TRANSNET SOC LTD
[Registration No. 1990/000900/30]
REQUEST FOR INFORMATION [RFI]
INFORMATION IS REQUIRED
To enable Transnet to gather information about the capabilities of various solutions for the IT Asset Management (ITAM) and Capacity Performance Management as part of IT Service Management (ITSM).
EXPRESSIONS OF INTEREST [EOI]
are sought to establish those parties interested in continued participation in this
THROUGH A SEPARATE “REQUEST FOR PROPOSAL” [RFP] PROCESS
To appoint a regional Service Providers for the provision of
capabilities of various solutions
for the IT Asset Management (ITAM) and Capacity Performance Management as part of IT
Service Management (ITSM)
over an agreed period
RFI/EOI NUMBER: 13/09/0875
ISSUE DATE: 05 November 2013
CLOSING DATE: 26 November 2013
SCHEDULE OF CONTENTS
Section No Page
SECTION 1 : NOTICE TO RESPONDENTS ... 4
1 PROPOSAL REQUEST ... 4
2 FORMAL BRIEFING ... 4
3 PROPOSAL SUBMISSION ... 4
4 DELIVERY INSTRUCTIONS FOR RFI ... 5
5 BROAD-BASED BLACK ECONOMIC EMPOWERMENT AND SOCIO-ECONOMIC OBLIGATIONS ... 6
6 COMMUNICATION ... 9
7 INFORMATIONREQUEST ... 9
8 EXPRESSION OF INTEREST [EOI] ... 9
9 COMMUNICATION ... 9
10 RESPONSESUBMISSION ... 10
11 INSTRUCTIONS FOR COMPLETION OF RFI/EOI ... 10
12 ADDITIONALNOTES ... 10
13 DISCLAIMERS ... 10
RFI/EOI FOR THE PROVISION OF CAPABILITIES OF VARIOUS SOLUTIONS FOR THE IT ASSET MANAGEMENT (ITAM) AND CAPACITY AND PERFORMANCE MANAGEMENT AS PART OF IT SERVICE MANAGEMENT (ITSM) FOR TRANSNET SOC LTD. ... 13
SECTION 2 : RFI SCOPE OF REQUIREMENTS ... 13
BACKGROUND ... 13
GENERAL RESPONDENT OBLIGATIONS ... 16
RFI/EOI FOR THE PROVISION OF CAPABILITIES OF VARIOUS SOLUTIONS FOR THE IT ASSET MANAGEMENT (ITAM) AND CAPACITY PERFORMANCE MANAGEMENT AS PART OF IT SERVICE MANAGEMENT (ITSM) FOR TRANSNET SOC LTD. ... 18
SECTION 3 : TRANSNET’S RFI/ EOI INFORMATION ... 18
REQUIREMENTS FOR EXPRESSION OF INTEREST [EOI] ... 18
TECHNICAL CAPABILITY ... 18
EVALUATION METHODOLOGY AND CRITERIA ... 19
FINANCIAL REQUIREMENTS FOR FUTURE AWARD OF BUSINESS ... 19
RFI/EOI FOR THE PROVISION OF CAPABILITIES OF VARIOUS SOLUTIONS FOR THE IT ASSET MANAGEMENT (ITAM) AND CAPACITY PERFORMANCE MANAGEMENT AS PART OF IT SERVICE MANAGEMENT (ITSM) FOR TRANSNET SOC LTD. ... 20
SECTION 4 : EXPRESSION OF INTEREST ... 20
RFI/EOI FOR THE PROVISION OF CAPABILITIES OF VARIOUS SOLUTIONS FOR THE IT ASSET MANAGEMENT (ITAM) AND CAPACITY PERFORMANCE MANAGEMENT AS PART OF IT SERVICE MANAGEMENT (ITSM) FOR TRANSNET SOC LTD. ... 24
SECTION 5 : VENDOR APPLICATION FORM ... 24
RFI/EOI FOR THE PROVISION OF CAPABILITIES OF VARIOUS SOLUTIONS FOR THE IT ASSET MANAGEMENT (ITAM) AND CAPACITY PERFORMANCE MANAGEMENT AS PART OF IT SERVICE MANAGEMENT (ITSM) FOR TRANSNET SOC LTD. ... 26
RFI/EOI FOR THE PROVISION OF CAPABILITIES OF VARIOUS SOLUTIONS FOR THE IT ASSET MANAGEMENT (ITAM) AND CAPACITY PERFORMANCE MANAGEMENT AS PART OF IT SERVICE MANAGEMENT (ITSM) FOR TRANSNET SOC LTD. ... 27 SECTION 7 : RFI/EOI CLARIFICATION REQUEST FORM ... 27
RFI/EOI for the Provision of capabilities of various solutions for the IT Asset Management (ITAM) and Capacity and Performance Management as part of IT Service Management
(ITSM) for Transnet SOC Ltd. Section 1 : NOTICE TO RESPONDENTS
1 PROPOSAL REQUEST
Responses to this RFI [hereinafter referred to as a Bid or a Proposal] are requested from persons, companies, close corporations or enterprises [hereinafter referred to as an entity, Respondent or Respondent] for the provision of capabilities of various solutions for the IT Asset Management (ITAM) and Capacity Performance as part of IT Service Management (ITSM) [the Services] to Transnet.
