FOR TENDER FOR THE SUPPLY, MAINTENANCE AND SUPPORT OF DATACENTRE INFRASTRUCTURE - purco sa
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TENDER FOR THE SUPPLY,
MAINTENANCE AND SUPPORT OF
DATACENTRE INFRASTRUCTURE
FOR
TSHWANE UNIVERSITY OF
TECHNOLOGY
TENDER NO: TR 16/2018
Name of Bidding Enterprise
Initials:
TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 1 of 52CONTENTS
Description:
1. NOTICE AND INVITATION
2. NOTES TO RESPONDENTS
3. GENERAL CONDITIONS OF OFFER
4. SPECIFIC CONDITIONS REGARDING THIS OFFER
5. EMPLOYMENT POSITION DESCRIPTION
6. EVALUATION OF PROCESS &
FUNCTIONALITY CRITERIA (APPENDIXES)
7. ADDITIONAL INFORMATION
8. DETAILS OF BIDDING ENTERPRISE
9. REFERENCES AND VITAL INFORMATION
10. STATEMENT OF PROXY
11. FORM OF OFFER
Initials:
TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 2 of 521. NOTICE AND INVITATION
TR 16/2018: SUPPLY, MAINTENANCE AND SUPPORT OF DATACENTRE
INFRASTRUCTURE
Experienced organisations with the necessary expertise and accreditation, interested in undertaking
to execute work necessary for the supply, maintenance and support of datacentre infrastructure for
the Tshwane University of Technology as detailed in the documentation herewith, as well as the
General Conditions Governing this tender, are requested to complete the relevant portions of this
document and submit it to the address as detailed herein.
NB. All bidders shortlisted for responsive offers will be subjected to a diligence vetting process.
CLOSING DATE:
Tuesday, 11 September 2018
NEITHER LATE OFFERS NOR OFFERS HANDED IN AT ANY OTHER VENUE SHALL BE
ACCEPTED.
CONTACT DETAILS:
Any technical related enquiries arising from this request must be forwarded to:
Mr Stephen Rakgoale
Tshwane University of Technology
Tel: (012) 382-5675
E-mail: RakgoaleMS@tut.ac.za
Any document related enquiries arising from this request must be forwarded to:
Ms Bulelwa M Rollom
Tshwane University of Technology
Tender Specialist
E-mail: RollomBM@tut.ac.za
Ms Meshal Moonsamy
PURCO SA
Contracts Manager
E-mail: meshal.moonsamy@purcosa.co.za
Initials:
TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 3 of 52NOTICE AND INVITATION (CONTINUED)
ONLY ONE COMPULSORY INFORMATION SESSION WILL BE HELD:
Campus: TUT Pretoria Campus
Date: Friday, 24 August 2018
Time: 11h30 – 12h30
Venue: Building 4 – 109, Pretoria Campus, Staatsartillerie Road, Pretoria West
PROPOSAL DOCUMENTS:
All completed bid documents must be in sealed, new envelopes with the description, TR 16/2018:
SUPPLY, MAINTENANCE AND SUPPORT OF DATACENTRE INFRASTRUCTURE, as well as
the closing time and date clearly marked on the outside, addressed to the Deputy Director:
Procurement and either posted to TUT or placed in the Tender Box at the following address by no
later than 12h00 on Tuesday, 11 September 2018
Addressed to: Or placed in the:
Deputy Director: Procurement Tender Box
Tshwane University of Technology Building 21 (Basement next to Standard Bank ATM)
Private Bag X680 Staatsartillerie Road
Pretoria Pretoria West Campus
0001. Pretoria
TENDER BOX:
Tenderers to note the following when submitting their tender documents:
Diameter of slot opening: 420 mm X 75 m high.
Tenderers must ensure that submissions fit into the slot. If more than one envelope is submitted
it must be marked clearly e.g. 1 of 3, 2 of 3 and 3 of 3.
The tender box will NOT be opened prior to the closing date and time to allow for submissions
too large for the slot.
Also, submission not inside the tender box at the time of opening, will be considered non-
compliant and will therefore not be taken into consideration.
NOTE:
Neither late submissions nor submissions handed in at any other office will be accepted.
Bidders are requested to submit one (1) original proposal plus two (2) copies of the original
proposal plus two (2) x cd/usb copies.
Proposals will be opened in public at approximately 12h30 on the date of closure of the
proposal.
Ms S. Carr
Deputy Director: Procurement
Tshwane University of Technology
Initials:
TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 4 of 522. NOTES TO RESPONDENTS
NOTE:
2.1 An attendance register will be signed during the compulsory information session.
2.2 All attendees must ensure that they sign the Attendance Register provided on site. The
register will only be available for signature to respondents who arrived before the advertised
times.
2.3 Participants are requested to ensure that the person who would be authorised to complete the
bid documents also attend the information session.
2.4 Only offers from prospective Service Providers who attended the Compulsory Information
Sessions will be accepted. An attendance register will be signed at the compulsory
Information Sessions. The compulsory Information Session will take place on the dates, times
and venues as indicated in this document.
2.5 Prospective bidders must ensure that they enter the venue where the Information Session is
to be held before the advertised time.
2.6 The completed bid documents must be placed in the Tender Box by no later than 12h00 on
Tuesday, 11 September 2018 at 12h00 at:
Tender Box
Tshwane University of Technology,
Building 21 (Basement next to Standard Bank ATM)
Staatsartillerie Road
Pretoria West Campus
2.7 Neither late offers nor offers handed in at any other venue or office shall be accepted.
2.8 No prices shall be read out during the opening of the bids.
2.9 The respondent is required to furnish the University with the information as set forth hereafter.
2.10 TUT’s PROCUREMENT PHILOSOPHY:
2.11 It is the policy of TUT when purchasing or obtaining goods and services to enhance the
economic participation of Black people in TUT’s procurement process and to have due regard
to the importance of the following in line with its B-BBEE Policy:
2.11.1 increasing the extent to which TUT engages with existing and new, black women-owned
and managed enterprises, to increase their access to economic activities, infrastructure and
skills training;
2.11.2 promoting the development and support of businesses from disadvantaged communities
(small, medium, micro enterprises, as well as established businesses within those
communities);
2.11.3 promoting local, regional and provincial service providers; and
2.11.4 stimulating and promoting local economic development in a targeted and focused manner.
