Appointment of a qualified and experienced bidder for the
supply, architecture, implementation including licensing,
support and maintenance of an electronic faxing solution
for a period of 5 years
Briefing Session : 02 JUNE 2017 @ 10H00
RFB
: RAF/2017/00026
Closing Date
: 14 JUNE 2017 @ 11H00
AGENDA
1. Welcome and Introduction
2. Background
3. Scope of Work
4. RFB Timelines
5. Bid Evaluation
6. Pricing Schedule and BBBEE
7. RFB submission and contact details
8. Q&A
Welcome and Introduction
Procurement
SCM REPRESENTATIVE – SHADI MATLOU
ICT
ICT REPRESENTATIVE – MOGOMOTSI MODIBANE
LIVHUWANI TSHIVHASE
ATTENDANCE REGISTER!!!!!
Table of Contents
1. Welcome and Introduction
2. Background
3. Scope of Work
4. RFP Timelines
5. Bid Evaluation
6. Pricing Schedule and BBBEE
7. RFP submission and contact details
8. Q&A
BACKGROUND
BACKGROUND TO THE PROJECT
The Road Accident Fund employs about 2 800 users. 90% of the users access business systems and applications
via Citrix whilst 10% access systems locally from their fat client computing devices. The ICT Department considers
information and the secure distribution thereof as a strategic enabler to the business of the RAF. The purpose of
this bid is to propose an electronic faxing solution which will enable users to send and receive electronic faxes and
be able to integrate to the claims applications, SAP and Exchange systems. The bid is not limited to an on premise
solution. Off-site solutions are also welcome.
Organisational Technological Set-up
The RAF has the following tiers of operations:
•
Head Office ; and
•
Regional Offices.
Summary of Technological Set-up
•
Client computing
Thick clients with Windows 8 and 10 Operating Systems
Thin clients with Windows XP and 8 embedded
•
•
Server Operating System
Windows 2008 and 12 Operating Systems
Data Centres
Production Data Centre (Midrand)
5
Applications
Applications
Emails system (Microsoft Exchange 2010)
SAP ERP
Citrix (Middleware)
Microsoft Outlook Client
•
Network
MPLS (six regional branches are connected to the Head Office production and Disaster Recovery Data Centres
via the MPLS network.)
There are two internet breakouts, available at the Head Office and the Disaster Recovery Site.
The RAF owns about 2 700 fax lines.
The RAF currently uses 087 numbers that talk to toll free, shared call, physical fax line and phantom numbers.
Latest fax volumes as they stand: February 2017: Inbound: 2 418 and Outbound: 14 614
6
RAF Business Objectives
The RAF Business Objectives Are:
•
Confidentiality: ensuring that sensitive information is accessible only to those authorised to have access – keeping
sensitive data confidential;
•
Integrity: safeguarding the accuracy and completeness of information and processing methods – input of data into
systems, the processing of data, and the security of data over time to make sure no unauthorised changes occur;
•
Availability: ensuring that authorised users have access to information and associated systems and technologies
in a timely fashion when required;
•
Green ICT reduction of paper; and
•
Reduction in cost-related overheads such as fax paper, cartridges and machine maintenance of physical machines
would be reduced.
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SPECIFICATION REQUIRED
SPECIFICATION REQUIRED
The ICT Department requires a service provider for the supply, architecture and implementation, including
licensing, support and maintenance of an Electronic Faxing Solution at the RAF with the following minimum key
features and capabilities:
5.1.
•
•
•
•
•
•
•
•
•
Capabilities:
Compliance through auditability;
Reduce document delivery time;
Secure distribution of information;
Mobility (accessible through the Web);
Client access utility (accessible from client machines/devices);
Solution to run from virtualised platforms (virtualised servers);
Solution must be IP based (Fax over IP) and not Analogue;
Faxing Archiving solution; and
Least cost-routing functionality
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Integration
5.2. Integration;
SAP ERP System;
Microsoft Active directory;
Microsoft Outlook 2010/2013/2016;
Microsoft Exchange 2010;
Office 365 Exchange online (future requirement);
MFP faxing
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Reporting and Training
5.3. Reporting:
Event tracking;
Utilisation of resources, i.e CPU, Memory and Disk;
Billing report;
Usage report; and
Uptime/availability report.
5.4. Training:
Training and knowledge transfer for the RAF support teams; and
Support engineers/personnel should hold product certification(s) to demonstrate their competence.
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SCOPE OF WORK
6.
SCOPE OF REQUIREMENTS
The bidder must be accredited, within South Africa, to supply, architect, implement, support, maintain and license
the proposed solution.
