Electoral Commission. Auction # Active Directory Management Software

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1 Electoral Commission Auction # Active Directory Management Software IMPORTANT NOTICE Failure to comply with the completion of the auction conditions and the required information (i.e. Make, model and size of Hardware) or submission of the required stipulated documents indicated above (i.e. non submission of the required reseller authorisation details and warranty stipulations) shall invalidate a bid.

2 1 Introduction The Electoral Commission (EC) would like to acquire active directory management software which would assist AD administrators with their day-to-day activities. The product should have a centralised and intuitive web-based GUI and be able to handle a variety of complex tasks, including bulk management of user accounts and other AD objects and be able to generate a wide variety of AD reports essential for Compliance Audits.The Electoral Commission (EC) 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 EC s 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 Background Information The Electoral Commission s information technology infrastructure is based on a net-centric architecture that centralises all data and operations at head office. All custom developed application systems are standardised on web based technologies using primarily Microsoft software application tools such as Visual Basic and its associated tools in Visual Studio.Net, HTML, XML, etc., built to operate on Microsoft Explorer 7 and above. The Commission adopted the Microsoft Active Directory as the authentication system and is currently on Windows 2008 R2 64bit. This Auction is for an active directory management software package. 3 Technical Specifications The technical specification for the required equipment is as specified below. It must be noted that the technical specifications below are the minimum requirements; the only deviation that may be accepted will be in case where the bidder s specification is better anything below specification may be disqualified. Product Specifications: Active Directory Management Tool 1 year upgrade assurance 1 x Domain license and 4 helpdesk technician licenses Perpetual Licensing required Product Language: English Product must be compatible with: XP, Windows Vista and Windows 7 Windows Server 2003 R2, Windows Server 2008 R2, Windows Auction AD Manager 2

3 The package should have the following features: Active Directory bulk User Management o Managing user accounts and configuring of user properties. Active Directory bulk Computer Management o Managing computer objects Active Directory bulk Contact Management o Creating and Managing Active Directory Contacts. Active Directory bulk Group Management o Configuring groups and assigning various group attributes. Workflow o A repository for Active Directory task requests or tickets, which also allows the administrator to define the approval workflow of how these tasks, should be executed. Automation o Automate common Active Directory tasks, especially user account creation/ provisioning and de-provisioning. Customization of Templates o Customizable templates that provide administrators the freedom in specifying what user properties can be modified by which technician. GPO Management o Administration of Group Policy objects Comprehensive Active Directory Reports o Retrieve data from the entire Active Directory or from the required domains, OUs or any other container to facilitate a periodic review of the entire active directory inventory objects in compliance with the statutory requirements during audits Scheduling of Reports on Active Directory o Automatically generate all the reports in the following formats: PDF, CSV, HTML, XLS or CSVDE. Delegation of Roles to Help Desk Technicians Delegate tasks to non-administrative users like help desk technicians or front line officials, with appropriate authentication and authorization controls. OU-Based Administration o Delegate tasks with a scope limited to a specific Organizational Unit. Technician Specific Templates o Delegate AD activities to help technicians execute delegated tasks. It s the suppliers responsibility to provide summarised line by line confirmation to all specifications. The summarised confirmation should cross reference to other submission material for validation and additional details. Auction AD Manager 3

