Any notices given by one party to the other pursuant to this contract shall be sent to the other party by post or by fax or E-mail and confirmed in writing to the other party’s address specified in the SCC
3.17.2 A notice shall be effective when delivered or on the notices effective date, whichever is later.
SECTION IV – SPECIAL CONDITIONS OF CONTRACT
4.1 Special conditions of contract shall supplement the general conditions of contract, wherever there is a conflict between the GCC and the SCC, the provisions of the SCC herein shall prevail over those in the GCC.
4.2 Special conditions of contract with reference to the general conditions of contract.
General conditions of contract reference
Special conditions of contract
3.5 Specify performance security if applicable: 10%
3.7 Specify method Payments. 30 days after invoicing and after delivery, inspection and acceptance.
3.8 Specify price adjustments allowed. None
3.14 Specify resolution of disputes. Disputes to be settled as per the Arbitration Laws of Kenya
3.16 Specify applicable law. Laws of Kenya 3.17 Indicate addresses of both parties.
Client: 10th floor
NATIONAL BANK BUILDING HARAMBEEAVENUE
P.O. BOX 58535 – 00200 Other’s as
necessary
Complete as necessary
SECTION V – SCHEDULE OF REQUIREMENTS
5.1 Required Items
The following items are required to be delivered in PPOA premises, 10th and 11th floor National Bank of Kenya Building, Harambee Avenue, Nairobi.
NO DESCRIPTION QTY
1 Servers 2
2 Shared Storage 1
Software: Vmware or equivalent 1
3 Software: Backup 1
4 Migration Lot
The successful vendor will be required to deliver the equipment’s within Four (4) weeks after contract signing or at an agreed date.
5.2 Payment Schedule
The payment terms of the project will be as follows:
Payment shall be made 30 days after invoicing. Before invoicing, bidder must have
completed the whole project, and a certificate of acceptance of the newly installed systems
issued.
SECTION VI - TECHNICAL SPECIFICATIONS
6.1 Introduction
The Public Procurement Oversight Authority is inviting suitably qualified bidders for the Supply and Implementation of a Virtualized Server Infrastructure and Data Backup Solution.
To accomplish this project the supplier will be required to implement a highly available clustered server and redundant storage infrastructure and migrate the existing servers and data to the new virtualized servers.
Server Virtualization
A robust server infrastructure built on a virtualized platform utilizing the most effective, efficient and economically suitable virtualization technology and hardware.
Data Backup Solution
This will combine local backups with a possibility of off-site replication.
6.2 Requirements of the Supplier
By accepting the Terms of Reference (TOR), the Supplier confirms that their company meets the following conditions:
Has extensive experience in supply and installation of servers and virtual
environments in small to medium businesses
Has the capacity and capabilities to supply, implement and support their proposed
solutions
Is fully committed to undertake this engagement in accordance with the scope of
work defined and any instructions issued by PPOA
Will maintain professional independence throughout the duration of the engagement
6.3 Scope of Works Scope of works will involve:
Supply of server hardware
Supply of virtualization, backup and other necessary software
Installation and make operable six (6) virtualized clients
Migrate existing servers and data to the related virtual server
Migrate users and domain
Document all systems and provide documentation to PPOA
Retire and decommission old equipment after migration to the virtual server
Work with ICT Manager to resolve unplanned issues
Document a Failover Plan
6.4 Deliverables
The deliverable for this project will be the supply and installation of:
Computer server hardware
Data storage hardware
Operating system software
Virtualization system software
Data backup software
Migration of data and servers from old to new hardware
Documentation of Server Environment, Data Backup and Failover Plan
6.5 Outcome and Performance Standards
The vendor is expected to produce a complete project checklist, with milestone markers and delivery dates upon starting the project. The vendor should schedule weekly progress meetings for the duration of the project.
6.7 Current Server Environment
There will be a compulsory pre-bid meeting to be held on Monday 9
th November 2015 at 11:00 am. Bidder will be informed of the existing system and requested clarification on thebid document.
6.8 Training
As part of the virtualization implementation PPOA would like to ensure training is
provided to key personnel involved in supporting the virtual environment and the use of its features.
Following the successful completion of the project, the vendor is required to;
- Provide Professional Certification Training of the virtualization solutions proposed.
- The training for 3 ICT Officers
- The vendor will provide at minimum 2 copies of all installation, configuration, and/or training materials. This includes any and all materials offered by the vendor deemed to be helpful in the day to day operations of the system.
- Training to be conducted in a certified institution of learning within Nairobi CBD.
6.9 Maintenance And Support
Following the successful completion of the project, the vendor is required to provide the following support information regarding technical support and other vendor services.