2.12 This procurement philosophy may be reflected in the functionality criteria of this tender.
Initials:
TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 5 of 52NOTES TO RESPONDENTS (CONTINUED)
2.13 RESERVATION OF RIGHTS BY TUT:
2.14 TUT reserves the right not to accept the lowest priced tender or any tender, whether in part or
in whole.
2.15 TUT reserves the right to award this tender as a whole or in part without furnishing reasons.
2.16 On the date that the contract awards are approved by the Council of the University, the
contracts agreed between TUT and the selected Service Providers pursuant to this TR 7/2017
will come into effect and shall be binding on the Service Provider/s.
2.17 TUT will score (for price and B-BBEE), separately, the functionally compliant bid responses
submitted in respect of this tender.
2.18 TUT reserves the right to engage with any preferred tenderer in post-tender negotiations on
price and other matters, and in the event that TUT and a preferred tenderer reach deadlock
in any such post-tender negotiations, TUT reserves the right to terminate the negotiation
process and recommend for appointment either the next highest scoring tenderer.
Initials:
TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 6 of 52NOTES TO RESPONDENTS (CONTINUED)
2.20 COMPULSORY INFORMATION SESSION:
2.21 Compulsory Information Sessions for the rendering TR 16/2018: SUPPLY, MAINTENANCE
AND SUPPORT OF DATACENTRE INFRASTRUCTURE
2.22 Representatives from interested Service Providers must ensure that they have the bid
document at hand and that attendance of the Information Sessions are done by a fully qualified
member of the company wishing to participate in the bid process. It is therefore recommended
that the person who will be responsible for completion of the bid document to be present at
the Information Session.
2.23 It is the responsibility of the bidder to attend the compulsory information briefings and/or site
briefings. It is furthermore upon the bidder to arrive at the briefing session venue at the specific
time indicated by the University. TUT shall not be held responsible for late attendance at such
briefings including as a reason for lack of proper completion of tender documents. The bidder
shall ensure signs the attendance register by latest the end of the briefing session.
2.24 An Attendance Register, which must be completed in full and signed by one Representative
of each Service Provider.
2.25 Offers entered by prospective Bidders who did not attend the compulsory Information
Sessions shall be discarded.
2.26 Compulsory information sessions will be held as follows:
ONLY ONE COMPULSORY INFORMATION SESSION WILL BE HELD:
Campus: TUT Pretoria Campus
Date: Friday 24 August 2018
Time: 11h30 to 12h30
Venue: Building 4 – 109, Pretoria Campus, Staatsartillerie Road, Pretoria West
Initials:
TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 7 of 523 GENERAL CONDITIONS OF OFFER
3.1 Definitions:
Unless the context otherwise indicates:
- "approval" means the approval given by the representative;
- “cash price(s)" means the price(s) of the offer, as given by the contractor and accepted by
the institution for the execution of the contract;
- “closing date” means date stated to be last day for submission of Offer.
- “contract" means the General Conditions read with Form of Offer, Specific Conditions
Regarding the Offer and specifications, including all schedules, diagrams, models and
samples annexed to it, as well as diagrams. models and samples approved by the
representative of the institution with regard to the contract and any agreement concluded in
terms of the General Conditions;
- “contractor" means the bidder whose Offer was accepted by the institution or the bidder's
lawful personal representative;
- “delivery" means delivery at the place determined in the contract for meeting the contract
terms and conditions;
- “delivery date" means the date fixed in the contract for delivering the service;
- “emerging enterprise” means a service provider which was established within the last five
years and is majority black owned, black youth owned, black female owned and/or black
disabled owned and qualifies as an EME or QSE as defined in the Codes of Good Practice
issued pursuant to section 9 of the Broad-Based Black Economic Empowerment Act, No. 53
of 2003, as amended from time to time;
- “subcontracting” to identify procurement opportunities and participation of EME’s and QSE’s
in contracts or projects.
- “EME”- Exempted Micro Enterprise
- “QSE” – Qualifying Small Enterprise
- “General Conditions" means this document, namely “General Conditions of Offer" of Tshwane
University of Technology;
- “in writing" also means any manuscript, typed or printed record above or over the signature
or seal, as the case may be;
- “joint venture” means an association of persons for the purposes of combining their expertise,
property, capital, efforts, skill and knowledge in an activity for the execution of a contract;
- “local service provider” means a service provider primarily located within the province, region,
metropolitan or local municipal area where the campus or learning site for which it provides
services is based;
- “month" means a calendar month;
- “representative" means the representative of the institution, namely the Manager
Procurement or any other officer mentioned in the bid conditions or specifications, as the case
may be;
- “site" means the buildings or grounds or any other place where the services will be rendered
- “specifications" means the specifications attached to the General Conditions.
- “the institution" means Tshwane University of Technology; and
- “work or works" means services to be supplied and work to be performed by the contractor
In terms of the contract.
Initials:
TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 8 of 52GENERAL CONDITIONS OF OFFER (CONTINUED)
3.2 TENDERER SHOULD SATISFY HIMSELF REGARDING THE CONDITIONS OF OFFER AND
PARTICULARS
3.2.1 The bidder shall, on submission of an offer, be regarded to have satisfied himself as to
all the conditions and particulars of the offer.
3.3 FULL ACCEPTANCE OF CONDITIONS
3.3.1 The bidder shall be regarded as having read and understood the General Conditions
and the submission of his offer shall be assumed to show his total acceptance of it.
3.3.2 Any special conditions with regard to the contract should be contained in the
specifications concerning the contract, should supplement the General Conditions and
be annexed to them. Provided that such special conditions be valid only if they are not
contrary to the General Conditions.
3.3.3 Subject to the above sub-clauses, the tenderer may restrict one or more of the
conditions, but If his offer is accepted, no restriction of any condition shall be part of his
contract with the TUT, unless, on submission of his offer, he has indicated, specifically,
in writing, with regard to each and every condition he wishes to restrict, the number of
the condition and the degree to which it should be restricted.
