Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Request for proposal
Page 1 of 13
ASEAN SECRETARIAT
Provision of Dedicated Cloud Hosting - Virtual Data Center
Service
PROPOSAL MUST BE RECEIVED BY
Monday, 17 October 2016
EXTENDED
DELIVER/MAIL PROPOSAL TO:
ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia
Prepared By : Information Technology Systems Division
Date : October 2016
Request for Proposal
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Page 2 of 13
Request for Proposal
1. EXECUTIVE SUMMARY
The ASEAN Secretariat (ASEC) was established in February 1976 by the Foreign
Ministers of ASEAN. Currently staffed with approximately 300 people, the mission
of ASEC is to initiate, facilitate and coordinate ASEAN stakeholder collaboration in
realizing the purposes and principles of ASEAN as reflected in the ASEAN Charter.
In order to effectively fulfill its function in providing greater efficiency in the
coordination of ASEAN organs and implementation of ASEAN Programs and
Projects, ASEC needs to be equipped with sufficient tools and up-to-date technology
ASEC is the delegated repository of all ASEAN documents. Over the years, many
documents including legal instruments, agreements, protocols, blueprints, plan of
actions have been published through ASEAN Main Web Portal as well as Sub-
Domain web portal.
ASEC main portal www.asean.org and its subdomain websites are now becoming
one of attracted sites among net-citizen. Its consequences ASEAN Main portal and
its subdomain websites received quite large of access from various locations across
the world especially during ASEAN key events. Some access also contains of attacks
such as distributed denial of service that can make the websites down. As such, the
portal and its subdomains need a dedicated hosting place with full of security, auto-
failover and redundancy features.
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Page 3 of 13
Request for Proposal
2. OBJECTIVE
To hire dedicated Cloud hosting and Virtual data center service to host ASEAN
Main Portal and other ASEAN Subdomain websites
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Page 4 of 13
Request for Proposal
3. SCOPE OF WORK
The Selected Vendor shall provide Cloud Hosting services for ASEC with technical
specifications as follow:
1. Cloud Provider is a selected/ appointed company by one of principal (VMware/
Microsoft/ Citrix) which shows the respective company possess high competency
on Cloud Service
2. Possess and use their own technology (not to use 3rd
party Application) on the
infrastructure setup, storage as well as monitoring system
3. The technology support to do Hybrid Cloud using the same platform
4. Use Load Balancing with throughput 200 Mbps and possess Anti DDoS Feature.
5. Scaling up in a short time (less than 1 hour)
6. Provide dedicated bandwidth: 10 Mbps on IX and 1 GB on IIX (Up to)
7. Provide /29 Public IP
8. Use Tiering Storage Technology with 2 types of HDD, SSD and SAS
9. Possess and use at least 3 (three) data centers – redundant among each other
10. Provide Firewall on cloud
11. Provide 56 Core and 64 GB Memory of backend panel shareable among servers.
12. Provide 5 TB of storage
13. Virtual Cloud Machine has to be accessible through panel even when remote
desktop is not available
14. Provide and support Windows Server 2012 R2, Ubuntu, Debian and Cent
Operating systems
15. Provide Unlimited quota on data traffic
16. Provide Service Level Agreement (SLA) 99.9%
17. Setup 5 panel Hosting for 5 Virtual Machine Servers with the following
specification:
o 16 Core CPU; 16 GB RAM; 500 GB HDD;
OS: Linux
Webserver: Apache/NginX
o 16 Core CPU; 16 GB RAM; 1 TB HDD;
OS: Linux
Webserver: Apache/ NginX
o 16 Core CPU; 16 GB RAM, 300 GB HDD (Drive C), 200 GB HDD
(Drive D)
OS: Windows Server 2012 R2
IIS
SharePoint 2013
SQL 2014
o 16 Core CPU; 16 GB RAM; 500 GB HDD
OS: Windows Server 2012 R2
o 8 Core CPU; 8 GB RAM; 500 GB HDD
OS: Linux
Webserver : Apache/NginX
o Use the latest version of Ubuntu/ Debian/ CentOS on Linux Server
18. Do Migration process to transfer all content from previous hosting servers to new
cloud servers within 7 x 24 hours
19. Provide Full Support and monitoring service 24/7 during contract period
20. Provide/possess at least 2 (two) certified professional technical support from the
principal
21. Provide technical support team/developer in maintaining and developing ASEAN
websites, on the infrastructure part.