On or after 05 November 2013, the Respondent documents may be inspected at, and are obtainable from the office of Clayton Losper, Room 3927, 39th Floor, Carlton Centre Building, 150 Commissioner Street, Johannesburg.
RFI documents will only be available for collection between 09:00 and 15:00 from 05November 2013 until 22 November 2013. Therefore payment must be effected prior to the deadline for collection.
N.B: Pursuant to note (b) above, should a third party [such as a courier] be instructed to collect RFI documents on behalf of a Respondent, please ensure that this person [the third party] has a “proof of payment” receipt for presentation to Transnet when collecting the RFI documents.
Any additional information or clarification will be faxed or emailed to all Respondents, if necessary. 2 FORMAL BRIEFING
A formal briefing session will not be held but should Respondents have specific queries they should email these to the Transnet employee(s) indicated in paragraph 6 [Communication] below:
3 PROPOSAL SUBMISSION
Proposals in duplicate [1 original and 1 copy] plus a CD copy must reach the Secretariat, Transnet Acquisition Council before the closing hour on the date shown below, and must be enclosed in a sealed envelope which must have inscribed on the outside:
RFI No: 13/09/0875
Description PROVISION OF CAPABILITIES OF VARIOUS SOLUTIONS FOR THE IT ASSET MANAGEMENT (ITAM) AND CAPACITY PERFORMANCE MANAGEMENT AS PART OF IT SERVICE MANAGEMENT (ITSM) FOR TRANSNET SOC LTD.
Closing date and time: 26 November 2013 Closing address [Refer to options below]
4 DELIVERY INSTRUCTIONS FOR RFI Delivery by hand
If delivered by hand, the envelope is to be deposited in the Transnet tender box which is located at the main entrance of the Office Block, Carlton Centre, 150 Commissioner Street, Johannesburg, and should be addressed as follows:
TRANSNET ACQUISITION COUNCIL CARLTON CENTRE
OFFICE BLOCK FOYER 150 COMMISSIONER STREET JOHANNESBURG 2001
a) The measurements of the "tender slot" are 400mm wide x 100mm high, and Respondents must please ensure that response documents or files are no larger than the above dimensions. Responses which are too bulky [i.e. more than 100mm thick] must be split into two or more files, and placed in separate envelopes, each such envelope to be addressed as required in paragraph 3 above.
b) It should also be noted that the above tender box is located at the street level outside the main entrance in Commissioner Street and is accessible to the public 24 hours a day, 7 days a week.
Dispatch by courier
If dispatched by courier, the envelope must be addressed as follows and delivered to the Office of The Secretariat, Transnet Acquisition Council and a signature obtained from that Office:
TRANSNET ACQUISITION COUNCIL 48TH FLOOR
CARLTON CENTRE OFFICE BLOCK
150 COMMISSIONER STREET JOHANNESBURG
Please note that this RFI closes punctually at 12:00 onTuesday 26 November 2013.
If responses are not delivered as stipulated herein, such responses will not be considered and will be treated as "NON-RESPONSIVE" and will be disqualified.
No email or facsimile responses will be considered, unless otherwise stated herein.
The responses to this Respondent will be opened as soon as practicable after the expiry of the time advertised for receiving them.
Transnet shall not, at the opening of responses, disclose to any other company any confidential details pertaining to the Proposals / information received, i.e. pricing, delivery, etc. The names and locations of the Respondents will be divulged to other Respondents upon request.
Envelopes must not contain documents relating to any RFI other than that shown on the envelope.
No slips are to be attached to the response documents. Any additional conditions must be embodied in an accompanying letter. Subject only to clause 15 [Alterations made by the Respondent to Bid Prices] of the General
Bid Conditions, alterations, additions or deletions must not be made by the Respondent to the actual Respondent documents.
5 BROAD-BASED BLACK ECONOMIC EMPOWERMENT AND SOCIO-ECONOMIC OBLIGATIONS
Transnet fully endorses and supports the Government’s Broad-Based Black Economic Empowerment Programme and it is strongly of the opinion that all South African business enterprises have an equal obligation to redress the imbalances of the past.
Transnet would therefore prefer to do business with enterprises who share these same values and who are prepared to contribute to meaningful B-BBEE initiatives [including, but not limited to subcontracting and Joint Ventures] as part of their tendered responses. All procurement transactions will be evaluated accordingly. The Department of Trade and Industry [DTI] is currently in the process of reviewing the B-BBEE Codes of Good Practice [Code Series 000]. Transnet reserves the right to amend this Respondent in line with such reviews and/or amendments once they have come into effect. Transnet furthermore reserves the right to adjust the thresholds and evaluation processes to be aligned with such changes which may be issued by the DTI after the issue date of this Respondent.
5.1 B-BBEE Scorecard and Rating
As prescribed in terms of the Preferential Procurement Policy Framework Act (PPPFA), Act 5 of 2000 and its Regulations, Respondents are to note the following:
Any subsequent Proposals will be evaluated on price which will be allocated 80 or 90 points and preference which will be allocated 20 or 10 points, dependent on the value of the Goods.
