PROCUREMENT OF DATA CENTERE SERVICE OPEN BID 2017 E.C 1

 bidder must attaches  Audited Financial standing for two years 2015 AND 2016 E.C

The average annual turnover calculated as total certified payments received for contracts in progress or completed within the last years must exceed times the amount of the financial proposal of the Bid;

The Bidder must demonstrate access to, or availability of, financial resources such as liquid assets, unencumbered real assets, lines of credit, and other financial means, other than any contractual advance payments to meet the following cash-flow requirement

Among the staff mentioned in Sub-Clause, Bidder must demonstrate that it will have the personnel for the key positions that meet the following requirements

At least staff currently work for the Bidder.

History of non-performing contracts - Non-performance of a contract did not occur within the last years prior to the deadline for Bid submission, based on all information on fully settled disputes or litigation. A fully settled dispute or litigation is one that has been resolved in accordance with the Dispute Resolution Mechanism under the respective contract, and where all appeal instances available to the bidder have been exhausted.

Previous Experience

bidder must attaché 2 and more successfully completed experiences in a Data center services and maintenance. Service Level Agreement within the last 4 years; Legal work experience evidence from the client for the successful completion of the work

History of non-performing contracts - Non-performance of a contract did not occur within the last years prior to the deadline for Bid submission, based on all information on fully settled disputes or litigation. A fully settled dispute or litigation is one that has been resolved in accordance with the Dispute Resolution Mechanism under the respective contract, and where all appeal instances available to the bidder have been exhausted

Ethiopian Civil Service University

Request for Proposal (RFP)

Project: Data Center Service Level Agreement (DC SLA)

July 2025

I.Introduction

The Ethiopian Civil Service University (ECSU) was established in 1995 to support the transformation drive of the Ethiopian Civil Service within the context of the country’s development policies and strategies so that it becomes a system that is effective, transparent, accountable, learning and changing. More specifically, the University aims at building the capacity of the civil service at both federal and regional levels through specialized /professional orientation /education, training, research and consultancy programs and services.

Ethiopian Civil Service University aspires to be the leading public premier in the country, renown in Africa and recognized in the world. It is a center of academic excellence integrating training, research and service.

The University recognizes effective Information and Technology infrastructure is critical to support learning core processes. The IT strategic roadmap sets out directions for technology enhanced learning environments in the University.

The University has deployed a state-of-the-art datacenter. The data center has partitioned into server room, power room, NOC room, store room, telecom room and corridors. The design of this data center include decoration, power supply and distribution, cooling & ventilation, racks and aisle containment, data center facility management, fire detection and suppression, lightning protection and grounding, etc.

1.   Purpose of the RFP

The purpose of this Request for Proposals (RFP) is to solicit bids for a firm to provide datacenter technical services & maintenance. The technical firm will be primarily responsible for providing Data center maintenance & services of devices and ensure security the details are mentioned on the project scope, so as to make the Data center ready to use all the time up on the agreement. The contract will be for the duration of one year. The successful bidder shall provide service and Maintenance support as per the specifications and the minimum specified scope of work to be undertaken by the successful bidder.

2.   Project Scope

The selected Data center technical firm will be responsible to maintain and service the whole Data center devices, infrastructure and IT security which are stated below and also to create the new service which is managed E-mail and phone messaging system for alert.

The detail work scope for maintenance and services

Physical Infrastructure

1

Raised Access Floor

2

Fire Resistant Wall Cladding

3

Fire Resistant Door

4

Fire Resistant Acoustic Ceiling

Power

5

Separate Power Cabling for Datacenter

6

Basic Electrical System for Datacenter

7

Uninterruptable Power System

8

Power Distribution Modules

 9

Generator

10

Grounding

11

Datacenter Lighting

12

Cable Trays

Datacenter Cooling

13

Precision Air Conditioning

Fire Detection and Automatic Suppression

14

Fire Detection and Alarm System

15

Fire Suppression System

Environmental Monitoring System

16

Temperature and Humidity Detection System

17

Water Leak Detection System

18

Datacenter Infrastructure Management System

Datacenter Security

19

IP Surveillance System with video wall

20

Access Control System

Network Operation Center

21

Network Operation Center

22

Create a new Managed E-mail and phone messaging for alert

23

Network traffic monitoring

24

IT security Administration

25

Regular quarterly service.

Maintenance on call basis when there is an  immediate support : 24 hours (365X24X7)

26

Project duration : for one year

27

Site survey is mandatory

Reports: After the bidder selected and awarded, the bidder shall provide quarterly report on all the devices installed in the Data Centre, Data center management software, Network, system security and Service & maintenance report .Moreover, monthly report on the status of the data center.

