KENYA COMMERCIAL BANK LIMITED - KCB Bank Group · PDF fileDisk-Based Data Backup ... This form...

Tender for an Enterprise Disk Backup and Archival Solution for KCB Ltd. Ref: IT/2013/Hardware

Infrastructure/Feb/2014. STRICTLY PRIVATE AND CONFIDENTIAL The copying and/or distribution of this

document in part or in whole is strictly prohibited without the prior authority of the Group Management of

the Bank.

KENYA COMMERCIAL BANK LIMITED

IT/March 2014 / Request for Proposal - Solution

for an Enterprise

Disk-Based Data Backup and Archival for KCB

Bank Ltd.

Release Date: 05 th March 2014

Last Date for Receipt of bids: 21st March 2014 at 3.00PM GMT+3

(in Nairobi)

Tender for an Enterprise Disk Backup and Archival Solution for KCB Ltd. Ref: IT/Feb-2014. STRICTLY PRIVATE AND

CONFIDENTIAL The copying and/or distribution of this document in part or in whole is strictly prohibited without the

prior authority of the Group Management of the Bank..

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Bid Registration Form

ISSUE OF RFP DOCUMENT TO PROSPECTIVE BIDDERS – Request for solution for the

implementation of an Enterprise Disk-based backup and Archival solution for the

KCB bank Group.

This form serves as an acknowledgement of receipt of the tender and participation.

This page is to be completed immediately on download and a scan copy e-mailed

to [email protected]. Firms that do not register their interest immediately in

this manner may not be sent the RFP addenda should any arise.

Table 1: Registration of Interest to Participate

Item Supplier Details

Name of Person

Organization Name

Postal Address

Tel No

Fax No

Email Address (this e-mail address should

be clearly written as communication with

bidders shall be through e-mail)

Signature:

Date

Company Stamp

mailto:[email protected]




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TABLE OF CONTENTS

1 GENERAL INFORMATION ..................................................................................... 5

1.1 Background ....................................................................................................... 5 1.2 Aims and Objective of the RFP ........................................................................ 5 1.3 Format of RFP Response and Other Information for Bidders.......................... 6

2 SECTION 2: EXISTING ENVIRONMENT.............................................................. 13

2.1 Core Banking Infrastructure overview ............................................................ 13 2.2 Wintel Systems ............................................................................................... 13 2.3 Branch Network and Subsidiaries .................................................................. 13

3 GENERAL REQUIREMENTS ............................................................................... 14

3.1 Integration with existing storage infrastructure ............................................... 14 3.2 Snap-shot retention and Array management requirements ........................... 14 3.3 Disk-based backup device requirements ....................................................... 16 3.4 Backup Software requirements ...................................................................... 17 3.5 Archiving software requirements .................................................................... 18

4 DETAILED TECHNICAL SPECIFICATIONS ........................................................ 20

4.1 Functional Requirements ................................................................................ 20 4.2 Non – Functional Requirements ..................................................................... 21 4.3 Enterprise Backup/Archive License Capacity:- .............................................. 23 4.4 Data Retention requirements: ......................................................................... 23 4.5 Backup and Recovery requirement ................................................................ 23 4.6 Applications support ....................................................................................... 24 4.7 Security requirements ..................................................................................... 25 4.8 Data backups retention requirements ............................................................ 25 4.9 Tape Library requirements.............................................................................. 25 4.10 Performance, Capacity, Management, and Data Protection Requirements . 27 4.11 Training ........................................................................................................... 29

5 EVALUATION AND COMPARISON OF BIDS ...................................................... 29

5.1 The Technical proposal .................................................................................. 30 5.2 The Financial proposal ................................................................................... 30

6 VENDOR RESPONSE .......................................................................................... 31

6.1 Selection criteria ............................................................................................. 31

7 INFORMATION REQUIRED ................................................................................. 32

7.1 Human resources ............................................................................................ 32 7.2 User and Reference Sites............................................................................... 32 7.3 Principal’s letter of authorisation..................................................................... 33 7.4 Copies of the last three years audited financial statements .......................... 33 7.5 Copy of the certificate of incorporation ........................................................... 33 7.6 Product brochures ........................................................................................... 33

8 GENERAL CONDITIONS OF CONTRACT ........................................................... 34

8.1 Introduction ..................................................................................................... 34




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8.2 Award of Contract ........................................................................................... 34 8.3 Application of General Conditions of Contract ............................................... 34 8.4 Bid Validity Period ........................................................................................... 34 8.5 Non-variation of Costs .................................................................................... 34 8.6 Performance Security ..................................................................................... 34 8.7 Delays in the Bidder’s Performance ............................................................... 36 8.8 Liquidated damages for delay ........................................................................ 37 8.9 Governing Language ...................................................................................... 37 8.10 Applicable Law ................................................................................................ 37 8.11 Bidder’s Obligations ........................................................................................ 37 8.12 The Bank’s Obligations ................................................................................... 38 8.13 Confidentiality ................................................................................................. 39 8.14 Force Majeure ................................................................................................. 39 8.15 Payment .......................................................................................................... 40 8.16 Service Level Agreements .............................................................................. 40

9 ANNEXURES ........................................................................................................ 41

9.1 Performance Security Form (format) .............................................................. 41 9.2 Supplier Questionnaire ................................................................................... 42 9.3 Directors details .............................................................................................. 44 9.4 Financial Information ...................................................................................... 44 9.5 Business Activities .......................................................................................... 45 9.6 Vendor support services ................................................................................. 46

10 Appendix .............................................................................................................. 47

a). Inventory ................................................................................................................ 47

b). KCB Kenya Data Volumes (Total capacity) ....................................................... 47 c). KCB Subsidiaries Data Volumes ........................................................................ 48




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1 GENERAL INFORMATION

1.1 Background

KCB Bank (hereinafter referred to as “the Bank”) is a leading commercial banking

group in the East African region, renowned for its diversity and growth potential. With

its Head Office in Nairobi, Kenya, the Bank has four subsidiary companies – KCB

(Tanzania) based in Tanzania, KCB (Uganda) based in Uganda, KCB (Rwanda)

based in Rwanda, KCB Sudan based in South Sudan and KCB Burundi based in

Burundi and planning to open more in the African region.

The Bank‟s vision is to be the preferred Financial Solutions Provider in Africa with a

Global Reach. To support the Bank‟s vision, in line with the current market trends

and increased customer service centricity, the Bank plans to acquire an Enterprise

Data Backup and archival system that will provide a disk based data protection

platform while addressing data growth by using technology for long term retention

of data and ensuring quick access for archived data.

Further the intended solution is expected to provide continuous data protection and

availability for the various enterprise systems in the bank while delivering the required

RTO / RPO levels.

This document constitutes the formal Request for Solution (RFP) for provision and

implementation of an Enterprise disk-based data backup and archival solution and

is being availed on an open tender basis to companies or organisations (hereinafter

referred to as “the respondent(s)”) which have expertise in data backup and

archival system and who are interested in submitting a response.

1.2 Aims and Objective of the RFP

The purpose of this RFP is to provide information to potential bidders on the detailed

functionality required by the KCB Bank for a Data Protection and Archiving software

and hardware solution.

The solution is expected to assist the Bank to increase productivity and efficiency in

data management, by achieving the following objectives:

(i) Reduce storage and backup management costs by leveraging on the

Banks‟s existing data storage investments more efficiently, and minimise costly

upgrades. The proposed solution should integrate with existing storage

seamless data backup management.

(ii) Ensure backup management process simplicity by eliminating manual

scripting and processes and automate data backup and archival tasks and

leverage on policy- based data protection and management processes.




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(iii) Ensure continuous data protection. Reduce backup and restore windows to

“FEW MINUTES” and enable any point-in-time recovery for information data as

well as integration between different storage tiers or vendor platforms to

reduce costs.

