__________________________
Electoral Commission
Auction # 10322302
Remedy License Renewal
IMPORTANT NOTICE
Failure to comply with the completion of the auction conditions and the required
information or submission of the required stipulated documents indicated above (i.e.
non submission of the required reseller authorization details and maintenance
stipulations) shall invalidate a bid.
1 Introduction
The Electoral Commission is looking to renew its existing BMC Remedy Software Maintenance for Incident and
Helpdesk, Change Control, Asset and Service Level management licenses. The Electoral Commission has
invested extensively in ICT technologies, which provide a platform to effectively support and enable its business
processes and to meet its goal of providing a free and fair election process in an open and transparent
environment. The Electoral Commission’s ICT Department intends to continue running a highly efficient and
stable ICT environment making full use of industry standards, best practices and disciplines based upon stable
and reliable technologies.
Bidders must place a bid on the Votaquotes (e-Procurement) system and then provide all the required
documentation before the due dates as specified in this document and on the Votaquotes web site.
2 Background Information
This Auction is for the renewal of the existing BMC Remedy for Incident and Helpdesk, Change Control, Asset
and Service Level management maintenance licenses.
3 Technical Specifications
The technical specification for the required products is as specified below. It must be noted that the technical
specifications below are the minimum requirements; the only deviation that may be accepted will be in case where the
bidder’s specification is better. Anything below specification will be disqualified.
This license renewal will be for a period of one year from 01 April 2016 till 31 March 2017.
Bidders should include renewals for the following subscriptions as outlined in the table below:
Product Name
Start Date
End Date
1 X BMC Remedy AR System Server
01 April 2016
31 March 2017
5 X BMC Remedy AR System Flt 1−Pk Lsn
01 April 2016
31 March 2017
20 X BMC Remedy AR System Flt 1−Pk Lsn
01 April 2016
31 March 2017
1 X BMC Service Level Management
01 April 2016
31 March 2017
1 X BMC Remedy Flashboards Application
01 April 2016
31 March 2017
5 X BMC Service Level Management Flt 1−Pk Ls
01 April 2016
31 March 2017
5 X BMC Remedy Service Desk Fixed 1-Pk Lsn
01 April 2016
31 March 2017
10 X BMC Remedy Service Desk Fit 1-Pk Lsn
01 April 2016
31 March 2017
3 X BMC Remedy Asset Management Flt 1−Pk Lsn
01 April 2016
31 March 2017
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1 X BMC Remedy Asset Management Application
01 April 2016
31 March 2017
1 X BMC Remedy Service Desk Application
01 April 2016
31 March 2017
1 X BMC Remedy Change Management Application
01 April 2016
31 March 2017
5 X BMC Remedy Change Management Fixed 1−Pk Lsn
01 April 2016
31 March 2017
10 X BMC Remedy Change Management Flt 1-Pk Lsn
01 April 2016
31 March 2017
4 General Auction Conditions
The following standard auction conditions must be adhered to and complied with, failing of which the bid may be
disqualified.
1. The bidder must be authorized to sell the product supplied.
2. A letter of proof of the reseller agreement must accompany the written documentation to be submitted to
the Electoral Commission’s Procurement and Asset Management Department before close of business
the next business day.
3. Pricing must be firm for a minimum of one hundred and eighty (180) days from close of auction.
4. The Electoral Commission will issue a formal purchase order to the successful bidder before any
services or software can be delivered.
5. Delivery of the required licenses shall only be accepted by the Electoral Commission on the basis of
presentation of the bidder’s own delivery note. Such notes shall not be substituted by another bidder’s or
supplier’s delivery notes.
6. Delivery of all the renewals to be made no later than a month after the issuing of the purchase order.
7. No payment shall be made until full and final delivery has taken place and the product has been
confirmed to be delivered in accordance with the specifications.
5 Quality Control
The following quality control conditions must be adhered to and complied with, failing of which the bid may be
disqualified.
1. The successful bidder will have the primary responsibility of ensuring that the proposed software
complies with the required specification in terms of functionality and technical specification including
quantity and quality.