6.1. The bidder will be required to supply, architect and implement the solution as well as license, support and maintain
it for a period of five years as indicated below:
Complete due diligence of the RAF environment, including a full architecture of the solution;
Project Management and implementation of the solution;
The bidder must operate the solution for a period of three months after implementation into production;
The bidder must transfer skills and knowledge to the RAF operational team, including all relevant documentation
and support manuals as part of the handover to RAF post implementation;
All licences for the solution;
The bidder must include formal training for administrators and end-users;
The bidder must support and maintain the solution in line with the RAF SLA as per paragraph 6.3 below (384
hours per year); and
The solution must be able to run on a virtualised environment (virtual servers)
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SLA requirements
6.2. The service provider must adhere to the following SLA requirements:
Category
Response
Priority 1 Urgent
Priority 2 High
Priority 3 Medium
Priority 4 Low
Resolution
15 minutes
30 minutes
45 minutes
60 minutes
1 hour
2 hours
6 hours
+10 hours
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Right Fax solution SLA Definitions
6.2.1. Priority 1 - Critical” means:
•
the malfunction and/or degraded services of the Right Fax Solution which:
limits access control functionality to ICT systems the solution integrates to; or
limits access control functionality to the solution itself; or
disables or prevents access to any ICT systems the solution integrates to; or
disables or prevents access to the solution itself; or
renders any strategic element of the solution unusable, with data loss or corruption; or
•
the above refers to 50% of users affected and/or any administrator.
6.2.2. “Priority 2 - High” means:
•
the malfunction and/or degraded services of the Right Fax Solution which affects 50% or less Users and/or any
administrator as per priority 1 above; or
•
the error has a serious impact on Right Fax Solution usage. The system is still usable but will not execute
commands promptly.
6.2.3. “Priority 3 - Medium” means calls that are affecting Right Fax Solution which do not fall into priority 1 or 2
above, but need to be resolved within 1 day.
6.2.4. “Priority 4 - Low” means Right Fax Solution service requests that can take longer than one (1) day (e.g.
projects, developments, procurement).
. Welcome and Introduction
2. Background
3. Scope of Work
4. RFB Timelines
5. Bid Evaluation
6. Pricing Schedule and BBBEE
7. RFB submission and contact details
8. Q&A
RFB Timelines
ACTIVITY
DUE DATE
Tender documents on RAF website
19 MAY 2017
RFB Advertisement in Government Bulletin
19 MAY 2017
Compulsory briefing session
02 JUNE 2017
Questions relating to RFB
Answers to be uploaded on the RAF website
07 JUNE 2017 @ 12H00
09 JUNE 2017 @ 16H00
RFP Closing Date
14 JUNE 2017 @11H00
Table of Contents
1. Welcome and Introduction
2. Background
3. Scope of Work
4. RFP Timelines
5. Bid Evaluation Process
6. Pricing Schedule and BBBEE
7. RFP submission and contact details
8. Q&A
Phase 1: Initial Screening Process and
evaluation on mandatory requirements: At
this phase bidders’ responses are reviewed
to check if they have responded according
to the RAF RFB document. (Bidder(s) who
complies/comply with the screening
process will be evaluated on the
mandatory requirements).
Phase 2: Evaluation of bid responses as
per the evaluation criteria specified in the
RFB document, i.e. functional/technical
requirements. (Bidder(s) who met the
mandatory requirements will be further
evaluated for technical/functional criteria).
Phase 3: Price and B-BBEE evaluation of
bids. (Bidder(s) who scores/score 75 or
more points out of 100 points allocated at
technical evaluation will be further
evaluated on price and B-BBEE.
TECHNICAL EVALUATION
REFER TO PAGE 62 OF THE TENDER DOCUMENT
20
Table of Contents
1. Welcome and Introduction
2. Background
3. Scope of Work
4. RFP Timelines
5. Bid Evaluation
6. Pricing Schedule and BBBEE
7. RFP submission and contact details
8. Q&A
REFER TO PAGE 69
Table of Contents
1. Welcome and Introduction
2. Background
3. Scope of Work
4. RFB Timelines
5. Bid Evaluation
6. Pricing Schedule and BEE
7. RFB submission and contact details
8. Q&A
Bid Submission
Bidders must submit 1 copy of original file and 1 duplicate (Original
and a Duplicate)
Original
1
1
Duplicate
+
Duplicate
+
TENDER BOX
RAF,420 Witch Hazel Avenue, Block F Ground Floor, Eco Glades,
Centurion.
CLEARLY MARKED “ ELECTRONIC FAXING SOLUTION”
Any enquiries must be referred, in writing via email to:
[email protected]
Sign bid submission register…