asean secretariat · this tender is open to all it vendors who have a support letter from the...

Provision of Servers for Library Information Management System

ASEAN SECRETARIAT

Request for Proposal

Servers for Library Information Management System

PROPOSAL MUST BE RECEIVED BY

Friday, 11 January 2019 before 4.30 PM

DELIVER PROPOSAL TO:

ASEAN Secretariat Jl. Sisingamangaraja 70A

Jakarta 12110

Prepared by : Information Resource Management Division (IRMD)

Date : 13 December 2018

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1 EXECUTIVE SUMMARY The ASEAN Secretariat (ASEC) was established in February 1976 by the Foreign Ministers of

ASEAN. ASEC’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. ASEC is also

envisioned to 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. In order

to effectively fulfill its functions, ASEC needs to be furnished with sufficient equipment and up-

to-date technology.

One of ASEC’s mandates is to act as custodian of all ASEAN documents. Information Resource

Management Division (IRMD) is tasked to maintain and preserve the ASEAN documents

collection including ASEAN Meeting Report, ASEAN Legal documents, ASEAN publications,

photo collection, and other collection.

In order to properly store and preserve the documents so as to be available for long term retention

and for future reference, IRMD is intended to purchase 2 (two) new servers. In relation to this,

IRMD now is seeking a qualified vendor to provide and facilitate the implementation of these

servers. The selected vendor will work with Information Technology System Division (ITSD) of

ASEC on the procedure and implementation of these servers.

The to-be-appointed vendor is expected to deliver all requirements as stated in the Terms of reference

(TOR). Aside from the provision of the required service, the vendor shall also ensure on the warranty

if there is any malfunction of the devices as well as other necessary support.

2 SCOPE OF WORK

2.1. OBJECTIVES

The selected vendor shall be tasked to achieve the following objectives:

1) Deliver all required servers as mentioned in the TOR in timely manner

2) Ensure the warranty on any hardware issue or provide replacement for any malfunction

of hardware with the good device(s).

2.2. IMPLEMENTATION ARRANGEMENTS

The vendor shall work closely with the assigned ITSD staff who will be assisting the

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vendor on the procedure or the facilitation and to follow the overall direction and guidance

provided by the ITSD.

2.3. EXPECTED DELIVERABLES

The to-be-appointed vendor shall deliver required hardware all at once.

2.4. INDICATIVE WORK SCHEDULE

The 2 (two) servers shall be delivered to and received by ASEC within 4 (four) weeks after

the Purchase Order (PO) is issued by ASEC.

3 RFP REQUIREMENTS PROCESS

3.1. PROPOSAL SUBMISSION INSTRUCTIONS.

a. All proposals must be submitted in English.

b. Vendors should indicate the Title of the Tender at the upper right of the envelopes.

c. The Technical Proposal and Finance Proposal must be submitted separately in two

different envelopes. Each proposal shall consist of an original set and a photocopy

set.

d. Vendors must not include any financial/cost data in the Technical Proposal. All

financial information shall be included in the Financial Proposal. Failure to

adhere to this will lead to disqualification.

e. The proposal should be concisely presented and structured, explaining in details the

Vendor’s experience, resources, etc. to provide the requested services as stated in the

TOR.

f. Proposals must be submitted by the Closing Date and Time, as indicated in the RFP.

g. Proposals that are incomplete will be disqualified.

h. All communications with regard to this RFP shall be in writing and submitted to:

Procurement Unit

Administration and General Affairs Division

ASEAN Secretariat

Email: P r o c u r e m e n t @ a s e a n . o r g

3.2. CLOSING DATE AND TIME OF SUBMISSION OF PROPOSALS.

All proposals shall be submitted in two separate envelopes indicating Technical and Financial

mailto:[email protected]

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Proposals in each envelope and received by Friday, 11 January 2019 before 4.30 PM at the

following address:

Chairman of Sub-Committee on Tender


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.

