Appointment of a qualified and experienced bidder for the supply, architecture, implementation including licensing, support and maintenance of an electronic faxing solution for a period of 5 years Briefing Session : 02 JUNE 2017 @ 10H00 RFB : RAF/2017/00026 Closing Date : 14 JUNE 2017 @ 11H00

1. Welcome and Introduction 2. Background 3. Scope of Work 08/07/2010 AGENDA 1. Welcome and Introduction 2. Background 3. Scope of Work 4. RFB Timelines 5. Bid Evaluation 6. Pricing Schedule and BBBEE 7. RFB submission and contact details 8. Q&A

Welcome and Introduction Procurement SCM REPRESENTATIVE – SHADI MATLOU ICT ICT REPRESENTATIVE – MOGOMOTSI MODIBANE LIVHUWANI TSHIVHASE ATTENDANCE REGISTER!!!!!

1. Welcome and Introduction 2. Background 3. Scope of Work 08/07/2010 Table of Contents 1. Welcome and Introduction 2. Background 3. Scope of Work 4. RFP Timelines 5. Bid Evaluation 6. Pricing Schedule and BBBEE 7. RFP submission and contact details 8. Q&A

BACKGROUND BACKGROUND TO THE PROJECT The Road Accident Fund employs about 2 800 users. 90% of the users access business systems and applications via Citrix whilst 10% access systems locally from their fat client computing devices. The ICT Department considers information and the secure distribution thereof as a strategic enabler to the business of the RAF. The purpose of this bid is to propose an electronic faxing solution which will enable users to send and receive electronic faxes and be able to integrate to the claims applications, SAP and Exchange systems. The bid is not limited to an on premise solution. Off-site solutions are also welcome. Organisational Technological Set-up The RAF has the following tiers of operations: • Head Office ; and • Regional Offices. Summary of Technological Set-up • Client computing  Thick clients with Windows 8 and 10 Operating Systems  Thin clients with Windows XP and 8 embedded • Server Operating System  Windows 2008 and 12 Operating Systems • Data Centres  Production Data Centre (Midrand)  Disaster Recovery Data Centre (Rosslyn).

Applications Applications  Emails system (Microsoft Exchange 2010)  SAP ERP  Citrix (Middleware)  Microsoft Outlook Client • Network  MPLS (six regional branches are connected to the Head Office production and Disaster Recovery Data Centres via the MPLS network.)  There are two internet breakouts, available at the Head Office and the Disaster Recovery Site.  The RAF owns about 2 700 fax lines.  The RAF currently uses 087 numbers that talk to toll free, shared call, physical fax line and phantom numbers.  Latest fax volumes as they stand: February 2017: Inbound: 2 418 and Outbound: 14 614

RAF Business Objectives The RAF Business Objectives Are: • Confidentiality: ensuring that sensitive information is accessible only to those authorised to have access – keeping sensitive data confidential; • Integrity: safeguarding the accuracy and completeness of information and processing methods – input of data into systems, the processing of data, and the security of data over time to make sure no unauthorised changes occur; • Availability: ensuring that authorised users have access to information and associated systems and technologies in a timely fashion when required; • Green ICT reduction of paper; and • Reduction in cost-related overheads such as fax paper, cartridges and machine maintenance of physical machines would be reduced.

SPECIFICATION REQUIRED SPECIFICATION REQUIRED The ICT Department requires a service provider for the supply, architecture and implementation, including licensing, support and maintenance of an Electronic Faxing Solution at the RAF with the following minimum key features and capabilities: 5.1. Capabilities: • Compliance through auditability; • Reduce document delivery time; • Secure distribution of information; • Mobility (accessible through the Web); • Client access utility (accessible from client machines/devices); • Solution to run from virtualised platforms (virtualised servers); • Solution must be IP based (Fax over IP) and not Analogue; • Faxing Archiving solution; and • Least cost-routing functionality

Integration 5.2. Integration;  SAP ERP System;  Microsoft Active directory;  Microsoft Outlook 2010/2013/2016;  Microsoft Exchange 2010;  Office 365 Exchange online (future requirement);  MFP faxing

Reporting and Training 5.3. Reporting:  Event tracking;  Utilisation of resources, i.e CPU, Memory and Disk;  Billing report;  Usage report; and  Uptime/availability report. 5.4. Training:  Training and knowledge transfer for the RAF support teams; and  Support engineers/personnel should hold product certification(s) to demonstrate their competence.

