renewal of microsoft enterprise agreement (ea) program€¦ · 4 company profile 5 copy company...

RFP - Renewal of Microsoft Enterprise Agreement (EA) Program

Request for proposal

of 16

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


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,


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


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.


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


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.


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 – [email protected]

Mr. Christian Anton Wibowo – [email protected]

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


Jl. Sisingamangaraja 70A

Jakarta 12110

Indonesia

Any notices with respect to this RFP should also be mailed to the above Contact and

Address.

mailto:[email protected]

mailto:[email protected]


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


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.


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:

Telephone

no.:

Title / Position: 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


of 16


APPENDIX 1a. Customer Reference


.

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

Customer Details

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Project Title


of 16


APPENDIX 2 Technical Requirements


No Description ASEC Requirements Remarks


of 16


APPENDIX 3 Price Schedule

<Only if required> To be submitted in the Financial Proposal

No. Description Unit Price


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


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


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


Request for proposal of 16

APPENDIX 5

Template for the Proposal Envelope First Envelope – Technical Proposal

________________________________________________________________________________

________________________________________________________________________________

Company Name &

Address

Technical Proposal - Title of the Tender


Administration, Protocol and Conference Services Division



Jakarta 12110

Indonesia


of 16


Second Envelope – Financial Proposal ________________________________________________________________________________

________________________________________________________________________________

Company Name &

Address

Financial Proposal - Title of the Tender


Administration, Protocol and Conference Services Division



Jakarta 12110

Indonesia