SPECIAL CONDITIONS FOR THE UPGRADE OF EXISTING
MICROSOFT EXCHANGE SERVER 2003 TO MICROSOFT EXCHANGE
SERVER 2010
1.0 Scope of Tender
These specifications and conditions detail the basic requirements for the upgrade of the current Microsoft Exchange Server 2003 installation to Microsoft Exchange server 2010. All prices quoted must be including Value Added Tax (VAT) and addressed to the Chief Executive Officer, Water Services Corporation. The change-over must be carried out at the Data Centre situated at WSC Luqa Head Office.
2.0 Required Services
Tenderers, requested to quote for the supply of software as specified in section 2.2 of this tender and for the installation, configuration and transition to a dual server system in a load balancing environment. Therefore, the database can be failed over or switched over between the two servers configured within the Database Availability Group (DAG). No downtime is acceptable during normal WSC office hours.
2.1 WSC Infrastructure
The current WSC infrastructure is built on a VMWare virtualised environment.
The current Windows domain setup is as follows: One Forest with one Domain
Forest functional level – Windows 2008 R2 Domain functional level – Windows 2008 R2 Two Domain controllers:
• Two Windows Server 2008 R2 Four DNS Servers
• Two Windows Server 2008 R2
• One Windows Server 2003
• One Windows Server 2000
• Windows Server 2003 Operating system
• Microsoft Exchange Server 2003
• 400 Mailboxes with a database size of 20GB
• 475 Public Folders with a database size of 1GB
• Secure Gateway Server on a DMZ 2.2 Microsoft Licences Required
Description Quantities
Microsoft Windows Server Enterprise 2008 R2 1
Microsoft Exchange Server Standard 2010 2
Microsoft Exchange Enterprise CALs 10
Besides the above software, tenderers are also requested to include with their bid a list of all software components included with their offer.
The Corporation reserves the right not to purchase or alter the quantities specified in the offer for the Microsoft Exchange enterprise CALs.
2.3 Required Planning Services
WSC intends to retain the Exchange data from the existing organization, and therefore the contractor shall plan the transition to Exchange 2010 as instructed hereunder:
1. Develop Conceptual Messaging Architecture (including logical design, physical design, and Active Directory sizing).
2. Develop Mailbox Server Design.
3. Develop Scalability and Performance Design (server and storage design and sizing).
4. Develop Transport and Routing Design. 5. Develop Client Access Design.
6. Develop Messaging Security Design.
7. Assist in the development of a co-existence solution.
8. Align WSCs expectations regarding hardware and software required for the solution.
2.4 Required Implementation services
1. Run exchange 2010 pre-deployment analyser and validate deployment readiness on the pre-configured Windows® servers (virtual servers on an existing VMware Enterprise cluster)
2. Leverage Microsoft Exchange Server Deployment Planning checklist. 3. Perform actual server deployment (Install Exchange 2010) and validate
deployment using ExBPA – Exchange best practise analyser tool. The end state would be servers properly installed without setup or configuration errors. Result/s shall be noted and forwarded to WSC Engineer.
4. Perform post-deployment configuration actions and validate functionality. The end state would be servers ready to accept the transition.
5. Assist WSC to validate functionality and analyse user experience for the pilot users. The end state would be environment fully ready for mass transition.
6. Integration with HP Data Protector Online backup solution 7. Full mass migration of 400 user mailboxes (phased approach) 8. Full mass migration of 475 Public Folders
9. Setup Outlook Web Access over the internet
10.Configure Exchange 2010 extra features as required 11.Configure MacBook/IPAD with Exchange Server 2010 12.Test fail-over
13.Decommission Exchange 2003
14.Fully document the new system and provide copy softcopy to WSC
2.5 Required training services
Conduct a 2-day knowledge transfer workshop, providing not more than 4 WSC IT staff with information regarding administering and supporting the production infrastructure for Exchange 2010.
3.0
Other Conditions
3.1 DeliveryThe services specified in this document shall be delivered and implemented, within four (4) weeks from the issue of letter of acceptance. WSC reserves the right not to accept offers having a completion/delivery period in excess of four weeks.
Late delivery shall be penalised by the application of clause 21 of the General Conditions for the Supply of Materials and Other Articles.
3.2 Payment
The contract shall be for all the services as described above.
All duties, taxes and other levies payable by the contractor under the contract shall be included in the base price.
The rates quoted by the bidder shall be fixed for the duration of the contract and shall not be subject to adjustment on any account.
The prices should be quoted in Euros only.
