Kemp Load Balancer License Subscriptions - Electoral Commission

Returnable Documents:

1.1 The Electoral Commission is seeking to procure Kemp Virtual License subscriptions for to meet its load balancing requirements for an Infrastructure as a Service (IaaS) hosting of its public websites at an Internet Service Provider (ISP). The license subscriptions will be for a period of 12 months and must be accompanied by configuration services. 1.2 The Electoral Commission is also seeking a Cloud GSLB service for use for its public facing domains for a period of 12 months. 1.3 Bidders 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. To bid on this auction, bidders must be registered and approved on the Votaquotes (e-Procurement) system 2 Background Information 2.1 The Electoral Commission 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 Electoral Commission’s ICT Department intends to continue running a highly efficient, secure and stable ICT environment making full use of industry standards, best practices and disciplines based upon stable, secure and reliable technologies. 2.2 The Electoral Commission has implemented some redundancy in terms of providing duplicate servers in most instances and seeks to implement High Availability and load sharing by introducing load balancers that will manage the load to the servers in a more intelligent manner at the IaaS hosting facility. 3 Technical Specifications 3.1 The technical specification for the required solution is as specified below. It must be noted that the technical specifications below are the minimum requirements; the only variation that may be accepted will be in case where the bidder’s specification is better. Anything below specification will be disqualified. 2 | P a g e Suitable for Public Use 3.2 Bidders are invited to supply the Electoral Commission with the following: Product Code Description Quantity 1. VLM-MAX-SUB- 1 YEAR (Annual) Subscription for Virtual LoadMaster 2 1Y License. Supports uncapped throughput & SSL TPS. Includes new features and software updates, 24x7 Customer support, Edge Security Pack (ESP) – Authorization, Authentication & Single Sign On. Updated reputation data daily for WAF. 2. Managed Support Managed Support Services for 1 pair of devices 1 Services including installation, configuration and customization for 12 months 3. Managed Support Quality Assurance on configurations of 4 more pairs of 1 Services devices at National Office and the Disaster Recovery site for a period of 3 months 4. CLD-GSLB-12 Cloud Global Server Load Balancer (GSLB) for 15 12 domains for 12 months 3.3 Bidders must include a proposal describing the managed support services offering for both the installation, configuration and customization and quality assurance services. Bidders to include at least once CV of a qualified Kemp Engineer with the bid submission. The engineer must also have experience with Global Server Load Balancer (GSLB). 4 Planning Assumptions The Electoral Commission has made the following assumptions: 4.1 The Electoral Commission will provide technical resources for all Electoral Commission’s designated work including setup and configuration of own systems and databases. 4.2 Wherever the need arises the successful bidder shall do initial equipment configuration of operating systems and environmental specific requirements. 4.3 The delivery of the software license subscriptions and implementation services required must be completed within the days as stipulated in the delivery and implementation 3 | P a g e Suitable for Public Use schedule below. 4.4 The bidder’s change control management process must be flexible enough to facilitate speedy deployment and resolution of problems without compromising management controls and security. 4.5 The recommended service provider shall provide all relevant details needed to ensure successful operations capability within the organization. 5 General Auction Conditions The following standard bid conditions must be adhered to and complied with; failing which the bid will be disqualified. 5.1 All bids must be placed online on eProcurement website https://votaquotes.elections.org.za 5.2 Bidders must complete and submit Appendix A: Technical Bid Response to demonstrate compliance with the required technical specification. 5.3 The bidder must provide at least two (2) contactable references of past services of a similar nature (Kemp Load Balancer licenses) that the bidder provided or was involved in. Reference details must include the following: customer name, contact person, contact details (telephone, email, physical address), estimated budget and the timeframe. Bidders are to use Appendix C: Guideline Reference Table as guideline. 5.4 The bidder must be authorized to sell the licenses supplied. 