Product brand:
Document no.: eIRPL-00002
Revision: 1.3
Author: Deon Nel & Izak de Villiers
Date: 2014-07-04
Electronic File: MoA OEM 1.3 (Product Certification).doc s t a t e  i n f o r m a t i o n  t e c h n o l o g y  a g e n c y

CONFIDENTAL
Notice
© 2014 SITA. All rights reserved.
No part of this document may be reproduced or transmitted in any form or by any means
Without the express written permission of SITA.
Document enquiries can be directed to: Innovation Technology Advisory Services (iTAS)
SITA (Pty) Ltd. P.O Box 26100, MONUMENT PARK, 0105, SOUTH AFRICA
Attention:
Telephone:
Izak de Villiers ( izak.devilliers@sita.co.za
)
012 482 2749
Approval
The signatories hereof, being duly authorised thereto, by their signatures hereto authorise the execution of the work detailed herein, or confirm their acceptance of the contents hereof and authorise the implementation/adoption thereof, as the case may be, for and on behalf of the parties represented by them.
Sonette Meerman
Senior Manager: Prototype Lab (iTAS)
Date
<Name>
OEM representative: <OEM>
Date
Foreword
This memorandum of agreement (MOA) guides the relationship between SITA and Original Equipment Manufacturers
(OEMs) w.r.t. the certification of products for acquisition by Government Departments, either via transversal contracts or via alternative means.
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Contents .................................................................................................................................... 3
Tables ........................................................................................................................................ 3
1. Introduction .......................................................................................................................... 4
1.1
References .......................................................................................................................... 4
1.2
Confidentiality ..................................................................................................................... 4
1.3
Definitions .......................................................................................................................... 5
1.4
Guidelines for completion ...................................................................................................... 5
1.5
Exclusions ........................................................................................................................... 5
2. OEM information .................................................................................................................... 6
2.1
OEM or representative legal status ......................................................................................... 6
2.2
OEM participation ................................................................................................................. 7
3. Conditions .............................................................................................................................. 7
3.1
OEM guarantees .................................................................................................................. 7
3.2
OEM certification .................................................................................................................. 8
3.3
OEM product selection .......................................................................................................... 9
3.4
Evaluation process ............................................................................................................. 10
3.5
Technical requirements and guidelines .................................................................................. 11
3.6
Technical specifications ....................................................................................................... 12
3.7
After-sales support ............................................................................................................. 13
Annex A: Glossary and definitions ......................................................................................... 15
Table 1: Definitions ....................................................................................................................... 5
Table 2: OEM contact information ................................................................................................... 6
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In terms of Treasury Practice Note 5 of 2009, “SITA must conduct a standard certification in respect of the goods and/or services before finalising the list of prospective suppliers”. SITA consulted with the GITO Council and its subcommittees, and proposed a new certification process that was formally accepted by the client.
In light of this, and to further improve existing processes, SITA has established a Technology
Certification Process (TCP) for OEMs and brand legal entities to submit their products for certification. The TCP will be done independently of any tender process, but will be implemented in support of current or new Government transversal contracts. OEM partners (resellers) will submit bids as part of a tender process, but no technology or product evaluation will form part of the tender process. Product certification will be done solely in conjunction with OEMs as part of the separate certification process.
This memorandum of agreement (MOA) guides the relationship between SITA and Original
Equipment Manufacturers (OEMs) in terms of the certification of hardware products for acquisition by Government Departments, either via transversal contracts or as prescribed by SITA and National Treasury regulations. The primary goal of the MOA is to ensure that OEMs support SITA’s mandate to enable standards-based, cost-effective, quality solutions to Government.
Platform technology areas to be addressed include, but are not restricted to, PCs and Peripherals; Servers, Storage and related products; and Audiovisual Technologies. Specific categories to be addressed starting January 2013 are:
Personal Computing Devices and Peripherals: Desktop PCs, Mobile PCs, Desktop displays,
Mobile devices (Tablets, Smartphones, eReaders), Printers, Multifunction devices, Scanners,
Digital cameras, Auto-ID (Barcoding, Card devices), Optical storage (DVD duplicators), Small peripherals and Consumables.
Servers & Storage: Servers (Rack, Tower, Blade), Primary storage, Secondary storage
(Tape, D2D, Archiving), UPS, Server racks.
Audiovisual Communications (AVC) Technologies: Video and audio conferencing, largeformat display devices (projectors, AV monitors and video walls), collaboration, AV signal control and management.