(iv) Keep mission critical data safely offsite by automating the complex and

tedious process of backup duplication to the off-site DRS and off-site media

management.

(v) Increase performance and efficiency. Achieve space efficient backups by

using archival and data de-duplication technologies to reduce on RTO/RPO

times in order to meet tight backup and recovery SLAs without deploying

huge amounts of hardware.

(vi) Deliver a high level of data integrity by providing wire-speed encryption to

secure the backup data whether stored on tape or disk using cryptography

to meet the legal regulatory requirements.

(vii) Ensure regulatory compliance and regulation, policies for data retention

on disk and tapes for extended stipulated period of 7 years .

(viii) To identify a strong partner/solution provider who has the capability to

deliver an Enterprise disk-based data backup and archival solution to

KCB‟s satisfaction for the bank‟s Enterprise business applications and

systems within a period not exceeding 8 weeks.

The section 11 – Appendix, gives a summary of the current installed inventory of the

backup infrastructure.

1.3 Format of RFP Response and Other Information for Bidders

1.3.1 The overall summary information regarding the Supply and implementation of

Enterprise Disk-based back-up and Archival Solution is given in section 2 –

Scope of Services and the summary in 1.2 Aims and Objectives. The bidder

shall include in their offer any additional services considered necessary for the

successful implementation of their proposal.

1.3.2 Proposals from bidders should be submitted in two distinct parts, namely

Technical proposal and financial proposal and these should be in two

separate sealed envelopes, both of which should then be placed in a

common sealed envelope marked:

“IT/March 2014/ Enterprise Disk-Based Backup and Archival Solution DO NOT

OPEN BEFORE Friday, 21st MARCH 2014 at 3.00 pm (GMT+3) Nairobi Kenya




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The two separate inner envelopes should be clearly marked “Technical

Proposal”, and “Financial Proposal”, respectively, and should bear the name

of the Bidder.

1.3.3 The Technical Proposal should contain the following:

Bidders, willing to be considered for Enterprise Disk-based Backup and

Archival Solution are expected to furnish the Bank with among others the

following vital information, which will be treated in strict confidence by the

Bank.

Provide a company profile as per supplier questionnaire in Annex 3.

The RFP response document duly signed as per ANNEX 5 – CERTIFICATE OF

COMPLIANCE

Approval licenses, by the various bodies for compliance, MUST be

included where applicable.

Audited financial statements of the company submitting the RFP bid, for

the last three years

Demonstrate capability and capacity to provide technical requirements

functional requirements and functionalities as per KCB requirements in

section 2.0

NOTE: The Financial proposal (MUST BE IN A SEPARATE SEALED ENVELOPE )

CLEARLY MARKED “ FINANCIAL PROPOSAL”

1.3.4 Clearly indicate the total cost of carrying out the solution as follows:-

a. The Supplier shall provide a firm, fixed price for the Original Contract Period. All

costs associated with the required system shall be included in the prices. Kindly

note that the cost should include supply, installation and commissioning of the

system inclusive of all freight charges and applicable duties and taxes (VAT and

withholding Tax).

Provide an itemized list of all items included and summarize your costs as shown in

the table below:-

b. Additional Cost to Complete. Provide an itemized list of any items not

included above by the Bank and related costs that Supplier deems

necessary to provide the information to meet the requirements specified

in proposal. Failure to provide said list shall not relieve the Supplier from

providing such items as necessary to meeting all of the requirements

specified in proposal at the Fixed Price Purchase Costs proposed.

1.3.5 Soft Copies for each proposal are to be provided in the standard

Microsoft Office suite of Programs or Adobe Reader and delivered

together with hard copy of the tender.NOTE that only the information




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on the Hard copy Bound bid document shall be considered as the

MAIN scource document.

1.3.6 Bidders are requested to hold their proposals valid for ninety (90) days

from the closing date for the submission. The Bank will make its best

efforts to arrive at a decision within this period.

1.3.7 Assuming that the Contract will be satisfactorily concluded, the bidders

shall be expected to commence the assignment after the final

agreement is reached.

1.3.8 The bid documents shall be addressed to the following address and

dropped at the tender box on 5th Floor, Kencom House, Wing B on or

before the closing date.

Head of Procurement

Kenya Commercial Bank

5th Floor Kencom House

P.O. Box 48400, 00100

Nairobi, Kenya

Please note that tenders received by facsimile or electronic mail will be

rejected.

1.3.9 If a bidding firm does not have all the expertise and/or resources for

the assignment, there is no objection to the firm associating with

another firm to enable a full range of expertise and/or resources to be

presented. The request for Joint Venture shall be accompanied with full

documented details of the proposed association.

1.3.10 In the case of a Joint Venture or Association, all the firms constituting

the Joint Venture or Association will be jointly and severally liable and

at least one firm in the Joint Venture or Association shall be financially

capable of meeting the contract requirements and potential liabilities

on its own and shall assume contracting responsibility and liability for

satisfactory execution of the assignment.

1.3.11 The contracting arrangements shall define clearly the responsibilities

and the services to be provided by each firm in the case of a joint

venture.

1.3.12 The Bank reserves the right to accept or to reject any bid, and to annul

the bidding process and reject all bids at any time prior to the award of




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the contract, without thereby incurring any liability to any Bidder or any

obligation to inform the Bidder of the grounds for its action.

1.3.13 The vendor‟s terms and conditions will not form part of any contract

with KCB in relation to this tender.

Canvassing is prohibited and will lead to automatic disqualification.

1.3.14 Cost of bidding

The Bidder shall bear all costs associated with the preparation and submission of its

bid, and the Bank will in no case be responsible or liable for those costs, regardless of

the conduct or outcome of the bidding process.

1.3.15 Clarification of Bidding Document

i. All correspondence related to the contract shall be made in English.

ii. Should there be any doubt or uncertainty, the Bidder shall seek clarification in

writing addressed to the Head of Procurement through e-mail to:

[email protected].

iii. Any clarification sought by the bidder in respect of the RFP shall be

addressed at least seven (7) calendar days before the deadline for

submission of bids, in writing to the Head of Procurement through the

same mail. iv. It is the responsibility of the Bidder to obtain any further information required to

complete this RFP.

v. Any clarification requests and their associated response will be circulated to

all Bidders.

vi. The last date for receipt of requests for clarifications from bidders is Friday 14th

March 2014.

The RFQ Clarification Template is as follows:-

Company Name:

Contact Person: (primary Supplier contact)

E-mail:

Phone:

Fax:

Document Number/Supplier

# Date Section/ Paragraph(2) Question

1

2

3

(1) Question (s) mailing Date.





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(2) From the KCB Document.

The queries and replies thereto shall then be circulated to all other prospective

bidders (without divulging the name of the bidder raising the queries) in the form of

an addendum, which shall be acknowledged in writing by the prospective bidders. Enquiries for clarifications should be sent by e-mail to: [email protected]

1.3.16 Amendment of Bidding Document

At any time prior to the deadline for submission of bids, the Bank, for any reason,

whether at its own initiative or in response to a clarification requested by a

prospective Bidder, may modify the bidding documents by amendment.

All prospective Bidders that have received the bidding documents will be notified of

the amendment in writing, and it will be binding on them. It is therefore important

that bidders give the correct details in the format given on page 1 at the time of

collecting/receiving the RFP document.

To allow prospective Bidders reasonable time to take any amendments into account

in preparing their bids, the Bank may at its sole discretion extend the deadline for the

submission of bids based on the nature of the amendments.

1.3.17 Deadline for Submission of Bids

Bids should be addressed to the Head of Procurement and sent for receipt on or

Before Friday 21st March 2014. Any bid received by the Bank after

This deadline will be rejected. Those submitting tenders or their representatives may

attend the tender opening of date and time of submission.