The 80/20 preference point system applies where the acquisition of the Goods will be less than R1 000 000.00. However, if the 80/20 preference point system is stipulated in this Respondent and all Bids received exceed R1 000 000.00, the Respondent will be cancelled.
The 90/10 preference point system applies where the acquisition of the Goods will exceed R1 000 000.00. However, if the 90/10 preference point system is stipulated in this Respondent and all Bids received are equal to or below R1 000 000.00, the Respondent will be cancelled.
If Transnet subsequently invites prospective suppliers to submit Proposals for its various expenditure programmes, it requires Respondents [Large Enterprises and QSE’s - see below] to have their B-BBEE status verified in compliance with the Government Gazette No 34612, Notice No. 754 dated 23 September 2011. Valid B-BBEE Verification Certificates must be issued by:
a) Verification Agencies accredited by the South African National Accreditation System [SANAS]; or b) Registered Auditors approved by the Independent Regulatory Board of Auditors [IRBA], in
accordance with the approval granted by the Department of Trade and Industry.
A Verification Certificate issued must reflect the weighted points attained by the measured entity for each element of the scorecard as well as the overall B-BBEE rating.
Enterprises will be rated by Verification Agencies or Registered Auditors based on the following: a) Large Enterprises [i.e. annual turnover greater than R35 million]:
b) Qualifying Small Enterprises – QSE [i.e. annual turnover between R5 million and R35 million]: Rating based on any four of the elements of the B-BBEE scorecard
c) Exempted Micro Enterprises – EME [i.e. annual turnover less than R5 million]:
In accordance with B-BBEE Codes of Good Practice [Statement 000, Section 4], any enterprise with an annual total revenue of R 5 million or less qualifies as an EME.
Automatic rating of B-BBEE Level 4 irrespective of race or ownership
Black1 ownership greater than 50% or Black Women ownership greater than 50% automatically qualify as B-BBEE Level 3
Sufficient evidence to qualify as an EME would be a certificate [which may be in the form of a letter] from an auditor, accounting officer or a Verification Agency accredited by SANAS. The certificate must confirm the company’s turnover, Black ownership / Black female ownership and B-BBEE status level.
Respondents are required to furnish proof of the above to Transnet. [i.e. a detailed scorecard as stipulated above in respect of Large Enterprises and QSEs, or a certificate in respect of EMEs]. Turnover: Kindly indicate your entity’s annual turnover for the past year:
Transnet requires an indication of the total projected estimated price for planning and budget purpose only.
5.2 B-BBEE Joint Ventures, Consortiums and/or Subcontractors
In addition to the above, Respondents who would wish to enter into a Joint Venture [JV] or consortium with, or subcontract portions of the contract to, B-BBEE entities, must state in their Respondents the percentage of the total contract value that would be allocated to such B-BBEE entities, should they be successful in being awarded any business. A valid BBEE Verification Certificate in respect of such B-BBEE JV or consortium partners and/or subcontractor(s), as well as a breakdown of the distribution of the aforementioned percentage must also be furnished with the Respondent Bid to enable Transnet to evaluate in accordance with the processes outlined in the B-BBEE Preference Points Claim Form appended hereto as Section 14.
a) JVs or Consortiums
If contemplating a JV or consortium, Respondents should also submit a signed JV or consortium agreement between the parties clearly stating the percentage [%] split of business and the associated responsibilities of each party. If such a JV or consortium agreement is unavailable, the partners must submit confirmation in writing of their intention to enter into a JV or consortium agreement should they be awarded business by Transnet through this Respondent process. This written confirmation must clearly indicate the percentage [%] split of business and the responsibilities of each party. In such cases, award of business will only take place once a signed copy of a JV or consortium agreement is submitted to Transnet.
(i) Incorporated JVs/Consortiums
As part of an incorporated JV/consortium’s Bid response, the incorporated JV/consortium must submit a valid B-BBEE Verification Certificate in its registered name.
(ii) Unincorporated JVs/Consortiums
As part of an unincorporated JV/consortium’s tendered response, the unincorporated JV/consortium must submit a consolidated B-BBEE certificate as if it was a group structure and such scorecard must have been prepared for this respondent in particular.
N.B. Failure to submit a B-BBEE certificate in respect of the JV or Consortium, which is valid as at the Closing Date of this Respondent, will result in a score of zero being allocated for B-BBEE. b) Subcontracting
If contemplating subcontracting, please note that a Respondent will not be awarded points for B-BBEE if it is indicated in its Proposal that such Respondent intends subcontracting more than 25% [twenty-five per cent] of the value of the contract to an entity that does not qualify for at least the same points that the Respondent qualifies for, unless the intended subcontractor is an EME with the capability to execute the contract.
A person awarded a contract may not subcontract more than 25% [twenty-five per cent] of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is subcontracted to an EME that has the capability and ability to execute the subcontract.