3.4 TRANSFER
3.4.1 It is a personal contract with the contractor, and he may neither farm out, nor transfer
or cede any part, share or interest in it to someone else, unless with the written consent
of TUT and on condition approved by TUT.
3.4.2 This clause shall not be valid for subcontracts farmed out to suppliers who deliver
materials and minor parts to the contractor in connection with goods to be delivered.
TUT reserves the right to expect that the contractor should submit the names of all his
subcontractors for the approval of TUT.
3.4.3 In case of services to be rendered to TUT no more than 25% of the value of such
contracts may be subcontracted to other parties without the written consent of TUT.
3.5 CONTRADICTIONS
3.5.1 If in the contract, any contradictions, ambiguities or lack of concurrence appear to be
present in the description, measurements, quality or quantities, the contractor should,
before he begins to execute the contract concerned or that part of it where such
irregularities appear to be present, refer the matter for a decision to the representative
of TUT.
Initials:
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3.6 DEVIATIONS
3.6.1 If the tenderer offers goods that deviate or differ from the specifications, such deviation
should be indicated and described clearly in the offer.
3.7 BREACH OF CONTRACT
3.7.1 If it appears to TUT that the contractor is not executing the contract in accordance with
its true purpose and intention, or if the delivery period has lapsed, or if the contractor is
in default or has breached the contract in any other way, then TUT may order the
contractor in writing to redeem the default or breach of contract within the period fixed
in the written warning and, if the contractor neglects to redeem it within the said period,
then TUT will be at liberty, without prejudice to any of its contractual rights, to execute
the work the contractor has neglected to perform, or to take away the whole contract or
a part thereof from the contractor and place an order for it with someone else. The
contractor shall be liable for any loss suffered by TUT on account of steps taken by
TUT in terms of this clause.
3.8 PAYMENT
3.8.1 Unless otherwise indicated in supplementary or special conditions of contract, payment
shall be made as follows:
3.8.2 TUT shall pay for the services rendered by the contractor within thirty (30) days and in
line with TUT’s Accounts Payable Policy after the end of the month in which the service
was rendered, provided the contractor deliver a valid invoice containing the relevant
VAT numbers (*VAT Exempted), for the services within that period and in accordance
with TUT deadlines with regards to cut-off dates for creditors.
3.9 PARTICULARS TO BE FURNISHED
3.9.1 No offer shall be considered unless it is fully completed in ink and accompanied by
sufficient information that makes it possible to judge whether the tendered goods meet
the specifications or not.
3.9.2 If the required particulars are not furnished in full, the offer may be regarded as being
non-compliant with proposal requirements.
3.10 SEQUESTRATION OR SURRENDERING OF ESTATE OF CONTRACTOR
3.10.1 If either a provisional or a final sequestration of the contractor’s estate is ordered, of if
application is made for such an order, or in case the contractor applies for the
surrendering of his estate, or enters into, makes or obtains a deed of assignment of
estate, or comes to another agreement, or makes another arrangement with, or makes
an assignment to the benefit of his creditors, or pretends to do so, or, if the contractor,
being a firm, decides to liquidate the company, or if the court should order such
liquidation, or if he or the firm, as the case may be, is sentenced in a competent court,
or if, in the execution of a sentence, his movables and immovables are seized, then
TUT shall have the right to terminate the contract and, without having recourse to the
law and nor remunerating the contractor, and subject to the right of TUT to sue the
contractor for damage TUT has suffered on account of the aforementioned events.
Initials:
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3.11 PERIOD OFFER SHALL BE VALID
3.11.1 The submission of an offer to TUT shall be regarded as being an agreement between
the tenderer and TUT in terms of which the offer shall remain valid for acceptance by
TUT for the period determined in the proposal invitation, during which period the
tenderer may not withdraw his offer nor weaken or diminish the tenor of the offer.
3.12 FORMAL CONTRACT AND SURETYSHIP
3.12.1 If, and when TUT requires it, the contractor shall enter into a formal agreement and
contract of surety ship, which TUT shall draw up and the contractor shall sign, and
which, if necessary, shall be signed by his sureties within seven (7) days from the date
on which the documents are declared ready for signing. The contractor shall pay all
costs, expenses, stamp duty and other disbursements owed for or with regard to such
documents. The surety required by TUT for this clause may, however, not exceed ten
(10) per cent of the total estimated value of the contract.
3.13 JURISDICTION APPLYING
3.13.1 The contract will be governed according to the law of the Republic of South Africa, and
any possible dispute that may arise between TUT and the contractor in connection with
the contract shall be resolved in the Republic of South Africa at Pretoria.
3.14 CANCELLATION OF OFFER AND/OR CONTRACT
If it is found that an offer or contractor-
3.14.1 Has offered, promised or given anyone who had to do with the inviting of offers or the
allocation of a contract, any remuneration, fees, bonus, discount, or other inducement
in connection with the acquisition or execution of a contract.
3.14.2 Is not executing a contract in a satisfactory manner.
3.14.3 Is not adhering to the provisions of the General Conditions or of any other special
conditions of contract that may apply.
3.14.4 Is acting in a fraudulent or improper manner or in bad faith toward TUT –
Then TUT may disqualify the tenderer immediately or cancel the contract, after taking
into account all the circumstances and without prejudice to any other legal remedy to
his / her disposal in respect of:
a) any loss and/or damage suffered, and;
b) any additional costs or expenses incurred in that the TUT had to invite new
offers or accept a less favourable offer, or whatever.
3.15 GENERAL
3.15.1 The lowest or any offer shall not necessarily be accepted, and TUT shall reserve the
right to accept the whole offer or any part thereof.
3.15.2 There is any difference or contradiction between the prices or particulars on the official
proposal form and those on the tenderer’s accompanying letter the prices or particulars
on the proposal form shall be valid in all cases.
3.15.3 The offer should be fully completed in ink on the proposal form and submitted in a
sealed envelope that is addressed and endorsed in the manner indicated in the
proposal advertisement and on the form concerned.