3.   IT Security Administration Services

The objective of this service is to provide a secure environment through the operation and maintenance up on the Standard. This service includes:

a. Addressing the ongoing needs of security management including, but not limited to monitoring of various devices / tools such as firewall, intrusion detection, content filtering and blocking, virus protection and vulnerability protection through implementation of proper patches and rules.

b. Maintaining an updated knowledge base of all the published security vulnerabilities

   and virus threats for related software and microcode etc.

c. Ensuring that patches / workarounds for identified vulnerabilities are patched / blocked immediately.

d. Maintenance and management of security devices, including, but not limited to maintaining firewall services to restrict network protocols and traffic, detecting intrusions or unauthorized access to networks, systems, services, applications or data, protecting email gateways, firewalls, servers from viruses.

e. Ensuring that the security policy maintained and update various relevant procedures, guidelines standards and implement these procedures accordingly.

4.   Physical Infrastructure Management and Maintenance Services

 All the devices installed in the Data Centre as part of the physical infrastructure shall be centrally and remotely monitored and managed on a 24x7x365 .The physical infrastructure management and maintenance services shall include:

a) Proactive and reactive maintenance, repair and replacement of defective components (IT and Non-IT/ Hardware and Software). The cost defective components replacement shall be borne by the University.

b) Component that is reported to be down on a given date should be either fully repaired or replaced by temporary substitute (of equivalent configuration) within the time frame indicated in the Service Level Agreement (SLA). In case the selected bidder fails to meet these standards, penalty will be imposed on it.

c) The selected bidder shall also maintain log/records of all maintenance activities for the ECSU DC equipment/components and shall maintain a logbook on-site that may be inspected by Client at any time during contract period.

d) ECSU DC Devices include Firewall, Wireless Controller, Access switch (Server Farm) ,Core switch ,Camera storage and server ,Systems server ,Hikvision camera server ,KVM Switch ,AC and others .

5.   Training

The selected bidder should provide intensive training for minimum 10 IT professionals which are listed below for one week or more as per the course content proposed.

In the first year of the service level agreement level (SLA) period there will be intensive local training on: Datacenter operation and Management for 10 IT Professionals, IT security for 10 IT Professionals), CCNA (local training and industry certification for 10 IT professionals).

In the year of the service level agreement level (SLA) period there will be intensive training on MCSA local training for 10 IT professionals, CCNP local training for 10 IT professionals and industry certification for 10 IT professionals, Advanced Data center operation and management for 10 IT professionals .The training avenue is at ECSU and all intensive trainings will be given with refreshment.

       6. SLA details

This SLA document provides for minimum level of services required as per contractual obligations based on performance indicators and measurements thereof. The selected bidder shall ensure provisioning of all required services while monitoring the performance of the same to effectively comply with the performance levels. The services provided by the selected bidder shall be reviewed by the Client that shall:

·        Regularly check performance of the selected bidder against this SLA

·        Discuss escalated problems, new issues and matters still outstanding for resolution.

·        Review of statistics related to rectification of outstanding faults and agreed changes.

·        Obtain suggestions for changes to improve the service levels.

7. Implementation Site

          Project implementation site will be Ethiopian Civil Service University, Addis Ababa.

       8. Project duration: for one year

       9. Documentation

Any documentation provided in electronic format must be readable by standard software or the licensed software utilities for reading the documentation must be provided by the selected bidder. Documentation must be provided in DOC and PDF format.

      10. Project Management

The selected bidder must carry out the specified activities using a comprehensive methodology, which has been used in the successful delivery of similar services. The details of the methodology must be presented as part of this tender dossier.

The bidders are required to state their cost for maintenance and services .The service should be given at least four times a year `.The maintenance will be made up on occurring and should be given 24/7 .

11. Evaluation Criteria

The technical consultant shall demonstrate that it has all necessary qualification and experience to undertake the technical services as described herein. It is anticipated that the technical bidder shall have the following qualification or shall demonstrate that it qualifications that are substantially similar thereto and/or experiences that have enable it to attain the knowledge and information equated therewith: 

Detail Technical Evaluation

Bidders should fulfill all mandatory points and get also all comply for all technical evaluation criteria to pass for financial evaluation. Bidders getting one “not comply” from all criteria points mentioned below (1- 4) and also must meet criteria in the technical evaluation shall be rejected from further financial evaluation.

The detailed scoring matrix for technical evaluation is as shown in the table below:

Item

no

Description

Comply

Not

Comply

1

Previous Experience

2

Detail Methodology and Working Plan

(Task scheduling, methodology ,project schedule, proposal comprehensiveness and plan )

This point shall be awarded as follows

3

Experience And Qualification of Staff for The Project.