5.3 B-BBEE Registration
In addition to the Verification Certificate, Transnet recommends that Respondents register their B-BBEE compliance and supporting documentation on the Department of Trade and Industry’s [DTI] National B-BBEE IT Portal and Opportunities Network and provide Transnet with proof of registration in the form of an official B-BBEE Profile issued by the DTI.
Transnet would wish to use the DTI B-BBEE IT Portal as a data source for tracking B-BBEE compliance.
For instructions to register and obtain a DTI B-BBEE Profile go to http://bee.thedti.gov.za. 5.4 Supplier Development Initiatives
Historically in South Africa there has been a lack of investment in infrastructure, skills and capability development and inequality in the income distribution and wealth of a significant portion of the population. There have been a number of Government initiatives developed to address these challenges. In particular, the New Growth Path [NGP] developed in 2010 aligns and builds on previous policies to ensure the achievement of Government’s development objectives for South Africa.
Transnet fully endorses and supports Government’s New Growth Path policy through its facilitation of Supplier Development [SD] initiatives.
Respondents are warned that a Proposal will be liable to disqualification should any attempt be made by a Respondent either directly or indirectly to canvass any officer or employee of Transnet in respect of this Respondent between the closing date and the date of the award of the business.
For specific queries relating to this Respondent, a Respondent Clarification Request Form should be submitted before 12:00 on 22nd November 2013, substantially in the form set out in Section 7 hereto. In the interest of fairness and transparency Transnet’s response to such a query will then be made available to the other Respondents who have collected Respondent documents. For this purpose Transnet will communicate with Respondents using the contact details provided to the Secretariat on issue of the bid documentation to the Respondent. Kindly ensure that you provide the Secretariat with the correct contact details, as Transnet will not accept responsibility for being unable to contact a Respondent who provided incorrect contact details.
After the closing date of the Respondent, a Respondent may only communicate with the Secretariat of the Transnet Acquisition Council, at telephone number 011 308 3528/3522, email TAC.SECRETARIAT@transnet.net or facsimile number 011 308 3967 on any matter relating to its Respondent Proposal.
Respondents found to be in collusion with one another will be automatically disqualified and restricted from doing business with Transnet in the future.
Information is requested from interested persons, companies, close corporations or enterprises [hereinafter referred to as the Respondent(s)] to supply the aforementioned information to Transnet. On or after 05 November 2013 the RFI/EOI documents may be inspected at, and are obtainable from the office of the Secretary, Transnet Acquisition Council, 48th Floor, Carlton Centre, 150 Commissioner Street, Johannesburg.
Any additional information or clarification will be faxed or emailed to all potential Respondents, if necessary.
8 EXPRESSION OF INTEREST [EOI]
Respondents should note that Transnet reserves the right to approach only those entities which have completed and submitted an EOI to Transnet through this procurement process with any subsequent Request for Proposal [RFP] if and when this is issued by Transnet. Respondents who have submitted this RFI/EOI will be notified in due course of the availability of such Respondent documents for collection at a non-refundable charge.
Any queries regarding this document should be emailed to the Secretariat of the Transnet Acquisition Council at TAC.SECRETARIAT@transnet.net by no later than 00:00 on 22 November 2013 using the RFI/EOI Clarification Request Form, substantially as set out in Section 7 hereof.
Responses must reach the Secretary, Transnet Acquisition Council before the closing hour on the date shown below, and must be enclosed in a sealed envelope which must have inscribed on the outside: RFI/EOI NO: GSM/13/09/0875
DESCRIPTION: Provision of capabilities of various solutions for the IT Asset Management (ITAM) and Capacity Performance Management as part of IT Service Management (ITSM) for Transnet SOC Ltd.
CLOSING DATE AND TIME: 12h:00 on 26 November 2013
CLOSING ADDRESS: [Refer options paragraph ... below]
The following dates are relevant to this process:
Procedure Due Dates
RFI issue 05 Nov -Nov-22 Nov
RFI responses 26-Nov
Short List Adjudication/ Demos 29-Nov – 14-Dec
The RFP process will be separate and begin in approximately January 2014
11 INSTRUCTIONS FOR COMPLETION OF RFI/EOI
11.1 All Returnable Documents listed in the Expression of Interest [Section 4] in this RFI/EOI must be returned with your submission.
11.2 The person or persons signing the submission must be legally authorised by the Respondent to do so. 12 ADDITIONALNOTES
12.1 It is envisaged that Supplier/ Service Providers will be appointed, through a separate RFP process, to supply or provide requirements for a period to be determined.
12.2 This RFI/EOI is not an offer to purchase and Transnet is under no obligation to accept any proposals in this process and/or the subsequent RFP which may be issued hereafter.
12.3 As this is a Request for Information and Expression of Interest only, no business will be awarded through this process.
12.4 The quoted price is for budgeting and planning purposes only. 13 DISCLAIMERS
13.1 Respondents are hereby advised that Transnet is not committed to any course of action as a result of its issuance of this RFI/EOI and/or its receipt of submissions in response to it. In particular, please note that Transnet reserves the right and at it’s sole and full discretion to:
a) utilise any information provided to it in response to this RFI/EOI to draft the scope of requirements for inclusion in an RFP;
b) take no further action whatsoever, if it so decides
c) withdraw from this process and the provisions of this project at any time; d) select the RFI and RFP participants based on Transnet’s criteria;
e) change the dates of adjudication and submission;
f) not invite RFI respondents for further participation in the RFP process; g) not bind itself to accept any or all of the RFI; or
h) increase or decrease the quantities.