- Materials describing the process for reporting a hardware and or software failure in
any of the components of the proposed system.
- The methods available for contacting tech support (phone, email, website, etc.) including escalation procedures.
- Standard warranty and maintenance for each of the components proposed.
- Upgrade path for management software and any annual support fee for the software.
6.10 Documentation
Following completion of the project, the vendor is required to provide the following documentation regarding the scope of the project:
- Written documentation and diagramming of this project. The documentation should consist of the following:
o Detailed Technical Report-A document developed for the use of technical staff which includes: the scope, approaches employed, diagram of
topography, deviations from original plan, etc.
o Executive Summary Report - A document developed to summarize the scope, approach, and results, in a manner suitable for senior management.
6.11 Technical Specifications
The Minimum Technical Specifications for the servers as requested are described in detail below:
a) Server Quantity - 2
ITEM/FEATURE REQUIRED BIDDERS RESPONSE
Server model Intel based
Fibre HBA Controller Dual port HBA adapter required
Rack Unit 1U
Storage Controller RAID Internal Supported
controller
Internal Storage Devices RAID 0, 1, 5, 10.
System fans Fully Redundant
System Power Supplies 550 W or more, redundant hot
plug
Form Factor Rack Mountable
Warranty
Warranty on Hardware (Parts, Labour, onsite service) of 3 year
minimum.
Optical Drive Type DVD-RW
Single Management Window One View license should support
for 3-years
Support 1 year 24/7 service and support
b) Shared Storage Quantity - 1
Model Specification In detail Bidder
Response Controllers 2-port 1G iSCSI Dual Controller SFF Storage
4GB cache per controller Rack unit 2U rack unit
Chassis 24 drive bay Chassis
8 GB ports 8GbE SFP (2) Ports per controller included SAN fabric 8 gb San fabric connectivity with required 8 SFPs,
4 x fibre patch cable 3M LC-LC multimode Capacity 178TB Raw supported, required 10.6 TB RAW Host supported 512 host supported
Hardisk Required 1.2TB 6G SAS 10K 2.5 HDD
Warranty
Warranty on Hardware (Parts, Labour, on site service) of 3 year minimum.
Single management window
One license should support for 3-years (Must be included)
OS Support
Microsoft Windows Server 2012 Microsoft Windows Server 2008 SP2 Microsoft Windows Server Hyper-V VMware Red Hat Linux SuSE SLES
Support 1 year 24/7 service and support
c) Virtualization Software Qty 4
Model Specification In detail Bidder Response
Management software
VMware Vsphere v6 Enterprise Kit or equivalent
VMware Vcenter or equivalent Server virtualization
license 4 socket ESXi licenses
Warranty
Warranty on Software 1 year
minimum.
Support 1 year 24/7 service and support
d) Backup Software - Desktop and Laptop
Item/feature Required Bidders Response
Automated file protection
Desktop and Laptop Option (DLO) provides automated file protection for both desktops and laptops.
Centralized management
Supports up to 16,000 desktops and laptops.
Required: 60 qty
Offline
backup/restore Able to create local backups
Integrated encryption Support encryption: AES (256 bit)
Integrated data
deduplication It should support data deduplication
Bandwidth and CPU throttling
It should support Bandwidth and CPU
throttling
Synchronization of files
Users can access data wherever and whenever they need it
e) Backup Software - Servers
Item/feature Bidders Response Single Solution for Virtual, Physical and cloud environment
Deep integration Microsoft VSS and VMware API Backup virtual to any storage device and cloud It support physical to virtual conversion and virtual to physical
recovery
It support application/database and media agents It should be able to backup Ms Windows and Linux based systems Software should be able to backup 10-20 virtual machines
f) Migration Serial
No Minimum Requirement Response
1 Migration of 3TB data to the new storage 2
Migration of current database server to the new
servers virtualization systems
3
Migration of current application server to the new servers
g) Firms Experience
S/N Capability Requirements Bidder
Response 1 Bidder should have supplied and supported the storage
appliance in Kenya (minimum 3 reference)
2 Bidder should have implemented and supported virtualization software. (minimum 3 reference)
3
Bidder should have below certified engineers in Kenya and all the relevant details to be submitted.
Project Manager – Minimum degree in Information
Technology or relevant
Engineer certified for the quoted make & model of
Servers.
Engineer certified for the quoted virtualization
software.
Engineer certified for the backup solution proposed
4 CVs of Resource Person to be deployed.
Note: Documentary evidence towards the above requirement to be submitted by the
bidder.
SECTION VII - STANDARD FORMS
Notes on the standard Forms
1. Form of Tender - The form of Tender must be completed by the tenderer and submitted with the tender documents. It must also be duly signed by duly authorized representatives of the tenderer.
