TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR WEBSITE AND DOMAIN HOSTING SERVICES

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1 TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR WEBSITE AND DOMAIN HOSTING SERVICES 09 April 2018

2 1. Assignment: The National Lotteries Board requires the appointment of a service provider to render a website and domain hosting services. 2. Name of the responsible office: ICT Division 3.Telephone: maureen@nlcsa.org.za 5. Attention: Maureen Senyatsi 6. Description of Service: Hosting of the NLC internet website rendering of associated services 7.Bid No: RFP/ Proposal Submission: The Supply Chain Co-ordinator, National Lotteries Board, Block, 333 Grosvenor Street, Hatfield, Pretoria, Closing Date: 20 April Closing Time: 11:00 2 Page

3 1. GENERAL / BACKGROUND NLC intends to appoint a service provider to render hosting of the NLC internet website, domain and associated services. The primary purpose of the internet website is to enable the NLC to maintain an internet presence to meet and augment its operational obligations. 2. SCOPE OF WORK The work to be undertaken in order to deliver a functional service to the NLC incorporates the following project activities: 2.1. Prepare of a solution proposal that addresses and meets the NLC website hosting requirements Host the primary NLC public facing website Multiple subdomain capability Activate the NLC website domain to operate with SSL certificate thus enforcing use of the Avail a CPAN portal or equivalent interface to enable an authorised NLC official to secure administer aspects of the website Manage the transfer of the existing NLC domain name, nlcsa.org.za, to the new webhosting environment. Transfer must be seamless and require minimal operational downtime Manage the migration of the existing website content to the webhosting environment. Migration must be seamless and require minimal operational downtime Conduct regular maintenance tasks according to best practice guidelines: Ensure timely and effective renewal of any stipulated domain names Ensure up to date SSL certificates and renewal thereof Backup of the NLC website and any applicable configurations files and/or settings 2.5. Advise and assist with the transfer of any additional (new, parked, transferred or otherwise) domain names that the NLC may specify during the course of the contract Propose recommendations on additional features that can enhance the security of information, particularly taking cybersecurity into account. 3 Page

4 2.7. Ensure the existing NLC domain name, and any others that me be specified, remain legally registered to the National Lotteries Commission at all times Prepare an SLA for a period of 24 months that at a minimum covers the following aspects: Turn-around times to address and resolve trouble tickets logged with the Service provider Definition of roles and responsibilities between the NLC and the Service provider Definition of the trouble ticket escalation procedure Detailing a maintenance and support framework Backup and restoration plan and testing Other general terms and conditions of the SLA agreement. 3. DURATION OF APPOINTMENT The envisaged services and associated SLA duration are to be rendered for a period of 24 months from the date of formal appointment. 4. PAYMENT TERMS The NLC undertakes to pay valid tax invoices in full within thirty (30) days of receipt of invoice after rendering of the required service. 5. VALIDITY 5.1. A Proposal shall remain valid for thirty (30) days after the closing date of the submission for proposals. A Proposal which is valid for a shorter period may be rejected by the NLC for nonresponsiveness In exceptional circumstances, the NLC may solicit the bidder s consent to an extension of the period of the validity of the bid. The request and responses thereto shall be made in writing. A bidder that has been granted the request will neither be required nor permitted to modify the Proposal. 6. COMPULSORY INFORMATION SESSION There is no compulsory briefing session for this bid. 7. EVALUATION METHODOLOGY / CRITERIA 7.1. Project Solution Cost Framework Provide a fixed price quotation for the fixed term services 4 Page

5 Stipulate call-out fees for SLA support once the monthly support allocation is depleted Costs must be VAT inclusive and quoted in South African Rand. 8. REQUIREMENTS This section defines the description for the webhosting environment: 1. General Service Requirements: Functionality/Features Comply Do not Comply a) CPANEL or equivalent management portal for a specified NLC administrator b) Multiple subdomains of existing domain name and any new domain names that may require to be registered in the future c) DNS control capability such as MX, TXT and others 2. Webhosting Package The Webhosting package must address the following listed capabilities or features: 2.1. Unlimited web traffic 2.2. Minimum Hosting space of 10GB 2.3. Flexible and seamless migration options from one package option to another as need may arise 2.4. Minimum 5 MySQL database systems 2.5. PHP scripting support 2.6. Minimum 2 FTP access accounts 2.7. Support of popular CMS products 5 Page

6 3. Security Features 3.1. Develop and implement a holistic webhosting security plan SSL activation DDoS prevention and mitigation Backup and restore Antivirus and malware detection High availability and disaster recovery 4. Reporting Capabilities 4.1. Proposed solution must support generation of the website hosting reports: Unique visitors New visitors Threat analysis Usage and performance analysis 5. Specific SLA deliverables: 5.1. Technical Support Duration 24 months. Telephonic support. support Website Software Environment Upgrades Free software version upgrades during period of SLA Customer Relations Management Monthly SLA meeting 6 Page