Initials:
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3.15.4 There is a specific tender box for the submission of offers, and no offer found in any
other container or at any other venue after closing time shall be taken into account.
3.15.5 Usually, offers that arrive after the advertised time for the receipt of offers shall not be
accepted. This rule shall not be deviated from unless it is clear that the offer was posted
in time to reach TUT before the closing time, and provided the Bid Awarding Committee
has satisfied themselves that the tenderer had taken all reasonable precautions to allow
for ordinary delays and could otherwise not be blamed for the fact that his / her offer
was received late.
3.15.6 The tenderer must put his/her initials next to all changes that he /she makes on the
documents.
3.15.7 No corrections may be made with correction fluid, such as Tipp-Ex or a similar product.
If a mistake is made, it should be struck out once in ink, and the same person who
formally signs the offer must sign in full at every correction made. Tshwane University
of Technology reserves the right to reject an offer if any correction made on it is not
made in the manner set out above.
3.16 AWARDING AND POST TENDER NEGOTIATIONS
3.16.1 TUT reserves the right not to accept the lowest tender or any tender in part or in whole.
3.16.2 TUT reserves the right to award this tender to an emerging black enterprise company.
3.16.3 The bidder obtaining the highest number of points should be recommended for
acceptance subject to below paragraphs 3.16.4 and 3.16.5.
3.16.4 TUT shall consider its Procurement Philosophy and B-BBEE Policy in recommending
a bidder other than the highest point scoring bidder for the award.
3.16.5 TUT reserves the right to engage in post –tender negotiations wherever applicable,
prior to awarding.
3.17 TUT PROCUREMENT PHILOSOPHY
3.17.1 It is the policy of TUT when purchasing or obtaining goods and services to enhance the
economic participation of black people in TUT’s procurement process and to have due
regard to the importance of the following in line with its B-BBEE Policy.
3.17.2 increasing the extent to which TUT engages with existing and new, the youth, black
women-owned and managed enterprises, to increase their access to economic
activities, infrastructure and skills training.
3.17.3 promoting the development and support of businesses from disadvantaged
communities (small, medium, micro enterprises, emerging enterprises, as well as
established businesses within those communities).
3.17.4 promoting local, regional and provincial service providers.
3.17.5 stimulating and promoting local economic development in a targeted and focused
manner; and
3.17.6 to promote local economies, quotations may be sourced from community-based
vendors for procurement of goods and services.
Initials:
TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 12 of 524 SPECIFIC CONDITIONS REGARDING
OFFER
4.1 Prospective Bidders interested in rendering for the TR 16/2018: SUPPLY, MAINTENANCE
AND SUPPORT OF DATACENTRE INFRASTRUCTURE for University of Technology
(TUT), as specified herein, are invited to tender as follows:
4.2 Review the tender information, specifications and conditions outlined in this document.
4.3 Complete the information requirements and tender offer forms provided.
4.4 The duly completed and signed set of documents must be forwarded in a new, sealed
envelope (hand delivered or posted), clearly endorsed with the tender number TR 16/2018
and closing date (before the due date and time) to:
Addressed to: Or placed in the:
Deputy Director: Procurement Tender Box
Tshwane University of Technology Tshwane University of Technology,
Private Bag x 680 Building 21 (Basement next to Standard Bank
Pretoria ATM)
0001. Staatsartillerie Road
Pretoria West Campus
Pretoria
4.5 The closing date and time for this tender is Tuesday, 11 September at 12h00
4.6 No late offer will be accepted. Note that the onus is on Bidders to ensure that posted
submissions are received at the above delivery address before the closing date and time.
4.7 No emailed, faxed or photocopied offers will be accepted. Only offers on the original bid
document will be considered
4.8 The validity period of the offer is hundred and twenty (120) days. This offer must remain
open for a period of hundred and twenty (120) days from date of submission.
4.9 Should the Service Provider withdraw the offer within the period for which prices shall remain
open for acceptance, or fail to fulfil the contract when called upon to do so, TUT may, in
addition to any other remedies it may have, withdraw the offer or cancel the contract. The
Service Provider will then pay the University any expenses incurred by them having either
to accept a less favourable offer, or, if new offers have to be called for, additional expenditure
incurred by the call for new offers and by the subsequent acceptance of a less favourable
offer.
4.10 Information given during the Information Session is meant to assist Service Providers in
order to submit a meaningful proposal.
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OFFER
4.11 The Evaluation Panel shall select Service Provider/s on the basis of a ranking which will be
determined in accordance with the evaluation criteria described in this bid document, for
approval by the Council of TUT. In particular, the following should be noted:
4.11.1 TUT will score (for price and B-BBEE), separately, the functionally compliant bid
responses submitted in respect.
4.11.2 TUT reserves the right to engage with any preferred tenderer in post-tender negotiations
on price and other matters, and in the event that TUT and a preferred tenderer reach
deadlock in any such post-tender negotiations, TUT reserves the right to terminate the
negotiation process and recommend for appointment either the next highest scoring
tenderer
4.12 Detailed evaluation results and Tenderer ratings shall not be published.
4.13 VESTED INTEREST
4.13.1 Parties participating in this offer need to declare any vested interest they may have in
Tshwane University of Technology. Statement provided for in the Form of Offer must be
completed and signed.
4.14 OPENING OF OFFERS
4.14.1 Documents will be opened in public at approximately 12:30 on the date of closure of the
tender.
4.14.2 OFFERS shall be accepted until 12h00 on Tuesday, 11 September 2018
4.15 CONTRACT LENGTH
4.15.1 The envisaged contract will be for a maximum period of three (3) years. All contracts are
subjected to annual performance review.
4.16 OUTSOURCING OF MAINTENANCE AND SERVICES
4.16.1 In instances where the supplier intends to outsource the maintenance and services that
is deemed to be part of the contract that will be concluded with the successful
respondents need to ensure that all documentation regarding Broad Based Black
Economic Empowerment be submitted with the offer.