1.3.18 Responsiveness of Proposals

The responsiveness of the proposals to the requirements of this RFP will be

determined. A responsive proposal is deemed to contain all documents or

information specifically called for in this RFP document. A bid determined not

responsive will be rejected by the Bank and may not subsequently be made

responsive by the Bidder by correction of the non-conforming item(s).

1.3.19 Bid Evaluation and Comparison of Bids

Technical proposals will be evaluated and will form the basis for bids comparison.

Alltender responses will be evaluated in three phases:-

a. Preliminary evaluation that will determine administrative compliance.

b. Detailed technical evaluation to determine technical compliance and

support responsiveness of the vendor





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c. Financial evaluation to consider pricing competitiveness and the

financial capability of the vendors

Once the bids are opened, bid evaluation will commence

Sample Preliminary phase evaluation form

Item

No.

Item Description/Required Requirements Notes from

Supplier’s Bid

(Tick if

submitted fully,

cross X if not

submitted or

partial

submission)

1 Certificate of compliance (attached) Must submit

2 Certificate of incorporation or

registration.

Must submit

3 Copies of VAT, PIN, Ministry of Public

works approval,

Must submit all

4 Copies of Certified NSSF, NHIF returns for

the last recent 3 months

Must submit all

5 Attached copies of relevant

technical/CVs certificates of staff

Must submit relevant

to this project

6 Copies of Audit books of accounts for

the last 3 years i.e. 2010, 2011, 2012

Must submit

7 Complete address (Physical, postal,

telephone, facsimile and e-mail) for the

head office and all other registered

offices in Kenya

Must submit

8 Letter of accreditation by the principles Must submit

9 List of directors and principal officers of

the company

Must submit List of

directors and

shareholding ratio

10 Letter of no Objection from the suppliers

and or reference sites given

Must Submit

Does Supplier qualify to proceed?

(Yes/No)

Failure to submit any

of the above

disqualifies Supplier

from further

evaluation




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Note that vendors may be required to demonstrate their solution at their own cost.

The decision whether to invite any vendors to demonstrate their solution shall be at

the Bank‟s discretion.

a) A two-stage procedure will be adopted by the Bank for evaluating the

proposals, with the technical evaluation of all proposals received in time

being completed prior to any financial proposal being evaluated.

Technical proposals will be evaluated based on the following general areas:

i. A schedule showing whether the proposed solution meets each of the

objectives listed in section 1.2 and the requirements listed in section 4 & 5

with a brief description to confirm.

ii. The Proposed work plan on the basis of the vendor proposed time

schedule outlined .

iii. The name and brief qualifications and experience of the person(s) who will

implement the solution.

The Financial proposal shall clearly indicate the total cost of carrying out the

project, but should be broken down to the elements as outlined in RFP

requirements section 4 and 5 and should show separately:

b) The bid documents, shall be addressed to

THE HEAD OF PROCUREMENT,

KENYA COMMERCIAL BANK LIMITED,

KENCOM HOUSE WING- B 5TH FLOOR –PROCUREMENt , MOI AVENUE,

P. O. Box 48400-00100 GPO Nairobi, Kenya,

Tel +254 20 3270000

Fax +254 20 240977

NAIROBI, KENYA

[email protected]

„





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2 SECTION 2: EXISTING ENVIRONMENT

2.1 Core Banking Infrastructure overview

The bank‟s current infrastructure consists of mixed platforms infrastructure that

consists of:-

The NetApp storage system combined with an HP EVA 8100 storage system

installed at both the primary data center at Kencom house and the Gigiri

disaster recovery site.

HP 9100 series superdome as well as i2 blades servers for the Core banking

Application and database systems

The bank has setup identical platforms for the T24 core banking application and

other systems at both the Primary Data Center and the Disaster recovery sites.

Data replication happens at storage level via a dark fiber infrastructure. The current

installed storage capacity is approximately 120 TB per each of the Data Centers.

2.2 Wintel Systems

The Wintel systems run on a mixed environment of HP‟s Integrity & ProLiant industry

standard server as well as Cisco Unified Computing System platforms.

There are currently over 250+ servers virtualized using VMware Server Virtualization

hypervisor at both Primary Data Center as well as the Disaster Recovery sites for

various critical business applications.

The converged virtual infrastructure utilizes consolidate NetApp storage platforms

with redundancies for high availability with approximate installed capacity of 120TB.

2.3 Branch Network and Subsidiaries

The bank has over 185 branches in Kenya and has regional presence in Tanzania,

Uganda, Rwanda, Burundi and South Sudan. The total branch network is over 235

branches.

For Kenyan branches, each branch has MySQL database for the Core banking

application offline solution with at least 250 GB of data and growing.

The details for the subsidiaries connectivity will be availed during the pre-bid briefing

meeting.




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The proposed backup solution should provide a detailed design for integrating the

branch backups to a centralized management common technology platform.

The solution should be scalable to address all the Enterprise backup requirements

and in addition to archive the historical data for near-online access.

3 GENERAL REQUIREMENTS

3.1 Integration with existing storage infrastructure

It is required that the new enterprise data backup and archival solution be capable

of integrating with the snapshot capabilities of the NetApp storage platform that the

Bank uses for the production systems for both the Core Banking Application

(Temenos T24 System) as well as for the Wintel Systems running on virtualized

environment using VMware hypervisor.

This functionality should allow the scheduling and management of hourly, daily and

monthly snapshots (not clones) of all the production volumes in the KCB primary

data center environment. It is envisaged that the snapshots will be the first recovery

point should we experience corruption or data loss, and the software must be

capable of controlling the remounting or copy back of these snap shots to the

production volumes.

NB: Other snapshot schedules will be discussed and agreed with the various systems

admins during the implementation.

Further the backup solution should be capable of supporting snapshots replication

as well as support for VMware datastore snap-shots with individual file search

capabilities and different retention policies.

3.2 Snap-shot retention and Array management requirements

It is the bank‟s intention that snapshots will be kept until the end of the business day,

i.e. once nightly backups to disk have run successfully, the snaps can be purged. This

process must be automated and auditable for job success. For the daily, weekly




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and monthly snapshots the system should snap-vaulting to inexpensive disks and for

backups.

Further the infrastructure should support retention of snapshots for weekly and

monthly snapshots up to 6 months. The data will then be transferred to tapes for long

term retention (7 years).

The proposed solution should support WORM technologies for long term data

retention for integrity and legal compliance.




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3.3 Disk-based backup device requirements

KCB Specifications Vendor’s response

Backup storage device/Appliance

Should gave the following features:-

1. Disk based device should be Modular and scale out

design to allow more performance linearly

2 Automated health checks and logs collection for

fast case resolution

3 Support for 10GBE and 8GB Fibre channel I/O

connectivity

4. Offered disk based backup device should have

Tape Library support for data export for long term

retention

5. Deduplication support. For WAN optimisation on

remote backups and across data centres

6. Should have call Home auto-support feature

7. Redundant storage at both the OS level and target

disk storage level

8. Enterprise grade security to provide intrusion

prevention as well as audit logs

9. Future scalability support for 40GBE and 16GBE Fiber

Channel as HBAs become available

10. Should support policy based restricted access to

system resources

11 Fault tolerance in the offered disk based backup

device shall be achieved by active disk redundancy

technology with RAID level features and redundant

controllers if necessary

12 Call home auto-support feature

13 Support- 3 Year Comprehensive Support




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3.4 Backup Software requirements

KCB Specifications Vendor’s response

Backup software should at least meet the following

general requirements

1. Solution should be comprehensive to support multiple

server, storage platforms, hypervisors, databases as well

as applications. Provide details.