5.5 An OEM letter of proof of the reseller agreement/authorization must accompany the written documentation for this bid. 5.6 Should the reseller authorization be from a distributor, then a proof of authorization authorizing the distributor to resell and/or to authorize others by the OEM must be submitted together with the reseller authorization from the distributor. 5.7 The bidder must include a formal proof of OEM statement of licensing stating associated services terms and conditions. 5.8 Bidder must have at least three (3) years’ experience in providing the licenses and services required. A company profile or details on a company letter-head must be submitted as part 4 | P a g e Suitable for Public Use of the bid’s response. 5.9 Bidders must adhere to the delivery schedule in Section 10 6 Quality Control The following quality control conditions must be adhered to and complied with, failing which the bid may be disqualified. 6.1 The bidder takes responsibility for the completeness and quality of their bid submission. 6.2 The Electoral Commission may also call on bidders to make presentations in order for the Electoral Commission to ensure full compliance with all its requirements and as part of the bid evaluation process prior to the conclusion of the adjudication of the bid. Any such request for presentations shall only be for clarification purposes in support of mandatory requirements that must be adhered to as part of the written submission requirements of this bid. Failure to submit mandatory requirements shall not be rectified by the call for presentations. 6.3 Any restrictions or conditions associated with any elements of the service offering/s must be detailed. The Electoral Commission reserves the right to reject conditions which are considered unfavourable to its business or unacceptable. 6.4 The bidder must provide the associated support and maintenance for the duration of the contract. The support and maintenance must include all services as per product code. 6.5 The submission of a bid implies acceptance of the terms specified in the provisions laid down in the specifications, the procurement and, where applicable, additional documents. 6.6 Bidders are expected to examine carefully and respect all instructions and standard formats contained in these specifications 6.7 A bid that does not contain all the required information and documentation will be disqualified. 6.8 Although the Electoral Commission will only deal with the principal service provider, if a bidder plans to sub-contract any of the services in this bid, they are required to attach copies of sub-contracting agreements in their bid response documentation. 6.9 Bidders are advised to refer to this Appendix D: Bid Evaluation Criteria to ensure that they 5 | P a g e Suitable for Public Use have addressed all critical bid requirements which will be used for assess the bids 6.10 Notwithstanding any shortcomings in these specifications, service providers must ensure that the proposed solution will form a workable and complete solution. 6.11 The Electoral Commission will issue a formal purchase order to the successful bidder before any services can be delivered. 6.12 Awarding of the bid to the successful bidder will be subject to the Electoral Commission’s due diligence audit requirements, where applicable. 6.13 The Electoral Commission reserves the right and discretion to amend the quantities or cancel or not award this bid based on any reason including operational or financial requirements. 6.14 Awarding the bid to a successful bidder may be subject to the bidder entering into a service level agreement (SLA) with the Electoral Commission that will formalize and regulate the final deliverables and associated processes and procedures. 7 Pricing Requirements Completion of the detailed pricing schedule by responding to each item is compulsory. Failure to complete and submit this detailed pricing schedule as part of the bid submission shall lead to disqualification. 7.1 Total bid price must be submitted online on the eProcurement (Votaquotes) portal. 7.2 Bid price must be submitted online on the eProcurement (Votaquotes) portal. The bid price on the Appendix B: Pricing Schedule must be the same as the bid price submitted online. If there is a discrepancy between the Pricing Schedule bid price and the online submitted bid price, the online submitted bid price will be used for adjudication. 7.3 All costs associated with the software licensing, implementation services and associated support must be included in the total bid price. The total bid price must be inclusive of all factors which may contribute the cost of fulfilling the bid, factors such as: 6 | P a g e Suitable for Public Use 7.3.1 Software license subscription costs for 12 months. 