3.3. RFP TERMS & CONDITIONS

3.3.1. Eligibility to Participate

This tender is open to all IT vendors who have a support letter from the principal of

Fujitsu Indonesia.

3.3.2. Validity of Bid Proposal

Received tender proposals shall be valid at least until 28 February 2019.

3.3.2. Preliminary Meeting

ASEC will conduct a preliminary meeting to brief on the bidding process and

requirements for the Provision of Servers for Library Information Management System.

All prospective vendors who are interested to participate in the bidding process may

register their companies/names by sending an email to p r o c u

r e m e n t @ a s e a n . o r g no later than 28 December 2018 before 4.30 PM. Any expense

incurred in relation to attending the preliminary meeting shall be borne by each

respective vendor.

The preliminary meeting is tentatively scheduled on Thursday, 3 January 2019, at

ASEAN Secretariat in Jakarta. ASEC will inform the exact date and time in due course.

4 COMPLIANCE

In conformance to the ASEAN Secretariat’s Financial and Administrative Rules and Procedures



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(AFARP), prospective bidders shall submit their respective bids in English on or before the

deadline to ASEAN Secretariat. Late submission shall not be accepted. Bids shall be submitted in

two (2) separate sealed envelopes containing the following:

1) First Envelope: Technical Proposal, which shall consist, among other, of the technical

specifications of the goods/works/services to be procured, production/delivery

schedule, after-sales service/parts, manpower requirements, list of

hardware/software required, catalogues, specifications, training information, user

acceptance test (UAT), technical support, expected support response and

methodology, the company profile and legal documents, relevant experience and

references, etc.

Vendors must not include any financial/cost data in the Technical Proposal,

but only in the separate envelope titled Financial Proposal. Failure to adhere

to this will lead to disqualification.

2) Second Envelope: Financial Proposal which shall contain the bid amount and relevant

financial information as required in the TOR, such as recurring and maintenance

cost, detailed estimates, payment schedule, latest audit financial statements, etc.

All documents not submitted in ENGLISH shall not be considered and quoted price in the

hardcopy submission shall be in IDR (Indonesian Rupiah).

The ASEAN Secretariat may, after the closing date, request additional information or

clarification of tenders in writing.

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Appendix 1 Consultancy Firm/Individual Consultant General Information

To be submitted together in the Technical Proposal

Name:

Division or Subsidiary (if applicable):

Address:

City:

Province / State:

Country:

Postal Code:

Telephone:

Business Name Registration: (if applicable)

Tax Registration Number:

Valid Business Permit: (if applicable)

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

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Appendix 1A List of Clients

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

Customer Details

Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Project Title

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APPENDIX 1B

Technical Requirements To be submitted together in the Technical Proposal

The Technical Requirements should address the requirements and expectations set out in the

table below. The vendor should use the section numbers and corresponding titles shown in this

table in their Technical Proposal Submission to allow the ASEAN Secretariat Sub Committee on

Tender to evaluate Technical Submissions accordingly.

No Description ASEC Requirements Remarks

1

Servers’ specification

Please refer TOR for detailed requirements.

2 Duration for Work Delivery

Present a proposed activities and timelines

with expectation to be fully completed not

more than 4 weeks after PO being issued by

ASEC.

3 Solution/Platform Authorisation

Authorised partner and/or supports of the specific brand

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APPENDIX 2

Financial Proposal Requirements

To be submitted together in the Financial Proposal

Cost Breakdown for Provision of IT Equipment

The Financial Proposal should contain the bid amount with detailed estimates i.e. description and

allocation for each item. The total proposed budget should be inclusive of all supplies, services,

taxes, and any other costs required to complete the project. The Financial Submission should

detail the estimates for each item as set out in the table below:

No. Description Cost (IDR) Remark

1. Breakdown cost of all equipment

2. Others/Miscellaneous (please specify)

3. Tax (If Any)

4. Total Proposed Amount IDR

5. Payment Schedules Payment schedules will be made in 2 (two) stages:

1. First Payment of IDR XXX

(30% of total payment to be

paid after PO is being issued

by ASEC).

