1 Introduction. 2 Background. 2.1 Organisational context

Transcription

1 REQUEST FOR PROPOSAL RFP NO: RFP/SASSETA/1718/009 SPECIFICATION ( TERMS OF REFERENCES) FOR THE INFRASTRUCTURE UPGRADE BASED ON HYDRID AND OR CLOUD COMPUTING FOR SASSETA 1 Introduction SASSETA is established in terms of the Skills development Act ( Act No 70 of 1998) as amended. The organisation further promotesculture of ongoing learning, which facilitates opportunities of skills transfer and development for all South Africans in the safety andsecurity sector seeking recognized industry qualifications. In order to achieve its objectives SASSETA recognizes Information and Communications technology (ICT) as a strategic enabler and platform of its business processes and procedures. It is therefore the purpose of this terms of reference to ensure that SASSETA builds the capability and capacity in ICT to assist in fulfilling its mandate and achieving the objectives of the organization. 2 Background 2.1 Organisational context SASSETA has in the last few years being in a process of organisational redevelopment in order to ensure that it meet the required legislative framework and mandate from which it operates. Part of that redevelopment is to enhance the role of ICT within the organisation to ensure that its meet the demand of the organisation in the current and future environments. In doing so SASSETA has in the most recent past completed an ICT assessment within the organisation. One of the key findings of the assessment is that ICT Infrastructure is compromising the business objectives and process of SASSETA. In order to bring the ICT infrastructure in line with the business strategy and objectives SASSETA therefore needs to optimise its ICT infrastructure to meet the demands of the organisation including all the processes, systems and its people within a growing organisation that seeks to meet the requirements of its stakeholders operating nationally and within the global context. It is therefore the purpose of these terms of reference to appoint a suitable service provider to assist SASSETA with the optimisation of its ICT infrastructure to meet those demand. The service provider should be credible within the industry, with the relevant expertise, skills and knowledge and should have experience with the requirement solution and industry sector. 1 RFP/SASSETA/1718/009

2 2.2 Systems Context The core operations or business of SASSETA is divided into the following Process the skills development levies within the Safety and Security Sector, Develop, and design learning programmes, Develop Annual Performance plans and Work skills plans, Disburse grants Monitor and Evaluate learning programmes, Ensure proper quality assurances Report to various stakeholders including ( Department of High Education and Training) Provide certification ( print relevant certificates for learners) These core operations are supported by an administration programme within SASSETA which includes: Financial Management of all funds Human Resource Management and development of SASSETA employees Information Technology and systems Communication and Marketing and Supply chain management Internal Audit and Risk Management The IT systems that support the core business of the SASSETA are as follows: Stakeholder Interfacing o Website currently hosted by an external service provider, the website has been revamped and is used to communicate information about SASSETA. o based on Microsoft exchange the is the mail communication tool within the organisation to communicate internally and externally. It is hosted internally on our network. o Intranet and Stakeholders portals o Telecommunication in a form of call centre and switchboard Financial Management o The Microsoft based financial system is our core financial system used for payment of levies, grants and various suppliers who renders different services to the SASSETA. o It is also used to record the income of the SASSETA. o It is also used for as the accounting and financial reporting system for SASSETA. o It interfaces with SETA management Systems which is hosted by an external service provider. 2 RFP/SASSETA/1718/009

3 o Payments are made using using an interface between the financial system and the bank.. o Assets are managed currently manually managed and a system will be developed to integrate or a module activated within the Microsoft based financial system. o The Supply chain mamanagement system is currently under development and need to be integrated with the current financial system. Programmes o SETA Management systems ( SMS) This is the data management system. It captures accreditation for the SASSETA stakeholders, learner information, training and certification information. It print the certificates. It provides various reports to management. SASSETA stakeholder submit the mandatory grant forms into the SMS. It integrates into the Microsoft based Financial System financial system by pushing grant s and levies as well as the mandatory grant approval through to the financial System. It is hosted by an external service provider. o Enterprise project management (EPM) This system is hosted by SASETA and is used to capture new programme contracts, update the programmes including milestones and provide reports on the various stages of the programme. It is based on Microsoft Project. Human resource management systems: o SASSETA utilises SAGE VIP premium payroll system for the administration and processing of payroll and related human resources processing o HR Employee Self Service process the application and processing of leave which integrates into payroll system o The payroll system is currently hosted by an external service provider and for the past of this RFP it is the intention to host it within the SASSETA infrastructure o The HR System will in the future include performance management system and recruitment and selection modules o 2.3 Technological context The following are the technological implementations at SASSETA Wide Area Network ( WAN) o 40MBps Fibre providing internet access with Auto failover link o Voice over IP Telecommunication system o Managed UTM Firewall Local Area Network (LAN) o 10/100/1000 POE Switches o Wireless access points 3 RFP/SASSETA/1718/009