Detail price break up shall be included in the price schedule provided. Payments shall be effected upon service completion and certification
by WSC Engineer. Any penalties to which the contractor may have become liable to, will be deducted from such payments.
Water Services Corporation may insist that payment will be made to the Contractor by the Corporation 90 days after delivery of goods to WSC provided that the goods are found to correspond to our order. Payment will be subject to any deduction to which the Contractor may become liable under the Contract. In case of service or works contracts, the WSC may insist that payment will be made within 90 days from rendering of service or works carried out and provision of certification and documentation to the satisfaction of the Chief Executive or his representative.
3.3 Tenderer skills and certifications
Conceptual technical knowledge of both Windows Server 2008 and Exchange Server 2010 including its component architecture.
The tenderer must have a minimum of Two Microsoft Exchange Enterprise Admin certified MICTPs.
The tenderer must have a minimum of Two Microsoft Server Enterprise Admin certified MCITPs.
All the above Certified Employees must be full time employed with the tenderer.
3.4 Tenderer Experience
Experience designing and implementing Exchange solutions (not necessarily Exchange 2010) that involve the following key areas:
• Active Directory® Domain Services.
• Server sizing (separately for each role).
• Storage design (planning for capacity and performance; optimizing the storage solution).
• Client access (planning support for various clients).
• Messaging security (including secure publishing and certificates).
• Redundant solutions (design for service availability, site redundancy, disaster recovery and data replication).
3.5 Validity of Offers
Offers shall remain valid for a period not less than 90 days from the tender closing date.
3.6 Evaluation of Offers
The Purchaser will evaluate and compare the quotations determined to be substantially responsive and which,
(a) Are properly signed
(b) Conform to the terms and conditions, and specifications.
Evaluation will be with respect to the cheapest compliant offer on the bases of the TOTAL price listed in the Financial Bid.
3.7 Award of contract
The Purchaser will award the contract to the bidder whose quotation has been determined to be substantially responsive and who has offered the lowest evaluated quotation price.
3.7.1 Notwithstanding the above, WSC reserves the right to accept or reject any quotations and to cancel the bidding process and reject all quotations at any time prior to the award of contract.
3.7.2 Any conditional quotation will not be accepted.
3.7.3 The bidder/s whose bid is accepted will be notified of the award of contract prior to expiration of the quotation validity period. The terms of the accepted offer shall be incorporated in the purchase order.
3.8 Lots
This tender is not divided into lots, and tenders must be for the whole of quantities indicated. Tenders will not be accepted for incomplete quantities.
3.9 Pricing
All tenderers are required to quote prices covering the total cost delivered to store inclusive of Customs import duty, insurance, ECO tax, if any, and any other charges, as applicable.
Value Added Tax should be quoted separately. Moreover, the successful bidder shall be bound to conform in all respects with VAT legislation and regulations.
In case of an inconsistency or conflict between the unit prices/rates and the total submitted by the tenderer, the unit price/rate shall be considered as correct.
3.10 Currency
Offers are to be submitted in Euro.
3.11 Interpretation or Correction of Tender Documents
Tenderers shall promptly notify the Chief Executive of the WSC of any ambiguity in or discrepancy between any of the Tender documents which they may discover upon examination of the Tender documents.
Tenderers requiring clarification or interpretation of the Tender Documents shall make a written request that shall reach the Chief
Executive by fax on 22443499 or by email on
procurement@wsc.com.mt at least eight (8) days prior to the date of
receipt of Tenders. Any request after this date will not be accepted.
Any interpretations, corrections or changes to the Tender Documents by the Chief Executive of the WSC will be made by an official addendum. Interpretations, corrections or changes made in any other manner will not be valid, and Tenderers shall not rely upon such interpretation, corrections and changes.
The Contracting Authority may, at its own discretion, as necessary, extend the deadline for submission of tenders to give tenderers sufficient time to take clarification notes into account when preparing their tenders.
3.12 Award Notification
Prior to the expiration of the period of validity of tenders, Water Services Corporation will notify the successful tenderer, in writing, that his tender has been recommended for award by the Departmental Contracts Committee, pending any objection being lodged in terms of Regulation 21 of the Public Procurement Regulations.
Unsuccessful bidders shall be notified with the outcome of the evaluation process, and will be provided the following information:
(i) the name of the successful tenderer;
(ii) the recommended price of the successful bidder;
(iii) the reasons why the tenderer did not meet the technical
specifications/ notification that the offer was not the cheapest (if applicable);
(iv) the deadline for filing a notice of objection;
(v) the deposit required if lodging a complaint.