Additional technology areas will be included in the process as required by the client or SITA.
Envisaged domains include networking, surveillance, and assistive technologies.
In the absence of a signed OEM MoA, no products can be certified for that OEM. Any existing certified products will be removed from the product catalogue.
1.
2.
3.
4.
SITA Act as amended and related regulations
National Treasury Practice Note no. 5 of 2009
Technology Certification: Hardware Certification Process (eIRPL-00001)
Technical specifications for technology domains (on SITA Product Certification website www.sita.co.za/prodcert.htm
)
This document may contain confidential information that is the property of the State Information Technology Agency (Pty) Ltd and the Client. All copyright and intellectual property herein vests with SITA.
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No part of the contents may be used, copied, disclosed or conveyed in whole or in part to any party in any manner whatsoever other than in response to this agreement, without prior written permission from SITA and the Department of Public Service and Administration.
Base unit installation charge: the price charged by the OEM's partner to install the product in the client environment. This includes unpacking, cabling hook-up and user acceptance.
Service Zones: Geographical areas within South Africa where product and service delivery are required.
These areas are designated as Zone A, B or C, depending on proximity to large centres. The definition of zones are as follows:
Zone A: The entire Gauteng Province, as well as in or within 50km from major cities or Provincial capitals, i.e. Cape Town, Port Elizabeth, East London, Bisho, Bloemfontein, Durban, Mmabatho, Polokwane, Kimberley, Pietermaritzburg, Ulundi, Witbank and Nelspruit.
Zone B: In or within 50km from major towns, i.e. Welkom, Umtata, George, Grahamstown, Thohoyandou,
Rustenburg, Klerksdorp, Ermelo, Standerton, Ladysmith, Oudtshoorn, Richards Bay, Saldanha, Upington,
Worcester, Potchefstroom and Beaufort West.
Zone C: All towns and rural areas not included in Zone A and Zone B where services may be required. Zone
C includes the entire country not covered by Zone A or B.
OEM: Original Equipment Manufacturer, or properly delegated legal entity representing a product brand in
South Africa.
Repair: any action taken by the OEM or service partner to ensure that a working solution is available to the client within the specified turnaround time. This can include physically repairing the system on-site, or swopping out the system or a faulty component.
"Support for": a capability that a product must enable, but must not necessarily have built-in or included in the base configuration without an optional accessory or upgrade.
Table 1: Definitions
This agreement provides the basis of a working relationship between SITA and OEMs to support a technology product certification process (TPC) whereby SITA certifies products for procurement by Government.
All stipulated conditions are mandatory, except where noted otherwise.
Please provide full and accurate answers to all questions posed in this document, and where required, indicate either “Accept” or “Do Not Accept” by placing an “X” in the appropriate box.
Acceptance of a condition implies no reservations.
Where required, documentary proofs must be attached to the submission.
Once the agreement is in place, OEMs must follow the Hardware Certification Process referenced above to certify their products.
The technology certification process excludes the following SITA Supply Chain elements:
1.
2.
3.
4.
SCM internal processes and requirements (e.g. tax certificates)
Price negotiations for economies of scale
NIPP, SMME, BEE and other requirements
OEM and reseller agreements with SITA SCM
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Please complete the following table in full. The information will be used in all subsequent communications from SITA to the OEM.
Organisation name
Product brand represented
Technology domains represented
Primary Contact Person
Telephone Number
Cellphone Number
Fax Number
E-mail Address
Postal Address
Physical Address
Secondary contact persons
(name, contact details):
PCs & Peripherals
Servers & Storage
Audiovisual
Networking
Table 2: OEM contact information
2.1.1
Is the respondent to this MOA the South African branch of the OEM organisation, i.e. the direct manufacturer of the product brand, not a representative of the
OEM?
2.1.2
If the organisation submitting this information is not a local division of the manufacturer (i.e. answered “No” to the previous question), but represents the OEM as a delegated legal entity, formal written proof of this relationship must be provided along with this submission. The document must make explicit reference to this
MoA.
Yes
Accept
No
Do not accept
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2.2.1
Where the OEM has a physical presence in South Africa, but the OEM is not the signatory of the MoA, the signatory must involve the OEM in all Certification processes, including participation in meetings, and sharing of OEM and technical information.
Accept
Do not accept
2.2.2
The OEM, whether signatory to this agreement or not, must be directly involved in all Tech Update processes.
