ASEAN SECRETARIAT Renewal of Microsoft Enterprise Agreement (EA) Program PROPOSAL MUST BE RECEIVED BY Wednesday, 18 April 2018 before 4.30 PM DELIVER/MAIL PROPOSAL TO: ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta 12110 Indonesia Prepared by : ITS Division Date : 3 April 2018 Request for proposal Page 1 of 16
1 EXECUTIVE SUMMARY 1.1 INTRODUCTION The ASEAN Secretariat was established on 24 February 1976 by the Foreign Ministers of ASEAN. The existing building of ASEAN Secretariat is located at 70A Jalan Sisingamangaraja, Jakarta. The ASEAN Secretariat's basic function is to provide for greater efficiency in the coordination of ASEAN organs and for more effective implementation of ASEAN projects and activities. The ASEAN Secretariat's vision is that by 2015, it will be the nerve center of a strong and confident ASEAN Community that is globally respected for acting in full compliance with its Charter and in the best interest of its people. The ASEAN Secretariat s mission is to initiate, facilitate and coordinate ASEAN stakeholder collaboration in realising the purposes and principles of ASEAN as reflected in the ASEAN Charter. 1.2 MICROSOFT ENTERPRISE AGREEMENT In 2008, the ASEAN Secretariat undertook intensive discussions with Microsoft to seek the most practical and affordable solution for acquiring all the necessary software licenses for approximately 250 computers. The desirable solution was to apply a licensing strategy that is economical in the long run, easily managed (considering that the ASEAN Secretariat has to handle hundreds of licenses) and suitable for a not for profit institution such as the ASEAN Secretariat. Microsoft came up with the option of using Volume Licensing mechanism through Microsoft Enterprise Agreement (EA) program to meet the requirement. An EA program is a 3-years term contract agreement between Microsoft and the ASEAN Secretariat that provides the simplest way to license all computers in the organization with standard Microsoft software. One of the clear benefits that Microsoft offered by signing up for the EA program was that the ASEAN Secretariat would have competitive offer, Page 2 of 16
compare with off retail prices, depending on the number of computers to be installed with the license. Other benefits include the following: 1. Easier license management for large amounts of licenses 2. Simplified, rapid deployment of new software on computers 3. Predictable and zero-interest installment payments 4. Proof of license, certificate/order confirmation 5. Software Assurance (SA) during the term of the agreement, including trainings of Microsoft Software for IT personnel 6. Covering all Microsoft products Page 3 of 16
2 BACKGROUND AND CURRENT STATUS The ASEAN Secretariat signed an agreement with Microsoft in 2015 which enrolled the ASEAN Secretariat to participate in the EA program for the period of 1 July 2015 to 30 June 2018. The purchase of 300 user licenses based on the anticipation that the ASEAN Secretariat would acquire more computers (either to replace damaged computers or to provide new computers for new staff). By enrolling in the EA program, the ASEAN Secretariat is entitled to any upgrades that are released during the term of the agreement and any licenses included in the EA program, e.g. Office 2016, even after the EA expires. The implementation of the EA program is made through its business partners qualified as Large Account Reseller (LAR)/ Licensing Solution Provider (LSP) since Microsoft does not manage direct sells to its customers. In view that the current EA program will expire on 30 June 2018, the ASEAN Secretariat intends to renew the EA program for another 3-years term from 1 July 2018 to 30 June 2021. In line with the current practice, payments for the renewal are to be made annually in installment during the 3-years term of contract agreement. Page 4 of 16
3 SCOPE OF WORK The scope of work and services shall cover the implementation of EA program in the ASEAN Secretariat as stipulated in the EA program contractual agreement. 3.1 RESPONSIBILITY OF VENDORS The successful vendor will conduct the renewal of EA program for the ASEAN Secretariat including among others: - 24x7 problem resolution supports including onsite supports - Microsoft software upgrade - Trainings of Microsoft software and products - E-Learning (Microsoft systems, server and application) - Deployment and upgrade planning services - Access to Microsoft resources such as licenses, certificates, etc. 3.2 SCHEDULE. Effective immediately upon the renewal of EA program contract agreement is signed 3.3 TECHNICAL SPECIFICATION The EA program covers licenses and Software Assurance (SA) of a set of Microsoft software classified as business software or enterprise products commonly used on desktops and laptops, to name a few, Windows Enterprise Edition (7 or 10), MS Office Enterprise 2016. Detail specification are as follow: Part number Item's name Qty W06-01069 CoreCAL ALNG SA MVL Pltfrm DvcCAL 100 AAA-12417 CoreCALBridgeO365FromSA ALNG SubsVL MVL Pltfrm 200 269-12442 OfficeProPlus ALNG SA MVL Pltfrm 100 7R7-00002 O365E1FromSA ShrdSvr ALNG SubsVL MVL 200 AAA-10777 WinE3perUserFromSAALNG SubsVL MVL Pltfrm 300 Page 5 of 16
312-02257 ExchgSvrStd ALNG SA MVL 1 395-02504 ExchgSvrEnt ALNG SA MVL 1 5HU-00216 SfBSvr ALNG SA MVL 1 7AH-00284 SfBSVrEnCAL ALNG SA MVL UsrCAL 90 6VC-01253 WinRmtDsktpSrvcsCAL ALNG SA MVL DvcCAL 10 9EM-00270 WinSvrSTDCore ALNG SA MVL 2Lic CoreLic 14 3.4 CRITERIA OF COMPANY The EA program only applies to Microsoft s business partners qualified as LAR or LSP. LAR/ LSP vendors are authorized by Microsoft to sell licenses to midsize and enterprise accounts and must meet certain requirements set forth by Microsoft. Page 6 of 16