13.2 Transnet’s decisions will be final and no correspondence will be entered into after the selection process. You will be formally notified of your result.
13.3 An RFI will only be deemed accepted once written notice is given by Transnet to the successful respondent(s) and after any amendments have been documented and agreed to.
13.4 Kindly note that Transnet will not reimburse any Respondent for any preparatory costs or other work performed in connection with this submission.
Respondents are to complete this section:
NAME OF RESPONDENT ……… PHYSICAL ADDRESS ……… ………
Respondent’s contact person:
Name……… Designation……… Telephone……… Cell Phone……… Facsimile……… Email……… Website………
Respondent’s alternate contact person:
Name……… Designation……… Telephone……… Cell Phone……… Facsimile……… Email……… Website………
Transnet urges its clients, suppliers and the general public to report any fraud or corruption on the part of Transnet employees to
RFI/EOI for the Provision of capabilities of various solutions for the IT Asset Management (ITAM) and Capacity and Performance Management as part of IT Service Management
(ITSM) for Transnet SOC Ltd. Section 2 : RFI SCOPE OF REQUIREMENTS
Transnet has made significant investments in IT assets designed to support the business, streamline operations and improve cost-efficiency. However, keeping track of these IT assets, monitoring and measuring their use, value and impact on the business is a challenge.
Transnet has in the past been penalized a significant amount of money for non-compliance with licensing conditions. An effective IT asset management solution could have prevented non-compliance and reduced the risk of, and expenses related to non-compliance.
Transnet requires a solution to establish a Capacity and Performance Management service for the IT infrastructure, applications, network services and other underlying components.
Ideally, for the Transnet EIMS environment, the proposed solution for the above-mentioned is to be included as part of the ITSM
KEY OBJECTIVES OF THIS RFI PROCESS
Information is required on the below
IT Asset Management – A solution that will enable the ICT organisation to manage all IT assets designed to support the business, streamline operations and improve cost-efficiency, including Software Asset/Licence Management
Capacity and Performance Management – A solution that will enable the ICT organisation to establish this service for the IT infrastructure, applications, network services and other underlying components
The above-mentioned IT Asset Management and Capacity and Performance capability, should be offered as part of a full ITSM solution in addition to all other ITSM processes.
Support functions to be provided as part of the service must include the following:
o Technical support for the solution and interfaces;
o Operational support functions by the asset management team;
o Proactive monitoring and reporting on service performance and incident avoidance; o Asset Auto-discovery solutions
o Assisting Transnet with competency development
In scope ITAM:
o WAN & LAN IT Assets across Transnet (Potential subsequent phase) o Multifunction Devices
o License management will include operating systems, and Commercially Off the Shelf (COTS) software
o Unix servers and software applications, OS & DB o Stores and loan units (Manual or automated capture) o Mobile devices and inventory (potentially as part of Phase 2) o Creation of a software catalogue
Capacity and Performance Management:
o End-to-end service monitoring is key which will encompass the management of individual components which make up the service;
o Integrate into existing monitoring and health monitoring tools e.g. SCCM, SCOM, etc; o SAN Storage with storage connected to Servers;
o Microsoft, VMWare and other VM (Virtual Machine) environments;
o Mobiles (e.g Blackberry, Samsung, iPhone) and other messaging and collaboration environments; o Video & Unified communications environments;
o AIX Virtual environment of servers in scope;
o WAN and LAN services as components of overall service IT and business services;
o Service view based on resource capacity, utilisation, trending and service effecting thresholds and alerts via suitable communication mechanisms e.g. SMS and email;
o Application performance monitoring and service right-sizing based on utilisation and trending; o IT service capacity planning & forecasting
o It would be ideal if the above-mentioned solution are part of or can easily be integrated with the IT Service Management tool with a reporting Portal and ability to execute ITIL V3 Compliant processes, including the ITIL-in-a-box processes;
The solution must be compliant with Transnet’s policies and standards including technical security standards:
o All security considerations for the proposed on-boarding need to be aligned with the current Transnet security governance and existing services provided by existing service providers;
o This includes security of passwords, access control to the relevant tooling in the solution as well as the standard data backup and protection governance required.
o The platforms used must integrate into operational, security and compliance monitoring solutions such as Symantec MSS, Envision (for logging/SEM and realtime incidents/SIM), for performance monitoring, for compliance (McAffee) and database, patch management (SCCM) and AD.
