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Outsourcing of IT

Infrastructure Services
(CORP 2821)
Clarification Session
12 December 2013
This presentation is used as an aid to Tenderers in responding to CORP 2821 and the
information in it is provided for information and clarification purposes only. In preparation
of this presentation certain information relating to tender CORP 2821 was used and
Eskom will not accept any liability or responsibility whatsoever, if any such information is
incomplete, inaccurate or misleading in any way or for any loss or damage that may
arise from reliance by Tenderers on such information contained in the presentation. Any
conflict that may exist between the information contained in the presentation and tender
CORP 2821, the tender CORP 2821 shall take precedence.

This presentation is an illustration and summary of the RFP. In the event of conflict, the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013

Clarification Presentations Day 2

12 December 2013

Legal

Commercial

SHE,
Quality
and
SD&L

Closing

Time

Agenda

Presented by

08:00

Registration

09:00

Safety and Evacuation

09:10

MSA and Consequence Management

Justin Cornish

09:45

Human Resources

Justin Cornish

10:00

Technical Evaluation and Deliverables

Stacy McTavish

10:45

BREAK

11:00

Commercial response and Pricing Workbook

Dinesh Dheda

11:45

Safety

Fundisa Dangazele

12:30

Quality

Tshilidzi Dau

13:15

LUNCH

14:15

SD&L

Ishmael Modiko

15:00

Governance Bodies

Petru Swanepoel

15:15

Data Room Rules

Petru Swanepoel

15:30

Closing

Sal Laher

1 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Contents

MSA and Consequence Management


Human Resources
Technical Evaluation and Deliverables
Commercial Response and Pricing Workbook
Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

2 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

MSA: The Fundamental Structural Problem

TERMS AND CONDITIONS


Term
Services

SCHEDULES

Third Party Contracts


Service Levels

Definitions

Change Management
Third Party Cooperation

Services Description / Scope

Human Resources

Charges

Customer Responsibilities
Service Levels
Proprietary Rights
Charges

Governance and Change Management

Audit

Facilities

Data & Reports

Customer Responsibilities

Confidentiality & Security


Third Party Contracts
Representations & Warranties
Dispute Resolution

Termination Assistance

Termination

Human Resources

Indemnities

Security

Liability
Transition & Transformation
Boilerplate
Exit Management

3 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

TERMS
AND
CONDITIONS

Eskom Infrastructure Outsourcing MSA Structure

EXIT MANAGEMENT

TRANSITION

PRICING

GOVERNANCE
AND
DEMAND
MANAGEMENT

4 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

The legal terms. Can be


kept in the drawer unless
there is a problem
The deal definitional
Schedules. Define and
protect value in the deal
and provide the basis
from which evolution
and change is made

TERMS
AND
CONDITIONS

The Eskom Infrastructure Outsourcing MSA

The standby
Schedules
not required other than
for specific purposes.

EXIT MANAGEMENT
PRICING

GOVERNANCE
AND
DEMAND
MANAGEMENT

TRANSITION

The relationship tool


for managing the
ongoing contract as it
evolves over time
The transient
Schedules. Required
for specific periods and
purpose and end once
the purpose is fulfilled

5 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Consequence Management

Performance
Standards

Services
Levels

KPIs

Deliverables

Qualitative and
Quantitative
Measures

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This presentation is an illustration and summary of the RFP. In the event of conflict,

Service Credit Methodology


Calculation: SC=WFxPLMxCLFxAt Risk Amount
Service
Level
1

Weighting
Factor (WF)
/ Multiplier
2%

2%

...

2%

...

2%

...

2%

...

...

At Risk Capped at
Amount: 200% of 15%
15% of
Annual
Charges

Consecutive Failure
Performance Level Multiplier (PLM)
Multiplier (CFM)
Required / Target Level to Defective /
2 consecutive failures - x2
3 or more consecutive
Lower Bound Level - x1
Defective / Lower Bound Level to Material failures - x4
Default / Critical Level - x1.5
2 or more below Material
Below Material Defau lt / Critical Level Default / Critical LDs /
x2
Step In / Termination
Critical Default - LDs / Step In /
Termination

7 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Deliverable Credits and SD&L Credits


Deliverable Credits
Project
Milestone Weighting Calculation
1
2%
DC = WF x Project
Milestone Payment
At Risk Amount - 15% of
Monthly charges of project
SD&L Credits
Delay in Date for
Achieving Threshold
First 60 days

Credit /Remedy
1% Monthly Charges per
day of delay

Second 60 Days

2% Monthly Charges per


day of delay

Third 60 days

3% Monthly Charges per


day of delay

Further delay

Step In / Termination

8 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Consequence Management: Change and


Exceptions

Types of Change

Types of Change:

Changing Weighting Factors


Modifying KPI / Service Level
Designations
Excused Events

Relief against Service Credits


Prescribed list of events
Subject to rules and process
No grace period for Service Credits

9 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Contents

MSA and Consequence Management


Human Resources
Technical Evaluation and Deliverables
Commercial Response and Pricing Workbook
Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

10 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

HR Section 197 on entry


S197 will apply on commencement of the Services following Transition
Employee terms and conditions will be provided to bidders during RFP process

Employees
falling within
the scope of
services to
be automatically
transferred

Information and consultation process prior


to transfer
Collaborative approach to ensure smooth
transition
Accrued and unpaid rights to
severance/leave etc.
Values to be agreed and set out in contract
Accrued rights to transfer in full
Transferred employees not to be dismissed /
retrenched for 12 months after
commencement of the services

Successor
Supplier:
Required
to propose
intended
approach
to transfer
employees

Pensions: Eskom will provide pension details - Supplier to confirm pension


arrangements that will apply to transferring employees

11 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

HR Section 197 on exit

S197 will apply on exit from the Agreement (in whole or in part)

Incumbent
Supplier
Transferring
Employees

Eskom will work with outgoing supplier and


incoming supplier to assess employee needs
Supplier expected to staff appropriately over
life of contract to mitigate risks
of large number of unwanted Employees.
Restriction on amendments to Employee
terms and conditions 12 months prior to
Successor
expiry or upon notice of expiry of the
Supplier
contract

12 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Contents
MSA and Consequence Management
Human Resources
Technical Evaluation and Deliverables
Technical Evaluation
Technical Deliverables

Commercial Response and Pricing Workbook


Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

14 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Technical evaluation consists of 2 steps


Detailed on
next pages

1
Basic
compliance
(e.g.,
deliverables)

Evaluation
of technical
profile

Minimal

requirements to
pass
Proven track
record in South
Africa
Proven track
record in IT
infrastructure
outsourcing
Experience in IT
infrastructure
outsourcing

Threshold of
80% for
passing
functional
evaluation

2
Evaluation of Technical,
Quality and SD&L

20%

SD&L

10%

Quality

70%

Technical

Financial
analysis

65%

Outsourcing scope

5%

Transition and
transformation plan

30%

MSA

No individual thresholds of criteria / sub-criteria; objective safety requirements


enforced during negotiation
15 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Evaluation of technical profile as minimal


requirements to pass (1/2)

Category

Criteria

IT track record in
South Africa

Does the tenderer1 have local office based in South Africa and has managed in
the year 2012 >= 100 locally employed FTEs with South African nationality
(working in IT related services) in South Africa?

Did the tenderer1 serve between years 2008 and 2013 at least 2 customers
(globally, incl. South Africa) with each having >=10'000 seats for end user
services as per the current scope of work requested by Eskom and as main
outsourcing service provider for the desktop / end user services tower?

Did the tenderer1 serve between the years 2008 and 2013 at least 2
Track record of IT
infrastructure
outsourcing

customers (globally, incl. South Africa) with each having >=13'500 active
LAN ports (excl. DC LAN) supported as per the current Networking
Services (LAN / WAN field support) scope of work requested by Eskom and
as main outsourcing service provider for the Networking Services tower?

Did the tenderer1 serve between the years 2008 and 2013 at least 2
customers (globally, incl. South Africa) with each having >=10'000 seats on
the service desk infrastructure tower as per the current scope of work
requested by Eskom and as main outsourcing service provider for the service
desk tower?

1 or it's holding company having a subsidiary, or any one of the Joint Venture partners
16 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Evaluation of technical profile as minimal


requirements to pass (2/2)

Category

Criteria

Did the tenderer1 serve between the years 2008 and 2013 at least 2 customers
(globally, incl. South Africa) with each supporting, managing and maintaining
>=1'300 servers (virtual and physical) as per the current scope of work
requested by Eskom and as main outsourcing service provider for the servers
support tower?

Track record of IT
infrastructure
outsourcing

Did the tenderer1 manage >=500 outsourced FTEs (in IT outsourcing) during

Experience in IT
infrastructure
outsourcing

each of the years 2008-2012?


Did the tenderer1 manage >=50 outsourced FTEs (in IT infrastructure end
user services tower as per the current scope of work requested by Eskom)
during each of the years 2008-2012?
Did the tenderer1 manage >=50 outsourced FTEs (in IT infrastructure
Service Desk tower as per the current scope of work requested by Eskom)
during each of the years 2008-2012?
Did the tenderer1 manage >=50 outsourced FTEs (in IT infrastructure
Network Services / LAN tower as per the current scope of work requested by
Eskom) during each of the years 2008-2012?
Did the tenderer1 manage >=50 outsourced FTEs (in IT infrastructure
Servers Support tower as per the current scope of work requested by Eskom)
during each of the years 2008-2012?
Was the tenderer (excl. subcontractors) in 2012 or 2013 certified in ITIL V2 or
higher and in 1 of the following industry certifications: ISO20000 or ISO27001?

