request for quotation [rfq] - akpk

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AGENSI KAUNSELING DAN PENGURUSAN KREDIT

ACTIVE DIRECTORY UPGRADE AND SUPPORT MAINTENANCE

(REF: AKPK/RFQ2021/MAR02)

Request for Quotation

[RFQ]

Issuer

Agensi Kaunseling Dan Pengurusan Kredit (AKPK)

Level 6, Menara Bumiputra Commerce

11 Jalan Raja Laut

50350 Kuala Lumpur

ISSUE DATE : 17 March 2021

CLOSING DATE/TIME : 31 March 2021 / 3:30 PM

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1 INTRODUCTION

The purpose of this Request for Quotation (RFQ) is to seek proposals from

qualified Microsoft partners or vendors to quote and provide services to AKPK for

the Microsoft Active Directory (AD) system upgrade, migration, support and

maintenance for the next three years, including preventive maintenance

(Deliverables).

In view of the above, the vendor must write the proposal on Microsoft Active

Directory (AD) system migration from AD2012 to AD2019, including integration

with AKPK applications and systems.

The AD upgrade objectives are to increase AD security, platform readiness for the

latest Microsoft operating system and ensure the AD is maintained.

This RFQ document describes the project with a detailed scope & requirements

as outlined in Section 2 and 3. All vendors must respond to the requirements

outlined in this RFQ for their proposals to be deemed compliant.

(The remaining page is intentionally left blank)

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2 DELIVERABLES

The following are the scope of the Deliverables:

a. Implementation Services

No Descriptions Quantity Remarks

1 To perform AD Upgrade and migration from AD2012 to AD2019 with complete checklist and testing with results documentation.

3

Servers

Refer to

Appendix E

2.

To perform integration Microsoft AD 2019 with current AKPK systems with complete integration checklist and testing with results documentation (estimated 8 of Application systems).

1 Lot Refer to

Appendix E

b. Project Management & Documentation


2

Provide a project-managed implementation plan, approach, timeline and project milestones during part (a) Implementation Services include project updates, risk mitigation and issue resolutions to the Project Steering Committee (PSC).

1 Lot Refer to

Requirement

c. Training & Administrator/ User /System Guide


3

To provide Transfer of Technology (ToT) on Active Directory 2019 Operations, including the Administrator/ User /System Guide.

4 Pax

d. Support & Maintenance (Post Implementation)


4

To Provide Warranty and Support a. 3 Years Support and Mission Critical:

(5Dx8H and telephone calls on the weekend/public holidays)

b. 4-hour Onsite Support c. To provide preventive maintenance twice a year.

1 Lot Refer to

Appendix E


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3 REQUIREMENT The following are the requirements for Project Implementation:

1. Project Management

The vendor is to implement the project by providing a project methodology

covering the followings, but not limited to:

1) To provide project status, which includes

a. overall timeline

b. detailed timeline

c. key milestone

d. risk and mitigation plans

e. key deliverables

f. others

2) A complete project documentation

3) To provide a proper Project Management Team to prepare and

manage presentation slides, project meeting arrangement,

Minutes of Meetings, etc.

4) The Project Management Team consists of dedicated team

members such as the Project Manager, Assistant Project Manager,

Project Management Office, Technical Lead, etc., to manage this

project from initiation until project hand-over stage.

5) The vendor Project Management Office (PMO) is also the center

of communication between the vendor and the AKPK.

6) The vendor Project Management Team must attend and

participate actively in the project meetings (Project Working

Committee and Project Steering Committee).

7) The vendor Project Manager is to update and present the project

status to AKPK stakeholders jointly.

2. Implementation

1) The implementation must cover the Plan, configure and deploy

Active Directory 2019 in AKPK Testing & Staging environment

before migrating to Production Data Centre (DC) and Data

Recovery Centre (DRC) as stated in Appendix E Section 1.1 and

1.2

2) The implementation will run under the AKPK virtual infrastructure

(VMWARE) environment.

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3. Training

1) The vendor shall provide training within the delivery timeframe.

Training as per below;

i. Transfer of Technology (ToT) – Administrator Training

To provide hands-on training on Active Directory 2019 Operations, including the Administrator/ User /System Guide.

4. Microsoft Certified Engineer

1) The vendor project team must consist of at least one (1) Microsoft

Certified Engineer (MCSE) to implement the project.

2) The vendor must have one (1) Microsoft Certified Engineer

(MCSE) to support AKPK during the contract period.

5 Post Implementation Review (PIR)

The vendor will provide handholding services to help the client familiarise

themselves with AD 2019 Operations for three (3) months upon Go live.