IT Asset Management - Manage all IT assets designed to support the business, streamline operations and improve cost-efficiency, including Software Asset/Licencing Management
IT asset management system and the related integration from operational systems such as Inventory Collection and Master Data capturing, to enrich the value of discovered assets
Keeping track of these IT assets, monitoring and measuring their use, value and impact on the business is a challenge Prevent non-compliance and reduce the risk of, and expenses related to non-compliance to licensing conditions Effectively manage the estate in order to:
- avoid unnecessary asset purchases
- promote the harvesting of existing resources
- gather detailed hardware and software inventory information used
- enable decision-making regarding hardware and software purchases / redistribution The implementation must include :
- The initial data population and baseline signoff
- Documentation of IT asset management policies and procedures - Training
- Implementation of the IT asset management as a sustainable service
Organisational information should be defined in order to manage and report software within organisational context (cost centres, departments, locations).
An online reporting mechanism is required for access to: - scheduled reports
- interactive reports
- IT asset management documentation.
The solution should assist Transnet to increase revenue by improving the following: asset availability, asset reliability, business performance and service delivery
The solution to fit in with the employee on-boarding process and integrate with systems such as AD and SCCM Capacity and Performance Management - Establish this service for the IT infrastructure, applications,
network services and other underlying components
Capacity management should supports the optimum and cost-effective provisioning of IT services by assisting Transnet match their IT resources to business demands
The requirements expressed by Transnet indicate a basic level of ITIL Maturity for Capacity Management based on the fact that Resource Capacity Management (CPU, Memory & Disk), Service Capacity (Servers within a group of Services) and Business Metric Capacity (Transaction- and User volumes) are required
The high-level activities include: application sizing, workload management, demand management, capacity planning, resource management, performance management
Service view based on resource capacity, utilisation, trending and service effecting thresholds and alerts via suitable communication mechanisms e.g. SMS and email
Application performance monitoring and service right-sizing based on utilisation and trending IT service capacity planning & forecasting
Included as part of the ITSM
A full CMDB, that is highly capable, as a subset of ITAM - Single source of truth for all IT configuration items within the Transnet ICT environment.
A competent asset auto-discovery module/tool
Establish processes to verify as well as interfaces to Incident, Problem, service request fulfilment and Change Management in order to perform business impact analysis
Service Catalogue Functionality: Business Service views i.e. structuring services in a manner that is relevant to business stakeholders and customers
Each one of such services must display agreed SLA's as well as cost per service
Service Request Fulfilment that is linked to workflow, and SLA's around approvals. Such services to be linked and/or selected from the service catalogue
GENERAL RESPONDENT OBLIGATIONS
The Respondent(s) shall be fully responsible to Transnet for the acts and omissions of persons directly or indirectly employed by them.
The Respondent (s) must comply with the requirements stated in this RFI.
CONFIDENTIALITY AND COMPLIANCE
This RFI and information contained herein or provided for purposes thereof, remain the property of Transnet and may not be reproduced, sold or otherwise disposed of. All recipients of this document (whether a RFI is submitted or not) shall treat the details of this document as strictly private and confidential.
Information disclosed in this RFI is given in good faith and only for the purposes of providing sufficient information to the respondent to enable submission of a well-informed and realistic RFI.
UNDERTAKINGS BY RESPONDENT
It will be accepted that the respondent, on submitting the RFI response, has read, understood and accepted all the terms and conditions of the document. The submission of the RFI by any respondent shall presume complete acceptance of the terms and conditions of the document. All qualifications and or exceptions should be noted in the RFI Response document.
COSTS TO RESPOND TO THE RFI
All respondents wishing to submit a RFI response must be in possession of this document, the RFI. Transnet will not be responsible for or pay any expense or losses which may be incurred by any respondent in the preparation and submission of the RFI and the costs of the RFI at all stages of the RFI process. Costs, if any, will be for each respondent’s own account.
Transnet reserves the right to invite certain respondents to present or otherwise demonstrate their proposed solution as per their RFI, at the respondent’s own cost, to help Transnet determine which respondent should be included in the short listing towards the RFP process.
AUTHORITY OF SIGNATORY.
If the RFI respondent is a company, a certified copy of the resolution of the Board of Directors (i.e. personally signed by the Chairman or Secretary of the Board) authorising the person who signs this RFI to do so and any other documents and correspondence in connection with this RFI and/or agreement on behalf of the company, must be submitted with their RFI.
If the RFI respondent is a partnership, a certified copy of the resolution of the partners (personally signed by all the partners) authorising the person who signs this RFI to do so and any other documents and correspondence in connection with this RFI and/or agreement on behalf of the partnership, must be submitted with this RFI.
If the RFI respondent constitutes a “one-man business”, certified proof must be submitted that the person signing this RFI and any other documents and correspondence in connection with this RFI and/or agreement is the sole owner of the one-man business. Failure to comply with this clause can result in rejection of the RFI response.
OFFERING OF COMMISSION OR GRATUITY.
If a respondent, or any person employed by him, is found to have either directly or indirectly offered, promised or given to any person in the employ of Transnet, any commission, gratuity, gift or other consideration, Transnet shall have the right and without prejudice to any other legal remedy which it may have in regard to any loss or additional cost or expenses, to disqualify the RFI respondent from further participation on this process and any other subsequent processes in this regard. The RFI respondent will be responsible for all and any loss that Transnet suffers as a result hereof.
