REQUEST FOR QUOTATION YOU ARE HEREBY INVITED TO SUBMIT QUOTATIONS TO THE WATER RESEARCH COMMISSION.

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1 REQUEST FOR QUOTATION YOU ARE HEREBY INVITED TO SUBMIT QUOTATIONS TO THE WATER RESEARCH COMMISSION. RFQ NUMBER: 22403/15-16 RFQ ISSUE DATE: 30 MARCH 2016 CLOSING DATE AND TIME: 06 APRIL am RFQ VALIDITY PERIOD 60 DAYS (COMMENCING FROM RFQ CLOSING DATE) DESCRIPTION OF SERVICES REQUEST FOR QUOTATIONS FOR CLOUD HOSTING SERVICES FOR A PERIOD OF TWELVE (12) MONTHS FOR WATER RESEACH COMMISSION. SUBMISSION ADDRESS MARUMATI BUILDING C/O FREDERIKA STREET AND 18 TH AVENUE, RIETFONTEIN, PRETORIA OR PRIVATE BAG X03 GEZINA,0031,SOUTH AFRICA

2 ENQUIRIES The SCM Manager Name: Dolly Makole Tel: (012) Technical Queries: ( IT Senior Manager) Name: Deon Thirumalai Tel: (012) BIDDER NAME:.. COMPANY REGISTRATION NUMBER:.. ADDRESS:..... CONTACT PERSON:.. TEL:.. FAX: Mobile:.. TOTAL RFQ PRICE R...Inclusive of VAT

3 TERMS OF REFERENCE (TOR) FOR CLOUD HOSTING SERVICES FOR A PERIOD OF TWELVE (12) MONTHS FOR WATER RESEACH COMMISSION BACKGROUND The Water Research Commission (WRC) is a national entity established in terms of the Water Research Act (Act No 34 of 1971), to coordinate and fund water research in South Africa. 1. SCOPE OF WORK Water Research Commission (WRC) existing infrastructure is currently unable to meet the current business requirements. We seek to employ the services of a cloud hosting service provider who can provide an environment that is scalable and reliable with a proven track record. At present,we do not have sufficient capacity to cater for full data backups We do not have the ability to provision additional performance (either memory or processors) on any of the existing servers. This is impacting our daily user requirements as systems are slow. We do not have capacity to increase any servers disk space (e.g. file server in red zone running out of storage space at an alarming rate) We cannot provision any new servers to meet any new server needs/requirements We have in-consistent data backups that we cannot test due to capacity issues and these backups may not meet our requirements, if disaster had to strike. Due to the move of the WRC to new premises, we cannot guarantee that moving the physical servers from the existing premises to the new will not yield any failures on hardware or software. Databases, when shut down, run a higher risk of corruption. If either of these were to become a reality when we move, this could easily cripple our business. To reduce the risk associated with moving our data centre, and to incorporate the need to address the above core issues, it is proposed that we migrate our key infrastructure to a hosting facility. The cloud service will satisfy the above requirements and give us the reliability and flexibility we require. There are risks associated with hosting our servers in the cloud; Access the servers are physically located in a hosting facility where multiple parties have physical access (These facilities are for general use, yes however entry/access into each formidable data centre is controlled be strict security approved visitors are only allowed access to their specific server cabinets and are escorted by a guard at all times. Also note all servers are in separate racks that remain locked unless accessed by authoring company representatives. Reliability Formidable datacentres are built with dual Eskom feeds into the premises, separate DB boards for each, these feed separate parts of the Datacentre which is also powered by different UPS s as well as different Generators for backup power which is way more than we currently provide at our existing onsite premises.

4 In the existing premises, if the Eskom supply fails to the building our servers shut down within 15 minutes. Security of data Formidable hosting company invest significantly in security systems and technology to protect intrusion. Our data within our own premises is by no means more secure than it would be if it were to reside within a hosted platform We seek to employ the services of a cloud hosting service provider who can provide an environment that is scalable and reliable with a proven track record. We have existing server infrastructure running on a VMWARE virtualisation platform. This includes 19 virtual servers which will need to migrated to a hosting data centre for our business access and use. Access is primarily from our offices (largest single concentration of users) but it is not limited to SA. Users connect to our servers/services from all over the world. All data would need to be backed up on a cyclic basis and critical servers would need to have at least a 2 hour MTR (Mean Time to Repair). 2. OUTPUTS Physical Requirements 40 x 2GHz VCPU Cores (expandable on demand) 64GB Memory (expandable on demand) 6TB Storage space (tiered and expandable on demand) Operating systems include MS Windows Server 2008 R2 web x1, MS Windows Server 2008 R2 Std. x7, MS Windows Server 2008 Rs Enterprise x5 Backup software and agents for each VM. Daily backups (cycle = daily incremental and weekly full) with a reporting portal and or comprehensive daily feedback on backups and any associated issues. 8 Critical machines to be made available is a hot-standby configuration (requiring 22x 2.0GHz Virtual CPU s, 34GB Memory, 3x MS Server 2008 R2 Std. & 3 x MS Windows Server 2008 R2 Enterprise, 24x7 monitoring on each) Overall Requirements Relevant Service provide to provide the technical migration from beginning to end. Live environment to be migrated with zero negative impact to its existing uptime. The hosted/cloud environment to be configured for testing purposes by COB Friday, 29th April The WRC will not be providing any hardware so the solution should include all hardware and services such as VPN s, firewalls etc. The data centre should be centrally located with ease of access and have existing connectivity (POP - points of presence) for all the major Internet service providers. The backups of all virtual machines must be a fully managed service. The 8 critical machines that require VSB / HA need to be managed. The virtual environment where production is hosted and where the backups reside, must run on an HA platform from a hardware perspective. 3. INFORMATION SESSION None 4. PERIOD / DURATION OF PROJECT / ASSIGNMENT