4.17 ADDITIONAL CONDITIONS
4.17.1 All prices must be inclusive of VAT.
4.17.2 All payments will be made in accordance with General Conditions Regarding of Offer”.
4.17.3 TUT does not commit to pay any costs incurred by any preferred tenderer or Service
Provider in the negotiations with TUT, nor any costs incurred by any preferred tenderer
or Service Provider in submitting a price, technical, or other revisions of their proposals
as may result from negotiations.
4.17.4 Every bid submitted must remain open for a period of one hundred and twenty days (120)
days from date of closure and may be accepted at any time during the said period of one
hundred and twenty days (120) days.
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OFFER
4.17.5 The lowest priced or only offer does not have to be accepted by Tshwane University of
Technology and the University, as such, reserves the right to accept any or no proposal
at all.
4.18 CERTIFICATIONS AND ACCREDITATIONS
4.18.1 All respondents need to ensure that copies of all certifications and accreditations are
attached to this document.
4.19 COMPANY PROFILE
4.19.1 A profile containing at least the following must accompany the Offer:
4.19.2 Proof of Accreditations
4.19.3 Proof of existence of Service facilities
4.19.4 References of projects of similar nature,
4.19.5 Detail of ownership etc.
4.19.6 Description of service
4.19.7 Contingency plans
4.19.8 Specify requirements expected of TUT
4.19.9 Submit documentation and state all legal requirements.
4.20 NAME OF COMPANY
Respondents must furnish the full, registered name of the operator who is tendering on
“Detail of Enterprise”. Respondents are requested to sign their initials at the bottom-right of
each page of this document
4.21 SERVICE FEE
The Supplier must provide for a 2% service fee calculated on the total value of each invoice
issued by the Supplier for or otherwise relating to supply of goods and/ or performance of
the Services to the Purchaser (including any additional/ ad hoc goods supplied or services
rendered), payable to PURCO SA on submission of relevant invoice to the Purchaser. The
selected Supplier is required to send a copy of monthly invoice and statement to both
PURCO SA and the Purchaser. Upon receipt of the monthly sales report from the Supplier,
PURCO SA shall invoice the Supplier a minimum of 2% service fee based on the Rand
value of the total monthly sales which is payable to PURCO SA within 30 days of the invoice
date.
NO FAXED, ELECTRONIC OR LATE DOCUMENTS SHALL BE ACCEPTED
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5.1 NAMES OF DIRECTORS, MEMBERS OR PARTNERS OF BIDDING ENTERPRISE
I/we disclose hereunder the full name/s and address/es of the director/s of the company, or
member/s of the close corporation or partner/s of the partnership on whose behalf this offer is
submitted.
This offer is submitted on behalf of a Company/Closed Corporation/Partnership (delete
whichever is not applicable).
Registration number of Company or Closed corporation:
...............…………..........................………….
Date of incorporation: ..............................................
Full Name of Director/s Member/s or Partner/s Residential Address
It is compulsory in the case of a female director/member/partner to furnish her maiden
name, and if applicable, all her previous married names.
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5.2 DECLARATION:
I/we declare that there is a relationship/no relationship (delete whichever is not applicable) between
any of the above-mentioned directors/members/partners (delete whichever is not applicable) and
any employee of Tshwane University of Technology or PURCO SA.
If a relationship exists, please supply full particulars and names herewith:
…………………………………………….............................………………………………………………
…
……………………………………………………….............................……………………………………
…
………………………………….............................…………………………………………………………
…
.............................................................................................................................................................
..
.............................................................................................................................................................
..
I/we declare that should I/we fail to furnish all or correct information this may lead to the
disqualification of my/our Offer.
Signature of Bidder: ....................................................................
Street Address of Registered Offices:
....................................................................................................
...........................................................................................................
...........................................................................................................
...........................................................................................................
N.B. If the space is insufficient for all the relevant information, Bidders must furnish the
required information separately.
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 17 of 526 SPECIAL CONDITIONS REGARDING OFFER
6.1 SCOPE OF TENDER
Tshwane University of Technology is seeking tenders from interested and accredited
organizations to provide:
a. Supply of tier one servers and storage infrastructure with three year maintenance, warranty
and support;
b. Maintenance and support of the current servers and storage equipment and infrastructure;
c. Support services to ensure optimal performance and availability of servers and storage
infrastructure;
d. Assist with due diligence prior to the acquisition of servers, storage infrastructure and
datacentre services;
e. Tshwane University of Technology may request additional scope from the
preferred supplier; and
f. The University reserves the right to increase or decrease the scope of work.
6.2 REQUEST FOR TENDER
Tshwane University of Technology consists of multiple campuses and sites with primary campuses
located in the Tshwane metropolitan Area. This proposal covers, amongst others, the following
sites:
1. Pretoria
2. Ga-Rankuwa
3. Soshanguve North
4. Soshanguve South
5. Arcadia
6. Arts
7. Alma Du Toit Building
8. Business School
9. E’Skia Mphahlele (Building and Estates)
10. Mbombela
11. e-Malahleni
12. Polokwane
13. Durban
14. Cape Town
15. Toppieshoek (Hartebeespoort)
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 18 of 52SPECIAL AND ADDITIONAL CONDITIONS OF OFFER (CONTINUED)
6.3 REQUIREMENTS
Supply of server hardware and related services (See Annexure B):
o Server warranty renewals
o Server replacements
o New server acquisitions
o Infrastructure as a service
Supply of storage infrastructure and related services (See Annexure C):
o Storage maintenance renewals
o Storage infrastructure replacements
o New storage infrastructure acquisitions and upgrades
o Software for managing, monitoring and reporting
o Storage as a service
Supply of backup infrastructure and related services (See Annexure D):
o Backup maintenance renewals
o Backup licence renewals
o Backup infrastructure replacements
o New backup infrastructure acquisitions and upgrades
o Software for managing, monitoring and reporting
o Backup as a service
Conduct due diligence for the term of the contract to determine future requirements and
consolidation in line with the new technology trends;
Provide access to enterprise architects and specialists to assist with planning and providing
recommendations for datacentre services, including capacity planning;
Provide roadmaps, documentation and implementation plans for software defined datacentres, high
availability and Disaster Recovery as a service;
SLA’s and maintenance (e.g. response times, minimum time to respond and maximum time to
solve) with guaranteed uptime and service availability. Special provision for peak periods (e.g.