UNDERTAKING BY TRANSNET
In responding to this RFI, Transnet encourages all RFI respondents and to put their best effort into the construction and development of the proposal.
The RFI process will include due governance and the results of the adjudication process will be available to respondents who are not successful under certain conditions. This will be allowed at the sole discretion of Transnet. Transnet wishes to state that all Respondents have an equal chance and no preference will be allocated to any current supplier whatsoever.
RFI / NON DISCLOSURE AGREEMENT (NDA)
Any queries regarding the Request For Information or information required should be directed to: Clayton Losper
Clayton.email@example.com RFI SELECTION CRITERIA
The following selection criteria will be used as a guide for adjudicating respondents. It should be noted that the weighting represents a “balanced scorecard” for selection.
Specific detailed items that are important for the respondent to consider in the response preparation process include:
• Quality of presentation, reply to the RFI and attention to required detail during the selection process. • Compliance with the terms and conditions of the RFI documents.
RFI/EOI for the Provision of capabilities of various solutions for the IT Asset Management (ITAM) and Capacity Performance Management as part of IT Service Management (ITSM) for
Transnet SOC Ltd.
Section 3 : TRANSNET’S RFI/ EOI INFORMATION
REQUIREMENTS FOR EXPRESSION OF INTEREST [EOI]
Respondents expressing an interest to participate at this RFI/EOI stage must qualify in terms of the minimum predetermined requirements and have the capability to supply / provide the full range of Products/ Services, as set out below:
Respondents are required to indicate their existing technical capability by ticking the applicable box in the table below:
Description Yes No
> 3 years’ experience as professional IT service provider (Provide Company Profile); > 3 years’ experience providing, IT Asset and/or IT Capacity and Performance management tools as part of ITSM (Company Profile);
Reference letters from clients who implemented tools/processes from this provider - indicate the size of such an implementation. Such clients must preferably be the size of Transnet. (Indicate engagement date, solution, reliability of services provided); Indication from the Service Provider that they have the capability and skills needed for successful implementation of such a tool: Project Management, Architecture (Technical and Security), ITSM Process Engineering, Integration Developers and Infrastructure Support and ITIL V3 Experts (Capacity, CMDB, ITAM) – Provide CV’s
The Service Provider may propose a solution in a form of multiple tools that are proven to work well together. A working example/proof of integration must be provided/demonstrated
This RFI must be accompanied by roadmaps, a high-level solution design documents that are technology-specific and solution-specific, implementation/project plans and integration plans to existing tools, where necessary;
EVALUATION METHODOLOGY AND CRITERIA
During this RFI/ EOI process and the subsequent RFP process Transnet intends utilising the following methodology and criteria in selecting a preferred Supplier(s). Please note that the criteria and/or weightings listed in the various stages below may change at RFP stage.
SUMMARY OF PROPOSED RFP EVALUATION THRESHOLD AND WEIGHTINGS
EVALUATION CRITERIA MINIMUM THRESHOLD [%] Technical / functionality Still to be determined
EVALUATION CRITERIA FINAL WEIGHTED SCORES
TOTAL SCORE: 100
Note: Transnet will reserve the right to conduct post-tender negotiations with the preferred
Respondent(s) during RFP stage.
FINANCIAL REQUIREMENTS FOR FUTURE AWARD OF BUSINESS
In the event of a RFP following this RFI process,it will be a condition precedent prior to the award of business in terms of that RFP that the successful Respondent demonstrates its ability to fund Transnet’s requirements.
Stage 1 Stage 2 Stage 4
Still to be determined Administrative Responsiveness Substantive Responsiveness Returnable Documents & Schedules
Pre-qualification Functionality Technical &
Weighted Scoring / 100
RFI/EOI for the Provision of capabilities of various solutions for the IT Asset Management (ITAM) and Capacity Performance Management as part of IT Service Management
(ITSM) for Transnet SOC Ltd. Section 4 : EXPRESSION OF INTEREST
I/We_________________________________________________________________________________ [name of company, close corporation or partnership]
of [full address] _______________________________________________________________________ _____________________________________________________________________________________ carrying on business under style or title of [trading as]
_____________________________________________________________________________________ represented by_________________________________________________________________________ in my capacity as _______________________________________________________________________
being duly authorised, hereby lodge an Expression of Interest in the provision of capabilities of various solutions for the IT Asset Management (ITAM) and Capacity Performance Management as part of IT Service Management (ITSM), over an agreed, as follows:
ADDRESS FOR NOTICES
Respondent to indicate its domicilium citandi et executandi hereunder:
Name of entity: _____________________________________________________________________ Facsimile: _________________________________________________________________________ Address: ___________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ NAME(s) AND ADDRESS / ADDRESSES OF DIRECTOR(s) OR MEMBER(s)
The Respondent must disclose hereunder the full name(s) and address(s) of the director(s) or members of the company or close corporation [C.C.] on whose behalf the RFI is submitted.