1 or it's holding company having a subsidiary, or any one of the Joint Venture partners
17 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Evaluation of scope and transition /


transformation plan as scored items

Questions/evaluation criteria

Evidence provided
by tenderer

Did the tenderer submit a transformation proposal that included Transformation plan

Transition and
transformation
plan

a. Transformation activities including timing


b. Estimations of potential savings and necessary investments
for Eskom
c. Conditions that need to materialise to realise savings

Did the tenderer submit a transition plan that included


a. Transition activities broken in different workstreams over
a defined span of time (in accordance with T-Systems
disengagement plan)
b. Estimations on effort for different workstreams
c. Conditions that need to materialise to realise transition

To which degree does the tenderer accept the outsourcing


Scope

scope that has been described in the different service


catalogues?

deliverable

Transition plan
deliverable

Mark-ups of service
catalogues

18 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

2 Markup of the Scope


ILLUSTRATIVE

Sub-category

Number
Weighting of in service Sub-weight
Agreement
sub-category catalogue of item

1.

n.a.

Introduction

2.1 Equipment
n.a.
maintenance
and support

Different sub-criteria
weightings fixed, but
not communicated
by Eskom

Comment

1.

n.a.

2.1.1

n.a.

2.1.2

n.a.

2.1.3

n.a.

2.1.4

n.a.

2.1.5

n.a.

2.1.6

n.a.

2.1.7

n.a.

2.1.8

n.a.

Mark-up each
clause in the
service catalogue

User Selects:
Agree without comment
Partially agree with comment
Disagree with comment

100%
50%
0%

19 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Contents
MSA and Consequence Management
Human Resources
Technical Evaluation and Deliverables
Technical Evaluation
Technical Deliverables

Commercial Response and Pricing Workbook


Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

20 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

There are 10 technical deliverables (on top of other contract


deliverables, such as price workbook with quotes) (1/2)

Category

Markups on
Eskom
RFP

Deliverable
Mark-up of
service
catalogues
Mark-up of MSA/
deal principles

Description of documents to be delivered (incl. mandatory elements)

Agreement with no comments, agreement with comments or refusal with comments for
Services per tower
KPIs and SLAs per tower
Pricing methodology

Candidate to respond for each deal principle acceptance, acceptance with comments or
refusal with comments

Outsourcing track record in South Africa (signed by CEO of Tenderer)


Number of locally employed FTEs with South African nationality in 2012
Description of work focus (incl. detailed description of supported IT services)
Option to receive SA identity numbers of all FTEs during negotiation phase

For each of the IT infrastructure towers 2 signed reference cases with detailed
description of provided services (incl. duration of contract) and with contacts of
customers of Tenderer that can be contacted containing information on
Number of supported seats (for End User Services and Service Desk towers)
Number of supported active LAN ports (Network Services)
Number of supported servers (Servers Support)

Experience in IT infrastructure outsourcing (signed by CEO of Tenderer)


Number of outsourced FTE in total for each year from 2008 to 2012
Number of outsourced FTEs per IT infrastructure technology tower (as per outsourcing
scope defined by Eskom) for each year from 2008 to 2012
Option to receive identity numbers and work description of all mentioned FTEs during
negotiation phase
Proof of industry certifications ISO20000, ITIL V2 or higher and ISO27001 (copy of certificates)

Proof of outsourcing track record


in South Africa

Qualifications
of tenderer

Mandatory
template
from Eskom

Proven track
record in IT
infrastructure
outsourcing

Experience in IT
infrastructure
outsourcing

Excluding other (non-technical) deliverables such as skills development matrix, safety documents etc.
21 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

There are 10 technical deliverables (on top of other contract


deliverables, such as price workbook with quotes) (2/2)

Category

Deliverable

Description of documents to be delivered (incl. mandatory elements)

Transition plan including approach to transition, roadmap, HR related issues (e.g.,


culture change, how to deal with transfers from section 197), and impact on application
landscape

Planned support and steps for termination after contract termination

Service transformation plan including approach, roadmap 2015 - 2019, baseline, and target
state
Innovation plan (e.g., ideas for remote provisioning, remote desktop support solutions)
Estimates of potential savings and necessary investments from Eskom
Conditions that need to happen to realise savings

Ideas of how to drive future innovation (e.g., governance ideas, benefit sharing, etc.)
incl. conditions of what needs to happen to drive these ideas