Registration);
Keep TUT abreast of evolving technology (quarterly workshops) which may enhance services if
implemented;
Knowledge and skills transfer to TUT staff:
o Accredited training
o Formal in-house skills transfer
o Ongoing training for the duration of contract
Assist TUT in determining standards of equipment to be the most efficient and cost effective;
Incident resolution process to be tied to TUT’s service desk;
6.4 CURRENT OPERATING ENVIRONMENT
See attached spreadsheet (Annexure A)
6.5 CONTRACT LENGTH
The envisaged contract will be for a period of three (3) years which is subjected to annual
performance review.
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 19 of 526.6 TECHNICAL AND SERVICE DESIGN
No “unanswered” questions will be allowed. If a response to a question has been indicated as
comply but not elaborated upon or substantiated it shall be regarded as mandatory non-
performance.
6.6.1 TECHNICAL NON-MANDATORY REQUIREMENTS
GENERAL REQUIREMENTS
1.
Comply Not Comply
The bidder must indicate how they can provide support and
services of the server, storage and backup equipment
Substantiate / Comments Below:
2.
Comply Not Comply
The bidder must indicate the advantages that can be realised by
choosing them as the Service Provider.
Substantiate / Comments Below:
3. .
Comply Not Comply
The bidder must indicate if they will be readily able to support the
current TUT environment.
Substantiate / Comments Below:
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 20 of 524.
Comply Not Comply
The bidder must describe the support options available.
Substantiate / Comments Below:
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 21 of 527 EVALUATION PROCESS
7.1 INTRODUCTION
To ensure that all respondents are afforded the opportunity to compete on an equal footing and also
to enable Tshwane University of Technology to evaluate the bids received on an equal basis, the bid
evaluation process described below will be followed by TUT.
7.2 METHODOLOGY AND EVALUATION PROCESS
7.3 THE EVALUATION OF BIDS WILL BE DIVIDED INTO THREE (3) PHASES:
Phase 1: Pre-qualification criteria.
7.3.1 The pre-qualification check requires verification of compliance with the hurdle requirements.
Note: No points are allocated to this phase; however, bids that do not meet the pre-
qualification requirements will not advance to the next phase of the evaluation process.
7.3.2 TUT has defined minimum pre-qualification/mandatory criteria listed in the table below that
must be met by the Service Provider in order for TUT to accept an offer for evaluation.
I/We have attached to this document: Tick if submitted Office use
1. Payment of Tender Fees of R1140. 00 Yes No
2. Attendance of compulsory Information Session Yes No
3. Correctly completed tender and signed by authorized signatories Yes No
4. a valid SARS Tax Clearance Certificate Yes No
5. a valid B-BBEE Certificate (SANAS/ Affivadavat) Yes No
6. Attach latest three (3) month bank statements and Bank Rating /
Yes No
Letter of Goodstanding
7. proof of my/our company/closed corporation registration and a copy
Yes No
of my/our CM/CK certificates
8. copies of the identity documents of those with equity/shares Yes No
9. Proof of Proxy (Resolution) Yes No
10. Proof of Technical Accreditation??? Yes No
11. One (1) Original plus (2) copies of the original bid document and 2 x
Yes No
electronic copies
Bids that do not meet the Pre-Qualification requirements will not advance to the next stage of
assessment. No points are allocated to this stage.
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 22 of 52EVALUATION PROCESS (CONTINUED)
7.4 Phase 2: Evaluation of bids based on Functionality Criteria
7.4.1 The aim of this exercise is to evaluate all bids received based on Functionality as a criterion
in accordance with the tender requirements.
7.4.2 Evaluation criteria as set out hereunder are designed to ensure conformity with Tshwane
University of Technology’s bid requirements.
7.4.3 To assist respondents, a synopsis of the evaluation form which will be utilized by the
Tshwane University of Technology’s evaluation team, indicating the evaluation criteria,
weights, applicable values and/or minimum qualifying score for functionality, is provided in
this tender document.
7.4.4 A bidder that fails to obtain the minimum the qualifying score for functionality as indicated in
this tender document is not an acceptable tender and will not be considered for evaluation
under Phase 3.
7.4.5 Each tender that obtains the minimum qualifying score for functionality will be evaluated
further in Phase 3, in terms of price, preference points and other matters specified below.
7.5 Phase 3: Evaluation in terms of 90/10 preference point system
7.5.1 Only bids that achieved the minimum qualifying score/percentage for functionality will be
considered further in terms of the Phase 3 preference points scoring system.
7.5.2 The weightings to be utilized in calculating points scored for the Phase 3 preference points
scoring system will be:
7.5.3 Up to 90 Points for Price;
7.5.4 Up to 10 Points for the B-BBEE status level of contribution of the tenderer.
7.5.4.1 Step 1 will be the calculation of points for price, where the lowest priced bid in respect of
each Group of Routes will score 90 points for price, while bids with higher prices in respect
of the same Group of Routes will score lower points for price on a pro-rata basis.
7.5.4.2 The following formula will be utilized to calculate the points for price in respect of tenders with
a Rand value above R 1 000 000 (all applicable taxes included):
Pt − P min
Ps = 90 (1 − )
P min
Where:
Ps = Points scored for comparative price of proposal or offer under consideration;
Pt = Comparative price of proposal or offer under consideration; and
Pmin = Comparative price of lowest acceptable proposal or offer.
7.5.5 Step 2 will be the calculation of points for the B-BBEE status level of contribution, where 10
points will be awarded to a bidder for attaining the B-BBEE status level of 1, and lower points
will be awarded to bidders with lower B-BBEE status levels, as per table below:
B-BBEE Status Level of Contributor Number of Points
1 10
2 9
3 8
4 5
5 4
6 3
7 2
8 1
Non-compliant contributor 0
Note: Non-compliant contributors or bidders which fail to provide certification substantiating the
B-BBEE status level of contribution be awarded zero (0) for B-BBEE preference points.