7.3.2 Delivery costs to the Electoral Commission’s national office in Centurion, Gauteng, South Africa. 7.3.3 Support and Maintenance Costs for 12 months 7.3.4 Installation, Configuration and Customization Services for 12 months 7.3.5 Quality Assurance services on the existing Load balancers for a period of 3 months 7.3.6 Cloud GSLB for 15 domains over a period of 12 months. 7.4 Bid prices must be VAT inclusive and must be firm for a period of 180 days. 7.5 The Electoral Commission reserves the right to adjust costs by excluding some cost factors. 7.6 All costs associated with the solution must be captured on the pricing schedule - no additional costs will be entertained. 7.7 The solution must be a complete solution. 8 Adjudication and Award of Contract 8.1 Bidders are advised to refer to the Appendix D: Bid Evaluation Criteria to ensure that they have addressed all critical bid requirements. 8.2 The bid will be awarded to a bidder whose solution successfully conforms to specifications and is able to deliver the services, and in terms of the provisions of the Preferential Procurement Policy Framework Act, 2000 and specifically the Preferential Procurement Regulations, 2022. 8.3 The Electoral Commission will issue a formal order before any services can be delivered 8.4 It should be noted that the Electoral Commission seeks to gain the best solution technically and financially and will select from the results of the bid a solution it deems to give the best investment. 8.5 Awarding the bid to a successful bidder is subject to the bidder entering into a service level 7 | P a g e Suitable for Public Use agreement (SLA) with the Electoral Commission that will formalize and regulate the final deliverables and associated processes and procedures. 9 Supplier Performance 9.1 Upon notification of the Electoral Commission’s intention to award a contract, the successful bidder will be required to enter into a service level agreement (SLA/contract) with the Electoral Commission. 9.2 The purpose of the SLA (if applicable other than what the Electoral Commission’s standard purchase orders provide for) is to fix performance criteria within the key requirements of this request for quotation, namely quantity, quality and delivery. 9.3 The SLA may contain elements such as supplier progress milestones, delivery schedules, quality checkpoints and invoicing procedures. 9.4 The Electoral Commission reserves the right to reject any services delivered not conforming to the above. 9.5 Where previously-agreed delivery schedules are not met by a supplier, the Electoral Commission shall have the right to appoint an alternative supplier to make good the shortfall in supply. Any additional costs incurred by the Electoral Commission in obtaining such corrective services or products from another source will be for the account of the defaulting supplier. 10 Delivery and Implementation Timeframe 10.1 The successful bidder will be advised as to the start date of the license validity period. This should be around February / March 2026. 10.2 Delivery will be at the Electoral Commission’s National Office in Centurion, Gauteng, South Africa 11 Briefing Session and Enquiries No briefing session will be held for this requirement. Queries may however be sent to Yash Sookan at 012 622 5700 or SookanY@elections.org.za or be captured on the Votaquotes (e- Procurement) system. 8 | P a g e Suitable for Public Use 12 Written Submissions 12.1 All submissions must be received before the closing date and time for submissions as stipulated on the eProcurement website https://votaquotes.elections.org.za 12.2 Submissions received after the final date and time will lead to bids being disqualified and not considered. 12.3 All bids must be placed online on eProcurement website https://votaquotes.elections.org.za. Supporting documentation can be submitted in any or both of the following options: • Upload to the auction site. • Place in the Electoral Commission tender box situated in the foyer of the Electoral Commission National Office in Centurion at the following address before the closing date and time of this auction Election House Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157 Note: Clearly mark your submission: For the attention of Procurement and Asset Management – Auction 0010556461 12.4 Failure to submit all of the required documentation before the closing date and time shall invalidate the bid. It remains the responsibility of the bidder to confirm receipt of the required documentation with the Electoral Commission Procurement and Asset Management Department. 13 Summary of Submission Requirements 13.1 All bids must be submitted online on eProcurement (Votaquotes) portal. 13.2 All written supporting documentation must be submitted as stipulated on the bid requirement. 