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2. The successful bidder has the primary responsibility to ensure that quantity and quality are in accordance
with the specifications.
6 Pricing requirements
When pricing bid proposals, bidders are advised to take into account that the following issues are factored into
the price. The Electoral Commission will not entertain additional charges on these items.
1. Software costs
2. Delivery costs to National Office
7 Delivery Requirements
The required auction documentation must be delivered at the Electoral Commission national office at the
following address on or before the closing date and time of this auction:
Election House
Riverside Office Park,
1303 Heuwel Avenue,
Centurion,
0157
Likewise delivery of the software should be based on delivering to this address; any other changes and
arrangements will be negotiated with the successful bidder and should be factored into the bid price.
The closing date and time is as stated on the auction on the e-Procurement website
https://votaquotes.elections.org.za
All auctions conditions must be complied with at all times.
8 Special Requirements
1. Latest version(s) of software should be supplied when bidding on the solution.
9 Delivery and Implementation Timeframe
1. The successful bidder will be required to complete delivery within a month from receipt of the order for
these services.
2. If that is not possible the bidder must state in the bid conditions and in the written submission the reasons
and the earliest date that implementation may start and be completed.
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10 Written Submissions
All submissions must be received before the closing date and time for submissions, as stipulated on the eProcurement website https://votaquotes.elections.org.za. Submissions received after the final date and time will
lead to bids being disqualified and not considered. Written submissions must be delivered to the Commission’s
Procurement & Asset Management Department. Delivery can be through any of the following means:

Uploading on the auction website

Place in the Electoral Commission tender box situated in the foyer of the Electoral Commission
national office in Pretoria at the following address before the closing date and time of this auction:
Election House
Riverside Office Park,
1303 Heuwel Avenue,
Centurion,
0157
Note: Clearly mark your submission: For the attention of Procurement and Asset Management –
Auction 10322302
Failure to submit all of the required documentation (See points 1-4 below) before the closing time will invalidate
the bid. It remains the responsibility of the bidder to confirm receipt of the required documentation with the
Electoral Commission Procurement department.
1. Detailed technical specifications in accordance with the technical requirements to demonstrate
compliance;
2. Pricing breakdown;
3. A letter of proof of the reseller agreement either from the OEM or an authorized distributor (i.e. if the
reseller is authorized by a Distributor);
11 Closing Date
The final closing date and time of this auction will be specified on the eProcurement (Votaquotes) website in
accordance the bidding requirements. The closing date and time is determined by the clock on the Electoral
Commission’s servers and is not negotiable. Bidders must also take note supporting documentation must be
delivered before the cut off time.
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Auction 10322302
BMC Remedy Renewal
Bid Evaluation Criteria
Service Provider:
Date of Bid Evaluation:
Phase1
No.
Description
1
Detailed technical specifications in accordance with
the technical requirements to demonstrate
compliance
2
Pricing breakdown
3
A letter of proof of the reseller agreement either from
the OEM or an authorized distributor (i.e. if the
reseller is authorized by a Distributor)
Yes/No*
Comments
Result of phase 1: Bid qualifies/does not qualify
Phase 2
Product Description
Comply?
(Y/N)
Comments
1 X BMC Remedy AR System Server
5 X BMC Remedy AR System Flt 1−Pk Lsn
20 X BMC Remedy AR System Flt 1−Pk Lsn
1 X BMC Service Level Management
1 X BMC Remedy Flashboards Application
5 X BMC Service Level Management Flt 1−Pk Ls
5 X BMC Remedy Service Desk Fixed 1-Pk Lsn
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10 X BMC Remedy Service Desk Fit 1-Pk Lsn
3 X BMC Remedy Asset Management Flt 1−Pk Lsn
1 X BMC Remedy Asset Management Application
1 X BMC Remedy Service Desk Application
1 X BMC Remedy Change Management Application
5 X BMC Remedy Change Management Fixed 1−Pk Lsn
10 X BMC Remedy Change Management Flt 1-Pk Lsn
Result of phase 2: Bid qualifies/does not qualify for further consideration.
Bid Evaluation Committee
Name:
Auction 10322302 - Remedy Renewal.doc
Signature:
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