Accept
Do not accept
The technology certification process requires the OEM to comply with the following conditions, and follow the procedures as documented in the Technology Certification Process document.
Unless all conditions are agreed upon and accepted, certification of the OEM’s products cannot commence.
Any enquiries regarding this agreement, the process or the technical specifications may be referred to tas@sita.co.za
.
The OEM must commit to support the technical product certification processes, including supplying evaluation units (if required), technical information of proposed offers, and other deliverables, including the following guarantees:
3.1.1
The OEM must take ultimate responsibility for their product brand in terms of integrity, quality, reliability and service.
3.1.2
The OEM will take primary responsibility for the entire technology product certification process (TPC), including informing partners and other role players of progress if required. The process as described in the TCP process document (see
References) must be followed.
Accept
Accept
Do not accept
Do not accept
Accept
Do not accept 3.1.3
In terms of both the SITA regulations and National Treasury Practice Note 5 of
2009, any products not certified by SITA will not be accepted for deployment in
Government. In support of this, the OEM will inform partners that products not certified by SITA via the established technology domains will not be supplied to
Government, either directly or via channel partners. All OEM partners, both those who participate in Government business and those that do not, must be informed of this condition.
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3.1.4
The OEM will enable uniformity of supply to Government by limiting the number of configurations of a specific product offered by all its channel partners (i.e. ensure that a restricted number of identical configurations of a particular model will be offered by all partners).
Accept
Do not accept
3.1.5
The OEM will provide continuous support (including training, certification, product warranties, etc.) to partners, resellers and the rest of the channel.
Accept
Do not accept
3.1.6
The OEM will share all applicable required technical information, including both public and confidential product roadmaps with SITA's technology management team. (See NDA clause below.)
Accept
Do not accept
3.1.7
If required, the OEM will enter into a company-to-company NDA with SITA for a period of at least 60 months (attach a proposed NDA to the submission). This
NDA will form part of the broader SITA/OEM agreement.
Accept
Do not accept
3.1.8
All information provided as part of the TCP (including technical details, ceiling pricing, performance figures, measurements, etc.) must be guaranteed to be accurate to the best of the OEM’s abilities. Any deliberate inaccuracies may result in blacklisting of the OEM.
Accept
Do not accept
3.1.9
If the OEM becomes aware of any business practices not in line with Government and SITA regulations, it shall inform SITA via the SITA Fraud Hotline (0800 372
83).
Accept
Do not accept
3.1.10
To ensure continuity in communications, any changes to information provided in this Agreement (e.g. contact details) must be made known to SITA immediately in writing.
Accept
Do not accept
The OEM must operate according to the following standards. Valid documentary proof (i.e. certificates/policies) must be attached to this submission. Any revisions or updates to these certifications must be submitted to SITA to ensure that a valid and current set of certificates is available for reference.
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3.2.1
Manufacturing and design quality processes: ISO 900x
Yes No
3.2.2
Environmental sustainability: ISO 1400x
Yes No
3.2.3 Yes No
Environmental policy and/or policy on Reduction of hazardous substances (RoHS)
Equivalent standards or certifications will be acceptable. If certification has not been achieved, plans must be submitted that indicate future compliance.
Do not accept 3.3.1
Offered products must be focussed on and designed for a business/enterprise environment. Consumer-grade products will not be accepted, except where specifically requested or noted.
Accept
3.3.2
Any OEM-supported parts, accessories or upgrades may be supplied with offered systems. No components or accessories will be acceptable if not approved, certified or supported by the OEM.
Accept
3.3.3
Products and/or components sourced through this process must be solely, principally and specifically be intended to deliver on the requirements described in the relevant domain’s technical specification. Supply of any products via this process that are in conflict with other initiatives or processes will not be allowed. SITA will take corrective action, which may include blacklisting suppliers (OEMs or resellers) who are in violation of this principle.
Accept
Do not accept
Do not accept
3.3.4
SITA reserves the right to limit the number of products certified for an OEM, to support SITA's mandate to drive economies of scale.
Accept
3.3.5 Accept
Locally-manufactured accessories must be supplied where feasible (e.g. printer stands, locks, bags, cabinets).
3.3.6
Government reserves the right to specify locally-manufactured products or accessories.
Do not accept
Do not accept
Noted
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3.3.7
In order to reduce security risks and the processing load on PCs (hence improving performance and efficiency), no unnecessary utilities, software that contains marketing, trialware, software that stops working after a period or requires user registration, or other non-essential software may be installed on supplied personal computing devices. Suppliers must be able to show the value of supplied utilities, and undertake to reduce the load on the PC as far as possible.