Matrix of all relevant risks (impact vs. likelihood) for transaction and set of proposed
mitigation measures for identified risks

Transition plan
Disengagement
plan
Proposals
from tenderer

Service
transformation
plan
Ideas for how to
drive innovation
Risk management
plan

Mandatory
template
from Eskom

Excluding other (non-technical) deliverables such as skills development matrix, safety documents etc.
22 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Contents

MSA and Consequence Management


Human Resources
Technical Evaluation and Deliverables
Commercial Response and Pricing Workbook
Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

23 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Schedule B: Commercial Response


(mandatory returnable)

Detail cost sheet completion (price workbook)

Rate of Exchange fluctuations- Eskom prefers a fixed price


(in ZAR)

Annual adjustments - Statistics South Africa year on year


CPI increase

Submit an intention to provide a Performance Bond or


Parent Company Guarantee.

Eskom Travel and Subsistence (T&S) Allowance guidelines


applicable to Suppliers

Additional Information Requirements - prior to the final


submission date.

Sign-off by duly authorised person before submission

Summary cost excluding VAT (in ZAR) cut & paste from
Price Workbook

24 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Overview of commercial returnables (1/2)


The tenderer must complete and return the documents below. Failure to submit items marked under Basic Compliance
will result in tender being considered non-responsive. Failure to submit items marked under File A or File B may result in
tender failing evaluation.

No. Returnable Document/ Schedule

File File Basic


Returnable Template Tenderers
A
B
Compliance in the RFP*
tick box

1 The Cover Page to this tender

Cover Page

2 Acknowledgement Form Invitation to Tender


(form to be returned within 5 business days of the
RFP issue date)

Section 2

3 Authority to Submit a Tender

Appendix B

4 Registration certificates for Company/


organization (CIPC for South African companies)

To be provided by
tenderer

5 Declaration Regarding Fair Bidding Practices

Appendix B

6 Schedule of Proposed Sub Consultants (only if


applicable)

Appendix B

7 Form of intent to provide a Parent Company


Guarantee (only if applicable)

Appendix B

8 Form of Intent to Provide a Performance Bond


(only if applicable)

Appendix B

9 A valid B-BBEE Verification Certificate from an


accredited Verification Agency with the score card

To be provided by
tenderer

25 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Overview of commercial returnables (2/2)


The tenderer must complete and return the documents below. Failure to submit items marked under Basic Compliance
will result in tender being considered non-responsive. Failure to submit items marked under File A or File B may result in
tender failing evaluation.

No. Returnable Document/ Schedule

File File Basic


Returnable Template Tenderers
A
B
Compliance in the RFP*
tick box

10 Preference Points Claim Form

Appendix E

11 Original SARS Tax Clearance Certificate

To be provided by
tenderer

12 Certificate of Compliance with the Employment


Equity Act

To be provided by
tenderer

13 Latest signed and audited financial statements


(and for the past three years)

To be provided by
tenderer

14 Suppliers Declaration of Interest

Appendix D

15 Commercial Response

Appendix B

16 Vendor details

Appendix B

17 Pricing Workbook
(Electronic and Printed copy required)

Appendix A

18 Description of overall plans and approach with


respect to employment of Transferring Employees

To be provided by
tenderer

26 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Commercial Price Workbook


(instructions)
Tenderer to fill out all excel fields of tan/orange colour in all worksheets of this document
Complete pricing information to be provided, empty excel fields can lead to disqualification of
tenderer (some validation built in to workbook)

No changes in any other fields allowed


All quoted prices to be filled out in ZAR excluding VAT
All quoted prices to be stated in CPI free values
All price quotes to be provided for services and not units (i.e. total support price for X SEATs), also
the quotes for volumes that vary from expected number of units (Price bands e.g. 30-40%) (the only
exception is for standby services for end user services, Resource rates)

A volume discount (on a per unit base) is expected to be included in the proposed pricing per service
Definitions and background information on the services can be found in the service catalogues of the
respective infrastructure tower (cross-functional tower activities to be included in pricing of other
towers)

Quoted prices need to reflect service catalogue proposal of Eskom as is (independent of acceptance
of services on the MSA markup and SLAs marked up by tenderer)

Tenderer to state all assumptions for pricing in the worksheet "Assumptions (to be minimised by
requesting clarification questions before 31 Jan 2014)

NB. 2015 Transition cost should be counted once only


Termination charge sheet response is required as basis for negotiation

27 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Commercial Price Workbook


(mandatory returnable)

Appendix A : Price Workbook


Outsourcing IT Infrastructure Services
I Pricing Servers Support
II Pricing Service Desk
III Pricing End User Services
IV Pricing Network Services
V Summary of Pricing
VI Resource rate card
VII Termination rate card