2. Settlement of IDR XXX

(70% to be paid after the

servers are fully installed

and tested)

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APPENDIX 3

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 hardware/software/services/components 6 Printed hardcopies of the duly filled Appendix 1 and 1a – Company

General Information and Customer References

7 Company profile 8 Copy Company Legal Documents (if applicable), 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

9 One original signed copy 10 One copy of technical proposal duplicate

III. Financial Proposal


1 Offering is formulated in English 2 Bid amount 3 Payment schedule 4 Annual Service, Maintenance, Support and Monitoring Fee for 3

Years

5 Latest audited financial statements (if applicable) 6 Authority of signatory (if applicable) 7 One original copy of financial proposal 8 One duplicated copy of financial proposal


Appendix 4

Template for the Proposal Envelope

First Envelope – Technical Proposal

Name & Address

Technical Proposal - Title of the Tender





Jakarta 12110

Indonesia

Page 14 of 16


Second Envelope – Financial Proposal

Name & Address

Financial Proposal - Title of the Tender





Jakarta 12110

Indonesia

Page 15 of 16


Appendix 5

TOR for the Provision of Servers for Library Information

Management System

1 Background

The ASEAN Secretariat (ASEC) was established in February 1976 by the Foreign

Ministers of ASEAN. ASEC’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. ASEC is also envisioned to be the nerve centre 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. In order to effectively fulfil its

functions, ASEC needs to be furnished with sufficient equipment and up-to-date

technology.

One of ASEC’s mandates is to act as custodian of all ASEAN documents. Information

Resource Management Division (IRMD) is tasked to maintain and preserve the ASEAN

documents collection including ASEAN Meeting Report, ASEAN Legal documents,

ASEAN publications, photo collection, and other collection.

2 Objectives

In order to properly store and preserve the documents so as to be available for long term

retention and for future reference, IRMD is intended to purchase 2 (two) new servers. In

relation to this, IRMD now is seeking a qualified vendor to provide and facilitate the

implementation of these servers. The selected vendor will work with Information

Technology System Division (ITSD) of ASEC on the procedure and implementation of

these servers.

The to-be-appointed vendor is expected to deliver all requirements as stated in the Terms of

reference (TOR). Aside from the provision of the required service, the vendor shall also

ensure on the warranty if there is any malfunction of the devices as well as other necessary

support.

3 Expected Deliverables

The to-be-appointed vendor shall deliver required hardware all at once and maximum

within 4 weeks after Purchase Order (PO) being issued by ASEC.


4 Vendor Qualifications

The to-be-appointed vendor shall meet the following criterion:

1) An established company which should have a support letter from the principal of

Fujitsu Indonesia;

2) Vendor should be certified in Fujitsu Server specialization to ensure that the setup of

the delivered servers to ASEC is properly configured;

3) Vendor Should be located in Greater Jakarta.

5 Hardware Specification of the servers

Servers shall meet the following specification:

No Description QTY

1

Server 1

Fujitsu

S26361-K1567-

V308

PY RX2540 M4 8x 2.5' GFX/GPU

'Rack based server 19" (2U), BU without

processor and RAM, without hot plug power

supply module, 3x2 hot plug fans redundant;

RMK optional; dual systemboard for Xeon DP

processor and 24 slots for registered DDR4

ECC RAM; iRMC S5 onboard server

management incl. graphics controller and

10/100/1000MBit Service LAN port, LAN on

Motherboard with 2x1Gbit/s (RJ45) plus the

high performance Chip Intel LBG4 with

flexble LAN connections - options for

4x1Gbit/s (RJ45), 2x10Gbit/s (RJ45),

2x10Gbit/s (SFP+) and 4x10Gbit/s (SFP+),

RAID0/1-Controller for 8 SATA-HDDs

onboard, Modular 8/16-Port RAID Controller

optional; 8 drive bays for hot plug 2.5"

