Doc No. NRCS No.002-2017/2018: Backup Solution
ANNEXURE A
TERMS OF REFERENCE
APPOINTMENT OF A REPUTABLE SERVICE PROVIDER TO IMPLEMENT A BACKUP SOLUTION FOR A PERIOD OF 36
(THIRTY-SIX) MONTHS TO THE NRCS (NRCS 002-2017/2018)
Doc No. NRCS No.002-2017/2018: Backup Solution
Enquiry:
Telephone:
E-mail:
Malesele Sekhula
012 482 8714
[email protected]
ANNEXURE A
1
TERMS OF REFERENCE / SPECIFICATIONS
1.1
BACKGROUND
The National Regulator for Compulsory Specification (NRCS) was established on the 1 st of September 2008, under the auspices of the
National Regulator for Compulsory Specifications Act, 2008 (Act 5 of 2008) hereinafter called the NRCS Act.
The NRCS is primarily responsible for the administration of three Acts that reside under its jurisdiction, namely the NRCS Act, the Legal
Metrology Act, 2014 (Act 9 of 2014) hereinafter called the LM Act, and the National Building Regulations and Building Standards Act, 1977
(Act 103 of 1977) hereinafter NBR Act. The NRCS also administers regulations that fall under the jurisdiction of other governments
departments, as per agreements.
The NRCS as the regulator consist of the following business units namely: Automotive; Chemicals, Mechanical and Materials,
Electrotechnical as well as Food and Associated Industries.
The NRCS currently employed 320 of employees however the required services will only be rendered at the NRCS Offices as provided in
the table below:
Site
Cape Town
Durban
Port Elizabeth
Bloemfontein
Gauteng
Number of users
48
20
15
7
212
At the moment IT uses Microsoft Data Protection Manager (DPM) to back up their Hyper-Virtual infrastructure directly to Linear TapeOpen. Tape is an excellent medium for storing large amounts of data cheaply and for long periods of time though is not efficient when
used as a primary backup device. Though technology has evolved NRCS has kept to old technological norms, it is for this reason that
NRCS requires to advance to latest methods/technology.
2.
PURPOSE
2.1
New backup solution will enable NRCS IT to better manage the backups and test the disaster recovery without any hindrances.
2.2
This will also help IT to plan and allocate resources according to utilization of servers.
3.
SCOPE OF WORK
3.1.
The functionality of the back-up solution are as follows below:
Function
Feature
Doc No. NRCS No.002-2017/2018: Backup Solution
Backup Software
1.
Licensing
2.
According to the number of Central Processing Unit
sockets on a managed server (or virtual host)
Provide agentless Virtual Machine backups
Create application-consistent backups with advanced
application-aware processing
Provide the ability to create simple or scale-out
Backup
backup repositories
Provide built-in compression and deduplication
Provide automatic recovery verification
Support off-host backup mode
Native tape support
Provide end-to-end encryption
Provide instant Virtual Machine recovery
Provide instant file-level recovery
Recovery
Offer fast, granular recovery for Active Directory, MS
Exchange, MS SharePoint, MS SQL
Provide virtual lab functionality to test changes in a
production-like environment before deploying them
Built-in replication to replicate VMs onsite for highavailability or off-site for disaster recovery
Replication
Provide the ability to automatically test and verify
every Virtua Machine replica for recoverability
Allow for replica rollback and assisted failover with
little or no business interruption
Offer complete visibility into the backup and virtual
environments
Monitoring and Alerting
Provide 24x7 real-time monitoring and alerting
Provide resource optimization and configuration
tracking
Enable capacity planning and forecasting
4.
DURATION OF THE PROJECT
The duration of the project is for 36 (Thirty-Six) months from date of appointment and subject to the Service Level Agreement being
concluded, agreed and signed by both Parties.
5.
SPECIAL CONDITIONS OF THE TENDER
5.1
The NRCS may, at its sole discretion award an assignment or any part thereof to one or more bidder.
5.2
The NRCS may at its own discretion vary an instruction to decrease or increase the assignment.
Doc No. NRCS No.002-2017/2018: Backup Solution
5.3
The bidder may not cede or assign any part of its agreement with the NRCS nor subcontract any part of the assignment assigned to them
by the NRCS to any third party.
5.4
The services will be based on post implementation time and material basis.
5.5
The quoted price must include inflation escalation and specify exchange rates used or where applicable in terms of the pricing of this bid
for the whole duration of 36 (thirty-six) months.
5.6
The NRCS may prescribe specifications to fit in with the operational requirements.
5.7
The NRCS reserves the right to impose penalties should the service provider fail to perform the services within the services the period(s)
specified in the contract, deduct from the contract price, as a penalty, a sum calculated on the unperformed services using the current
prime interest calculated for each day of the delay until actual performance.
5.8
The NRCS reserves the right to exercise the non-exclusive option.
5.9
No services will be rendered without a contract being signed by both parties.
5.10
The successful bidder employees are not employed by the NRCS and these services are rendered on ad hoc basis.
5.11
The NRCS may disqualify a Bidder whose proposal contains a misrepresentation which is materially incorrect or misrepresented.
5.12
The NRCS will not pay any travel costs to the NRCS offices Pretoria incurred by the prospective bidder.
5.13
Bidders needs to note that the estimated hours provided for support will only be paid when the support services are requested by the
NRCS and rendered by the prospective bidder.
6.