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Page 5 of 13
Request for Proposal
22. Provide Monitoring Alert System via Email when usage of resources reaching
80% (Memory, Processor and Storage) in every server
23. Provide Weekly Offline Backup over the platform. 1 Offline Backup in every
week and send the copy to ASEAN Secretariat every month.
24. Provide Real time backup mirroring feature
25. Provide CPanel and WHMCS ready for Linux based server
26. Provide IIX for windows based server
27. Provide MYSQL and SQL
28. Number of virtual machine is not limited as long as resources as mentioned in
item no. 11 and 12 are sufficient
29. 2 (two) years contract period
30. Agree to sign Non-Disclosure Agreement (NDA)
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Page 6 of 13
Request for Proposal
4. CRITERIA OF THE COMPANY
Any vendors who will be conducting business with ASEC are required to/should be:
Company with non-small category (SIUP non – kecil)
Be a registered company in Indonesia by providing evidence of legal documents
such as valid business license (Surat Izin Usaha Perdagangan – SIUP), Tax Payer
Identification Number (Nomor Pokok Wajib Pajak – NPWP); and other
supporting documents.
Cloud Provider is a selected/appointed company by one of principal (VMware/
Microsoft/Citrix) which shows the respective company possess high competency
on Cloud Service. Vendor shall provide evidence by submitting the letter of
appointment by one of the principals.
Provide at least three (3) referees from existing clients.
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Page 7 of 13
Request for Proposal
5. RFP REQUIREMENTS PROCESS
Interested company should submit a technical proposal and a financial proposal.
5.1 STRUCTURE OF THE DOCUMENT
The Technical Proposal should be no longer than 20 pages and contain among
others:
a. Brief information about the Company and contact information (Company
Profile);
b. A proposal on how it plans to fulfill the Terms of Reference of the project
including overall approach and methodology;
c. Proposed professional teams to carry out the activities
d. Work plan to deliver the project and all the expected outputs to be completed by
set deadline;
e. Names and addresses of at least three (3) references/clients.
5.2 RFP RELATED QUESTIONS/CLARIFICATIONS/SUBMISSION
All questions related to this RFP should be addressed to the following:
Procurement Unit Administration, Protocol and Conference Services Division
ASEAN Secretariat
Contact Person: Nella Susilani - [email protected]
Mutty Nareswari - [email protected]
Vendors must ensure that both Technical & Financial Proposal are delivered in
two sets (original and a copy) and received at the following address before the
tender closing date on Monday, 17 October 2016 before 16.30 WIB:
Chairman of Sub-Committee on Tender
Administration and General Administration Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia
5.3 RFP TERMS & CONDITIONS
5.3.1 Bid Expiration Date
The received tender proposals shall be valid until 31 December 2016.
5.3.2 Implementation/Delivery Schedule
The implementation of the contract shall start on 1 January 2017 – 31 December
2018
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Page 8 of 13
Request for Proposal
6. COMPLIANCE
In conformance to the ASEAN Secretariat’s Financial Rules and Procedures (AFRP), the
vendor shall submit Tender Bids in two sealed envelopes as follows:
1. First Envelope:
Technical Proposal which shall consist, among others, of the technical
specifications of the goods to be procured; delivery schedule; after‐sales
service/parts; list of contractor’s equipment; printed hardcopies of the duly filled
Appendix 1 and 1a ‐ Company General Information and List of Clients; and completed
Compliance Checklist as per Appendix 2; and
2. Second Envelope:
Financial Proposal which shall consist of the following sets of documents:
a. FIRST SET, which shall contain, among others, the bid amount; recurring and
maintenance cost; detailed estimates including a summary sheet indicating the unit
prices of construction materials; payments schedule; and
b. SECOND SET, which shall consist, among others, the company profile; business
name registration issued by appropriate government agency; authority of
signatory; valid business permit and other appropriate licenses; taxpayer
identification number; latest audited financial statements, track record which
includes testimonials from past and present clients on projects similar to the
project at hand; capability to undertake the project;
All documents not submitted in English shall not be entertained and quoted price in
the hardcopy submission shall be in Indonesian Rupiah.