The vendor will provide the PIR report upon project closure to AKPK.

6 Support and Maintenance

1) Upon handing over the project to AKPK, the solution is subject to

a three (3) years maintenance, where the vendor should conduct a

Preventive Maintenance as stated in Appendix E Section 1.3

2) Before the maintenance contract expiry, the vendor must arrange

the contract renewal with AKPK.

3) The vendor will prepare the Maintenance Agreement, where the

clauses will have to be agreed upon by both client and vendor.

5. Timeline

The vendor must complete the AD migration within eight (8) weeks, and

the support and maintenance start upon completion of the implementation

for three (3) years.


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4 CURRENT ARCHITECTURE DIAGRAM Interested vendors shall refer to the below high-level architecture diagram as a reference in proposing the solution.

AD Secondary

AD Tertiary

AD Primary

Disaster Recovery CenterData Center

Replication/Sync

Replication/Sync

Replication/Sync

3 FSMO Roles

2 FSMO Roles

5 DELIVERY TIMEFRAME The project implementation is expected to be completed as per the timeframe below:

No Description Expected Timeframe

1 Project Implementation 8 Weeks

2 Support and maintenance 3 years

6 RFQ SUBMISSION

6.1. Solution Proposal

In addition to the above, interested vendors are required to include the following as

attachment:

6.1.1 Provide the following information/documents as Solution Proposal

(Appendix A).

a. The vendor must provide information on the experiences in deploying

similar projects.

b. The vendor must provide information on the system engineer profile

with respective qualification (Microsoft certification is a must) for

this submission.

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c. The vendor shall undertake the tasks/services to complete the

implementation as per appendix D.

6.1.2 Attach relevant Suruhanjaya Syarikat Malaysia’s (SSM) documents as

follows:-

For Enterprise Company

a. Company Profile

b. SSM Corporate and Business Information Data (CBID)

c. Form D

d. Latest Audited Financial Statements 2018 and 2019

e. Product Brochures

f. Letters of Authorization from Principals and Distributors

For Sendirian Berhad & Berhad Company

a. Company Profile

b. Memorandum and Articles of Association

c. SSM Corporate and Business Information Data (CBID)

d. Form 49

e. Form 9 (Sendirian Berhad) & Form 8 (Berhad)

f. Latest Audited Financial Statements 2018 and 2019

g. Product Brochures

h. Letters of Authorization from Principals and Distributors

6.1.3 Fill up the Person In-Charge Form. (Appendix A Item 2)

6.1.4 Fill up the Company Profile Form. (Appendix A Item 3)

6.2. Provide the following information/documents as Cost Proposal (APPENDIX B):-

6.2.1 Provide Official Company Quotation for the Deliverables.

(Vendor must submit this and refer to items #9 VALIDITY OF THE

QUOTATION for the validity period of the Quotation)

6.2.2 Fill up the Cost Summary. (Appendix B Item 2)

6.2.3 Provide propose Payment Term. (Appendix B Item 3)

6.2.4 Provide Bank Info. (Appendix B Item 3)

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7 METHOD OF SUBMISSION

By Hand ONLY, proposals to this RFQ must be deposited in a sealed envelope into

tender box at:

Level 6, No.11, Menara Bumiputera Commerce, Jalan Raja Laut, 50350 Kuala Lumpur..

The proposals to be submitted in a separate cover, sealed envelope and to be

labelled clearly as follows:

i. Solution Proposal (Appendix A)

“NOTE: DO NOT OPEN. SOLUTION PROPOSAL ENCLOSED FOR ACTIVE DIRECTORY UPGRADE AND SUPPORT MAINTENANCE FOR AKPK, RFQ# AKPK/RFQ2021/MAR02 SUBMITTED BY [VENDOR’S NAME HERE]”

(Note: Should submit 3 sets of copies – 1 original, 2 photocopies in one envelope)

ii. Cost Proposal (Appendix B)

“NOTE: DO NOT OPEN. COST PROPOSAL ENCLOSED FOR ACTIVE DIRECTORY UPGRADE AND SUPPORT MAINTENANCE FOR AKPK, RFQ# AKPK/RFQ2021/MAR02 SUBMITTED BY [VENDOR’S NAME HERE]” (Note: Should submit 3 sets of copies – 1 original, 2 photocopies in one envelope).

iii. Any Submission of RFQ Proposal to be registered in our “ Schedule of Tender for RFQ Submission” i.e, Name of Company and Contact Detils (Name, Designation, I.C Number, H/P Number, Email and Signature)

8 DELIVERY LOCATION The locations for the Deliverables to AKPK’s office will be at:

No Location Address

1. AKPK Head Quarter (HQ) Attn: IT Department

Level 6, No.11, Menara Bumiputera Commerce, Jalan Raja Laut, 50350 Kuala Lumpur.