Accept
3.4.1
The Technical Product Certification (TPC) process will be split from any RFB or RFQ tender process. This technical specification focuses on the Technical Product Certification process, and does not address solution requirements or other service delivery aspects.
Accept 3.4.2
All required technical information (datasheets, technical specs, certificates, white papers, etc.) must accompany the certification request. Failure to provide any required information up front will delay the process. Paper copies of this documentation need not be submitted; please submit the information on any standard electronic medium.
Accept 3.4.3
All certification, documentation and proof must be presented to the evaluation committee during the technical evaluation process. Failure to do so may result in rejection of the Item.
Accept 3.4.4
Any RFQ, tender or contract published based on this technical specification will not supersede or replace the specification, but refer to and incorporate any products accredited via the TPC process.
Accept 3.4.5
The Technical Specifications form must be filled in electronically and submitted along with the rest of the mandatory documentation. A complete .XLS file with all product offers must be included, incorporating all mandatory technical answers and budget/ceiling pricing.
Important guidelines have been included in the first sheet of the technical specification. Please follow these instructions to avoid delays.
Accept 3.4.6
Prices provided by OEMs for the technical certification process must be ceiling prices beyond which no supplier of the product will quote. This pricing will be used as indicative values, and will not be considered as quotations, but will be used for TTCO calculations as part of the evaluation process.
Exchange rate fluctuations will not be applied to the pricing supplied during product certification, but subsequent contract and RFQ pricing will be subject to ROE,
Page 10 of 15 CONFIDENTAL
Do not accept
Noted
Do not accept
Do not accept
Do not accept
Do not accept
Do not accept
OEM MoA: Product Certification

CONFIDENTAL managed by SITA SCM.
3.4.7
A physical Lab test/evaluation of each product forms part of the technical product certification process. This will be enforced as a general rule, but SITA reserves the right to waive this requirement in specific cases or for specific categories of product, where testing a product may be impractical or unnecessary.
3.4.8
Accept
In certain cases SITA may request longer-term evaluation of certain product models. This will be arranged with OEMs as required.
Do not accept
Noted
3.5.1
While the specification is completely vendor- and brand-independent, it may sometimes use a specific brand of CPU or product name to define a performance and/or functionality baseline. In all cases, any alternative product is completely acceptable, provided it delivers the required performance/functionality level.
Accept
3.5.2
Certified products supplied to Government shall be identical to those that were certified by SITA. Changes in design or configuration that could potentially alter the performance or functionality of these products must be reported to SITA for review (and possible re-certification) prior to implementation.
Accept
3.5.3
Derivatives of certified products may be supplied as long as the derivative product is materially the same base model as the certified product. As an example, for PCs this would include using the same software image (OS and drivers), and for printing devices, the print engine must be the same. All exceptions to the baseline technical specification must be submitted to SITA for approval.
Accept
Accept 3.5.4
Components may be downgraded at the client's request, (e.g. if the system design requires lower-power processors). Low-power CPUs will not be required to conform to the specified frequency. However, CPU downgrades will not be allowed if competing with other certified categories, and older-generation CPUs will not be allowed. All exceptions to the baseline technical specification must be submitted to SITA for approval.
Accept 3.5.5
Components may also be upgraded at the client's request, (e.g. if the client requires higher performance than the base spec). The only condition is that the upgraded system may not encroach on other (larger) categories or items.
Do not accept
Do not accept
Do not accept
Do not accept
Do not accept
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3.5.6
Any system configuration offered via the OEM’s partners must be designed and configured to be optimal for the stated client requirement. All subsystems must be specified and integrated to perform optimally.
Accept
Do not accept
If a clause in these specifications is not applicable to an OEM’s product range, the OEM should accept the clause, and note “Not Applicable” below it. Even if such a clause is not applicable at present, changes in technology or the OEM’s product portfolio may require compliance in future.
3.6.1
All systems, subsystems, accessories, etc. must comply with the latest versions of
MIOS, MISS and all other relevant Government standards.
Accept
Do not accept
Do not accept 3.6.2
Where additional, specialised functionality (e.g. portability, ruggedness) is provided by a product over and above the specified requirements, SITA reserves the right to waive certain relevant detail specifications. For example, weight requirements may be relaxed for ruggedised systems, or speed requirements may be relaxed for portable devices.