7.5.6 The points scored for price (step 1) will be added to the points scored for B-BBEE status
level of contribution (step 2) to obtain the bidder’s total points scored out of 100.
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 23 of 52EVALUATION PROCESS (CONTINUED)
7.5.7 GENERAL
7.5.7.1 TUT may request additional information, clarification or verification in respect of any
information contained in or omitted from a Service provider’s tender. This information will be
requested in writing.
7.5.7.2 TUT may conduct a due diligence on any Service Provider, which may include interviewing
customer reference checks.
7.5.7.3 TUT may shortlist Service Providers and may request presentations from short-listed Service
Providers.
7.5.7.4 TUT may enforce whatever measures it considers necessary to ensure the confidentiality
and integrity of the contents of the Tender.
7.5.7.5 TUT will evaluate the Tenders with reference to TUT approved evaluation criteria, guided by
the TUT procurement policy and B-BBEE policy as indicated. TUT reserves the right to
appoint a specialist/consultant to assist in performing such evaluations.
7.6 AWARDING AND POST TENDER NEGOTIATIONS
7.6.1 TUT reserves the right not to accept the lowest tender or any tender in part or in whole.
7.6.2 TUT reserves the right to award this tender to an emerging black enterprise company.
7.6.3 The bidder obtaining the highest number of points should be recommended for acceptance subject
to below paragraphs 7.6.4 and 7.6.5.
7.6.4 TUT shall consider its Procurement Philosophy and B-BBEE Policy in recommending a bidder other
than the highest point scoring bidder for the award.
7.6.5 TUT reserves the right to engage in post –tender negotiations wherever applicable, prior to
awarding.
7.6.6 In awarding preference may be given to Level 1 and Level 2, i.e. EME’s and QSE’s with at least
51% black ownership. Refer to the below TUT Procurement Philosophy paragraph 7.7.2.
7.6.7 In cases where the above awarding criteria cannot be met, the awarding criteria may be based on
subcontracting such as Joint Ventures and other structures.
7.7 TUT PROCUREMENT PHILOSOPHY
7.7.1 It is the policy of TUT when purchasing or obtaining goods and services to enhance the economic
participation of black people in TUT’s procurement process and to have due regard to the
importance of the following in line with its B-BBEE Policy.
7.7.2 increasing the extent to which TUT engages with existing and new, the youth, black women-owned
and managed enterprises, to increase their access to economic activities, infrastructure and skills
training.
7.7.3 promoting the development and support of businesses from disadvantaged communities (small,
medium, micro enterprises, emerging enterprises, as well as established businesses within those
communities).
7.7.4 promoting local, regional and provincial service providers.
7.7.5 stimulating and promoting local economic development in a targeted and focused manner; and
7.7.6 to promote local economies, quotations may be sourced from community-based vendors for
procurement of goods and services.
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 24 of 52EVALUATION PROCESS (CONTINUED)
PHASE 2: FUNCTIONALITY CRITERIA:
In Stage 1service providers will be assessed in terms of experience in a similar environment, financial
stability, operational capacity, and quality management standards.
Only Service providers scoring 70 points and more will be considered for Phase 3 (price and B-BBEE
preference points criteria).
Functionality Criteria Weights
1. Company References and Experience: Provide two (2) contactable references that are not older
than three years. Reference should be where services of similar nature is being provided.
Maximum 10 points
Reference check will be conducted.
Additional points if company provides similar services to Tertiary Institutions in South Africa
2 References provided 5
Additional 5 points if Tertiary experience is provided 5
2. Proof of relevant accreditation from the OEMs of the tier one (1) server, storage and backup
Maximum 5 points
suppliers
Valid proof of accreditation 5
3. Ability to provide emergency stock or alternatives for the server, storage and backup to TUT Maximum 10 points
Component Replacement Time < less than 4 hours turnaround time 10
Component Replacement Time > more than 4 hours turnaround time 5
4. Optimisation and ensuring high availability of core services. Maximum 10 points
Service Restoration Times < less than 24 hours 10
Service Restoration Times > more than 24 hours 5
5. Ability to support the ERP infrastructure Maximum 10 points
Tenderer to indicate the ability to support the ERP system infrastructure that will be running on Linux
10
(certification to be provided)
6. Ability and experience Maximum 20 points
Ability and experience to configure, design and manage datacentre services 7
Ability to integrate with the existing and future server, storage and cloud computing 7
Ability to assist with backup and restore technologies 6
7. Staff Capacity and Capability: Maximum 25 points
Ability to provide access to enterprise architect and server, storage and backup experts to TUT (certification to
10
be provided)
Ability to conduct a due diligence on the current server, storage and backup environment and Dell servers for
5
existing equipment (Certification to be provided)
Ability to conduct capacity planning, comprehensive inventory and consolidation (Tools and certification to be
5
provided)
Ability to provide access to virtualization technology experts to TUT (MS Hyper-V, OVM and VMWARE or similar
5
certification to be provided)
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 25 of 528. Emerging Enterprises Maximum 10 points
It is TUT’s objective to promote participation of emerging enterprises through the award of this tender.
Bidders which themselves are emerging enterprises must submit a copy of their latest financial statements as
proof of their annual turnover, and written confirmation thereof by an independent accountant, in addition to
an affidavit or B-BBEE verification certificate indicating ownership status. OR,
Emerging enterprises with no financial history, must submit a letter from their independent accounting firm
confirming their financial status and / or projections, as well as proof of ownership status.
10 Points
9. Promotion Emerging Enterprises
Bidders which are not themselves emerging enterprises may be required to subcontract a minimum of 30 % of
the value of the contract to an EME or QSE which is at least 51% owned by black people. Bidders are required
to submit their plans that will be undertaken or committed by them, which are designed to support this TUT
Transformation objectives. Bidders are not allowed to recommend or preselect subcontracting bidders. This is
subjected to TUT’s final decision and awarding. Bidders to accept by signing this condition on Page 47.