4 4 General Auction Conditions The following standard auction conditions must be adhered to and complied with, failing of which the bid may be disqualified. 1. The bidder must be authorized to sell the product supplied. 2. A letter of proof of the reseller agreement must accompany the written documentation to be submitted to the Electoral Commission s Procurement and Asset Management Department. 3. All costs for delivery will be for the bidder. 4. The Commission will issue a formal purchase order to the successful bidder before any services or equipment can be delivered. 5. Delivery of the required equipment/software shall only be accepted by the 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. 6. Delivery of all the software to be made no later than 14 days after the issuing of the purchase order. 7. Awarding of the auction to any successful bidder shall be subject to the Commission s due diligence audit requirements, where applicable. 8. 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. 9. Completed CERTIFICATE OF INDEPENDENT BID DETERMINATION 10. Completed Declaration of Interest form 5 Quality Control The following quality control conditions must be adhered to and complied with, failing of which the bid may be disqualified. 1. The bidder must undertake and warrant that the equipment/software is in good condition and inline with auction specifications. 2. The successful bidder will have the primary responsibility of ensuring that the proposed equipment/software complies with the required specification in term functionality and technical specification including quantity and quality. 3. The proposed equipment/software must be complete, fully functional and ready for deployment without dependencies on additional equipment, software or components that may be required to make it work. 4. It must be noted that the Commission seeks to gain the best solution technically, functionally and financially, and will select the solution that it deems to give the best investment. 5. Preference will be given to solutions that are based on a standard existing product in the market and not products specifically designed and/or cloned for this bid. Auction AD Manager 4

5 6. Upon the successful bid being accepted, the Commission reserves the right to request an inspection of the successful bidder s facilities. 7. The successful bidder has the primary responsibility to ensure that quantity and quality are in accordance with the specifications. In addition, the Commission may also call on suppliers to make further submissions and/or presentations in order for the Commission to ensure full compliance with all its requirements and as part of the auction evaluation process prior to the conclusion of the adjudication of the auction. 6 Pricing requirements When pricing bid proposals, bidders are advised to take into account that the following issues are factored into the price. The Electoral Commission will not entertain additional charges on these items. 1. Software costs 2. First year support and maintenance cost 3. Delivery costs to Head Office 4. Implementation costs 5. The Electoral Commission reserves the right to change the quantities should it be necessary 7 Delivery Requirements The required auction documentation must be delivered at the Electoral Commission s national office at the following address: Election House 1303 Heuwel Avenue Centurion Pretoria Likewise delivery of the equipment/software 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. 8 Special Requirements 1. The product is to be installed on a Microsoft Windows 2008 R2 Server platform and manage one domain. The Commission intends keeping up to date with its primary operating platform that is based on Microsoft s software technologies 2. Latest version(s) of software should be supplied when providing the solution. Auction AD Manager 5

6 9 Award of Order 1. The selection process may include short-listing, presentation and demonstration of the equipments and services by the short-listed finalists. 2. 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 Commission will issue a formal order before any services or equipments can be delivered 4. It should be noted that the 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. 5. The 80/20 scoring principle will applied in the award of this bid. 10 Delivery and Implementation Timeframe 1. The successful bidder will be required to complete delivery within 14 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. 11 Written Submissions A written proposal on the proposed equipment with all supporting documentation is required. The written submission must be clear on what bidders are offering through their bids and must address and explain at least the minimum requirements highlighted in the specifications. The submission must be brief, comprehensive and adequate to enable the Electoral Commission to assess the bid and verify compliance with auction conditions and specifications. All submissions must be received before 16h00 on the 12 th February Submissions received after the final date and time will 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 Place in the Commission s tender box situated in the foyer of the Commission s national office in Pretoria at the following address: Election House, 1303 Heuwel Avenue Centurion, Pretoria Auction AD Manager 6

7 Note: Clearly mark your submission: For the attention of Procurement and Asset Management Auction In addition, the Commission may also call on suppliers to make further submissions and/or presentations in order for the Commission to ensure full compliance with all its requirements and as part of the auction evaluation process and prior to the conclusion of the adjudication of the auction. Failure to submit all of the required documentation (See points 1-4 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 software package being proposed in the bid; 2. Detailed technical specifications in accordance with the technical requirements to demonstrate compliance; 3. Detailed pricing breakdowns (breakdown of the bid price into software purchase price, delivery cost, first year maintenance cost and implementation cost). 4. A letter of proof of the reseller agreement either from the OEM or an authorized; 12 Closing Date The final closing date and time of this auction will be specified on the e-procurement (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 16h00 on the 12 th February Auction AD Manager 7

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