28 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Contents

MSA and Consequence Management


Human Resources
Technical Evaluation and Deliverables
Commercial Response and Pricing Workbook
Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

29 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Process Flow of QM-58 Specification


General requirements
Quality management
policy (3.1.1)
Implentation stage
(3.1.2)

Supplier quality
performance and
monitoring stage (3.6)

E-quality tool achiever


plus (3.7)

Quality management in
engineering (3.1.3)

Contract award and


quality control stage (3.5)

Payment and delivery


(3.8)

Quality management in
fabrication and
construction (3.1.4)

Contract award stage


(3.4)

Tender submission stage


(3.2)

Tender evaluation and


negotiation stage (3.3)

30
30
This presentation is an illustration and summary of the RFP. In the event of conflict, the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013

Quality Documentation with Tender


The supplier shall submit the following quality documentation with tender
1. Signed & completed form A
2. Signed & completed form B
3. A copy of the CV / Resume of the contractor's Quality Management Representative
4. ISO 9001:2008 certification covering the intended scope of supply OR objective evidence of a Quality
Management System that complies with ISO 9001:2008 requirements (copy of the QMS manual
including the six mandatory procedures) that covers the intended scope of supply
5. A signed copy (by duly authorised representative) of the latest structure/ organogram of the
Organization featuring quality. This structure should indicate to whom the organizations quality
management representative reports to
6. Information on similar IT infrastructure outsourcing work performed (at most within the last two years)
(Document with contract periods and customer details including scope)
7. A sample of a completed Non-conformance report shall be attached to tender. (NCR)
8. A sample of a completed corrective action report. (CA)
9. A sample of a completed Preventative action report. (PA)
10. A sample of an audit report on a sub-Contractor/Supplier
11. A sample of an Audit Schedule on a Sub-Contractor/Supplier
12. The contractor shall attach a copy of their procedure/Process for the selection and control of suppliers.
13. A Copy of the organizations procedure for reviewing Supplier Nonconformities
14. The contractor shall attach a draft Programme Statement covering QM58 and ISO10005 requirements
for Quality Plans (refer sheet2 CQP guide)
15. QCP/ITPs (Inspection Test Plan) from a similar project or a draft for the scope of supply that covers
Witness and Hold Points to "Customer" (Refer sheet 3 ITP guide)
31
31
This presentation is an illustration and summary of the RFP. In the event of conflict, the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013

Evaluation Criteria and Weighting (Scorecard)


QM-58 Clause
3.2.1.5.

3.2.1.1./2.
Assorted

Description of Quality Returnable


Section A
ISO 9001:2008 certification covering the intended scope of supply or objective
evidence of a Quality Management System that complies with ISO 9001:2008
requirements
Section B
Form A and Form B
Section C
Copy of Quality Management CV
Organogram of the Organization featuring quality
Information on similar IT infrastructure outsourcing work performed
A sample of a completed Non-conformance report shall be attached to tender
(NCR)
A sample of a completed corrective action report. (CA)
A sample of a completed Preventative action report. (PA)
A sample of an audit report on a sub-Contractor/Supplier
A sample of an Audit Schedule on a Sub-Contractor/Supplier
The contractor shall attach a copy of their procedure/Process for the selection
and control of suppliers
A Copy of the organizations procedure for reviewing Supplier Nonconformities

Weight
30%

10%
25%

3.2.1.8(a).

Section D
Draft Programme Statement

25%

3.2.1.8(b).

Section E
Inspection Test Plan

10%

SOURCE: Source

32

This presentation is an illustration and summary of the RFP. In the event of conflict, the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013

Summary of Procurement Quality Assurance


Process
1. Supplier submits Quality documentation with a tender
2. Quality contributes 10% of total technical weight but has no threshold
3. Supplier Quality documentation submitted with tender complies with
QM-58 requirements
4. Quality evaluation report recommends that based on tender evaluation
report that supplier MAY BE CONSIDERED for awarding of contract
5. Eskom Procurement Quality Assurance organize a contract hand over
meeting with supplier Quality Management Representative and
Eskom stakeholders
6. Eskom Quality advisor ensures that Supplier QMR commits to the
submission of a CQP & ITP for Eskom approval
7. CQP & ITP is implemented by Supplier and monitored by Eskom for
the duration of the contract
33
13
33
This presentation is an illustration and summary of the RFP. In the event of conflict, the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013

Example of Quality Documentation File

Index page of contents

Quality
Documentation

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.

Form A
Form B
CV of QMR
ISO 9001 Certificate
Organizational Structure
Etc.
Etc.
Etc.
Etc.
Etc
Etc.
Etc.
Etc.