9 | P a g e Suitable for Public Use 13.3 Submissions received after the closing date and time will lead to bids being disqualified and not considered. 13.4 The following supporting documents must be submitted as part of the written submissions. Failure to submit these will lead to the bid being disqualified: 13.4.1 Completed technical specifications in accordance with the requirements in Appendix A: Technical Bid Response Sheet to demonstrate compliance with the bid specification as per 5.2 13.4.2 Two relevant contactable References, as per Appendix C: Guideline Reference Table as per 5.3 13.4.3 Completed pricing schedule in Appendix B: Pricing Schedule as per 7.2 13.4.4 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). If the reseller agreement is from a distributor, then proof from the OEM authorizing the distributor needs to be included as per 5.4, 5.5 and 5.6. 13.4.5 A statement of service, describing the service and support that is covered under the license renewal process including the roles of the bidder and the Original Equipment Manufacturer (OEM) as per 5.7 13.4.6 Profile or details of company experience on a letterhead as per 5.8 14 Closing Date The closing date and time of this auction is specified on the eProcurement (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 closing date and time of uploading supporting documentation. 10 | P a g e Suitable for Public Use 15 Appendix A: Technical Bid Response Sheet Technical Bid Response Sheet Completion of this technical response sheet by the bidder is compulsory. Bidder must respond to each and every item in the response sheet. Failure to complete and submit this technical bid response sheet as part of the bid submission shall lead to disqualification. Product Code Compliance Minimum Requirements Bidder must Bidder’s response/technical indicate specification for proposed Quantity solution – if providing more whichever is than minimum requirement applicable Yes No 1. VLM-MAX-SUB- 1 YEAR Annual Subscription for Virtual LoadMaster 2 1Y License. Supports uncapped throughput & SSL TPS. Includes new features and software updates, 24x7 Customer support, Edge Security Pack (ESP) – Authorization, Authentication & Single Sign On. 2. Managed Support Managed Support Services for 1 pair of devices 1 Services including installation and customization for a period of 12 months 3. Managed Support Quality Assurance on configurations of 4 more pairs 1 Services of devices at National Office and the Disaster Recovery site for a period of 3 months 11 | P a g e Suitable for Public Use Technical Bid Response Sheet Completion of this technical response sheet by the bidder is compulsory. Bidder must respond to each and every item in the response sheet. Failure to complete and submit this technical bid response sheet as part of the bid submission shall lead to disqualification. Product Code Compliance Minimum Requirements Bidder must Bidder’s response/technical indicate specification for proposed Quantity solution – if providing more whichever is than minimum requirement applicable Yes No 4. CLD-GSLB-12 Cloud GSLB for 15 domains for 12 months 12 5. N/A Bidders has included a proposal describing the 1 support services offering for installation, configuration and customization and quality assurance services. 6. N/A Bidders has included at least one CV of a qualified 1 Kemp Engineer with the bid submission. 7. N/A The engineer has experience with GSLB. 1 12 | P a g e Suitable for Public Use 16 Appendix B: PRICING SCHEDULE PRICING SCHEDULE Completion of this Price Breakdown response sheet by the bidder is compulsory. Prices must include VAT Failure to complete and submit this pricing schedule as part of the bid submission shall lead to disqualification. Product Code Description Quantity Unit Cost Total Cost including VAT 1. VLM-MAX- 1 YEAR Annual Subscription for Virtual LoadMaster License. 2 SUB-1Y Supports uncapped throughput & SSL TPS. Includes new features R...................... R.............................. and software updates, 24x7 Customer support, Edge Security Pack (ESP) – Authorization, Authentication & Single Sign On. 2. Managed Managed Support Services for 1 pair of devices including 1 Support installation and customization R...................... R.............................. Services 3. Managed Quality Assurance services on configurations of 4 more pairs of 4 Support devices at National Office and the Disaster Recovery site for a R...................... R.............................. Services period of 3 months 4. CLD-GSLB-12 Cloud GSLB for 15 domains for 12 months 12 R...................... R.............................. *TOTAL BID PRICE inclusive of VAT R.............................. *The total bid price is the bid price that must be placed on eProcurement (auction). No any other additional costs will be accepted for bid evaluation and adjudication purposes. 