4 RFP REQUIREMENTS PROCESS Interested company should submit a technical proposal and a financial proposal. 4.1 STRUCTURE OF THE DOCUMENT The Technical Proposal should be no longer than 20 pages and contain, among others: a. Brief information about the Company and contact information (Company Profile); b. A proposal on how it plans to fulfill the Terms of Reference of the project including overall approach and methodology; c. Proposed professional teams to carry out the activities d. Work plan to deliver the project and all the expected outputs to be completed by set deadline; 4.2 RFP RELATED QUESTIONS / CLARIFICATIONS / SUBMISSION All questions related to this RFP should be directed to: Procurement Unit Administration and General Affairs Division The ASEAN Secretariat Contact Person: Ms. Nella Susilani nella.susilani@asean.org Mr. Christian Anton Wibowo christian.wibowo@asean.org Vendors must ensure that both Technical & Financial Proposal are delivered in two sets (original and a copy) and received at the following address before the tender closing date on Wednesday, 18 April 2018 before 4.30 PM. Chairman of Sub-Committee on Tender Administration and General Affairs Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta 12110 Indonesia Any notices with respect to this RFP should also be mailed to the above Contact and Address. Page 7 of 16
4.3 RFP TERMS & CONDITIONS 4.3.1 Bid Expiration Date 31 May 2018 4.3.2 Implementation/Delivery Schedule 29 June 2018 Page 8 of 16
5 COMPLIANCE In conformance to the ASEAN Secretariat s Financial Rules and Procedures (AFRP), the vendor shall submit Tender Bids in two sealed envelopes as follows: 1) First Envelope: Technical Proposal which shall consist, among others, of the technical specifications of the goods/services/infrastructure to be procured; delivery schedule; after sales service/parts; manpower requirements; list of contractor s equipment; and 2) Second Envelope: Financial Proposal which shall consist of the following sets of documents: a) FIRST SET, which shall contain, among others, the bid amount; recurring and maintenance cost; detailed estimates including a summary sheet indicating the unit prices of construction materials; payments schedule; and b) SECOND SET, which shall consist, among others, the company profile; business name registration issued by appropriate government agency; authority of signatory; valid business permit and other appropriate licenses; taxpayer identification number; latest audited financial statements, track record which includes testimonials from past and present clients on projects similar to the project at hand; capability to undertake the project; and printed hardcopies of the duly filled Appendix 1 and 1a Company General Information and List of Clients. All documents not submitted in English shall not be entertained and quoted price in the hardcopy submission shall be in US Dollar. Tender offers must be submitted in a sealed envelope clearly indicates the Title of the Tender and the Name and address of the Company in each envelope. Subject to no electronic tenders or tenders via facsimile or telegram will be accepted (Please refer to Appendix The ASEAN Secretariat may, after the closing date, request additional information or clarification of tenders in writing. Page 9 of 16
APPENDIX 1 Company General Information To be submitted together in the Technical Proposal Company LEGAL Name: Division or Subsidiary (if applicable): Company Address: City: Province / State: Country: Postal Code: Telephone: Business Name Registration: Tax Registration Number: Valid Business Permit: Company Contact: Title / Position: Telephone no.: Fax no.: E Mail: Indicate number of years involved in similar business Are you a subsidiary of a financial institution? *If Yes, Please indicate your Holding Company Page 10 of 16
Customer Details Company Name Company Address Telephone Number Fax Number Contact Name Project Title APPENDIX 1a. Customer Reference To be submitted together in the Technical Proposal. Customer Details Company Name Company Address Telephone Number Fax Number Contact Name Project Title Customer Details Company Name Company Address Telephone Number Fax Number Contact Name Project Title Page 11 of 16
APPENDIX 2 Technical Requirements To be submitted together in the Technical Proposal No Description ASEC Requirements Remarks Page 12 of 16
APPENDIX 3 Price Schedule <Only if required> To be submitted in the Financial Proposal No. Description Unit Price Page 13 of 16
APPENDIX 4 Checklist for the Completeness of Documents Submitted The checklist must be used to ensure that you have provided all documentations for the tender. The checklist must be signed and included in both envelopes of your proposals. I. General Requirements No. Description Checklist 1 Proposals shall be prepared in English 2 Proposals are submitted in two different envelopes 3 The envelope must be sealed and labeled accordingly. i. Technical Proposal ii. Financial Proposal 4 Title of the tender shall be put on each envelopes II. Technical Proposal No. Description Checklist 1 Technical Specifications of the service refer to the proposal 2 All required information have been addressed accordingly 3 Schedule of delivery 4 Manpower/consultant requirement 5 List of vendor s equipment (if any) 6 One original signed copy 7 One copy of technical proposal duplicate III. Financial Proposal No. Description Checklist 1 Offering is formulated in English 2 Bid amount 3 Payment schedule 4 Company profile 5 Copy Company Legal Documents, i.e. i. Business Name Registration ii. Valid Business Permit iii. Tax Identification Number iv. List of clients reference v. Customer testimonials on the similar project 6 Latest audited financial statements 7 Authority of signatory 8 One original signed copy 9 One copy of Financial Proposal Duplicate Page 14 of 16
APPENDIX 5 Template for the Proposal Envelope First Envelope Technical Proposal Company Name & Address Technical Proposal - Title of the Tender Chairman of Sub-Committee on Tender Administration, Protocol and Conference Services Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta 12110 Indonesia Request for proposal Page 15 of 16
Second Envelope Financial Proposal Company Name & Address Financial Proposal - Title of the Tender Chairman of Sub-Committee on Tender Administration, Protocol and Conference Services Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta 12110 Indonesia Page 16 of 16