2 Centralised management and based on a flexible,

multitier architecture

3 Open storage support and integration with third party

snapshot solutions

4. Single solution for UNIX, x86, HPUX, Linux and VMware

environments/platforms

5. Single platform for backups and restores

6. Granular recovery support restores of individual

files/folders, emails, etc.

7. High available environment support for master staging

servers

8. Should have search capability for relevant data

9. Ability to set data life cycle polices to allow unique

retention periods for backed up data and snap-shots and

able to move data to archival media such as disk and

tapes in an automated manner

10. Able to configure backup schedules from a single

management console for the various media servers

11 Support for client side and target Deduplication to help

reduce the backup window

12 Should have replication functionality

13 Should support granular recovery for VMware environments, as

well as bare metal restore in physical and virtual environments

14 Instant recovery of VMs by booting VMs directly from backup

disk and use storage vMotion to restore




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3.5 Archiving software requirements

It is required that an archiving platform be put in place to allow old, stale

data to be removed from production Windows Files, Microsoft Exchange

email and Microsoft SharePoint stores, based on an aging policy to be

agreed with the Bank. This must be a single solution that does not require

separate silos of infrastructure to run, and it must be possible for end users to

retrieve their own data seamlessly from the archive (stub files or similar.)

It is preferred that the archiving solution be run and configured from a single

interface for the source areas of data namely:

Microsoft Exchange Server

Microsoft SharePoint Server

Microsoft Windows File data

It will be required that the archive data is also protected once data has been

removed from production and placed in the archive.

Further the solution should also provide a common Technology platform that

interfaces with archival solutions for relational databases namely:- Oracle,

SQL, MySQL and Sybase.

Vendors are asked to provide detail on what steps are required to ensure

that this data can be recovered should anything happen to the archive

storage (i.e. backup to tape integration with backup technology proposed

etc.)

3.5.1 Archiving requirements

Functional Features Vendors Response

Flexibility to accommodate business defined

retention criteria

Ability to address archiving of custom applications

using defined custom criteria

Ability to view archived data using reporting tools

Ability to schedule archive activities




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Ability to define business rules to govern data

retention

Ability to restore archived data from online archive

to production database based

Ability to provide complete read-only access to

archived data with minimal performance

degradation

Technical features Vendors Response

1 Archive processes must be re-startable in the event

of any failure

2 Ability to view the status of an archive process

3 Ability to pause or otherwise interrupt an archive

process

4 Ability to estimate run time for an archive process

5 Capability of the archived data to reside in

separate or same database as source while

maintaining full referential integrity

6 Must be able to run archive processes without

shutting down the database or adversely affecting

performance

7 Provide access to current & archived data via

reporting tools such as Toad, Business Objects, etc

8 Ability to integrate with 3rd party content

addressable storage, e.g. NetApp, EMC Isilon etc.

9 Ability to store data for online, nearline, and offline

access, should be able to migrate data between

the three areas

10 Ability to purge data from the archive according to

business rules

11 Ability to search offline data and restore records to

archive or production systems

12 Ability to define retention schedules for different

types of business objects

13 Should provide for a clear upgrade path as the

vendor evolves their solution

Implementation / Production Support / Maintenance

14 Must provide tools to determine impact of patches

on archived data

15 Must be able to upgrade archive application

software without major impact to production

system

Security Requirements




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16 All users must be authenticated and authorized

before getting access the system as well as backed

up data- Integration with Active Directory

17 Backup data must be encrypted when in

transmission and when at rest

18 Password should be minimum of six (6) characters/

support complex passwords

19 All user passwords must be encrypted, when stored

4 DETAILED TECHNICAL SPECIFICATIONS

4.1 Functional Requirements

Further to the above general requirements for the RFP in section 4, the proposed

solution is expected to provide the following functional requirements:-

1. The solution should integrate with the existing iSCSI, FC -SAN storage, NAS

storage environments with hardware based snap-shot technology for the

purposes of providing hourly recovery points of the production environment.

The hourly snapshots from 0600-2000hrs daily to remain available for 24 hours)

2. Ability to archive the unstructured file data, Microsoft Exchange data,

Microsoft Sharepoint data and other unstructured file data that has not

been accessed or modified in a defined period of time (say 2 months) to Tier

2 storage (with deduplication) for longer term retention and access.

3. Ability to backup the end of day snap shots to the existing deduplication disk

based infrastructure.

4. Ability to copy this backup and archive data to tape media in the production

site for offsite storage to comply with our audit requirements.

5. Ability to integrate with a Tape Library infrastructure

6. Ability to have application aware backups of the production data bases in

use at KCB i.e. MySQL, SQL and Sybase databases

7. Ability to provide integration with Oracle database for disk based backup

and recovery management.




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8. Ability to manage the replicated deduplicated backup and archive stores

when replicated to our Disaster Recovery site

9. Ability to recover replicated data to the DR servers in the event of a primary

site failure, or for DR testing.

10. Automate the backup process and provide reports (hourly, daily and weekly).

11. Ability to provide remote management , monitoring and management of the

backup system

12. Provide high availability and redundancy for the backup infrastructure

4.2 Non – Functional Requirements

In addition to the functional requirements above, the following non-

functional requirements should also be met:-

The vendor must provide a project manager with the necessary expertise

to oversee and perform the tasks required to ensure the successful and

timely implementation of the solution.

The vendor must provide a “To Be” logical diagram of the proposed

solution architecture

The vendor must provide a configuration/testing process for the solution

and assist with configuration/testing.

The vendor must provide a product life-cycle for their solution for 5 years

The vendor must provide a strategy for migrating the existing backups to

the proposed solution

The vendor must provide a strategy for migrating the existing data sets to

the proposed solution.

The vendor must provide a description of solution training proposed for

system administrators, user personnel and systems support staff




22

The vendor must fully document the solution .The documentation must

include management overview, detailed user instructions, technical

components, files, procedures etc.

The vendor must provide a software warranty of a minimum of 12 months

as part of the software license agreement. The warranty must warrant that

the software is free of major defects, operates in accordance to vendor

documentation and operates in accordance to vendor documentation

and provides function and performance as required by these

specifications.

The vendor must provide a hardware warranty of a minimum of 12 months

for any proposed hardware.

The vendor must provide evidence of a security Incident Response Plan

that include notifications and priority levels

The vendor must provide hardware recommendation with capacity

requirements for the total implementation of the proposed backup

solution to meet the bank requirements as specified in the RFP document

The solution must be scalable to meet current and future needs of KCB

Group.




23

4.3 Enterprise Backup/Archive License Capacity:-

A total of 50 TB front-end capacity for backup & 30 TB for Archive with

features fully licensed for dedupication (both at Source & target ),

compression, encryption, search, discovery & compliance (for Archive

solution), desktop/laptop backup options should be proposed.

The solution should be capable to backup branch servers to central Location

as well as replication of backup data between the primary data centre site

and the disaster recovery sites.

The solution should support reverse replication and have tight integration with

various storage vendors to manage snapshots replication.

4.4 Data Retention requirements:

Data that is archived needs to be maintained „online‟ for a period not less

than 2 years, with offline access from removable storage tapes to be

maintained for a period of 7 years.

Vendors are asked to detail how retention policy can be implemented to

meet this requirement with the proposed software.

4.5 Backup and Recovery requirement

The vendors should propose an Enterprise class backup and recovery

software solution that address the backup requirements for the bank‟s

environment as explained in Section 3 of the RFP

Vendors should detail what integration the proposed software has with

VMware and HPUX platforms including but not limited to the following:-

Ability to backup data on deduplication disk storage appliances




24

Ability to „backup from snap‟ i.e. integration with the NetApp storage

snapshot capability

Granular and VMDK level backup and recovery capability for virtual

machines

Reporting capabilities of the backup solution

Integration with Active Directory to eliminate dual role access

management

The vendors are expected to provide a complete Additionally the proposed

solution should to give experience based analysis on DeDuplication ratios

that should be expected specifying the target device or storage system that

will be used for the disk-based backup.