Accept
3.6.3
All devices with WiFi (802.11) connectivity must conform to the WPA-2 security standard.
Accept
Do not accept
Do not accept 3.6.4
The OS shipped as standard with all personal computers must be equivalent in functionality to the standard desktop OS (e.g. Windows 7 Professional in 2013).
Specifically, it must support the maximum configuration of specified PCs (in terms of RAM and CPU cores), be able to join an AD domain, and support the security functionality available in the desktop OS.
Accept
Accept
Do not accept 3.6.5
All OSs shipped with devices must have explicit approval/certification of OS developer (e.g. Microsoft HCL), or explicit certification/support by the hardware manufacturer. The entire hardware and software stack as supplied must be certified and/or fully supported by the OEM and its partners.
Accept
Do not accept 3.6.6
Mac OS-based (Apple) systems may be offered in the appropriate categories. Certain PC-focussed specifications (e.g. system management and MS HCL) will be waived for these systems.
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3.6.7
To support Government in optimising ICT standards, OEMs are required to certify and/or support both the current and previous version (current -1) of standard operating systems, including making available device drivers, for all certified devices and systems.
Accept
3.6.8
Backwards compatibility must be maintained as far as possible for all existing technology standards (e.g. USB 3 to USB 2, LTO 5 to LTO 4).
Accept
3.6.9
All systems with 4GB and more of RAM must be supplied with a 64-bit OS.
Accept
3.6.10
For PCs and notebooks, any device, adapter or port that is specified to be standard, but instead requires an adapter, will be required to have an additional standard port/slot over and above what is specified. For example, a system substituting an on-board network port for a USB Ethernet adapter will require OEMs to supply an additional USB port in the base configuration.
Accept
3.6.11
Where applicable commodity products, cables and accessories must be delivered in a single box with the product to prevent loss of these add-ons.
Accept
Do not accept
Do not accept
Do not accept
Do not accept
Do not accept
3.7.1
As defined and qualified per technology category/Item in the technical specifications, all supplied products and systems, except where specifically excluded, must include the following standard warranty and support contract:
Countrywide on-site with full coverage (parts and labour for entire Item, upgrades and accessories) during office hours (7:30 - 17:00), with next businessday (Zone-dependent according to Conditions) repair (not response) for 3 years
(36 months) from date of delivery.
3.7.2
In terms of the mandatory on-site warranty, OEMs will not be required to deliver an end-to-end warranty solution at the point of certification. However, when the product is supplied to Government, the OEM partner channel must make up the difference in price so that the full mandatory warranty plus on-site 8-hour repair
SLA is in place for the client. OEMs must inform their channel, and ensure that partners fulfil this obligation to Government by including it in the quoted solution cost.
Accept
Accept
Do not accept
Do not accept
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3.7.3
To ensure acceptable turnaround times, all repairs must be performed locally within SA. If products or components are swopped out, however, they may be repaired abroad if required.
3.7.4
Spares availability: spare parts must be available for at least 3 years after the product has been discontinued. If cannot be achieved, OEMs must approach SITA with an alternative solution.
3.7.5
Via all OEM-approved service channels, the total spares holding in SA must be sufficient to meet all repair and service obligations.
Accept
Accept
Accept
Do not accept
Do not accept
Do not accept
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Term
BEE
ICT
ISO
IT iTAS
LAN
MIOS
MISS
NIPP
NIST
NT
OEM
OS
OSS
PC
ROE
SCM
SITA
TCP
TCO
TTCO
Warranty
Definition
Black Economic Empowerment
Information and Communications Technology
International Standards Organisation
Information Technology
Innovation Technology Advisory Services
Local Area Network
Minimum Interoperability Standards
Minimum Information Security Standard
National Industrial Participation Programme
National Institute of Standards and Technology
National Treasury
Original Equipment Manufacturer, or properly delegated legal entity representing a product brand in South Africa.
Operating system
Open Source Software
Personal Computer, including desktop and mobile systems
Rate of Exchange
Supply Chain Management
State IT Agency
Technology Certification Process
Total Cost of Ownership
Technology-based Total Cost of Ownership
As per technical specifications – Standard warranty and support included with all supplied systems and produts (as defined and qualified per technology category/Item): Countrywide onsite with full coverage (parts and labour for entire Item, upgrades and accessories) during office hours (7:30 - 17:00), with next business-day (Zone-dependent according to Conditions)
repair (not response) for 3 years (36 months) from date of delivery.
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