SCOPE OF WORK 6. SCOPE OF REQUIREMENTS The bidder must be accredited, within South Africa, to supply, architect, implement, support, maintain and license the proposed solution. 6.1. The bidder will be required to supply, architect and implement the solution as well as license, support and maintain it for a period of five years as indicated below:  Complete due diligence of the RAF environment, including a full architecture of the solution;  Project Management and implementation of the solution;  The bidder must operate the solution for a period of three months after implementation into production;  The bidder must transfer skills and knowledge to the RAF operational team, including all relevant documentation and support manuals as part of the handover to RAF post implementation;  All licences for the solution;  The bidder must include formal training for administrators and end-users;  The bidder must support and maintain the solution in line with the RAF SLA as per paragraph 6.3 below (384 hours per year); and  The solution must be able to run on a virtualised environment (virtual servers)

SLA requirements 6.2. The service provider must adhere to the following SLA requirements: Category Response Resolution Priority 1 Urgent 15 minutes 1 hour Priority 2 High 30 minutes 2 hours Priority 3 Medium 45 minutes 6 hours Priority 4 Low 60 minutes +10 hours

Right Fax solution SLA Definitions 6.2.1. Priority 1 - Critical” means: • the malfunction and/or degraded services of the Right Fax Solution which:  limits access control functionality to ICT systems the solution integrates to; or  limits access control functionality to the solution itself; or  disables or prevents access to any ICT systems the solution integrates to; or  disables or prevents access to the solution itself; or  renders any strategic element of the solution unusable, with data loss or corruption; or • the above refers to 50% of users affected and/or any administrator. 6.2.2. “Priority 2 - High” means: • the malfunction and/or degraded services of the Right Fax Solution which affects 50% or less Users and/or any administrator as per priority 1 above; or • the error has a serious impact on Right Fax Solution usage. The system is still usable but will not execute commands promptly.

6.2.3. “Priority 3 - Medium” means calls that are affecting Right Fax Solution which do not fall into priority 1 or 2 above, but need to be resolved within 1 day. 6.2.4. “Priority 4 - Low” means Right Fax Solution service requests that can take longer than one (1) day (e.g. projects, developments, procurement).

. Welcome and Introduction 2. Background 3. Scope of Work 4. RFB Timelines 5. Bid Evaluation 6. Pricing Schedule and BBBEE 7. RFB submission and contact details 8. Q&A

RFB Timelines ACTIVITY DUE DATE Tender documents on RAF website 19 MAY 2017 RFB Advertisement in Government Bulletin Compulsory briefing session 02 JUNE 2017 Questions relating to RFB Answers to be uploaded on the RAF website 07 JUNE 2017 @ 12H00 09 JUNE 2017 @ 16H00 RFP Closing Date 14 JUNE 2017 @11H00

Table of Contents 1. Welcome and Introduction 2. Background 3. Scope of Work 4. RFP Timelines 5. Bid Evaluation Process 6. Pricing Schedule and BBBEE 7. RFP submission and contact details 8. Q&A

EVALUATION CRITERIA Phase 1: Initial Screening Process and evaluation on mandatory requirements: At this phase bidders’ responses are reviewed to check if they have responded according to the RAF RFB document. (Bidder(s) who complies/comply with the screening process will be evaluated on the mandatory requirements). Phase 2: Evaluation of bid responses as per the evaluation criteria specified in the RFB document, i.e. functional/technical requirements. (Bidder(s) who met the mandatory requirements will be further evaluated for technical/functional criteria). Phase 3: Price and B-BBEE evaluation of bids. (Bidder(s) who scores/score 75 or more points out of 100 points allocated at technical evaluation will be further evaluated on price and B-BBEE.

TECHNICAL EVALUATION REFER TO PAGE 62 OF THE TENDER DOCUMENT

1. Welcome and Introduction 2. Background 3. Scope of Work 08/07/2010 Table of Contents 1. Welcome and Introduction 2. Background 3. Scope of Work 4. RFP Timelines 5. Bid Evaluation 6. Pricing Schedule and BBBEE 7. RFP submission and contact details 8. Q&A

REFER TO PAGE 69

1. Welcome and Introduction 2. Background 3. Scope of Work 08/07/2010 Table of Contents 1. Welcome and Introduction 2. Background 3. Scope of Work 4. RFB Timelines 5. Bid Evaluation 6. Pricing Schedule and BEE 7. RFB submission and contact details 8. Q&A

TENDER BOX Bid Submission 08/07/2010 Bid Submission Bidders must submit 1 copy of original file and 1 duplicate (Original and a Duplicate) Original 1 1 Duplicate + + Duplicate TENDER BOX RAF,420 Witch Hazel Avenue, Block F Ground Floor, Eco Glades, Centurion. CLEARLY MARKED “ ELECTRONIC FAXING SOLUTION” Any enquiries must be referred, in writing via email to: shadim@raf.co.za Sign bid submission register…