4.6 Applications support

Vendors should indicate all software components and agents required to

backup the virtual machines at vmdk level, granular file system level as well

as online backups for the SQL, SharePoint, Ms Exchange data, Sybase, Oracle

and MySQL databases.

The backup solution should provide support for-

Microsoft Exchange with advanced DAG configurations

Microsoft SharePoint – with granular recovery , compression and

deduplication

Microsoft SQL – for differential backups as well as snapshot backups

Oracle databases – with automated backup policies for oracle

instances

Support for VMware virtual infrastructure – the proposed solution should

have integration with VMware for granular recovery of virtual machines

files as well as backup of virtual machines snapshots. The tool should

have integration within VMware V-sphere and should support rebuilds




25

of virtual-to-physical (V2P) and physical-to-virtual (P2V) for instant VM

recovery.

Unstructured file data

4.7 Security requirements

The proposed solution must data encryption at the source, to help secure

data as it traverses the backup network. The solution should be capable

of encrypting data at the storage target. Further, the solution should use

Microsoft Active Directory for authentication, authorization and with rich

auditing and audit trail functionality and should be managed from a

single interface.

4.8 Data backups retention requirements

The retention requirement is that daily backups will be retained on disk for

one week, with a weekly full being retained for three months and a monthly

full being retained for at least 6 months. Vendors should detail how this

process is managed by the proposed software solution.

4.9 Tape Library requirements

The bank also intends to acquire 2 No. Tape Library with LTO5 drives – one for

each Data Center.

It is a fundamental requirement of this tender that the backup software be

capable of taking a copy of all backups to tape, and that the retention

policy applied to these tapes can be different to the retention on the disk

DeDuplication appliances.




26

The vendor should indicate whether the tape copies can be taken inline i.e.

at the same time as the backup to disk, or whether this is an offline process.

Further, a detail on how this process is managed with the proposed software

including whether or not DeDuplicated data is„re-inflated‟ when copied to

tape or whether the DeDuplication ratios can be maintained on tape should

be provided.

4.9.1 Minimum specifications for the Tape Library

Item Specifications Compliance

1 Offered Tape Library shall support Native data capacity of at

least 500TB uncompressed expandable 1PB (with

2:1compression ratios)

2 Tape Library shall provide web based remote monitoring

capability

3 The Tape Library unit shall be configured with FH/HH LTO5

drives and should have backward compatibility for LTO3

media

4 Tape Library shall be scalable to minimum of 16 drives within

the same library

5 Offered LTO5 drive in the Library shall conform to the

Continuous and Data rate matching technique for higher

reliability

6 Offered LTO5 drive in the library shall offer WORM support

and embedded AES 256 bit encryption

7 For optimal Performance, Tape Library shall provide native

8Gbps FC interface connectivity to SAN switches

9 Tape Library shall have GUI Management interface

10 Tape Library shall be supplied with software which can

predict and prevent failures through early warning and shall

also suggest the required service action

11 Tape Library should have at least 250 slots for backup media

with barcode reader

14 Tape library shall have at-least 5 Mail slots and shall be

scalable to more than 50 mail slots

15 Offered Library shall be provided with a hardware device like

USB key, separate appliance etc. to keep all the encrypted

keys in a redundant fashion

16 Supported Backup Software – Please specify

17 Maximum throughput (native)- Please specify

18 Supported Operating Systems. At least AIX, HP-UX,

Solaris, Windows, UNIX




27

4.10 Performance, Capacity, Management, and Data Protection

Requirements

Basic Storage

Requirements

The Storage System should offer 50TB usable storage capacity used

for Backup and 35TB for Archive workloads jointly with SATA & SSD

DISKS.

The total raw capacity of the system should not be less than 100 TB

Global memory of at least 96GB with the ability to extend

Advanced level of data protection allowing for 2 simultaneous drives

failure or a complete node/Controller failure with all drives attached to it

guaranteeing data availability all clients without any performance

impact

The storage system should support 1Gb/s & 10Gb/s and 8Gb on FC

Storage System

Architecture

Must be based on Scale-Out NAS architecture/technology for

ease of future upgrades

Scalable Storage System allowing growth to up to 5 times in a single

system without performance degradation

The Storage system should be able to both performance and capacity

in a linear fashion. All future upgrades should be able to increase both

Read & Write operation to a 40GB/s throughput

All capacity upgrades of the system should involve adding new drives,

processing power CPU, RAM Memory and front end ports

All storage nodes/controllers must be active, contributing in

performance and capacity of the system

The Storage system should support the move to new generation

nodes/Controllers online without involving changes in the configuration,

data migration from old to new hardware and without any interruptions

or business impact

The data Should be accessed through the network with either 1 or 10

Gigabit Ethernet allowing more flexible configurations & increased

performance when needed

The Storage system should be able to provide access a variety of

operating systems like UNIX, Windows standard protocols like CIFS,

NFS, HTTP and FTP. All protocols should natively be included without

hardware or licensing costs

The Storage system should allow mixing different drive technologies

SSD, SAS and NL-SAS in one file system, offering to the clients and

the applications a holistic view of both capacity and performance on the

system




28

Scalability &

File System

The file system should have the ability to automatically load balance all

the data across all nodes and drives in the system in order to eliminate

any single point failure & eliminate the need for any manual

intervention

The Storage system should be able to support multiple drives and

node/controllers failures without compromising the data or performance

degradation

Data Integrity,

Protection and

Availability

The Storage system should have file system journaling capabilities.

The Storage system stay online, and all data accessible in case of a

complete node/controller failure

The Storage system should support NDMP 2-Way or 3-Way for all

backups to tapes and restores of any parts of the file system. Fiber

channel connectivity to the tape library should be supported either

directly or through a SAN network

Support of the major enterprise backup software’s

Advanced

Features of the

Storage System

Support of Auto Tiering technology between different Tiers within a

single file system. Auto Tiering allows data to move from one Tier to

another allowing data life cycle management. Data is moved depending

on its age, last accessed time, its type and the rate the application

access this data

Include the Snapshot feature allowing an unlimited number of

Snapshot on the whole system for data protection

o Ability to restore from a Snapshot

o Ability to schedule the creation and deletion of the Snapshots

Include the replication feature for disaster recovery setup

o Supports LAN / WAN replication

o Bloc replication between storage systems with file system

consistency

o Supports failover and failback

o Supports automatic recovery of the replication in case of link

failure between both sites

Support WORM like features for data protection and compliance

Support advanced reporting features allowing real time performance

analysis, capacity trending and capacity planning




29

Management

Management of the storage system interface should be either a web

GUI or command line CLI

Support of SNMP protocol for notifications setup

The Storage system should allow authentication through standard

Active directory for hardened security

The storage system should support remote monitoring capabilities like

Call home or advanced proactive monitoring offered by the vendors

whenever alarms are reported

Service-level compliance and chargeback – Threshold-based reporting

to help ensure service level compliance and the ability to consolidate

and allocate costs across backup and archive services using pricing

models that are defined to help meet the business need

Implementation,

Warranty &

Support

Storage implementation and configuration are the responsibility of the

storage manufacturer

3 years warranty on provided storage systems including labor and

spare parts

Storage manufacturer should be responsible for delivering the support

and managing the spare parts stock locally

4.11 Training

Bidders MUST include in their proposal training for upto 8 KCB staff to support the

Enterprise backup solution. Bidders should include costing for training credits

required for relevant training on the proposed solution.

All costs for travel and accommodation charges for the relevant training modules if

not available locally should be clearly indicated and included.