4 Servers o 10 Microsoft based servers as follows: Primary Domain Controller running Active Directory on Windows Server Secondary Domain Controller ( Windows Server 2008) Mail Server ( Exchange 2003) File Server Data Storage for user data EPM Server MS Project Enterprise Server Financial Server with SQL 2005 WSUS Project Server Human Resource ( payroll system) ( NB: A detailed spreadsheet of Servers will be provided on request to determine the space requirements needed) Desktops ( PC and Laptops) SASSETA has approximately a total of 120 users, with a ratio of 60/40 desktop/laptop usage. The following are the off the shelf software run on the desktops: Microsoft Office Application Suite ( MS Word, MS Excel, MS Powerpoint) Antivirus (Client) Microsoft Outlook ( Client PDF Readers ( Variety but mainly Phantom and Adobe) MS Project Printers SASSETA has a number of desktop printers attached to each computers within the offices. There is also a number high capacity Multifunction printers (Copiers) where users can print to central point. The software that controls the printing is hosted in one of the servers. SASSETA has also specialised printing requirements to print certificates that allow the authetrication of the certificates. 3 The requirements of SASSETA Based on the above, SASSETA need to improve its ICT Infrastructure and require a proposals from Accredited service provider to assist in modernizing and upgrading the existing ICT infrastructure which is old and unreliable by moving to a Cloud or alternative based infrastructure. 4 RFP/SASSETA/1718/009

5 3.1 Functional requirements The solution should be able to meet the following functional requirements based on the following key factors and criteria Continous Availability of Systems Ensure maximum availablity of systems to the user in an interconnected world anywhere at anytime. The Solution should allow for planned and unplanned outtages Provide a proper Disaster recovery plan Performance and Productivity The must be a high level of performance for the users to ensure maximum productivity. Leverage Total cost of onwership The solution should offer optimum cost of ownership including deployment, implmentation and support and maintenance. The current platforms and available modern trends and technologies should be leveraged to reduce costs Ease of use and simplification The user environment and interfaces should allow ease of access to applications with minimul training The current interfaces should be retain as much as possible to allow the same user expereince however with improved performamnce and quality Future growth and scalability The solution should provide for future growth with the addition of new applications, and increased data. It must further allow for scalability without requiring significant changes to the proposed infrastructure. Legislation and Security The legislative framework regarding the security of the governement infromation should be applicable. 5 RFP/SASSETA/1718/009

6 3.2 Technical requirements SASSETA request services providers to provide the following o Hardware Costs o Software (Annual Licence) Costs o Office 365 will be used on the desktops Licensed for (3) three years. o Server licences should be included either on the private or public cloud- Licenced for (3) three years. o Implementation cost ( Deployment) once off o Hosting cost on the public platforms 1 August 2017 up to 31 March 2020( Renewable each year) o Maintenance and support costs for from 1 August 2017 up to 31 March 2020( Renewable each year) This above should be based on the following options Option 1: Build a complete Private Cloud (In house system) by deploying a. Procuring Server(s) with the following minimum specification i. Minimum 2 x Intel Xeon Processor E v4 product family Minimum 4 cores ii. 128 GB of RAM iii. Note that the server will be connected to the SAN ( 2GB connectivrity between the two. iv. It should be noted that SASSETA has a Dell rack and the servers will be hosted in the rack and the brand should be able to integrate seamlessly in this regard. b. Core Switches of the Platform c. SAN Storage = 40 TB of storage d. Backup up Solution based on Dell hardware with software to be included e. Upgrade / Deploy the following latest Microsoft System i. Hyper-V or VMWare ii. Active Directory iii. Services with archiving and external service iv. SharePoint Server: 1. Document and Records Management 2. Intranet / Internet Portals v. Skype for Business vi. System Center (SCCM, Operations Manager, DPM) 6 RFP/SASSETA/1718/009