SAS/SATA drives, expandable to 16 drive

bays; 1 slot for a GFX/GPU card PCIe x16 in

Double Width and Full Height at CPU 1 with

max. 300W; ServerView Suite Software Pack

option

1

S26361-F4051-

E130 Intel Xeon Gold 6130 16C 2.10 GHz 2

S26361-F3849-

E100 Cooler Kit 2nd CPU 1

S26361-F3694-E10 Independent Mode Installation 2

S26361-F4026-

E232 32GB (1x32GB) 2Rx4 DDR4-2666 R ECC 6

S26361-F5543-

E124

HD SAS 12G 2.4TB 10K 512e HOT PL 2.5'

EP 8

S26361-F3842-E1 PRAID CP400i 1

S26361-F3953-

E100 PLAN EM Blind Panel OCP 1

S26361-F2735-E175 Rack Mount Kit F1 CMA QRL LV 1

S26361-F4530-E10 Mounting of RMK in symmetrical racks 1

S26361-F1452-E100 region kit APAC/EMEA/India 1

S26361-F2036-E100 ServerView Suite DVDs 1

S26361-F1790-E243 iRMC advanced pack 1


S26113-F574-E13 Modular PSU 800W platinum hp 2

T26139-Y1968-E100 Cable powercord rack, 4m, black 2

S26361-F2525-D157 VMW vSphere 6 STD 1CPU&24x7 3yr 2

3Y STD Warranty

2

Server 2

Fujitsu

S26361-K1567-

V308

PY RX2540 M4 8x 2.5' GFX/GPU

'Rack based server 19" (2U), BU without

processor and RAM, without hot plug power

supply module, 3x2 hot plug fans redundant;

RMK optional; dual systemboard for Xeon DP

processor and 24 slots for registered DDR4

ECC RAM; iRMC S5 onboard server

management incl. graphics controller and

10/100/1000MBit Service LAN port, LAN on

Motherboard with 2x1Gbit/s (RJ45) plus the

high performance Chip Intel LBG4 with

flexble LAN connections - options for

4x1Gbit/s (RJ45), 2x10Gbit/s (RJ45),

2x10Gbit/s (SFP+) and 4x10Gbit/s (SFP+),

RAID0/1-Controller for 8 SATA-HDDs

onboard, Modular 8/16-Port RAID Controller

optional; 8 drive bays for hot plug 2.5"

SAS/SATA drives, expandable to 16 drive

bays; 1 slot for a GFX/GPU card PCIe x16 in

Double Width and Full Height at CPU 1 with

max. 300W; ServerView Suite Software Pack

option

1

S26361-F4051-

E130 Intel Xeon Gold 6130 16C 2.10 GHz 2

S26361-F3849-

E100 Cooler Kit 2nd CPU 1

S26361-F3694-E10 Independent Mode Installation 2

S26361-F4026-

E232 32GB (1x32GB) 2Rx4 DDR4-2666 R ECC 6

S26361-F5543-

E124

HD SAS 12G 2.4TB 10K 512e HOT PL 2.5'

EP 8

S26361-F3842-E1 PRAID CP400i 1

S26361-F3953-

E100 PLAN EM Blind Panel OCP 1

S26361-F2735-

E175 Rack Mount Kit F1 CMA QRL LV 1

S26361-F4530-E10 Mounting of RMK in symmetrical racks 1

S26361-F1452-

E100 region kit APAC/EMEA/India 1

S26361-F2036-

E100 ServerView Suite DVDs 1

S26361-F1790-

E243 iRMC advanced pack 1

S26113-F574-E13 Modular PSU 800W platinum hp 2

T26139-Y1968-

E100 Cable powercord rack, 4m, black 2

S26361-F2525-

D157 VMW vSphere 6 STD 1CPU&24x7 3yr 2


3Y STD Warranty