34
34
This presentation is an illustration and summary of the RFP. In the event of conflict, the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013

Eskom System Assurance & Supplier Audits

Eskom reserves the rights to


Perform supplier technical and quality capability
assessments on all potential suppliers in order to
determine if all quality and technical risks associated with
a specific contract, process, commodity, project or service
comply to requirements
Perform audits on all suppliers, contractors and
subcontractors who have been awarded a contract. These
post contract audits shall be carried out, in accordance
with Eskom's supplier, contractor audit schedule

35
35
This presentation is an illustration and summary of the RFP. In the event of conflict, the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013

Contents

MSA and Consequence Management


Human Resources
Technical Evaluation and Deliverables
Commercial Response and Pricing Workbook
Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

36 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

ZERO HARM VALUE

Eskom will strive to ensure that zero harm befalls its employees, contractors,
the public and the natural environment

Tenderer needs to
meet Eskoms
objective SHE
requirements in
order for a contract
to be awarded

37 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Background Information

Eskom has embarked on a drive to create and sustain a


world-class culture and standardisation within Eskom
Commercial Process regarding Safety, Health and the
Environment
As part of Eskoms Supplier Management System, it is
now a requirement for all suppliers who wish to
undertake work for Eskom to undergo an occupational
safety, health and environment (SHE) evaluation process
This process assists Eskom to determine whether
suppliers take reasonably practicable steps to apply safe
systems of work; comply with the legislative and Eskomspecific requirements and addresses SHE adequately

38 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

SHE Tender Returnable Annexure B

Annexure B
Acknowledgement
form signed by
Management of
the Company
(CEO/MD and
witnessed - 32726 Annexure B)

The acknowledgement form for Eskom rules and


requirements

32 - 727 Eskom Safety, Health, Environmental and


Quality Policy

32 - 421 Eskom Cardinal Rules


32-95 Eskom Incident Management Procedure
32-36 Eskom procedure on Smoking

39 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

SHE Tender Returnable Other Returnables

Annexure C
SHE Tender
Returnable

Acknowledgement form signed by Management of the


Company (CEO/MD and witnessed - 32-726
Annexure B)

A valid letter of Good Standing COID


(Compensation for Occupational Injuries Diseases)
OR Letter of Insurance (not less than R500,000) OR
Proof of Application (for either)

Tenderer SHEQ Policy signed by the CEO of the


Company

Risk Assessment for the scope of work to be


performed by the supplier (list of risks and mitigating
factors)

Submit Medical Surveillance Procedure

Company emergency procedure and emergency


contact numbers

Incident Management Procedure to be submitted, also


covering the process stating clearly who to contact if a
Consultant gets injured on Eskom site/offices

40 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

SHE Tender Returnable Documents before


Contract Award

Compulsory
documents
to be
submitted
before
contract
award

Proof of employee Medical Surveillance Records


conducted by the Occupational Health Practitioner.
Buyer to check and confirm with SHE personnel

Proof of valid drivers licenses for employees that will


be performing the task at hand

41 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Contents

MSA and Consequence Management


Human Resources
Technical Evaluation and Deliverables
Commercial Response and Pricing Workbook
Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

42 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

We have a mandate to contribute positively to the


development of the country

Our mandate is to achieve maximum and


sustainable local development impact
through leveraging Eskoms procurement
spend in a manner that allows flexibility
within the business in order to accommodate
government local development initiatives
and policies

43 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

12/

SD&L evaluation criteria under functionality

The evaluation criteria seeks to increase SD&L evaluation


score allocation in the overall scoring and to ensure all
dimensions of local development are considered1:
20%

Local content (and subcontracting to local to site, BWO,


BYO, and BOs where applicable)

Skills development
Job creation (work opportunities)

1 B-BBEE Levels are not included in the SD&L Evaluation Criteria but are rather considered as part of the Price-Preference assessment.

44 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

12/

SD&L measures impact along these key


performance areas
Key performance areas

Definition

Skills development

Increasing the skill base (number and skill level) of


South African workers in areas relevant to the
energy sector and where there is a national scarcity
of skills

Local content

Utilisation of Eskom and suppliers spend to


develop South African based suppliers relevant to
the energy sector (focusing primarily on BBB-EE
Black Owned and youth owned suppliers)

Industrialisation

Utilisation of Eskom and suppliers spend to foster


the establishment of new competitive industries in
the energy sector

Employment and job


creation

Creation of new jobs by suppliers as a direct result


of Eskom business

Supplier development

Providing a platform to develop emerging suppliers,


and further contribution to local developmental
opportunities for national and international suppliers

45 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

12/

SD&L Localisation Compliance Matrix


Table 1: supplier development and localisation compliance matrix for suppliers and contractors
Criteria