5 EVALUATION AND COMPARISON OF BIDS

A two-stage procedure will be adopted for evaluating the proposals, with Technical

proposals will be evaluated prior to the evaluation of the financial bids.

Financial bids of firms whose technical proposals are found to be non-qualifying in

whatever respect may be returned unopened.




30

5.1 The Technical proposal

Technical proposals will be evaluated on the basis of the requirements in sections 4

and 5. The bidder should therefore take special cognizance to provide relevant

details for the technical requirements, which will be based on the following:

A. Preliminary documents as requested for in the requirements brief. Bids that

do not meet this criterion will be disqualified.

B. The vendor‟s explicit confirmation of the capacity to deliver the technical

requirements listed above.

Preliminary information should include-

Company profile

Firm‟s general experience in the field of assignment as described in the

RFP document

Firm‟s financial capacity ( Attach copies of Audited Finance statements

for the last three years)

Technical specification of proposed solution against minimum

specification provided

Manufacturers authorizations and Certifications (if any)

After sales (service) capabilities and Proposed after sales support

structure

The qualifications and relevant experience of the personnel

Solution completeness to address the entire Bank‟s requirement as

specified sections 1.2 and 3.0 in the RFP document.

Rollout plan and delivery timelines

Regional Presence in Kenya

Overall Value Proposition

5.2 The Financial proposal

Financial evaluation will be done independently. It must include the following

minimum requirements

i. Equipment and software costs - Total cost of equipment and installation, all

transportation, accommodation and, site preparation and actual system

configuration and commissioning

ii. All government taxes and charges should be included in the proposal.

iii. On-going license and support costs and training costs

iv. Any other relevant costs




31

Vendors are free to quote for solutions that offer a buy-back option for the current

installed backup infrastructure or propose solutions that will integrate to the current

installed backup infrastructure or both as options

The financial bid for each option should include the following.

1. Cost for Outright purchase as option 1

2. Lease option clearly indicating monthly rental fee payable as option 2

3. Buy back offer for the existing Tape Library Infrastructure (if offered)

The cost for each option should be shown separately. For the leasing option, the

lease period for all the equipment and related software will be THREE YEARS and

vendor‟s pricing should be based on this period. Vendors are required to give a total

cost breakdown showing how the quoted rental fee is computed under option 2.

Financial proposals that do not contain this cost breakdown will not be considered.

6 VENDOR RESPONSE

6.1 Selection criteria

Responses will be evaluated in a comprehensive manner against a range of

criteria, based on information gathered through the Request for Proposal. Some

of the evaluation criteria to be considered are:

Flexibility in terms of scalability, connectivity and monitoring options; fail-safe

security; a redundant, quality reliable infrastructure

Knowledgeable professional, technical, monitoring, and support staff

dedicated

Proven implementation ability of the supplier organisation in recommending

and delivering similar solutions

Methodology that details project management, quality, regulatory/legal

compliance and Insurance coverage

The vendor‟s ability to provide implementation and on-going support to the

Banks operations

Implementation Road Map




32

Quality reference sites with enterprise disk based backup solution and disaster

recovery abilities

Quality initiatives and certifications

Vendor corporate policies for BC/DR, security and audit controls

Financial capability

This list is not exhaustive. During the evaluation process, the Bank may request

clarification of responses from suppliers.

7 INFORMATION REQUIRED

To be completed in the appended format. This section sets out the minimum

information the vendor is requested to provide under the following headings:

Vendor profile

Functionality/Services offered

Personnel profile (attach)

Vendor support services

Data Centre Requirements

User & Reference Sites

Principal‟s letter of authorisation (attach)

Audited Financial Statements for 3 years (attach)

Certificate of Incorporation (attach)

Product brochures (attach)

Vendors should complete this section in the defined format attached in

annexure II

Vendors are encouraged to provide brochures to support the information

provided.

7.1 Human resources

Provide the organization structure of your firm and summarize the number of

employees in each department or function

Provide the resource structure for implementation and support of solution

required

7.2 User and Reference Sites

Please provide the following information related to at least three (3) institutions

where your solution has been successfully implemented.




33

1. Name of institution

2. Name and address of contact person including name, current

position/title, address, telephone, fax and e-mail address.

3. Country of incorporation

4. Location of the headquarters

5. Annual turnover during period of implementation (US$)

6. Brief description of project undertaken

7. Project duration

8. Date of implementation including start and end dates

9. Functionality implemented

a)

b)

c)

d)

e)

f)

g)

h)

i)

j)

10. Number of professional staff provided by your firm

Kenya Commercial Bank Limited undertakes not to contact any reference site

without obtaining your prior consent.

7.3 Principal’s letter of authorisation

Please attach the principal‟s letter of authorization, (MAF)

7.4 Copies of the last three years audited financial statements

Please attach copies of the last three years audited financial statements.

7.5 Copy of the certificate of incorporation

Please attach a copy of the certificate of incorporation.

7.6 Product brochures

Please attach technical and user product brochures.




34

8 GENERAL CONDITIONS OF CONTRACT

8.1 Introduction

Specific terms of contract shall be discussed with the bidder whose proposal

will be accepted by the Bank. The resulting contract shall include but not be

limited to the general terms of contract as stated below - from 6.2 to 6.16.

8.2 Award of Contract

Following the opening and evaluation of proposals, the Bank will award the

contract to the successful bidder whose bid has been determined to be

substantially responsive and has been determined as the best evaluated bid.

The Bank will communicate to the successful bidder its intention to finalize the

draft conditions of engagement submitted earlier with his proposals. After

agreement will have been reached, the successful bidder shall be invited for

agreement and signing of the contract agreement to be prepared by the Bank

in consultation with the bidder.

8.3 Application of General Conditions of Contract

These General Conditions shall apply to the extent that they are not

superseded by provisions in other parts of the Contract that shall be signed.

8.4 Bid Validity Period

Bidders are requested to hold their proposals valid for ninety (90) days from the

closing date for the submission.

8.5 Non-variation of Costs

The prices quoted for the service and subsequently agreed and incorporated

into the contract shall be held fixed for the contract period.

8.6 Performance Security

The Bank may require that after the receipt of an award of Contract from the

Bank, the successful Bidder shall furnish Performance Security to the Bank.

The performance bond amount will be thirty percent (30%) of the total bid

price before the bank can issue any LPO.

The performance bond will be valid for a minimum of 6 months.




35

Failure to comply with this requirement will void the tender award and the

bank at its sole discretion may award the tender to any other vendor




36

The Performance Security shall be in the form of a Bank guarantee issued

by a commercial bank operating in Kenya and shall be in a format

prescribed by the Bank and shall be submitted within 10 days of notification

of award.

The proceeds of the Performance Security shall be payable to the KCB

Bank Limited as compensation for any loss resulting from the Bidder‟s failure

to complete its obligations under the Contract.

The Performance Security will be discharged by the Bank not later than two

months following the date of completion of the Bidder‟s performance

obligations, and the Bank‟s acceptance of the final report as specified in

the contract.

8.7 Delays in the Bidder’s Performance

Delivery and performance of the Services shall be made by the successful

Bidder in accordance with the time schedule as per Agreement.

If at any time during the performance of the Contract, the Bidder should

encounter conditions impeding timely delivery and performance of the

Services, the Bidder shall promptly notify the Bank in writing of the fact of

the delay, its likely duration and its cause(s). As soon as practicable after

receipt of the Bidder's notice, the Bank shall evaluate the situation and may

at its discretion extend the Bidder's time for performance, with or without

liquidated damages, in which case the extension shall be ratified by

the parties by amendment of the Contract.

Except in the case of “force majeure” as provided in Clause 9.14, a

delay by the Bidder in the performance of its delivery obligations shall

render the Bidder liable to the imposition of liquidated damages

pursuant to Clause 9.8.