7 f. Migration of current business application on to the servers i. Sage VIP Premium ii. Project Server iii. Microsoft based financial System A backup solution is required by SASSETA to backup the data. The solution should cater for the following requirements: Up to 5 TB of Data for the current data, taking into consideration 20% data growth per annum The software for the data backup including licensing should be included. Licensed for three (3) years. The offsite storage of backup data should also be included. Data backup s should allow for incremental backups on a daily basis with weekly backup stored off site and one monthly backup of all the data to be stored off site. NB: The procurement of products and services may vary based on the recommendations to suit the SASSETA environment. Option 2: Build a Hybrid Infrastructure Solution to take advantage of cost saving of public cloud benefit. The following must be hosted in the Organizations Local Datacenter(Private Cloud) a) Procuring Server(s) with the following minimum specification iv. Minimum 2 x Intel Xeon Processor E v4 product family Minimum 4 cores v. 128 GB of RAM vi. Note that the server will be connected to the SAN ( 2GBconnectivrity between the two. vii. It should be noted that SASSETA has a Dell rack and the servers will be hosted in the rack and the brand should be able to integrate seamlessly in this regard. b) Core Switches of the Platform c) SAN Storage = 20 TB of storage d) Backup up Solution based on suitable Dell hardware and software to be included and or stored on the public cloud e) Upgrade / Deploy the following Microsoft System Hyper-V Cluster or VMWare Active Directory 7 RFP/SASSETA/1718/009

8 o Migration of current business application on to the servers Sage VIP Premium Project Server Microsoft based financial System The following services should be hosted in the Public Cloud Services SharePoint Skype for Business A backup solution is required by SASSETA to backup the data. The solution should cater for the following requirements: Up to 5 TB of Data for the current data, taking into consideration 20% data growth per annum The software for the data backup including licensing should be included. Licensed for three (3) years. The offsite storage of backup data should also be included. Data backup s should allow for incremental backups on a daily basis with weekly backup stored off site and one monthly backup of all the data to be stored off site. NB: The procurement of products and services may vary based on the recommendations to suit the SASSETA environment. Option 3: Hosting on the public cloud Hosting of all the applications and services on the public cloud including by not limited to the following o Upgrade / Deploy the following Microsoft System Hyper-V Cluster or VMWare Active Directory o Migration of current business application on to the cloud Sage VIP Premium Project Server Microsoft based financial System The following services should be hosted in the Public Cloud Services SharePoint Skype for Business 8 RFP/SASSETA/1718/009

9 4 Deliverables and Scope of Work The service provider is required to deliver the following: a. Detailed Project Plan and Methodology on how these systems will be implemented and migrated to the latest technologies. b. Detailed functional specification and technical specification and design document to be developed and processed for approval c. Detailed methodology of testing the solutions before it is implemented in the production environment. i. System Testing by IT and Sign-Off ii. User Acceptance testing by business users d. Implementation into the production environment e. Maintenance and Support from 1 August 2017 to 31 March Service provider Submission Requirements 5.1 Understanding of the requirements and proposed solution The service provider must demonstrate his understanding of the SASSETA requirements by outlining in his own words what SASSETA is envisaging to achieve in this RFP by indicating the following: a. What is the problems or challenges SASSETA is facing based on similar situations or circumstances. b. What are the expectations c. What are the sssumptions The Service provider must then provide a solution to address the problems or the challenges. The Service provider can provide a case study or a solution that is most likely to meet the challenges. A detailed project plan on how the solution will be implemented should be provided 9 RFP/SASSETA/1718/009

10 5.2 Accreditation The service provider should have most updated Gold and / or Silver Competencies in one of the following technologies. A latest letter of competency from Microsoft is also required i. Datacenter ii. Midmarket Service Provider iii. Devices and Deployment iv. Messaging v. Content and Collaboration vi. Data Platform vii. Cloud Computing Should the service provider have other competencies that are not Microsoft based, they may be submitted and an indication should be provided of the level with Microsoft. 5.3 Technical Resources( Attached certificates) The technical resources who will be assigned to this project should have the following qualifications either a diploma, certificate or degree in Information technology, with Microsoft Certificates or similar related to a) MCSE SharePoint b) MCSE Messaging c) MCSE Private Cloud 5.4 Company experience Customer reference as follows: Name of Company/Organisation Project Description Contact Person Name and telephone 6 Contract Duration 10 RFP/SASSETA/1718/009