2. Price Schedule Form - The price schedule form must similarly be completed and submitted with the tender.
3. Contract Form - The contract form shall not be completed by the tenderer at the time of submitting the tender. The contract form shall be completed after contract award and should incorporate the accepted contract price.
4. Confidential Business Questionnaire Form - This form must be completed by the tenderer and submitted with the tender documents.
5. Tender Security Form - When required by the tender document the tenderer shall provide the tender security either in the form included hereinafter.
6. Performance security Form - The performance security form should not be completed by the tenderer at the time of tender preparation. Only the successful tenderer will be required to provide performance security in the form provided herein or in another form acceptable to the PPOA.
7. Evaluation Response Forms - These forms should be completed by the tenderer and submitted with the tender documents as it will be used for technical evaluation.
6. Tenderers Experience Requirement Form - This form should be completed by the tenderer and submitted with the tender documents as they will be used for evaluation.
7.1 FORM OF TENDER
Date____________________________
Tender No. PPOA/07/2015-2016 To:
Sir/Madam:
Having examined the Tender documents including Addenda Nos.[insert addenda numbers], the receipt of which is hereby duly acknowledged, we, the undersigned, offer SUPPLY AND IMPLEMENTATION OF VIRTUALIZED SERVER INFRASTRUCTURE & DATA BACKUP SOLUTION in conformity with the said Tender documents for the sum of ………. or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this Tender.
We undertake, if our Tender is accepted, to deliver the Services in accordance with the delivery schedule specified in the Schedule of Requirements.
We agree to abide by this Tender for the Tender validity period specified in Clause 2.13 of the Appendix to Instructions to Tenderers, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.
We are not participating, as Tenderers, in more than one Tender in this Tendering process.
Our firm, its affiliates or subsidiaries – including any subcontractors or suppliers for any part of the contract – has not been declared ineligible by the Government of Kenya under Kenyan laws.
Until a formal Contract is prepared and executed, this Tender, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us.
We understand that you are not bound to accept the lowest or any Tender you may receive.
We certify/confirm that we comply with the eligibility requirements as per ITT Clause 3 of the Tender documents
Dated this ________________ day of ________________ 20______.
(Name)
_________________ __________________________
[signature] [in the capacity of]
Duly authorized to sign Tender for and on behalf of ______________________________
7.2 a) PRICE SCHEDULE OF SERVICES
Name of Tender: SUPPLY AND IMPLEMENTATION OF VIRTUALIZED SERVER INFRASTRUCTURE & DATA BACKUP SOLUTION
Tender Number: PPOA/07/2014-2015
Based on the information contained in the Technical Specification, Tenderers should provide a breakdown of costs in the format shown below.
Signature and Rubber Stamp of tenderer
_________________________________________
NO DESCRIPTION MAKE/MODEL QTY UNIT PRICE TOTAL PRICE
1 Server 2
2 Shared Storage 1
3 VMware vSphere v 6.0 Enterprise Kit
WMware VCenter License
4
4 Backup Software - Servers 5 Backup Software - Desktop
and Laptop
2
6 Migration lot
7 Other Costs (break down cost if necessary)
b) POST IMPLEMENTATION COSTS
Based on the information contained in the technical specifications, the prospective bidders should provide a breakdown of costs in the format shown below.
Any charges such as annual maintenance, annual license fee and software support cost should be clearly stated. The privileges that will be experienced by subscribing to such annual charges should be clearly stated. E.g. Maintenance and product upgrade costs etc.
Post implementation costs for the first 1 (one) Year will be considered during financial evaluation and should be included in the tender sum.
NOTE: These costs will not form part of the Tender Price.
Ref No
Please break them down
Cumpulsory/Option Cost (Kshs.) VAT Inclusive 2
ndYear
3
rdYear
Annual Technical Support (Total)
Bidder’s comments (if any):
Signature and Rubber Stamp of tenderer
_________________________________________
7.3 CONTRACT FORM
THIS AGREEMENT made the ___day of _____20____between…………[name of procurement entity] of ……….[country of Procurement entity](hereinafter called “PPOA”) of the one part and ………[name of tenderer] of ……….[city and country of tenderer](hereinafter called “the tenderer”) of the other part.
WHEREAS PPOA invited tenders for certain materials and spares. Viz………..[brief description of materials and spares] and has accepted a tender by the tenderer for the supply of those materials and spares in the spares in the sum of ………[contract price in words and figures]
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract referred to.
