Appointment of a Reputable Service Provider to Implement a Backup Solution for a Period of 36

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

(THIRTY-SIX) MONTHS TO THE NRCS (NRCS 002-2017/2018)

Enquiry: Malesele Sekhula Telephone: 012 482 8714 E-mail: [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 Number of users Cape Town 48 Durban 20 Port Elizabeth 15 Bloemfontein 7 Gauteng 212

At the moment IT uses Microsoft Data Protection Manager (DPM) to back up their Hyper-Virtual infrastructure directly to Linear Tape-Open. 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 Backup Software 1. 2. According to the number of Central Licensing 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

Backup scale-out 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 Offer fast, granular recovery for Active Directory, MS Exchange, MS SharePoint, MS Recovery SQL Provide virtual lab functionality to test changes in a production-like environment before deploying them Built-in replication to replicate VMs onsite for high-availability or off-site for disaster recovery Provide the ability to automatically test and Replication verify every Virtua Machine replica for recoverability Allow for replica rollback and assisted failover with little or no business interruption Monitoring and Offer complete visibility into the backup Alerting and virtual environments 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.

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

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 WEIGHT SCORE 1 Past Relevant experience 15 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: 70

2.1  Provide project implementation plan 30 with deliverables as detailed in clause 3 above 2.2  Resource availability and roll out of the 15 project 2.3  Training and skill transfer plan 10

2.4  Turn-around time for queries including 15 contingency plans 3 Qualifications and skills The Bidder must provide curriculum vitae 10 of key personnel detailing their qualifications and skills relevant to this

type of resources or services required by the NRCS

4 The Firm Experience 5 The bidder must submit a detail narrative describing their experience in this field of not more than two pages TOTAL 100

Minimum Threshold 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. 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 80 Points TOTAL 80

Preferential Elements 20 Points B-BBEE Status Level of Contributor Number of Points (80/20 system) 1 20 2 18 3 16 4 12 5 8 6 6 7 4 8 2 Non-compliant contributor 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 002-2017/2018)

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 Description Submitted (Yes/No) Schedule All documents for minimum requirements 1 Schedule The Functionality criteria documentation 2 Schedule Certified ID copies of the directors / trustees / 3 shareholders and their shareholding percentages Schedule Original and valid B-BBEE status levels verification 4 certificate or a certified copy thereof, substantiating your B-BBEE rating.