11 From the date of award 1 st of July 2017 until 31 st March Mandatory Compliance Documents Service Providers must submit the following documentation when preparing their RFP: - Company profile - Certificate of Registration - Vendor Accreditation Certificate - Valid and Original Tax Clearance Certificate at the time of closing - Valid and Certified B-BBEE certificate/sworn Affidavit - SBD 1 Invitation to Bid - SBD 3.1 Pricing Schedule ( Bidders should also provide the detailed costing or pricing on a separate sheet with their letterheads signed) - SBD 4 Declaration of Interest - SBD 6.1 Preference Claim Form - SBD 8 Declaration of bidder s past supply chain management practices - SBD 9 Certificate of independent bid determination NB: Please note that the above requirements are mandatory and MUST accompany the proposal. Non-compliance with the above will lead to a disqualification. NB: PROPOSALS MUST BE PROPERLY INDEXED Conditions for selection/short listing The proposals will be evaluated as follows: Phase 1 Mandatory Document Submission and Functionality Phase 2 Price 11 RFP/SASSETA/1718/009

12 8 Evaluation Criteria (Phase One) Proposal Items Weight Service Provider Experience 30% 0 point = No proven track record of engagement in similar work. 2 points for each project in similar environment up to 20 points 1-10 points will be allocated for public sector experience Technical Resources ( Attached CV) 20% 0 point = No CV attached with relevant skills and experience 1-5 points for Skills sets up to 5 years experience in Project management and qualification in Project Management 1-10 points for skills sets up to 10 years ICT experience 1-5 points for skills sets up to 3 years experience in Cloud Computing Understanding of technical requirement and Comprehensive Project Management Methodology Methodology and approach [20] 30% 0 point = No Solution provided 5 to 10 points = Only one option provided as per the technical requirements in 3.2 and point = two options provided as per the technical requirements in 3.2 and points = All options provided as per the technical requirements above in 3.2 and 5.1 Draft detailed project plan [10] 0 point = No project plan. 1-5 points = Inadequate project plan 5-10 points the project plan with clear timelines and targets Vendor Accreditation 0 point for vendor accreditation 1-5 points for 1 to 2 vendor accreditation 5-10 points for more 3+ vendor accreditation Customer Reference 0point = no customer reference 10% 10% 1-5points = 1 to 3 customer reference 5-10points = 3+ customer reference Proposal to score a minimum of 65% to qualify for phase 2 which is price evaluation. 12 RFP/SASSETA/1718/009

13 Price Evaluation (Phase Two) PREFERENCE POINT SYSTEM WILL BE USED FOR VALUE OF OVER R 1 million, i.e. bids will be evaluated 90 points for price and 10 points for BBBEE Bids will be evaluated by 90 points for price and 10 points for BBBEE PRICE 90 BBBEE 10 TOTAL 100 A.Process of Submission and Quotation Suppliers must submit their proposals in the following format o o o Proposal Mandatory Documents Quotation B. Total cost The total costs must be VAT inclusive and the service providers are requested to quote for a period of 1 August 2017 to 31 March 2020 (Please provide a clear breakdown of costs). The Service Providers are required to submit their proposals on or before 12:00pm on the 19/06//2017. Any bid document received after closing date and time will not be considered. 13 RFP/SASSETA/1718/009

14 General 6.1 Submissions must be hand delivered and or posted to the below mentioned postal address on or before the closing date: Physical Address: Riverview Office Park Janadel Avenue (off Bekker Road), Halfway Gardens Midrand. Postal Address: P O Box 7612 Halfway House If you do not hear from us within 6 weeks after closing date, please accept that your proposal was unsuccessful. 7. Disclaimer SASSETA reserves the right not to appoint a provider and is also not obliged to provide reasons for the rejection of any proposal. 14 RFP/SASSETA/1718/009