be signed and included in both envelopes of your proposals.

I. General Requirements

No. Description Checklist

1 Proposals shall be prepared in English

2 Proposals are submitted in two different envelopes

3 The envelope must be sealed and labeled accordingly.

i. Technical Proposal

ii. Financial Proposal

4 Title of the tender shall be put on each envelopes

II. Technical Proposal


1 Technical Specifications of the service refer to the proposal

2 All required information have been addressed accordingly

3 Schedule of delivery

4 Manpower/consultant requirement

5 List of vendor’s equipment (if any)

6 Printed hardcopies of the duly filled Appendix 1 and 1a ‐ Company

General Information and List of Clients; and completed Compliance

Checklist as per Appendix 2

7 One original signed copy

8 One copy of technical proposal duplicate

III. Financial Proposal


1 Offering is formulated in English

2 Bid amount

3 Payment schedule

4 Company profile

5 Copy Company Legal Documents, i.e.

i. Business Name Registration

ii. Valid Business Permit

iii. Tax Identification Number

iv. List of clients reference

v. Customer testimonials on the similar project

6 Latest audited financial statements

7 Authority of signatory

8 One original signed copy

9 One copy of Financial Proposal Duplicate


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Appendix 3

Template for the Proposal Envelope

First Envelope – Technical Proposal

_________________________________________________________________________________________

_________________________________________________________________________________________

Company Name &

Address

Technical Proposal - Title of the Tender


Administration and General Affairs Division



Jakarta 12110

Indonesia

Provision of Dedicated Cloud Hosting and Virtual Data Center Service

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Second Envelope – Financial Proposal

_________________________________________________________________________________________

________________________________________________________________________________________

Company Name &

Address

Financial Proposal - Title of the Tender


Administration and General Affairs Division



Jakarta 12110

Indonesia