Tender offers must be submitted in a sealed envelope clearly indicates the Title of
the Tender and the Name and address of the Company in each envelope.
The ASEAN Secretariat may, after the closing date, request additional information
or clarification of tenders in writing.
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Page 9 of 13
Request for Proposal
Appendix 1
Company General Information To be submitted together in the Technical Proposal
Company LEGAL Name:
Division or Subsidiary (if applicable):
Company Address:
City:
Province / State:
Country:
Postal Code:
Telephone:
Business Name Registration:
Tax Registration Number:
Valid Business Permit:
Company Contact: Telephone no.:
Title / Position: Fax no.:
E‐Mail:
Indicate number of years involved in similar business
Are you a subsidiary of a financial institution?
*If Yes, Please indicate your Holding Company
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Page 10 of 13
Request for Proposal
Appendix 1a.
Customer Reference To be submitted together in the Technical Proposal
Customer Details
Company Name
Company Address
Telephone Number
Fax Number
Contact Name
Project Title
Customer Details
Company Name
Company Address
Telephone Number
Fax Number
Contact Name
Project Title
Customer Details
Company Name
Company Address
Telephone Number
Fax Number
Contact Name
Project Title
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Page 11 of 13
Request for Proposal
Appendix 2 Checklist for the Completeness of Documents Submitted
The checklist must be used to ensure that you have provided all documentations for the tender. The
checklist must be signed and included in both envelopes of your proposals.
I. General Requirements
No. Description Checklist
1 Proposals shall be prepared in English
2 Proposals are submitted in two different envelopes
3 The envelope must be sealed and labeled accordingly.
i. Technical Proposal
ii. Financial Proposal
4 Title of the tender shall be put on each envelopes
II. Technical Proposal
No. Description Checklist
1 Technical Specifications of the service refer to the proposal
2 All required information have been addressed accordingly
3 Schedule of delivery
4 Manpower/consultant requirement
5 List of vendor’s equipment (if any)
6 Printed hardcopies of the duly filled Appendix 1 and 1a ‐ Company
General Information and List of Clients; and completed Compliance
Checklist as per Appendix 2
7 One original signed copy
8 One copy of technical proposal duplicate
III. Financial Proposal
No. Description Checklist
1 Offering is formulated in English
2 Bid amount
3 Payment schedule
4 Company profile
5 Copy Company Legal Documents, i.e.
i. Business Name Registration
ii. Valid Business Permit
iii. Tax Identification Number
iv. List of clients reference
v. Customer testimonials on the similar project
6 Latest audited financial statements
7 Authority of signatory
8 One original signed copy
9 One copy of Financial Proposal Duplicate
Provision of Dedicated Cloud Hosting – Virtual Data Center Service
Request for proposal Page 12 of 13
Appendix 3
Template for the Proposal Envelope
First Envelope – Technical Proposal
_________________________________________________________________________________________
_________________________________________________________________________________________
Company Name &
Address
Technical Proposal - Title of the Tender
Chairman of Sub-Committee on Tender
Administration and General Affairs Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia
Provision of Dedicated Cloud Hosting and Virtual Data Center Service
Page 13 of 13
Request for Proposal
Second Envelope – Financial Proposal
_________________________________________________________________________________________
________________________________________________________________________________________
Company Name &
Address
Financial Proposal - Title of the Tender
Chairman of Sub-Committee on Tender
Administration and General Affairs Division
The ASEAN Secretariat
Jl. Sisingamangaraja 70A
Jakarta 12110
Indonesia