7 6. Membership/Accreditations: ISPA Others 9. Company Experience Prior experience in the private and public sectors. Companies are required to provide proof that they have facilitated / performed similar projects. References are compulsory. 10. Project Plan / Methodology Service providers to indicate what procedure is going to be used to execute the service or project Provide an Implementation Project plan with final outputs and identified timeframes. 11. EVALUATION CRITERIA The NLC will evaluate all proposals in terms of the Preferential Procurement Policy Framework Act. No. 5 of 2000 (PPPFA). A 3 phase evaluation criteria will be considered in evaluating the bid, being: Phase 1: Pre-Qualification Criteria (Mandatory Requirements) Bidders must submit all the below mentioned requirements. Bids with deviations from the requirements/conditions, will be eliminated from further consideration. Original Valid Tax Clearance Certificate Original signed standard bid documents Phase 2: Functional/technical Evaluation Only bidders that have met the pre-qualification criteria will be evaluated for functional evaluation. In this phase the evaluation will be based on the bidders responses in respect of the bid proposal (evaluated 7 Page

8 on the minimum functional specifications). Prospective bidders who score a minimum of 70 points or more will be considered for the next phase 3 (Price and BBBEE status level contributor). CRITERIA WEIGHT Company Experience 25 Provide details of work of a similar nature undertaken by the bidder within the last three (3) years. Specific details must be given to indicate the extent to which these previous experiences relate to the work described in the Terms of Reference Members Experience 20 Considers the technical and professional skills of the bidder. Professional Membership 10 Considers membership of the bidder to relevant professional bodies Project Plan / Methodology 25 Considers the responsiveness to the Terms of Reference (ToR), the level of detail in the proposal, attention to project management and innovative approaches and ideas. Service Level Agreement 20 Outline the framework on which the NLC will receive support and assistance in addressing: i. Fault resolution time frames from time of formal logging of ticket with the bidder. ii. Monthly account management review sessions focusing on the quality of the service rendered by the bidder and reporting of overall performance of the same service. Total 100% Phase 3: The 80/20 Principle based on Price and BBBEE status level contributor. Points will be awarded to a bidder for attaining the B-BBEE status level of contributor in accordance with the table below: 8 Page

9 B-BBEE Status Level of Contributor Number of Points (80/20 system) Non-Compliant contributor 0 Other Conditions: Only bidders who obtain at least 70 % under Functional/Technical Evaluation will be considered for further evaluation on phase 2. Bidders are kindly requested to submit an original document only Bidders are further requested to provide separate financial and technical proposals. Bidders are requested to attend a compulsory briefing session. Bidders are requested to provide a clear agreement regarding joint venture/consortia. The percentage involvement of each company in the joint venture agreement should be indicated on the agreement. A trust, consortium or joint venture must submit a consolidated B-BBEE Status Level Verification Certificate for every separate bid. Bidders are required to submit original and valid B-BBEE Status Level Verification Certificates or certified copies thereof together with their bids, to substantiate their B-BBEE rating claims. A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the subcontract. A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract. 9 Page

10 Fraudulent practices shall result in immediate disqualification NLC is under no obligation to accept any bid and reserves its right not to proceed with the appointment of any service provider that responded to the invitation to submit proposals, for whatever reasons it may consider appropriate. 12. Late Bids Bids received late shall not be considered. A bid will be considered late if it arrived one second after 11:00am or any time thereafter. The tender (bid) box shall be locked at exactly 11:00am and bids arriving late will not be considered under any circumstances. Bidders are therefore strongly advised to ensure that bids are dispatched allowing enough time for any unforeseen events that may delay the delivery of the bid. 13. Clarification / Enquiries Telephonic request for clarification will not be considered. Any clarification required by a bidder regarding the meaning or interpretation of the Terms of Reference or any other aspects concerning the bid is to be requested in writing (letter, facsimile or ) from the following contact persons. The bid reference number should be mentioned in all correspondence. 14. Bid Enquiries Name and Surname: Maureen Senyatsi maureen@nlcsa.org.za Tel: Technical Enquiries Name and Surname: Wabile Motswasele wabile@nlcsa.org.za Tel: Enquiries received will be responded to within two (2) working days of receiving the enquiry. 10 Page

11 THE NLC IS NOT OBLIGED TO ACCEPT THE LOWEST OR ANY BIDS AND RESERVES THE RIGHT TO ACCEPT ANY BIDS IN WHOLE OR PART. 11 Page

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