Electoral Commission Auction # 10182080 Self Service Password Reset 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.
1 Introduction The Independent Electoral Commission (IEC) 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 IEC 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. The Independent Electoral Commission (IEC) would like to acquire a Self Service Password Reset software package which would enable enterprise wide Microsoft Windows user account lockout and password management from the end user s perspective. 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 In most and like all IT Service Desks most requests are to unlock user accounts and reset user passwords as they have typed it incorrectly or they have forgotten the password. To reduce the number of calls that are received for unlocking of accounts and resetting of user passwords a Self Service Password Reset application is required. The application will allow the users to have the ability to unlock their own accounts through a secure channel within the organisations infrastructure. With the use of the application, it will eliminate the frustration of holding on for a helpdesk agent and reduce the number of calls logged with Service Desks regarding resetting of user accounts. The IEC as a total of 1000 fulltime users but during peak periods (elections) the IEC scales up its staff complement to about 1500 users for a period of 6 to 8 months. 3 Technical Specifications The technical specification for the required package 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: 1. Self Service Password Reset (SSPR) software package 2. 1 year Software assurance; Auction 10182080 - Self Service Password Reset.doc 2
3. Product Language: English 4. Product must be compatible with: a) Windows Server 2003 R2; b) Windows Server 2008 64bit R2; c) Windows XP, and d) Windows 7. 5. Database must be supported on MS SQL 2005 or higher; 6. The software package must allow end users to perform the following tasks: a) Reset their own Microsoft Active directory user account passwords and be able to unlock their own accounts via: i. a Web interface, and ii. the Windows Login screen b) Update specified user account details (e.g. mobile number, physical address) in active directory. 7. The Self Service Password Reset software package should also have the following features: a) Users must be able to provide a select number of questions to the SSPR service. Answers to these questions will need to be supplied when a user wishes to proceed with her password reset / account unlocking. b) Failure to correctly answer these questions must lock the account completely and require an administrator to unlock the account. c) Upon correctly answering the security questions, the user will need to be sent a secure and unique 1-time password via SMS. d) Only upon successful verification of the one-time password must the user be allowed to perform the various account tasks (unlock / reset password / update details). e) Users must be notified via email in case of a password reset, account unlocked, password change and password/account expiry. f) The client component (agent) must be able to be easily deployed to all desktops enterprise wide with reporting indicating users with / without the agent. g) Setting up of different password policies. h) Enrollment to the password reset service must be able to be enforced. i) The package must have extensive reporting capabilities including: i. number of users enrolled; ii. password changes; iii. accounts unlocked; iv. Windows account lockouts; v. Self Service password reset lockouts; and vi. Update of AD account info etc. The licensing is for 1000 active users. Auction 10182080 - Self Service Password Reset.doc 3
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 before 16h00 on the 29 th February 2012. 3. The bidder is required to provide proof of available local (South African) support for the proposed equipment. 4. A license framework for the pricing structure to be supplied to the IEC. 5. All costs for delivery will be for the bidder. 6. The Commission will issue a formal purchase order to the successful bidder before any software can be delivered. 7. Delivery of the required equipment 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. 8. Awarding of the auction to any successful bidder shall be subject to the Commission s due diligence audit requirements, where applicable. 9. 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. 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 successful bidder will have the primary responsibility of ensuring that the proposed software complies with the required specification in terms of the functionality and the technical specification including quantity and quality. 2. The proposed 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. 3. It must be noted that the Commission seeks to gain the best solution technically, functionally, financially and will select the solution that it deems to give the best investment. 4. Upon the successful bid being accepted, the Commission reserves the right to request an inspection of the successful bidder s facilities. 5. The successful bidder has the primary responsibility to ensure that quantity and quality are in accordance with the specifications. Auction 10182080 - Self Service Password Reset.doc 4
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. 1 Year upgrade assurance 3. 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: Election House Riverside Office Park 1303 Heuwel Avenue Centurion Likewise delivery of the equipment 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 https://votaquotes.elections.org.za All Auctions Conditions must be complied with at all times. 8 Special Requirements 1. The product is to be installed on a Microsoft Windows 2003 and 2008 R2 Server platforms. The Commission intends keeping up to date with its primary operating platform that is based on Microsoft s software technologies. 2. Configurable user interface and configurable backend repository for storing questions and encrypted enrollment answers. 3. Latest version(s) of software should be supplied when providing the solution. 9 Award of Order 1. The selection process may include short-listing, presentation and demonstration of the solution by the short-listed finalists. Auction 10182080 - Self Service Password Reset.doc 5
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, 2000. 3. The successful bidder shall also be required to enter into a Service Level Agreement (SLA/Contract) with the Commission in order to formalize and confirm the exact solutions to be delivered. 4. The Commission will issue a formal order before any services or equipments can be delivered 5. 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. 10 Delivery and Implementation Timeframe 1. The successful bidder will be required to complete delivery within a month 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 solution 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 29 th February 2012. 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) 622-5713 E-mail to votaquotes@elections.org.za 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 Riverside Office Park 1303 Heuwel Avenue Centurion Auction 10182080 - Self Service Password Reset.doc 6
Note: Clearly mark your submission: For the attention of Procurement and Asset Management Auction 10182080 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 1-7 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 of the solution proposed in the bid; 2. Detailed specifications in accordance with the functional and technical requirements to demonstrate compliance; 3. A license framework for the pricing structure to cater for the IEC s season s increase of temporary staff. 4. Detailed pricing breakdowns; 5. 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); 6. Proof is required from the OEM authorizing the relevant distributor; 7. Microsoft certification for the solution. 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 29 th February 2012. Auction 10182080 - Self Service Password Reset.doc 7