2. The following documents shall be deemed to form and be read and construed as part of this Agreement, viz.:
(a) the Tender Form and the Price Schedule submitted by the tenderer;
(b) the Schedule of Requirements;
(c) the Technical Specifications;
(d) the General Conditions of Contract;
(e) the Special Conditions of Contract; and (f) PPOA’s Notification of Award.
3. In consideration of the payments to be made by PPOA to the tenderer as hereinafter mentioned, the tenderer hereby covenants with PPOA to provide the materials and spares and to remedy defects therein in conformity in all respects with the provisions of the Contract
4. PPOA hereby covenants to pay the tenderer in consideration of the provision of the materials and spares and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year first above written.
Signed, sealed, delivered by___________the _________(for PPOA) Signed, sealed, delivered by___________the __________(for the tenderer) in the presence of_______________.
7.4 CONFIDENTIAL BUSINESS QUESTIONNAIRE
You are requested to give the particulars indicated in Part 1 and either Part 2 (a), 2(b) or 2(c) whichever applied to your type of business.
You are advised that it is a serious offence to give false information on this form.
Part 1 General
Business Name...
Location of Business Premises ...
Plot No, ... Street/Road ...
Postal address ... ……..……Tel No. ... ………
Fax ……… Email ... ...
Nature of Business ...
Registration Certificate No. ...
Maximum value of business which you can handle at any one time – Kshs. ...
Name of your bankers ... Given details of partners as follows
Name Nationality Citizenship details Shares
1. ………
2. ………
3. ………
4. ………
Part 2 (c) – Registered Company Private or Public
State the nominal and issued capital of company Nominal Kshs.
Issued Kshs.
Given details of all directors as follows
Name Nationality Citizenship details Shares
7.5 FORMAT OF TENDER SECURITY INSTRUMENT
Whereas ………… [Name of the tenderer] (hereinafter called “the tenderer”) has submitted its tender dated ……… [Date of submission of tender] for the ……… [Name and/or description of the tender] (hereinafter called “the Tender”)
KNOW ALL PEOPLE by these presents that WE ……… of ………… [Name of Insurance Company] having our registered office at ……… (hereinafter called “the Guarantor”), are bound unto ……….. [Name of Procuring Entity](hereinafter called “the Procuring
Entity”) in the sum of ……… (Currency and guarantee amount) for which payment well and truly to be made to the said Procuring Entity, the Guarantor binds itself, its successors, and assigns by these presents.
Sealed with the Common Seal of the said Guarantor this ___day of ______ 20 __.
THE CONDITIONS of this obligation are:
1. If after tender opening the tenderer withdraws his tender during the period of tender validity specified in the instructions to tenderers, Or
2. If the tenderer, having been notified of the acceptance of his tender by the Employer during the period of tender validity:
(a) fails or refuses to execute the form of Agreement in accordance with the Instructions to Tenderers, if required; or
(b) fails or refuses to furnish the Performance Security, in accordance with the Instructions to Tenderers;
We undertake to pay to PPOA up to the above amount upon receipt of its first written demand, without PPOA having to substantiate its demand, provided that in its demand PPOA will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.
This guarantee will remain in force up to and including thirty (30) days after the period of tender validity, and any demand in respect thereof should reach the Guarantor not later than the said date.
_________________________ ______________________________
[Date ] [Signature of the Guarantor]
_________________________ ______________________________
[Witness] [Seal]
7.6 Performance Bank/Insurance Company Guarantee [Unconditional]
To ……….
[name of Procuring entity]
WHEREAS ……… [name of tenderer] (hereinafter called “the tenderer”) has undertaken , in pursuance of Contract No. [reference
number of the contract] dated 20 to supply
……… [description of goods] (hereinafter called “the Contract”).
AND WHEREAS it has been stipulated by you in the said Contract that the tenderer shall furnish you with a Bank/Insurance Company guarantee by a reputable Bank/Insurance Company for the sum specified therein as security for compliance with the Tenderer’s performance obligations in accordance with the Contract.
AND WHEREAS we have agreed to give the tenderer a guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the tenderer, up to a total of ………. [amount of the guarantee in words and figure] and we undertake to pay you, upon your first written demand declaring the tenderer to be in default under the Contract and without cavil or argument, any sum or sums within the limits of
……….. [amount of guarantee] as aforesaid, without you needing to prove or to show grounds or reasons for your demand or the sum specified therein.
This guarantee is valid until the day of 20
Signed and seal of the Guarantors
[name of Bank/Insurance Company]
[address]
[date]
BIDDER’S EXPERIENCE REQUIREMENTS FORM
give a list of 3 (three) reputable clients for whom they have offered similar assignments in the format below.
No. Contact Information Details
1
ANNEX A EVALUATION CRITERIA
Preliminary Evaluation Checklist
Preliminary Evaluation Checklist