Weight (%) Total target (%)

Local Content to South Africa


Local Content Local to Site
Procurement from BPLD
Procurement from BYO
Procurement from BWO
Procurement from BO
Skills Development
Total Score

25.00%
15.00%

Proposed target (%)

Total overall weighted score

100.00%
25.00%

0.00%
0.00%

10.00%
10.00%
10.00%
10.00%
10.00%
25.00%
30.00%
100.00%
Total Supplier Development and Localisation Score

0.00%
0.00%
0.00%
0.00%
0.00%

Table 2: skills development compliance matrix

Skill type (occupation)

Target number of
persons to be
OFO
trained (Local to
occupational
Weight (%) South Africa)
group

Proposed number
of persons to be
trained (Local to
South Africa)

Target number
of persons to
be trained
(Local to site)

Proposed number
of persons to be Total
trained (Local to weighted
site)
score

Desktop Technician

20.00%

448

0.00%

Data centre technician

30.00%

447

0.00%

Service desk support technician

15.00%

447

0.00%

Network Engineer

35.00%

300

0.00%

0.00%

100.00%

1,642

0.00%

Total

To be completed by Tendered
Number of jobs to be created as a result of this contract
Number of jobs to be retained as a result of this contract

46 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Contents

MSA and Consequence Management


Human Resources
Technical Evaluation and Deliverables
Commercial Response and Pricing Workbook
Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

47 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Eskom IT governance landscape includes 11


governance processes
Management
level
Strategic

Involvement
Business
1

IT

Outsourcing partner

Strategic alignment

2 Continuous improvement

3 Contract management
4 Financial Management
5 Risk and compliance management
6 Disaster recovery

Tactical

7 Change Management
8

Service option and architecture

9 Demand and capacity management

Operational

10 Performance Measurement

11 Incident & problem management

48 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Overview of Governance process structures (1/2)

Strategic
alignment

Continuous
Improvement

Description of process

Involved forums

Creating alignment between Group IT,

Executive Committee meetings

business needs and IT Outsource


Service Provider

Ensure and plan for service


improvements by designing/adapting
processes for continuous improvement

Service Management committee


Input to Executive Committee
meetings

3 Contract
management

Coordinate all commercial items through Contract Management Committee

4 Financial
management

Ensure billing is aligned to pricing &

Risk and
5 compliance
management

Ensure business continuity through

regularly monitoring the contract and


managing escalation and changes

volumes through monitoring cost trends

Service Management committee


constantly assessing risk landscape and Escalations to Executive
defining mitigating actions

Oversee disaster recovery through


6 Disaster recovery

Contract Management Committee


Update of billed services to SMC

planning and executing business


continuity measures

Committee meetings

Escalations to Service
Management committee

49 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Overview of Governance process structures (2/2)

Change
7
Management

Manage and approve ICT changes

Change and Release Management

through monitoring, categorising and


preparing for changes

Committee

Review and manage changes to service Input for Contract Management


8

options (e.g. change of service level) and


architecture

Service option
and architecture

Demand and
9 capacity
management

Create demand forecast, ensure continu- Communication of demand

ed cost efficiency of given demand.


Prioritise projects and out-of-catalogue
requests

Ensure service delivery aligns with SLA


10

Performance
measurement

Incident &
11 problem
management

Committee
Ratify at Service Management
Committee

and trigger follow-up actions to address


identified issues

changes and forecast in SMC


Eskom internal meeting

SLA Performance Review Meeting


Feed into Service Credit process
and feedback to Service
Management Committee

Analyse the root causes of incidents and Weekly OMFs and Divisional OMC
escalate if necessary and then review
incident and problem model regularly

50 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

There are 6 major governance forums across 3


levels
Level

Eskom leadership

Governance forums1

Provider leadership

Executive Committee meetings

Strategic
CIO

Senior manager:
Infrastructure Services

Service Management Committee


(SMC)

Monthly
Head of Service
Delivery

Contract Management Committee


(CMC)

Monthly
Key Account Manager

Change and Release management


committee
Senior Manager:
Service Delivery

SLA Performance Review


meetings

Operational

Quarterly
CEO / Managing Director

Tactical

Senior Manager:
Business Enablement

Frequency

Infrastructure
Operations Manager

Weekly
Change Manager

Monthly
Service Level Manager

Operational Management
Operational Management
Committee
(OMC)
Operational
Management
Committee (OMC)
Committee ( OMC/OMF)

Senior
Infrastructure
managers IM Operations
(Monthly)
Manager
(Weekly) Retained internal Eskom organization, ad hoc project
meetings and day-to-day work not included in overview

Service Delivery
Manager

Weekly /
Monthly
(divisional)

