Electoral Commission. Auction # Lumension Software Maintenance Renewal

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1 Electoral Commission Auction # Lumension Software Maintenance Renewal IMPORTANT NOTICE Failure to comply with the completion of the auction conditions and the required information or submission of the required stipulated documents indicated below (i.e. non submission of the required reseller authorization details) shall invalidate a bid.

2 1 Introduction The Electoral Commission has implemented Lumension as its primary security patch management system in The Lumension Patch Management and Application Control license expires on the 31st of March This is an auction for the renewal of this software maintenance. The Electoral Commission has invested extensively in ICT technologies, which provide a platform to effectively support and enable its business processes and to meet its goal of providing a free and fair election process in an open and transparent environment. The Electoral Commission ICT Department intends to continue running a highly efficient and stable ICT environment making full use of industry standards, best practices and disciplines based upon stable and reliable technologies. Suppliers must place a bid on the Votaquotes (e-procurement) system and then provide all the required documentation before the due dates as specified in this document and on the Votaquotes web site. 2 Technical Specifications The Electoral Commission would like to invite authorized suppliers of Lumension products to submit bids for the renewal of Lumension Patch & Remediation and Application Control for a period of one (1) year from 01 April 2015 to 31 March Bidder must be a Silver or Gold Lumension Partner and proof of partner status must be submitted. The detailed requirements are: SKU Description Qty Term PRPWM-1 yr-1000 Lumension Patch & Remediation - Windows - Maint months ACM-1 yr-1000 Lumension Application Control Maintenance months 3 General Auction Conditions The following standard auction conditions must be adhered to and complied with, failing of which the bid may be disqualified. a) A letter of proof of the reseller agreement / Partner Agreement must accompany the written documentation; and must be submitted to the Electoral Commission s Procurement and Asset Management Department. b) Bidder must be a Silver or Gold Lumension Partner and proof of partner status must be submitted. c) All delivery costs will be for the bidder. 2

3 d) The Electoral Commission will issue a formal purchase order to the successful bidder before any services or equipment can be delivered. e) Delivery of the required licenses shall only be accepted by the Electoral Commission on the basis of presentation of the bidder s own delivery note. Such notes shall not be substituted by another bidder s or supplier s delivery notes. f) No payment shall be made until full and final delivery has taken place and the product has been confirmed to be delivered in accordance with the specifications. 4 Quality Control The following quality control conditions must be adhered to and complied with, failing of which the bid may be disqualified. a) The successful bidder will have the primary responsibility of ensuring that the proposed items comply with the required specification in term functionality and technical specification including quantity and quality. b) The successful bidder has the primary responsibility to ensure that quantity and quality are in accordance with the specifications. 5 Delivery Requirements The required auction documentation must be delivered at the Electoral Commission s national office at the following address: Election House Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157 Likewise delivery of the product should be based on delivering to this address; any other changes and arrangements will be negotiated with the successful bidder and should be factored into the bid price. The closing date and time is as stated on the auction on the e-procurement website All Auctions Conditions must be complied with at all times. 6 Award of Order 1. The order will be awarded to a bidder whose solution successfully conforms to specifications and is able to deliver and support the product, and in terms of the provisions of the Preferential Procurement Policy Framework Act, The Electoral Commission will issue a formal order before any services or software can be delivered 3

4 3. It should be noted that the Electoral Commission seeks to gain the best solution technically and financially and will select from the results of the auction a solution it deems to give the best investment. 7 Delivery and Implementation Timeframe 1. The successful bidder will be required to complete delivery within 5 days from receipt of the order for these services. 2. If that is not possible the bidder must state in the bid conditions and in the written submission the reasons and the earliest date that implementation may start and be completed. 8 Written Submissions All submissions must be received before 11:00 on 17 April Submissions received after the final date and time may lead to bids being disqualified and not considered. Written submissions must be delivered to the Commission s Procurement & Asset Management Department. Delivery can be through any of the following means: Fax to (012) to votaquotes@elections.org.za Place in the Electoral Commission s tender box situated in the foyer of the Electoral Commission s national office in Pretoria at the following address: Election House Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157 Note: Clearly mark your submission: For the attention of Procurement and Asset Management Auction Failure to submit all of the required documentation (See points 1-5 below) before the closing time will invalidate the bid. It remains the responsibility of the bidder to confirm receipt of the required documentation with the EC Procurement department. 1. Provide details on the product SKU, description and quantity of each of license proposed in the bid; 2. Detailed technical specifications in accordance with the technical requirements to demonstrate compliance; 4

5 3. Detailed pricing breakdowns (Product SKU, description and quantity with warranty and any other element if any). 4. A letter of proof of the reseller agreement either from the OEM or an authorized distributor (i.e. if the reseller is authorized by a Distributor); 5. Proof is required from the OEM authorizing the relevant distributor; 9 Closing Date The final closing date and time of this auction will be specified on the eprocurement (Votaquotes) website in accordance the bidding requirements. The closing date and time is determined by the clock on the Electoral Commission s servers and is not negotiable. Bidders must also take note supporting documentation must be delivered before the cut off time. 5

6 Service Provider: Date of Bid Evaluation: Auction # Auction Lumension Software Maintenance Renewal Bid Evaluation Criteria Phase1 No. Description Yes/No* Comments 1 Letter of proof of the reseller agreement 2 Proof of Silver or Gold Lumension Partner * Failure to submit a letter as proof of reseller agreement shall disqualify a bid. Result of phase 1: Bid qualifies/does not qualify for further consideration. Phase 2 Product Description Comply? (Y/N) Comments 2000x PRPWM-1 yr Lumension Patch & Remediation - Windows Maint 2000x ACM-1 yr Lumension Application Control Maintenance Qty Result of phase 2: Bid qualifies/does not qualify for further consideration. Bid Evaluation Committee Name: Signature: 6