9 AKPK’s OFFICER IN-CHARGE

a. AKPK’s Procurement officer in-charge is:

Name : Ezreen Ezairy Hussin

Contact No : 03-2610 5696

Email : [email protected]

mailto:[email protected]

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Name : Hadi Isma Che Wil

Contact No : 03-2610 5661

Email : [email protected]

b. AKPK’s Technical officer in-charge is:

Name : Mohd Azmi Mohd Supian Contact No. : 03-2616 7768 Email : [email protected]

Name : Halim Saleh Contact No. : 03-2616 7770 Email : [email protected] Name : Wan Mohd Kamarul Wan Mohamad Contact No. : 03-2616 7674 Email : [email protected]

10 DEADLINE OF SUBMISSION

a. All RFQ must reach us by / before 03:30 pm on 31 March 2021. b. Tender received after the deadline and/or not comply with method of submission

as above mentioned will be rejected. c. The vendor’s proof of posting and/or submission by other means shall not be

accepted as proof of receipt by AKPK. d. Documents that are rejected or disqualified will be disposed-off at our end.

e. Regardless of the method used for delivery, vendors shall be wholly responsible

for the timely delivery of submitted proposal.

11 VALIDITY OF THE QUOTATION

a. The validity of the quotation submitted shall be 180 calendar days;

b. To provide additional service with the same specification and price within twelve

(12) months (if require) after first purchase done; and

c. All cost are inclusive delivery charges & installation cost and all other taxes

incidental to the Deliverables.

12 AWARD OF THE CONTRACT

a. Before the expiry of the period of validity of the proposal, AKPK shall notify the

selected vendor in writing by registered letter or by email that its proposal has

been accepted by AKPK and any intention to award a Contract. b. The selected vendor will be issued with an official Letter of Award (LOA). c. Prior to such an issuance, price negotiation may be carried out with the selected

vendor.

d. The parties to the contract shall have it signed within 10 days from the date of

LOA issuance unless there is an administrative review request.





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e. The selected vendor shall prepare the Project Agreement or Maintenance

Agreement within two (2) weeks upon acceptance of the Letter of Award from

AKPK. f. Stamp duty to be borne by the selected vendor.

g. The project shall commence once the Project Agreement or Maintenance

Agreement is signed by both parties AKPK and the selected vendor.

13 ANTI-BRIBERY AND ANTI-CORRUPTION

a. AKPK is committed to conducting business in an ethical and honest manner and

has zero-tolerance for bribery and corrupt activities.

b. We are committed in all business dealings and relationships and will constantly

uphold all laws relating anti-bribery and anti-corruption in Malaysia in particular

the Malaysia Anti-Corruption Commission Act 2009

14 WHISTLE BLOWING

Report on whistleblowing matters are as follows:

a. The Supplier is encouraged to report any concern by completing the

Whistleblowing Incident Report Form (WIRF) as attached in Appendix D

b. The Supplier shall as soon as possible, in writing or orally, inform the CEO of

AKPK, upon having knowledge of any director, officer or employee of AKPK,

directly or indirectly, asking for or receiving, any gratification whether for his own

personal benefit or advantage or for the benefit or advantage of any other person,

in relation to this Agreement, whether before, during or after the term of this

Agreement at [email protected]

c. If the concern involves the CEO of AKPK, the whistleblower could address his

concern either by post or email to the Chairman of AKPK’s Audit Committee at

[email protected]

d. If the concern involves a director of the Board, you should share your concern

either by post or email with the Chairman of the Board at [email protected]

‘Gratification’ includes corruption or bribery, any gift, money, property or thing of value,

or any service, favor or other intangible benefit or consideration of any kind, or any other

similar advantage.




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APPENDIX A

A. SOLUTION PROPOSAL

1. CHECKLIST (TO HAVE THE FOLLOWING DOCUMENTS)

No Description Tick ()

Envelope

I.

Written proposal for the following: -

Solution Proposal

a) Detail of deliverables specifications and quantity

b) Delivery Timeline

II.

Company Profile form

Business Registration Certificate

Memorandum and Articles of Association

Corporate and Business Information Data (CBID)

III.