13 | P a g e Suitable for Public Use 17 Appendix C: Guideline Reference Table Reference #1 EACH REFERENCE MUST CONTAIN THE FOLLOWING DETAILS: Customer name Contact Person Contact Details Email Telephone Physical address Service Description Product Services Provided Service Value Budget (estimate) Number of Licenses supplied When were the licenses supplied? 14 | P a g e Suitable for Public Use Reference #2 EACH REFERENCE MUST CONTAIN THE FOLLOWING DETAILS: Customer name Contact Person Contact Details Email Telephone Physical address Service Description Product Services Provided Service Value Budget (estimate) Number of Licenses supplied When were the licenses supplied? 15 | P a g e Suitable for Public Use 18 Appendix D: Bid Evaluation Criteria Bidders are advised to refer to this section to ensure that they have addressed all critical bid requirements which will be used for assessment of the bids. Bidders are NOT expected to complete and submit this section. 18.1 Stage 1: Assessment of Bidder’s Disclosure All bids received will be evaluated and assessed in respect of the mandatory information provided in the Bidder’s Disclosure (SBD4) as well as the register for restricted suppliers and tender defaulters. Any potential issues that may arise or transgressions that may identified will be pursued in accordance with statutory obligations and requirements. In this regard, the following must be noted: 18.1.1 The Electoral Commission must, as part of its supply chain management (SCM) processes, identify and manage all potential conflicts of interest and other disclosures made by a person participating in procurement process to enable the accounting officer or delegated authority to make informed decisions about the person participating in the SCM process. 18.1.2 As such, the Bidders Disclosure form, issued as Standard Bidding Document (SBD) 4, is attached herewith for all entities who participate in the bid process. 18.1.3 As part of the evaluation of the procurement process, the information provided by a person on the SBD4 form must be evaluated. 18.1.4 In so doing, it must be noted that if the bid evaluation establishes that: (a) a person within the bidding entity is an employee of the State, the Electoral Commission’s CEO must request the relevant accounting officer/accounting authority whether the person- (i) Is prohibited from conducting business with the State in terms of Section 8 of the Public Administration Management Act, 2014; or (ii) has permission to perform other remunerative work outside of their employment, where the PAMA does not apply to such employee; (b) the conduct of a person constitutes a transgression of the Prevention and Combating of Corrupt Activities Act, 2004; (c) the conduct of a person constitutes a transgression of the Competition Act, 1998, the 16 | P a g e Suitable for Public Use conduct must be reported to the Competition Commission; and (d) the conduct of a person must be dealt with in terms of the prescripts applicable to the Electoral Commission. 18.1.5 If it is established that a person has committed a transgression in terms of the above, or any other transgression of SCM prescripts, the bid may be rejected and the person may be restricted. 18.1.6 The Electoral Commission’s CEO must inform National Treasury of any action taken against a person within 30 days of implementing the action. 18.1.7 During the bid evaluation process, the Electoral Commission must in addition to other due diligence measures, establish if a person is not listed in- (a) the Register of Tender Defaulters; and (b) the list of restricted suppliers. 18.1.8 A bid related to a restricted bidder or tender defaulter shall be rejected. 18.1.9 The under-mentioned assessment criteria will be used to evaluate the elements relating to SBD4, CSD registration, tax compliance, restricted suppliers and tender defaulters: Assessment Criteria Bidder Comments