37

8.8 Liquidated damages for delay

The contract resulting out of this RFP shall be incorporate suitable provisions for

the payment of liquidated damages by the successful bidder in case of delays

in performance of contract.

All equipment and software must be delivered and implemented within 8

weeks after the bank issues an LPO. Any delayed installation and

commissioning of the equipment will attract a penalty of 2 percent of the cost

of the LPO value for installation for every week of late commissioning up to a

maximum of 4 weeks after which the bank will cancel the LPO black list the

vendor for at least three years and exercise its rights under the performance

bond.

Notwithstanding the provisions detailed in this section above, the bank reserves

the right to terminate the award at any time and take corrective measures as

necessary to protect the bank interests, which interest are solely determined by

the bank

8.9 Governing Language

The Contract shall be written in the English Language. All correspondence and

other documents pertaining to the Contract which are exchanged by the

parties shall also be in English.

8.10 Applicable Law

This agreement arising out of this RFP shall be governed by and construed in

accordance with the laws of Kenya and the parties submit to the exclusive

jurisdiction of the Kenyan Courts.

8.11 Bidder’s Obligations

The selected vendor will be responsible for the following:-

Implement an end-to end Enterprise disk-based backup and archival solution to

meet the objectives and functional requirements as stated above.

Suggest any upgrade(s) required to the existing infrastructure for successful

deployment of the required solution.




38

Ensure that there is minimal disruption to the banking operations during the

implementation of the proposed solution.

Address all aspects software/hardware licensing for the proposed solution to

meet the intended banks objectives and functional requirements.

Support and maintenance of the installed solution on agreed SLA basis in

conjunction with the bank‟s IT team to ensure optimal performance as per

the best practice industry standards.

Conduct training to the bank‟s IT team involved in the day- to- day support

for the installed solution.

Maintaining the system including deployment of necessary updates

Preventative maintenance including replacement of parts and breakages

Arrange for necessary insurance for equipment and solution software

subscription and licensing

The Bidder is obliged to work closely with the Bank's staff, act within its own

authority, and abide by directives issued by the Bank that are consistent with the

terms of the Contract.

The Bidder will abide by the job safety measures and will indemnify the Bank

from all demands or responsibilities arising from accidents or loss of life, the

cause of which is the Bidder's negligence.

The Bidder is responsible for managing the activities of its personnel, or

subcontracted personnel, and will hold itself responsible for any misdemeanors.

The Bidder shall appoint an experienced counterpart Project Manager for the

duration of the project. The Bank may also demand a replacement of the

manager if it is not satisfied with the manager‟s work or for any other reason.

8.12 The Bank’s Obligations

In addition to providing Bidder with such information as may be required by the

bidder to complete the Project, the Bank shall,




39

a) Provide the Bidder with specific and detailed information concerning Bank's

technical architecture, procedures and interfaces;

b) In general, provide all information and access to Bank's personnel;

c) Make available to the Bidder, for the Bidder's use in fulfillment of this

Agreement, conventional office facilities for use by the employees of Bidder;

and

d) Appoint a coordinator who shall arrange any access to its information and

staff required by Bidder for its performance under the contract.

8.13 Confidentiality

The parties undertake on behalf of themselves and their employees, agents

and permitted subcontractors that they will keep confidential and will not use

for their own purposes (other than fulfilling their obligations under the

contemplated contract) nor without the prior written consent of the other

disclose to any third party any information of a confidential nature relating to

the other (including, without limitation, any trade secrets, confidential or

proprietary technical information, trading and financial details and any other

information of commercial value) which may become known to them under or

in connection with the contemplated contract. The terms of this Clause 7.13

shall survive the expiry or earlier termination of the contract.

8.14 Force Majeure

a) Neither the Bidder nor Bank shall be liable for failure to meet contractual

obligations due to Force Majeure.

b) Force Majeure impediment is taken to mean unforeseen events, which occur

after signing the contract with the successful bidder, including but not limited

to strikes, blockade, war, mobilization, revolution or riots, natural disaster, acts

of God, refusal of license by Authorities or other stipulations or restrictions by

authorities, in so far as such an event prevents or delays the contractual

party from fulfilling its obligations, without its being able to prevent or remove

the impediment at reasonable cost.




40

c) The party involved in a case of Force Majeure shall immediately take

reasonable steps to limit consequence of such an event.

d) The party who wishes to plead Force Majeure is under obligation to inform in

writing the other party without delay of the event, of the time it began and

its probable duration. The moment of cessation of the event shall also be

reported in writing.

e) The party who has pleaded a Force Majeure event is under obligation, when

requested, to prove its effect on the fulfilling of the contemplated contract.

8.15 Payment

All payments will be made monthly in arrears within 45 days from receipt of

invoice Payment will be made to a KCB account and the successful bidder

will be required to maintain a KCB account if they do not have one currently

Service Level Agreements

8.16 Service Level Agreements

The resultant contract shall incorporate a suitable service level agreement. For

this purpose bidders are required to submit a pro-forma service level document

together with their bids. This should reflect what level of service will be offered,

escalations, expectations and measurement parameters.




41

9 ANNEXURES

9.1 Performance Security Form (format)

Know all men by these presents that we: 1. ..................................................................................... (Full name & address in block letters) PRINCIPAL 2. ..................................................................................... (Full name & address in block letters) SURETY are held firmly bound, jointly and severally, unto Kenya Commercial Bank Limited in the principal sum of United States Dollars ...................................................................................................for which payment well and truly to be made we bind ourselves firmly by these presents. The condition of the above obligations being that should the said <name of Bidder> fulfill his /their obligation/s under an agreement entered into between the Kenya Commercial Bank Limited, and themselves in respect of implementation of Enterprise Disk-backup and Archival Solution for Kenya Commercial Bank Ltd during the period ending ..................................................and not incur cancellation of the agreement for any cause whatsoever then the above obligation to be null and void; otherwise to remain in full force and effect. The validity of this guarantee expires on ............................................................................which is two months beyond the contract period (i.e. after submission and acceptance by the Bank of final report). ....................................................................................... PRINCIPAL (Signature) ....................................................................................... Principal’s Stamp SURETY (Signature)……………………………………….. SURETY’s Stamp……………………………………………. Nairobi this ................. of .............. two thousand and ............................ ( The following words should be inserted in the signatory’s own handwriting) “Good for the sum* of United States Dollars ........................................................” (*sum to be specified in words & figures)




42

9.2 Supplier Questionnaire

Bidders, willing to be considered for the tender for RFP are expected to furnish the Bank with

among others the following vital information, which will be treated in strict confidence by the

Bank.

Please note that this information should be included in the technical proposal of the bid.

Incomplete / insufficient information will lead to disqualification of the bid.

No Description Response

2.

Name of organisation (full corporate name and any relevant business name(s))

3. Date of incorporation (dd/mm/yyyy)

4. Certificate of incorporation number (please provide a copy of your incorporation certificate)

5. Postal address

6. Tel number

7. Fax number

8. E-mail address

9. Location of registered office including street/road

10. Name and address of main vendor contact person including name, current position/title, address, telephone, fax and e-mail address

11. Name and address of bankers

12. Name and address of insurers

13. Brief description of business

14. Key offices and their locations

a.

b.

c.

d.

e.