TOTAL POINTS FOR FUNCTIONALITY 100 POINTS
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 26 of 52EVALUATION PROCESS (CONTINUED)
FUNCTIONALITY CRITERIA TO BE COMPLETED ANY
INCOMPLETION/ BLANK SPACES WILL RESULT IN ZERO
POINT ALLOCATION:
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 27 of 52APPENDIX A.1
FUNCTIONALITY CRITERIA
REFERENCE ONE (1)
COMPLETE TABLE IN FULL BELOW
Reference Company One
(1) Contact Name:
Name of Company:
Contact
Contact e-Mail:
Telephone:
Description of Contract:
Contract Details
1 Contract end date
2 Contract duration
3 Contract Value
List the services
4
provided
Attach Reference Letter 1 – Appendix A.1
The reference letter should be on an official Letterhead from your Client with the following:
o Name of your business mentioned on the letterhead with Reference to Tender TR
16/2018
o Period of contract
o Value of Contract
o Officially signed and dated with contact details (Name, telephone, email address)
o Recommendation
FAILURE TO PROVIDE RELEVANT PROOF WILL RESULT IN ZERO POINT ALLOCATION
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 28 of 52APPENDIX A.2
FUNCTIONALITY CRITERIA
REFERENCE TWO (2)
COMPLETE TABLE IN FULL BELOW
Reference Company Two
(2) Contact Name:
Name of Company:
Contact
Contact e-Mail:
Telephone:
Description of Contract:
Contract Details
1 Contract end date
2 Contract duration
3 Contract Value
List the services
4
provided
Attach Reference Letter 2 – Appendix A.2
The reference letter should be on an official Letterhead from your Client with the following:
o Name of your business mentioned on the letterhead with Reference to Tender TR
16/2018
o Period of contract
o Value of Contract
o Officially signed and dated with contact details (Name, telephone, email address)
o Recommendation
FAILURE TO PROVIDE RELEVANT PROOF WILL RESULT IN ZERO POINT ALLOCATION
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 29 of 52APPENDIX A.3
FUNCTIONALITY CRITERIA
REFERENCE THREE (3)
COMPLETE TABLE IN FULL BELOW
Reference Company Three (3)
Contact Name:
Name of Company:
Contact
Contact e-Mail:
Telephone:
Description of Contract:
Contract Details
1 Contract end date
2 Contract duration
3 Contract Value
4 List the services provided
Attach Reference Letter 3 – Appendix A.3
The reference letter should be on an official Letterhead from your Client with the following:
o Name of your business mentioned on the letterhead with Reference to Tender TR
16/2018
o Period of contract
o Value of Contract
o Officially signed and dated with contact details (Name, telephone, email address)
o Recommendation
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 30 of 52FUNCTIONALITY CRITERIA
APPENDIX B
PROOF OF VALID ACCREDITATION FROM OEM OF THE
TIER ONE (1) SERVER, STORAGE AND BACKUP SUPPLIERS
Tick if
I/We have attached to this Appendix B the following documents: Office use
submitted
Attach valid proof
Yes No
Attached to this Appendix B.1
FAILURE TO PROVIDE RELEVANT PROOF WILL RESULT IN ZERO POINT ALLOCATION
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 31 of 52APPENDIX C
ABILITY TO PROVIDE EMERGENCY STOCK OR
ALTERNATIVES FOR THE SERVER, STORAGE AND BACKUP
TO TUT
Tick if
I/We have attached to this Appendix C to the following documents: Office use
submitted
Indicate and attach relevant proof.
Component Replacement Time < less than 4 hours turnaround time Yes No
Component Replacement Time > more than 4 hours turnaround time Yes No
FAILURE TO PROVIDE RELEVANT PROOF WILL RESULT IN ZERO POINT ALLOCATION
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 32 of 52FUNCTIONALITY CRITERIA
APPENDIX D
HIGH AVAILABILITY OF CORE SERVICES.
Tick if
I/We have attached to this Appendix D to the following documents: Office use
submitted
Indicate Service Restoration (Provide SLA to ensure optimisation)
Service Restoration Times < less than 24 hours Yes No
Service Restoration Times > more than 24 hours Yes No
FAILURE TO PROVIDE RELEVANT PROOF WILL RESULT IN ZERO POINT ALLOCATION
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 33 of 52FUNCTIONALITY CRITERIA
APPENDIX E
ABILITY TO SUPPORT THE ERP INFRASTRUCTURE
Tick if
I/We have attached to this Appendix E the following documents: Office use
submitted
Tenderer to indicate the ability to support the ERP system infrastructure that will be
running on Linux (certification to be provided) Yes No
FAILURE TO PROVIDE RELEVANT PROOF WILL RESULT IN ZERO POINT ALLOCATION
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 34 of 52FUNCTIONALITY CRITERIA
APPENDIX F
ABILITY AND EXPERIENCE
Tick if
I/We have attached to this Appendix F the following documents: Office use
submitted
Ability and experience to configure, design and manage datacentre services
Yes No
Ability to integrate with the existing and future server, storage and cloud
computing Yes No
Ability to assist with backup and restore technologies
Yes No
FAILURE TO PROVIDE RELEVANT PROOF WILL RESULT IN ZERO POINT ALLOCATION
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 35 of 52FUNCTIONALITY CRITERIA
APPENDIX F
STAFF CAPACITY AND CAPABILITY:
Tick if
I/We have attached to this Appendix F the following documents: Office use
submitted
Ability to provide access to enterprise architect and server, storage and
backup experts to TUT (certification to be provided) Yes No
Ability to conduct a due diligence on the current server, storage and backup
environment and Dell servers for existing equipment (Certification to be
provided) Yes No
Ability to conduct capacity planning, comprehensive inventory and
consolidation (Tools and certification to be provided Yes No
Ability to provide access to virtualization technology experts to TUT (MS
Hyper-V, OVM and VMWARE or similar certification to be provided) Yes No
FAILURE TO PROVIDE RELEVANT PROOF WILL RESULT IN ZERO POINT ALLOCATION
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TENDER TR 16/2018 Supply, Maintenance and Support of Datacentre Infrastructure Page 36 of 52You can also read