Form D (Enterprise), Form 9 (Sendirian Berhad) & Form 8 (Berhad)

Form 49 ( Sendirian Berhad & Berhad)

Latest Audited Financial Statements 2018 & 2019

IV. Product Brochures

V. Letters of Authorization from Principals and Distributors, if any

VI. Declaration of any relationship with AKPK Board members or Staff i.e. parents, spouse, children, siblings (if any)

2. DELIVERY OF DELIVERABLE

No Description Delivery Timeframe (Please stated)

1 Delivery of the Deliverables

3. PERSON IN-CHARGE

Name

Designation

Contact Number (Off)

Mobile Number (HP)

Email

Signature

Date

Company Stamp

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APPENDIX B A. COST PROPOSAL

1. CHECKLIST

2. COST SUMMARY

No Description QTY Cost per unit (RM)

Tax (RM)

Total Cost (RM)

One Time Cost

1. To perform AD Upgrade and integration 1 Lot

2. Project Management and documentation 1 Lot

3. Transfer of Technology (ToT)/ User Guide 4

Pax

Total for One-Time Cost

Maintenance

Reccuring Cost Maintenance for 3 Years Cost per unit (RM)

Tax (RM)

Total Cost (RM)

1. Cost of Maintenance (Year 1) With 1 Preventive Maintenance (6 months after implementation)

Quarter 1

Quarter 2

Quarter 3

Quarter 4

2. Cost of Maintenance (Year 2) with 2 Preventive Maintenance per year

Quarter 1

Quarter 2

Quarter 3

Quarter 4

3. Cost of Maintenance (Year 3) with 2 Preventive Maintenance per year

Quarter 1

Quarter 2

Quarter 3

Quarter 4

Total for Reccuring Cost

Grand Total (One-Time Cost + Reccuring Cost)

No Description Tick () Envelope

1. i. Official Quotation (must submit this)

ii. Cost Summary (as per item 2 below)

Cost Proposal

2. Propose Payment Term

Bank Info

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3. PROPOSE PAYMENT TERM

No Description

1.

Preferred Payment Term for One (1) time Cost

i. Upon Project Kick-Off : 5%

ii. Upon Completion of AD Configuration and Migration : 40%

iii. Upon Completion of User Acceptance Testing : 35%

iv. Upon completion of Training : 15%

v. Upon 3 Month Warranty Period : 5%

(Please state if your payment term is not as per the above preferred term)

Manner of Payment

i. Name of Bank :

ii. Address of Bank :

iii. Account number :

iv. Account type : Current / Saving

v. Account scheme : Conventional / Islamic


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APPENDIX C

COMPANY PROFILE FORM

This section covers generic company information that will provide a quick overview of the vendor/solution provider organization. Please fill in as much information as possible, and feel free to add additional information in the form of attachment.

i. Particulars of Company

No Items Explanation

1. Company Name

2. Company Registration No. (for company registered in Malaysia)

3. Business Address

4. Correspondence Address (if different from the above business address)

5. Telephone No.

6. Fax No.

7.

Operation hours and support contact numbers ( Helpdesk)

Contact Person(s)

8. Number of years in business operation

9. Latest Audited Financial Statements

10. SSM Certification (e.g. Form 49. Form 9, etc.)

11. Company Nature of Business

12. Company Paid up Capital

13. Company Share Holder Fund

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ii. Company’s Directors (Please add more where required)

No. Name of Directors Position in Company Period

1.

2.

3.

iii. Company’s Current and Past Work Experience (latest 3 projects)

Please attach the list of similar contracts/projects performed by your company. The list should be confined only to similar or related supply/services/works described in this RFQ document and presented in the format specified below (please add more rows if not sufficient).

No. Client Name Project Description Completion Date

1.

2.

3.

Failure to provide suitable references may result in the vendor’s proposal being rejected without further consideration.

DECLARATION

We declare that all information on the company is true and correct; and there has been no deliberate suppression of facts, which are required in this form.

Signature

Name

Designation

Date

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APPENDIX D

Whistleblower Incident Report Form (WIRF)

Instruction: All reports should be made using the WIRF

Reporting Misconduct

You should share your concerns of misconduct to the Chief Executive Officer (CEO) of

AKPK. If it is inappropriate to make the report to the CEO, you can report your concerns

to the Chairman of the Board of Directors or Chairman of the Board Audit Committee.

Alternatively, you may mail the completed WIRF to the Chairman of the Board of

Directors or to the Chairman of the Board Audit Committee.

Date of Report: _____________________________________________________

Person reporting the actual or suspected misconduct.