The bidder is not a restricted supplier as per the register published on the National Treasury website. No bid shall be accepted if a supplier is not registered on the National Treasury Central Supplier Database (CSD). * A bidder must be tax compliant before a contract is awarded. A bid will be disqualified if the bidder’s tax affairs remains non-compliant as per the provisions of National Treasury Instruction No /2018 Tax Compliance Status Verification. 18 | P a g e Suitable for Public Use 18.2 Stage 2: Key Qualifying Criteria Stage 2 – Key Qualifying Criteria Failure to comply with any of the requirements below will result in the bid being disqualified No. Description Yes No Comments Did the bidder place their bid online as per 5.1 Did the bidder complete and submit technical specification as per 5.2? (Appendix A: Technical Bid Response Sheet) Did the bidder complete and submit pricing schedule as per 7.2? (Appendix B: Pricing Schedule) Is the bidder authorized to sell the licenses as per 5.4, 5.5 and 5.6? Did the bidder submit a statement of service, describing the service and support that is covered under the contract including the roles of the bidder and the Original Equipment Manufacturer (OEM) as per 5.7 Assessment Comments: Overall Stage 2 Outcomes: Bid qualifies for further consideration: (YES/NO): 19 | P a g e Suitable for Public Use 18.3 Stage 3: Technical Evaluation Stage 3 – Technical Evaluation – Technical Disqualifying Factors. Failure to comply with any of the requirements below will result in the bid being disqualified Product Code Compliance Minimum Requirements Bidder Comments and Description indicated? Quantity Yes No 1 1 YEAR Annual Subscription for Virtual LoadMaster VLM-MAX- 2 License. Supports uncapped throughput & SSL TPS. SUB-1Y Includes new features and software updates, 24x7 Customer support, Edge Security Pack (ESP) – Authorization, Authentication & Single Sign On. 2 Managed Managed Support Services for 1 pair of devices 1 Support including installation and customization for a period of Services 12 months 3 Managed Quality Assurance on configurations of 4 more pairs of 4 Support devices at National Office and the Disaster Recovery Services site for a period of 3 months 4 CLD-GSLB-12 Cloud GSLB for 15 domains for 12 months 12 5 N/A Bidder has included a proposal describing the support 1 services offering for both the installation, configuration and customization and quality assurance services. 20 | P a g e Suitable for Public Use Stage 3 – Technical Evaluation – Technical Disqualifying Factors. Failure to comply with any of the requirements below will result in the bid being disqualified Product Code Compliance Minimum Requirements Bidder Comments and Description indicated? Quantity Yes No 6 N/A Bidders has included at least once CV of a qualified 1 Kemp Engineer with the bid submission. 7 N/A 1 The engineer has experience with GSLB. Assessment Comments: Overall Stage 3 Outcomes: Bid qualifies for further consideration: (YES/NO): 21 | P a g e Suitable for Public Use 18.4 Stage 4: Technical Scoring Bid Evaluation Criteria Stage 4 – Technical Scoring To qualify to the next phase of adjudication a bidder must score a minimum of 75% (18.75/25) Product Available Points Allocation Actual Comments Description Score Score 1 References: Customer name = 1 point Contact Person = 1 point Email = 1 point Telephone = 1 point Physical address = 1 point Relevant f) Product/Solution = 2 points Reference 20 g) Description of Services provided = 1 point. Value (Budget Estimate) = 1 point Value (Number of Licenses Supplied) = 1 point Total for references = maximum 10 points per reference (2 references) 5 Experience with Network Load Balancers. (Max 5 points) Relevant a) The bidder has three to five years or more experience with Kemp Experience Network Load Balancers (4 points). The bidder has more than five (5) years or more experience with Kemp Network Load Balancers (5 points). 22 | P a g e Suitable for Public Use Bid Evaluation Criteria Stage 4 – Technical Scoring To qualify to the next phase of adjudication a bidder must score a minimum of 75% (18.75/25) Product Available Points Allocation Actual Comments Description Score Score Assessment Comments: Overall Stage 4 Outcomes: Bid qualifies for further consideration: (YES/NO): 23 | P a g e Suitable for Public Use 18.5 Stage 5: Adjudication of Bids Only bids that comply with the requirements and conditions of the auction and that meet the minimum criteria in the bid evaluation process as stipulated above will be considered for bid adjudication purposes. Acceptable bids must be market related. This bid is deemed not to exceed R50 million including VAT. Therefore, the 80/20 preference point system (PPPFA scoring) in terms of the Preferential Procurement Policy Framework Act, 2005 (PPPFA) and the Preferential Procurement Regulations, 2022 shall apply in the adjudication process of this auction where all acceptable bids received are equal to or below R50 million including VAT. Preference points will be allocated as follows: B-BBEE Status Level of Contributor Number of Points 1 20 2 18 3 14 4 12 5 8 6 6 7 4 8 2 Non-compliant contributor 0 Bid Evaluation Commitee Evaluation Team Member’s Committee Signature Date Overall Adjudication Outcomes: ___________________________________________________________________________ ___________________________________________________________________________ 24 | P a g e Suitable for Public Use B-BBEE Minimum Level: 7