51 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
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For all governance forums agenda, format, frequency


and leaders need to be clearly defined

Operational level

Tactical level

Strategic level

Management
mechanism
and governance forums

Executive
Committee
Meeting

Service
Management
Committee (SMC)

SLA Performance
Review meetings

Operational
Management
Committee
(OMC/OMF)

Lead

Quarterly

CIO

Monthly

Senior manager:
Infrastructure
services

Monthly

Senior manager:
Business
enablement

Provide oversight over IT change control requests and scheduling


Review / assess proposed changes to application / technology platforms
Evaluate and assess risks associated to changes
Ensure that the appropriate safeguarding mechanisms are included in all
proposed changes

Weekly

Senior
manager:
Service
delivery

Monthly

Infrastructure
operations
manager

Review SLA performance against SLA targets using SLA dashboard


Consider and confirm validity of performance explanations
Review and recommend appropriate actions to correct SLA
underperformance
Support operational benchmarking process

Ensure divisional service delivery


Address frequent operational challenges
Explore operational activities to improve day-to-day functioning

Monthly

(divisional)
OMF
Weekly

Senior manager IMs/


Infrastructure
operations
manager

Key topics (with different frequencies)

Ensure a healthy
relationship and on-going
strategic alignment between
parties
Approve / monitor
innovation plans

Ensure on-going and


effective execution of
Services contracted
between parties

Act as a sub-committee to
the SMC to co-ordinate and
control all changes
(additions, changes and
deletions) to the contract.

Contract
Management
Committee (CMC)

Change and
Release
Management
committee

Meeting
frequency

Objective

Manage / control changes


Safeguard Eskom from
disruptive changes that may
disrupt business continuity

Ensure delivery against


agreed Service Levels
Recommend remedial
actions to resolve any SLA
performance deficiencies

Committee ensures quality


delivery of both application
and infrastructure services
to the Eskom Divisions

Seeking to resolve any unresolved escalated issues


Ensure alignment between parties on business strategies
Regularly review, approve and monitor progress of vendors
transformation plans/ideas (e.g., approve business case presentations
of initiatives)
Address relationship related issues raised by both parties
Future roadmaps and innovation
Address escalations from operational forums
Ratify new services and removal of existing services
Ratify provider compliance with the SLA requirements for all services
Review and approve delegation of authority to various committees
Ratify annual price adjustments
Ensure that any changes to the contract are made correctly
Contractual changes are technically and financially evaluated and
accepted, thus enduring no legal compromise to the parties
Track the status of contractual changes
Agree on major changes to delivery model and outsourcing scope
Review annual market benchmarks against current service catalogue

Efficiency of the meetings to be consistently measured

52 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Contents

MSA and Consequence Management


Human Resources
Technical Evaluation and Deliverables
Commercial Response and Pricing Workbook
Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

53 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Data room logistics (1/3)


Data room appointments can be made from Friday 13/12/2013
by sending a request to: dataroom2821@eskom.co.za
The data room will be available from Tuesday 17/12/2013 until
31/01/2014
Data room venue: The Core Boardroom, Megawatt Park,
C-block Ground Floor, Centre Core
Hours: 08:30 12:00 and again 13:00 16:00 on
Monday Fridays
Only day on 24 and 31 December (08:30 12:00)
No weekends, no public holidays
54 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Data room logistics (2/3)


No questions and no discussions will be entertained
All questions and clarification requirements to be sent to the
Q&A e-mail address: corp2821@eskom.co.za
Maximum 3 people per company allowed in the data room
at a time
Maximum 2 consecutive sessions may be reserved at a time.
Only after these sessions have been used can another
reservation be made for another time slot in order to ensure all
tenderers have a fair opportunity to access the information
4 laptops available in the data room
One laptop can be occupied per tenderer / company
55 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Data room logistics (3/3)


No copies, no photos, no files to be saved
All cell phones, memory sticks, cameras etc. will have to be
locked away in lockers provided
Cameras are installed in data room
Laptop USB ports are disabled
Tenderers are allowed to take notes
Paper and pens will be provided
No eating and or drinking will be allowed in the data room
Please be considerate and keep noise levels down
56 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Contents

MSA and Consequence Management


Human Resources
Technical Evaluation and Deliverables
Commercial Response and Pricing Workbook
Quality
Safety
SD&L
Governance Bodies
Data Room Rules
Closing

57 the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013
This presentation is an illustration and summary of the RFP. In the event of conflict,

Outsourcing of IT
Infrastructure Services
(CORP 2821)
Clarification Session
12 December 2013

This presentation is an illustration and summary of the RFP. In the event of conflict, the RFP shall take precedence. Eskom Holdings SOC Limited, Copyright 2013