The recommendations of the Departmental Contracts Committee shall be published on the Notice Board of the Water Services Corporation, and published online on the Corporation’s website, www.wsc.com.mt.
3.13 Conditions Of Employment
Tenderers are required to annexe with their offer the attached Statement on Conditions of Employment. Any tenderer who fails to provide this statement with his offer, will not be eligible for the award of the contract.
3.14 Presentation of Tenders
(a) All tenders must be submitted in one original.
(b) All tenders must be received by date and time indicated and deposited in the tender box at the entrance of the Water Services Corporation, Qormi Road, Luqa LQA 9043, Malta. (c) All tenders must bear only:
(i) the above address;
(ii) the reference of the invitation to tender concerned;
(iii)if applicable, the number of the lot(s) to which the tender
refers;
(iv) the name of the tenderer.
(d) A separate Tender Form is to be submitted for each option tendered, each form clearly marked ‘Option 1’, ‘Option 2’ etc.
3.15 Tender preparation costs
Applicants shall bear all costs associated with the preparation and submission of the tender documents. The Corporation shall not reimburse any fee associated with the preparation of tender documents in the event that any or all offer/s is/are rejected.
3.16 Arbitration
Any dispute, controversy or claim arising out of or relating to this contract, or the breach, termination or invalidity thereof shall be settled by arbitration in accordance with the rules of the Malta Arbitration Centre as at present in force.
Any reference in the attached General Conditions to other arbitration procedures shall not apply.
3.17 ETC Certificate
Tenderers are required to annexe with their offer a certificate issued by the Employment and Training Corporation (ETC), indicating the number and details of employees duly registered with ETC. In case that tenderers intend to sub-contract the works, they are to produce an authentic certificate from ETC indicating the respective Registration number of the nominated sub-contractors. Any tenderer who fails to provide the required certificate with his offer or when requested to do so, will not be eligible for the award of the contract.
With regard to supply contracts the Water Services Corporation reserves the right to request the submission of the ETC Certificate, prior to the award of the contract, in respect of that part of the contract which may involve local labour (for example, installation, commissioning or maintenance). This will apply also in those cases where the tenderer is a foreign firm that intends to utilise local sub-contracting for the elements of the contract just mentioned. The proviso of the last sentence of the preceding paragraph shall also apply in such cases.
3.18 Bank Guarantee
The successful contractor shall be required to submit a bank guarantee for 10% of the value of the contract within seven days (fifteen days for overseas contractors) from the date of award of contract. The guarantee shall be issued by a local Maltese Bank or a Financial Institution licensed by a recognized Financial Regulator in the country where the company is located and who assumes responsibility for claims and payments to the amount as stated above. The bank guarantee will be released one month after satisfactory completion of the contract.
3.19 Labour Law
Particular attention is drawn to the conditions concerning the employment of labour in Malta and the obligation to comply with all regulations, rules or instructions concerning the conditions of employment of any class of employee.
3.20 Right of Recourse
Tenderers are to note that the award of this contract is subject to the right of recourse as set forth in Legal Notice 296/2010 (Public Procurement Regulations, 2010). A copy of Regulation 21 of these regulations is annexed with this document for easy reference.
3.21 General Conditions
The attached “General Conditions of Contract for the Supply of Materials and Other Articles”, insofar as they are not inconsistent with the above shall also apply.
3.22 Documents to be submitted with the tender offer
1. Details of qualification of certified employees (clause 3.3)
2. List of software components (clause 2.2)
3. Statement on Conditions of Employment (clause 3.13)
FINANCIAL BID
WSC/T/17/2012 - Microsoft Exchange Server upgrade
Item Description Qty
Unit Price in
€
Total Cost in € delivered to Luqa HO including ECO
CONT., Customs Import Duty, excluding VAT. 1.1 Microsoft Windows Server Enterprise
2008 R2 1
1.2 Microsoft Exchange Server 2010
Standard 2
1.3 Microsoft Exchange Ent CAL 2010 10
1.4 Planning Services
1.5 Implementation Services 1.6 Training Services
VAT Charges TOTAL including VAT
c/f to Tender Form
Delivery period………from date of letter of acceptance
Signature_______________________ _________________
(name of person or persons authorised to sign on behalf of the tenderer)
INFORMATION SHEET
Name of Tenderer ________________________________________________
Address ________________________________________________
________________________________________________
________________________________________________
Tel.No. __________________ Fax. No. _______________
Email Address __________________________
Tax/VAT No. __________________________
Trading Licence ______________ Valid Up To _______________
Name of Manufacturer ______________________________________
Website __________________________