Procurement policies and procedure
6.1
The general conditions of tender, the National Treasury General Conditions of Contract (GCC), Service Level Agreement and order will be
applicable to this tender.
6.2
The NRCS reserves the right to award the bid in full or part.
7.
MINIMUM REQUIREMENTS
Please note that failure to lodge and adhere to the following requirements will lead to an immediate disqualification:
a. The prospective bidder must be registered on Central Supplier Database (CSD) prior to submitting bids
b. The following key information will be accessed and verified on CSD, namely:
i.
Business registration, including details of directorship and membership
ii.
Tax compliance status
c. Partnership letter with the vendor providing the solution
d. Completed and signed SBD forms 1, 3.1, 4, 6.1, 8 and 9
e. Late Submissions will not be accepted
f. Compliance to the scope of work outlined in clause 3 above
Doc No. NRCS No.002-2017/2018: Backup Solution
8.
EVALUATION CRITERIA (FUNCTIONALITY)
For the purpose of comparison and in order to ensure a meaningful evaluation, bidders must submit detailed information in substantiation
of compliance to the evaluation criteria mentioned (e.g. details of relevant previous work undertaken, letters from previous /current clients,
etc.)
Minimum Required Score for functionality is: 65 points out of 100 points and any bidder scoring less than 65 points will not be
considered for further evaluation.
Service Providers that then qualify in terms of the functionality cut-off points of 65 points will then be evaluated in terms of price and
preference points
A detailed response to each element in the evaluation matrix must be prepared. Prospective bidders may include an Annexure. Failure to
address each element of the matrix will be perceived as non-compliance with the terms of reference and may invalidate the bid proposal.
Evaluation Matrix
NO
FUNCTIONALITY CRITERIA
1
Past Relevant experience
Demonstrate the following:
Must provide at least three (3) written letters of
reference from clients letterhead where work of
similar nature was undertaken (not older than 24
months)
2
Methodology and Project Approach:
WEIGHT
SCORE
15
70
30
2.2
 Provide project implementation plan with
deliverables as detailed in clause 3 above
 Resource availability and roll out of the project
2.3
 Training and skill transfer plan
10
2.4
 Turn-around time for queries including
contingency plans
Qualifications and skills
The Bidder must provide curriculum vitae of key
personnel detailing their qualifications and skills
relevant to this type of resources or services required
by the NRCS
The Firm Experience
The bidder must submit a detail narrative describing
their experience in this field of not more than two
pages
TOTAL
Minimum Threshold
15
2.1
3
4
15
10
5
100
65
The bids will be evaluated on a scale of 0-5. Each panel member will rate individual criterion on the score sheet using the following scale:
Value
Description
5 – Excellent
Meets and exceed the functionality requirements
4 – Very Good
Above average compliance to the requirements
3 – Good
Satisfactory and should be adequate for stated element
2 – Average
Compliance to the requirements
1 – Poor
Unacceptable, does not meet set criteria
0
None-submission
A bidder/s that score less than 65 points out of 100 overall in respect of functionality will be regarded as submitting a non-responsive bid
and will be disqualified.
Bidder/s that meets the minimum required percentage or minimum points, will be evaluated in terms of price and preference as per the
PPPFA Act, No.5 of 2000 and its associated Regulations issued by the National Treasury.
Doc No. NRCS No.002-2017/2018: Backup Solution
NOTE: For the purpose of comparison and in order to ensure a meaningful evaluation, bidders must submit detailed information
in substantiation of compliance to the evaluation criteria mentioned-above.
NOTE: For the purpose of comparison and in order to ensure a meaningful evaluation, bidders must submit detailed information in
substantiation of compliance to the evaluation criteria mentioned.
Bid will be evaluated on the basis of the PPPFA 80/20-point system as presented in the Preferential Procurement Regulations 2017, for this
purpose SBD 6.1 form should be scrutinized, completed and submitted together with your quotation. The 80/20-point system will be as
follows:
Price Assessment
TOTAL
80 Points
80
Preferential Elements
B-BBEE Status Level of Contributor
1
2
3
4
5
6
7
8
Non-compliant contributor
20 Points
Number of Points (80/20 system)
20
18
16
12
8
6
4
2
0
Bidders are requested to submit original and valid BBBEE status level verification certificate or a certified copy thereof,
substantiation BBBEE rating.
9. PACKAGING OF BID
The bidder shall place the Bid Proposal envelopes into an outer envelope or package, and must be clearly marked as follows:
Bid No. NRCS 002-2017/2018
Description: Appointment of a reputable service provider to implement a backup solution for a period of 36 (thirty-six) months to the NRCS (NRCS 0022017/2018)
Bid closing date and time: 06 July 2017 at 11H00 (Submission of late bids will not be accepted)
Name and address of the bidder: _____________________________
NB: The bid proposal envelope shall contain one original hard copy document, clearly marked “original”, and three (3) hard copies,
clearly marked “Copy” (i.e. three documents to be included in each envelope.
10. BID DOCUMENT CHECKLIST
A completed and signed bid document must be submitted in a file. The bid/tender documentation must be placed into a file with dividers
between every schedule. The schedule must be numbered as follows:
Item
Schedule 1
Schedule 2
Schedule 3
Schedule 4
Description
All documents for minimum requirements
The Functionality criteria documentation
Certified ID copies of the directors / trustees / shareholders and their
shareholding percentages
Original and valid B-BBEE status levels verification certificate or a
certified copy thereof, substantiating your B-BBEE rating.
Submitted (Yes/No)