Proven experience of staffs is mandatory within the reference (certificate copies of CVs, certifications of Data center local and industry and also certificates including degree shall be attached)

Minimum of five technical engineers, highly skilled and experienced in data center, power, electro mechanical and computing infrastructure implementation.

3.1

Ø Project Manager- Masters/BSc Degree holder of the key personnel in Computer Science, Electrical Engineering , Hardware Engineering, electromechanical /or related field and certified in Data center operation, Project management and other data center  related certifications ’ - (One Person);

·        With seven years and over experience in a relevant field.

( Data center local & Industry certification has to attached )

3.2

Ø Data center technical expert – Masters/ BSc Degree holder of key personnel in Computer Science ,Electrical Engineering, Hardware Engineering , Electro mechanical /or related field and certified in Data center ,CCNA,CCNP ,CCIE,MCSA, power, electromechanical and computing infrastructure implementation and other certifications: - (One Person)

·        With seven years and over experience in a relevant field

( Data center Local & Industry certification has to attached )

Ø Security Administrator - Masters/ BSc Degree holder of key personnel in Computer Science, Hardware Engineering, Electrical Engineering /or related field and certified in Data center, CCNA, CCNP, CCIE, MCSA and HCNP .IT security and other related certifications : - (One Person)

Ø With seven years and over experience in a relevant field

(Data center Local & Industry certification has to attached)

Ø Electromechanical Engineer- Masters/ BSc Degree holder of key personnel in Electromechanical Engineering field and certified in AC (Air Conditioner, Generator, UPS and HVAC System and Fire Suppression Certifications)

Ø With seven years and over experience in a relevant field

(Electromechanically & Industry certification has to attached)

Ø Electrical Engineer: Masters/ BSc Degree holder of key personnel in Electrical Engineering field and certified in Electrical system design and analysis, Installation and commissioning of electrical infrastructure, Safety inspections and regulatory compliance

·        With seven years and over experience in a relevant field

(Electrical & Industry certification has to attached)

4

Training and knowledge transfer : -

Bidders should try to clearly specify course content, training methods 2and training duration.

o    training proposal clarity and course content

o   training delivery schedule

o   completeness of training course

·        In the year of service level agreement level (SLA) period there will be intensive local training on: Advanced Datacenter operation and Management for 10 IT Professionals, IT security for 10 IT Professionals), CCNA (local training and industry certification for 10 IT professionals). Moreover, there will be intensive training on MCSA local training for 10 IT professionals, after CCNA industry certification, CCNP local and Industry training for 10 IT professionals will be given.

·        The training venue is at ECSU and all intensive trainings will be given with refreshment. For a local training Certificate of successful completion of the training will be issued.

o  Note: A bidder should present its training plan and training content in advanced and elaborated ways.

5

Certificate of Local Partnership

Scope of Authorization:

Must Meet Criteria

Comply

Not

comply

Must Meet Criteria

Site survey is Mandatory

Data center Service and maintenance for one year is Mandatory

Mandatory

One Year warranty for Data center maintenance and services is Mandatory

Experience in Data center maintenance & services (local & Industry certification has to attached) is Mandatory

Certificate of Local Partnership

ü Authorized Partner is Mandatory

ü  Local Technical Support Provider is Mandatory

ü  Certified for Data Center Technologies is Mandatory

ü Partner Level: Authorized Maintenance Partner for each equipment is Mandatory

ü List of equipment will seen based on site survey

Bidder shall fulfill and attach with their technical proposal envelops all legal requirements, which are:

A.    Renewed and relevant trade licenses certificate

B.    Renewed and relevant trade licenses registration certificate

C.    VAT registration certificate issued by tax authority

D.    Valid tax clearance certificate issued by tax authority

E.     Tin number registration certificate

F.     Supplier list registration certificate registered in web site of Procurement Agency

G.    Anti-barberry pledge form

H.    Audited Financial Statement for two years

I.       Local and Industry Data center certifications other requested has to attached.

Note: Copy of all license/

Certificates

Having been submitted VAT registration certificate issued by the tax authority (in case of contract value of Birr 100,000.00 and above) in accordance with ITB Clause 4.6.

No conflict of interest as described in ITB Clause 6.

Having been submitted valid trade license or business organization registration certificate issued by the country of establishment in accordance with ITB Clause 4.6

Nationality in accordance with ITB Clause 4.2.

Having been submitted valid tax clearance certificate issued by the tax authority (Domestic Bidders Only) in accordance with ITB Clause 4.6