15. Global rating by renowned rating agencies (Provide evidence of the rating)

16. Number of professional staff (attach CVs key staff)




43


management

technical

BCM/DRP consulting

support

17. Number of your professional staff with more than 5 consecutive years’ experience in

management

technical

BCM/DRP consulting

support

18. Specify partners with whom you have strategic alliances in the following areas and also specify dates of commencement of the relationship. (Provide evidence of the relationship)

Backup software and solutions

Archival software and solutions

Hardware & Storage systems

Operating system platforms

19. Locations of successful implementations

20. Number of live sites in Africa

21. Number of live sites in Kenya

22. Total number of successful implementation sites globally1

23. Specify the total number of clients you have implemented for your solution

24. a) Name and location of the largest client in terms of functionality, subsystems, and interfaces

b) List functionality, subsystems, and interfaces supported

25. Specified Enterprise backup solution

26. Specified Enterprise archival solution




44


27. Financial Proposal Provide the following cost information taking into account the requirements in sections 1.2, 3, 4 and 5 above:- a) Payment / invoicing currency b) Country where the invoicing company will be domiciled c) Initial core license cost d) Optional and additional license costs e) Annual recurring license cost f) Maintenance and support costs g) Cost of chargeable enhancements h) Licensing cost, annual escalations / variations if any i) Available licensing methods for each module and

indicate your preferred method. Indicate whether licensing is based on VOLUME or number of agents/instances e.g. , hosted applications, etc.

j) Implementation costs k) Daily (or other period) consultancy and professional

services fee rates l) Per Diem rates m) Travel and accommodation policy and billing n) Onsite and offsite rates o) Taxes – local and others p) Any other costs

9.3 Directors details

Please provide the following details for all directors of your organisation:

Name Nationality Citizenship Shares held

1.

2.

3.

9.4 Financial Information

No. PARTICULARS

1

What was your turnover in the last two

years? …………

for year ended

--/--/----

………

for year ended

--/--/----

2

Has your organization met all its obligations to pay its creditors and staff

during the past year? Yes / No

If no, please give details

3 Have you had any contracts terminated for poor performance in the

last three years, or any contracts where damages have been claimed

by the contracting authority?

Yes / No




45

If yes, please give details:

4

What is the name and branch

of your bankers (who could

provide a reference)?

Name:

Branch:

Telephone Number:

Postal Address:

Contact Person Name:

Contact Position

Contact E-mail:

5

Provide a copy of the following

A copy of your most recent audited accounts (for the last two years)

A statement of your turnover, profit & loss account and cash flow for the most

recent year of trading (for the last two years)

A statement of your cash flow forecast for the current year and a bank letter

outlining the current cash and credit position.

9.5 Business Activities

No. PARTICULARS

1

What are the main business activities of your organization? i.e. Manufacturer, Assembler, Distributor,

service centre, retailer, (please specify).

2

How many staff does your organization have? ............

Indicate the number under each category

i. Technical (Permanent………, Temporary……)

ii. Semiskilled (Permanent……., Temporary……..)

3 Please generally describe the experience and expertise your organization possesses that will enable

you to effectively and efficiently undertake the work you are bidding for, as required by KCB.

Attach you company organogram (organization chart) with emphasis on the job you are

bidding for.

Attach CV‟s of key staff

4 Please submit a declaration that all staff within your organization that are or will

Be involved in the project are or will be permitted to work within your

organization under the laws of Kenya or the laws of the country in which it is established.




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9.6 Vendor support services

Please provide the following:

Training

Details of training offered

Location of training

Implementation support

Specify nature of support offered globally Location Office name,

location,

telephone,

key contact

name

Nature of

support

Support required for key user staff

Help line facility

Brief description of facility

Problem handling channels

Specify ability to provide user support in

multiple languages (English, French, other)

Average response time for support activities

Priority /Severity Level Response Time

Emergency:

System malfunction (configuration bug) , media server, ETL or

storage appliance down

Urgent:

System or site functioning improperly or at less than optimal

performance

Standard:

Non-critical; server or site is functioning normal, but we require

information or assistance on our services, wish to schedule

maintenance outages, or any other non-immediate tasks




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10 Appendix

a). Inventory

The bank has currently two backup tape libraries, HP EML 103e. Both libraries are connected into the SAN and zoned to all servers.

Descrpition Primary Site DRS Site Library model EML 103e (HP) – AG104B EML 103e (HP)- AG104B No. of drives 4 4 Drive type Ultrium 960 (LTO3) Ultrium 960 (LTO3) No. of slots (including mailslots)

246 246

No. of internal slots 230 230 Capacity (compression 2:1)

180TB 180TB

Teoretical speed (compression 2:1, 4 drives)

2.2TB/had 2.2TB/hod

Serial No. GB8074018S

GB8074018R

Backup Software HP OpenView Storage Data Protector 6.2

HP OpenView Storage Data Protector 6.2

b). KCB Kenya Data Volumes (Total capacity)

No. SYSTEM DATA VOLUME

PROJECTED GROWTH

(2yrs)

1 T24 CBS 20TB 100TB

2 Sybrin 2TB 5TB

3 ATM and Card Systems 5TB 15TB

4 CQ 1TB 5TB

5 SWIFT 500GB 1TB

6 Corona 500GB 1TB

7 Treasury Systems 1.5TB 3TB

8 Exchange 5TB 10TB

9 QuickPay 250GB 750GB

10 Mobi Systems 10TB 20TB

11 Oracle Financials 5TB 15TB

12 Datawarehouse 10TB 50TB

13 Money Transfer Systems (MTS) 3TB 10TB

14 Agency Banking 10TB 30TB




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No. SYSTEM DATA VOLUME

PROJECTED GROWTH

(2yrs)

15 Banking Channels (Helb, SMS) 7TB 3TB

16 Active Directory 1TB 4TB

17 Sharepoint 10TB 30TB

18 AML 7TB 20TB

19 LMS 1TB 2TB

20 File Server 5TB 20TB

21 Voice Systems- UC, Voice

Recorder 5TB 10TB

22 DLP 4TB 15TB

23 Balanced Score Card 3TB 10TB

24 LanSupport System 1TB 2TB

25 NOBS 5TB 20TB

26 IBanking 6TB 20TB

27 ESB 2TB 5TB

28 Application Testing system 2TB 5TB

29 CIC 5TB 20TB

30 Branch Data (per branch) 750GB 3TB

31 ENMS 2TB 5TB

c). KCB Subsidiaries Data Volumes

SYSTEMS DATA VOLUME PROJECTED GROWTH (2yrs)

KCB RWANDA

Exchange2010 500GB 1.5TB

Shared files 550GB 1.5TB

Quick Pay 15GB 45GB

HR Master 20GB 50GB

TMG 40GB 60GB

Branches DC & shared files (12) 150GB 300GB

Blackberry Sever 20GB 50 GB

Billing system 25GB 30GB

RIPPS Server 30GB 60 GB

Voice Recorder 40GB 100 GB

KCB TANZANIA

MIPS 14 GB 50 GB




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SYSTEMS DATA VOLUME PROJECTED GROWTH (2yrs)

Payroll 10 GB 30 GB

Quick Pay 5 GB 15 GB

Exchange & DC 1.1 TB 2 TB

Shared Files 300 GB 600 GB

Branch per Branch 50 GB 100 GB

KCB UGANDA

Exchange 750 GB 2.5 TB

Other Servers 750 GB 1.5 TB

Sybrin 45 GB 100GB

File Server 450 GB 750 GB

Branches (Volumes Per Branch) 40GB 100 GB

KCB SUDAN

HR/Payroll system 20GB 60GB

Voyager/Western Union 10GB 30GB

Quick Pay 40GB 500GB

Documents – File Server 70GB 1.5TB

Thomson Reuters system 20GB 100GB

Branch Data – Per Branch 30GB 100GB

No. of branches Per Subsidiary

a) KCB Kenya – 185 branches + 2 Data Centers

b) KCB Burundi – Headquarter + 2 branches

c) KCB Rwanda – Headquarter + 12 branches

d) KCB Tanzania - Headquarter + 10 branches

e) KCB Uganda - Headquarter + 14 branches

f) KCB Sudan - Headquarter + 20 branches




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