(Do not complete this section if you wish this to be an anonymous report)

Name :

_____________________________________________________

Email address :

_____________________________________________________

Telephone number :

_____________________________________________________

Person against whom the report of actual or suspected misconduct is being

made:

Name :

_____________________________________________________

Email address :

_____________________________________________________

Telephone number :

_____________________________________________________

*Use the back of this form or additional sheets of paper to describe the alleged

misconduct. Include specific facts and documentation, if any, as well as the

names of any individual at AKPK with whom you have discussed your concerns.

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APPENDIX E 1. Services

Interested vendors shall undertake the tasks/services as per the following: -

No Tasks Details Frequency

1. Pre Implementation

A Preliminary Testing

To perform installation and configuration of Active Directory (AD) 2019 in testing environment located in AKPK HQ (not limited to)

Provide Plan for implementation Process

Prepare and document the requirement for active directory testing

Install and configure Active Directory Domain Services (AD DS) Server Role

Install and configure AD Applications and Server Roles (ADUC, DNS, GPO etc.)

Ensure AD integration with all AKPK system applications functional and working

Prepare and update status to the Project Steering Committee (PSC)

One Time

2. During Project Implementation, Plan and Approach

B Active Directory Upgrade and Migration from AD2012 to AD2019

To perform AD upgrade and migration from AD 2012 to AD 2019 for AKPK Primary AD, Secondary AD and Tertiary AD located in AKPK Data Center and Disaster Recovery Center, respectively.

Prepare and document the requirement for active directory migration

Perform configuration backup and system health check on Existing Active Directory Infrastructure

Provide Plan for implementation Process

Assign Dedicated IP address to Domain Controller

Install and configure Active Directory Domain Services (AD DS) Server Role

Migrate Applications and Server Roles (ADUC, DNS, GPO etc.)

Migrate Flexible Single Master Operation (FSMO) Roles

Decommission old domain controllers

Raise the Domain Functional level

Enable Syncrohnisation on all AD’s

Ensure AD integration with all AKPK system applications functional and working

Integrate AD 2019 with current AKPK servers and systems, i.e. among others, to Core Business System (CBS), Document Management System (DMS), Financial Education Portal (FEP), Staff Portal, Secure Remote Access system and Icewarp Email system.

Provide Training and Transfer of Technology (ToT) related to AD Operations

Provide Operations Manual, including the Administrator/ User /System Guide.

One Time

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Note: All above servers running on VMWare vSphere 6.7 Environment

3. After System Go-Live

C Warranty & Support (On-site/ Off-site) (3 months after go-live)

To provide technical support and troubleshooting until the issue is resolved (but not limited to)

8Hx5D on-site remedial maintenance and support services.

Provide unlimited 24 x 7 telephone assistance for problem-solving.

Rectify AD replication related issue, e.g. AD out of sync.

Recover Domain Controller when hardware down.

To provide a permanent solution or acceptable solution to AKPK in the incident report with the root caused.

Escalation to Microsoft support if unable to solve the issue.

To address security update requests

Perform a preventive maintenance health check after six months from go-live

As per the agreed scope

D. Maintenance - Monthly Health Check

1. To perform a monthly health check on the AD. Checking if replication is working correctly and

within acceptable limits Verifying if all DCs are communicating with the

central monitoring console and examining all replication alerts on DCs

Verifying that all DCs are running with the same service pack and hotfix patches

Reviewing trust relationships in the forest and removing broken trusts

2. To produce a monthly report by the fifth (5th) day every month.

Monthly

E. Preventive Maintenance – Half Yearly

1. To perform preventive maintenance (on-site health check) for the following AD domain controller servers :

Primary AD server in Datacenter, KL

Secondary AD server in Datacenter, KL

Tertiary AD server in a Data recovery centre, Cyberjaya.

2. To perform the following tasks ( but not limited to):

Health Check on Server Functionality (e.g. free disk space monitoring)

Health Check on AD synchronization among all Domain Controllers.

Health Check on Domain function (e.g. net logon folder, SYSvol, Group Policy Object).

To check & apply server patches.

To check and review server logs/event viewer/registry for persistent errors.

To review user account and objects and remove retired accounts.

To verify the approved password policy is enforced.

Every half-yearly

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AD domain controllers Health Check

3. To provide a standard preventive maintenance (PM)

report as per schedule but not limited to:

Domain controller servers summary: Security update patches Services & FSMO Roles Group Policy Object (GPO) Synchronisation & Replication Preventive Maintenance Checklist Findings & Recommendation Supporting document, e.g. Microsoft KB, URL

etc.

4. To submit the PM report document as per schedule:

After the preventive maintenance complete by every 5th of following the month

END OF RFQ