(i) Registration number of company / C.C. ……… (ii) Registered name of company / C.C. ……… (iii) Full name(s) of director/member(s): Address/Addresses: ID Number/s:
... ... ... ... ... ... CONFIDENTIALITY
All information related to a subsequent contract, both during and after completion, is to be treated with strict confidence. Should the need however arise to divulge any information gleaned from provision of the Services, which is either directly or indirectly related to Transnet’s business, written approval to divulge such information must be obtained from Transnet.
VENDOR APPLICATION FORM
Respondents must submit with their responses to this RFI/EOI, as a minimum requirement, all the returnable documents indicated below with a [√]. All Sections must be signed and dated by the Respondent.
SECTION 1 : Notice to Respondents √
- Notice to Bidders √
SECTION 2 : √
- Background and Scope of Requirements √
SECTION 3 : TRANSNET’S RFI/ EOI INFORMATION - 2 working examples of integration
- Company Profile √
- Reference Letters √
- Roadmaps / Solution Design Documents / Project Implementation Plan
- Budgeted Price √
SECTION 4 : Expression of Interest √
SECTION 5 : Vendor Application Form √
- Original cancelled cheque or bank verification of banking details
- Certified copies of IDs of shareholder/directors/members [as applicable]
- Certified copy of Certificate of Incorporation [CM29/CM9 name change] √ - Certified copy of share certificates [CK1/CK2 if CC] √ - Company letterhead
- Original valid Tax Clearance Certificate √
- Certified copy of VAT Registration Certificate √
By signing these RFI/EOI documents, the Respondent is deemed to acknowledge that he/she has made himself/herself thoroughly familiar with all the conditions governing this RFI/EOI, including those contained in any printed form stated to form part hereof and Transnet SOC Ltd will recognise no claim for relief based on an allegation that the Respondent overlooked any such condition.
SIGNED at ___________________________ on this _____ day of _________________________20___.
SIGNATURE OF WITNESSES ADDRESS OF WITNESSES
Name __________________________ _______________________________________________ _______________________________________________
Name __________________________ _______________________________________________
SIGNATURE OF RESPONDENT’S AUTHORISED REPRESENTATIVE:
___________________________________________________ NAME: ____________________________________________ DESIGNATION: ______________________________________
RFI/EOI for the Provision of capabilities of various solutions for the IT Asset Management (ITAM) and Capacity Performance Management as part of IT Service
Management (ITSM) for Transnet SOC Ltd. Section 5 : VENDOR APPLICATION FORM Respondents are to furnish the following documentation
and complete the Vendor Application Form below:
1. Original cancelled cheque OR letter from the Respondent’s bank verifying banking details [with bank stamp]
2. Certified copy of Identity Document(s) of Shareholders/Directors/Members [where applicable] 3. Certified copy of Certificate of Incorporation, CM29 / CM9 [name change]
4. Certified copy of Share Certificates [CK1/CK2 if CC]
5. A letter on the company’s letterhead confirm physical and postal addresses
6. Original valid SARS Tax Clearance Certificate and certified copy of VAT Registration Certificate 7. A signed letter from your auditor or accountant confirming most recent annual turnover figures
Vendor Application FormCompany trading name
Company registered name
Company Registration Number or ID Number if a Sole Proprietor
Form of entity [√] CC Trust Pty Ltd Limited Partnership Sole Proprietor VAT number
Company telephone number Company fax number Company email address Company website address
Bank name Branch & Branch code
Account holder Bank account number
Code Physical address
Code Contact person
Designation Telephone Email
Annual turnover range [last financial year] < R5 m R5 - 35 m > R35 m Does your company provide Products Services Both Area of delivery National Provincial Local Is your company a public or private entity Public Private Does your company have a Tax Directive or IRP30 Certificate Yes No
Main product or services [e.g. Stationery/Consulting] Complete B-BBEE Ownership Details:
ownership % Black women ownership % Disabled Black ownership Does your company have a B-BBEE certificate Yes No
What is your B-BBEE status [Level 1 to 9 / Unknown]
How many personnel does the firm employ Permanent Part time If you are an existing Vendor with Transnet please complete the following:
Transnet contact person Contact number Transnet Operating Division
Duly authorised to sign for and on behalf of Company / Organisation:
RFI/EOI for the Provision of capabilities of various solutions for the IT Asset Management (ITAM) and Capacity Performance Management as part of IT Service Management (ITSM) for
Transnet SOC Ltd.
Section 6 : NON-DISCLOSURE AGREEMENT [NDA]
RFI/EOI for the Provision of capabilities of various solutions for the IT Asset Management (ITAM) and Capacity Performance Management as part of IT Service Management (ITSM) for Transnet
Section 7 : RFI/EOI CLARIFICATION REQUEST FORM
RFI/EOI No: GSM 13/09/0875
Deadline for RFI/EOI clarification submissions: Before 10:00 on 22 November 2013
TO: Transnet SOC Ltd
ATTENTION: The Secretary, Transnet Acquisition Council [TAC] EMAIL TAC.SECRETARIAT@transnet.net
DATE: ………. FROM: ……….
RFI/EOI Clarification No
[to be inserted by Transnet]……..
REQUEST FOR RFI/EOI CLARIFICATION:
……… ……… ……… ……… ……… ……… ……… ……… ……… ……… ……… ………