5 Twelve (12) months 5. PAYMENT: Thirty (30) days from the date of the invoice. 6. PREFERENTIAL PROCUREMENT POINTS ALLOCATION The Preferential Procurement Regulations points to be allocated to this RFQ is: 80/20 7. EVALUATION CRITERIA The RFQ will be evaluated in accordance with the PPPFA 80/20 principle against the following Criteria. Note: Functionality scoring will be on the sliding scale as per the below table: SCORE DESCRIPTION 1 Poor 2 Average 3 Good 4 Very Good 5 Excellent Evaluation criteria with regards to functionality: Knowledge and Experience in cloud hosting.(attach relevant Company Profile indicating the experience) Must have the ability to conceptualise and implement CV s are required to demonstrate the capacity of the team. Capability (provide the short profile on the experience of the team who will be handling the assignment) Implementation plan details based how to implement the service and the timelines. References must include trade reference and track record.

6 Technical Evaluation Criteria: No Element WEIGHTING 1. Knowledge and experience in cloud Hosting. (Attach relevant Company Profile indicating the experience) 30% (Scoring is on the sliding scale of 1 to 5.) 2 Capability 30% (Scoring is on the sliding scale of 1 to 5.) 3 Implementation Plan (details based how to implement the service and the timelines) 30% (Scoring is on the sliding scale of 1 to 5.) 4 References Two relevant references=2 Three relevant references =3 Four relevant reference =4 Five relevant references =5 10% ( Attach list of contactable references and letters) FUNCTIONALITY 100% NB: Service providers are expected to meet 80% threshold on the above technical requirements in order to proceed to the next level of evaluation.

7 8. PRICING The RFQ will be evaluated in terms of the Preferential Procurement Regulations (2011). # Items/Service Description Unit Price or P/H Total Total Vat Excl VAT Total VAT Incl 9. STANDARD CONDITIONS OF THE TENDER i. Bidders must complete SBD 4, SBD 6.1, SBD 8 and SBD 9 if their ii. iii. iv. quote exceeds R ; Bidders must also submit a valid and original tax clearance certificate; and a valid B-BBEE certificate (original or certified copy) to the WRC offices PRIOR to the closing date, if the WRC is not already in possession of these certificates; If not registered on our supplier database,wrc Supplier application form must be completed and signed (copy attached) It is the responsibility of prospective bidders to ensure that all bid documents are submitted before the closing time and date of the tender; v. The WRC reserves the right to award or not to award this contract; vi. vii. viii. ix. The WRC ill enter into a formal contract with two successful bidders; The WRC reserves the right to terminate the contract should the performance of the service provider be unsatisfactory; Bids received after closing time and date will be classified as LATE and will NOT be considered; Although adequate thought has been given in the drafting of this document, errors may occur which the WRC will not be responsible for; P a g e 7 8

8 x. Any change of information provided in the tender document that may affect delivery of the service should be brought to the WRC s attention as soon as possible. Failure to comply with this may result in the contract being terminated; xi. Service providers presenting information intentionally incorrectly or fraudulently will be disqualified; xii. Service providers who have been declared insolvent and wish to do business with the WRC must have been rehabilitated and provide the necessary proof thereof; xiii. The WRC reserves the right to award, cancel or partially award this contract. xiv. The National Treasury General Conditions of Contract will be applicable to this tender (available on the National Treasury website); xv. Bidders must complete and attach all relevant standard bid document; xvi. All prices quoted must be VAT inclusive; xvii. Only those bidders, who have met the minimum functional criteria, as stipulated above, may be invited to present their proposal as required. Please note that bidders, who may be invited for presentations, may have their technical scores re-evaluated. xviii. For those bidders who have met the minimum functional criteria, as stipulated above, the WRC has the right to visit the business premises to verify the information provided in the tender documents; please note that bidders who may have their premises inspected, may have their technical scores re-evaluated. 10. CLOSING DATE AND TIME The closing date for the RFQ is 06 April 2016 at 11h00. Quotations should be submitted and dropped at the above address on the cover page to reach the WRC before 11h00 on the closing date and time. 11. ENQUIRIES For any technical enquiries and commercial enquiries please contact: the WRC Supply Chain Unit Dolly Makole at and Deon Thirumalai P a g e 8 8

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