Department for Community Development and Religion
Request for Quotations for Supply, Installation, and Support of Scale Computing Hyper-Converged Server Infrastructure
INVITATION TO QUOTE
Date: 23/03/2025
Project Title
Child Nutrition and Social Protection Project
Source of Funding (loan/credit/grant etc)
IDA Credit No. 7072
Contract Name
Supply, Installation, and Support of Scale Computing Hyper-Converged Server Infrastructure
Contract Ref
PG-DFCDR-451374-GO-RFB
1. This project is financed by the World Bank through the above credit. The Department for Community Development and Religion invites sealed quotations from eligible bidders for Supply, Installation, and Support of Scale Computing Hyper-Converged Server Infrastructure .
2. Eligible bidders should have experience in the supply of the captioned items of at least two contracts of the nature and complexity in Papua New Guinea (over the last five years) equivalent to the scope described in this Invitation and provide evidence of financial resources to successfully complete the contract.
3. A complete set of Request for Quotation (RFQ) documents in English Language will be provided to interested eligible bidders upon the submission of a written application to the address below.
5. Quotations must be submitted by email to: [email protected] with copies to [email protected] [email protected] on or before 18 April 2025 at 16:00hrs . Late quotations will be rejected.
REQUEST FOR QUOTATION
Date of Issue of RFQ: 23/03/2025
Project Title
Child Nutrition and Social Protection Project
Source of Funding (loan/credit/grant etc)
IDA Credit No. 7072
Contract Name
Supply, Installation, and Support of Scale Computing Hyper-Converged Server Infrastructure
Contract Ref
PG-DFCDR-451374-GO-RFB
Dear Bidder,
1. The Department for Community Development and Religion) hereby invites you to submit a quotation for the following services: Supply, Installation, and Support of Scale Computing Hyper-Converged Server Infrastructure.
2. To assist you in the preparation of your price quotation we enclose the necessary Terms of Reference/scope of work.
3. You may submit the signed Form of Quotation by email to: [email protected] with copies to [email protected] and [email protected] on or before 18 April 2025 at 16:00hrs . Late quotations will be rejected.
4. You must have experience as in the provision of services of at least two contracts of the nature and complexity in Papua New Guinea (over the last five years) equivalent to the scope described in this RFQ and provide evidence of financial resources to successfully complete the services of this contract. Evidence shall be in the form of audited financial reports for the years ending 2024 and 2023.
5. Each bidder shall submit only one quotation. All quotations submitted in violation of this rule shall be rejected.
6. In evaluating the quotations, the Employer will determine for each quotation the evaluated price by adjusting the price quotation by making any correction for any arithmetical errors as follows:
where there is a discrepancy between amounts in figures and in words, the amount in words will govern;
For Quotations with AS : where there is a discrepancy in the total and the sum of the line item amounts, the total shall be corrected.
if a Bidder refuses to accept the correction, their quotation will be rejected.
7. Your quotation shall be valid for a period of forty-five (45) days from 18/04/2025
8. Your quotation in English language shall be for the whole scope and based on a fixed lumpsum for the entire scope of work. Currency of quoted prices and payment shall be in Papua New Guinea Kina. The quotation shall include all duties, local taxes and other levies payable by the vendor in accordance with the local laws.
9. The Employer will award the contract to the Bidder whose quotation has been determined to be substantially responsive to this RFQ, has offered the lowest evaluated price quotation and is qualified to perform the services.
10. The terms and conditions of contract are attached to this RFQ.
11. Your quotation should be submitted by 16:00hrs on 18 April 2025
12. Further information can be obtained from:
Department for Community Development and Religion
Name of contact person: Mr. Benjamin Kia
Telephone: +675 7037 3583
E-mail: [email protected]
13. Please confirm by e-mail to the contact provided in paragraph 12 above, the receipt of this RFQ and whether or not you will submit the price quotation(s).
Sincerely,
Project Manager
STATEMENT OF REQUIREMENTS
Statement of Requirements
Supply, Installation, and Support of Scale Computing Hyper-Converged Server Infrastructure
Department for Community Development & Religion
Location: Waigani, National Capital District, Papua New Guinea
The Department for Community Development & Religion (DCDR) invites qualified ICT vendors to submit quotations for the supply, installation, and ongoing support of a Scale Computing Hyper-Converged Server Infrastructure.
Scale Computing Hyper Converged Infrastructure
3 Node Cluster with the below specifications
- HC5450D Chassis
- 2 x Intel Xeon Gold Processor
- 512GB RAM
- 3 x 3.84TB 3.5" NVMe SSD
- 9 x 8TB 3.5" SAS HDD
- 4-port 10Gb RJ45
- VMware vCenter standard with 5-year support
Operating System
-Windows Server 2025 Standard Edition
-300 User CALS
Top of Rack Switches Primary Site (2 Switches)
- Cisco 9200 Catalyst 1U
24port full POE, 4x 10G uplinks
Stackwise 160,160GB, C9200 stack-kit
Passive Copper Direct Attach
5 Years Hardware Warranty
Professional Services
- Node Installation and Network Configuration
- Documentation
Software Specifications
Virtualization support to host the local database environment (e.g., MySQL, PostgreSQL, or SQL Server).
Built-in tools for database synchronization with cloud infrastructure, including support for APIs, secure VPNs, and database connectors.
Integration with the Child Nutrition & Social Protection database to enable:
Real-time data synchronization between the local and cloud databases.
Secure data exchange using encryption protocols.
Data validation and integrity checks during synchronization.
Backup and disaster recovery tools to safeguard both local and synchronized data.
Advanced storage optimization features, including thin provisioning, deduplication, and compression.
4. Operational Requirements
Database Performance:
Support for high transaction volumes with low latency to ensure smooth operation of the local database.
Capability to handle concurrent read/write operations without performance degradation.
Operating Environment:
Rack-mountable form factor compatible with a standard 19-inch rack.
Remote monitoring and management capabilities for database administrators.
Energy Efficiency: Compliance with ENERGY STAR or equivalent standards.
Warranty and Support:
Minimum 3-year hardware warranty with next-business-day on-site replacement.
5. Additional Requirements
Infrastructure Compatibility:
Must support integration with existing cloud hosting environments used for the Child Nutrition & Social Protection database.
APIs or middleware support to enable efficient and secure data synchronization.
Documentation and Training:
Detailed documentation for the setup and maintenance of the local-to-cloud database link.
Training for DFCDR ICT staff on Windows Server Installation, configuration and Administration.
Training on managing the local database and troubleshooting synchronization issues.
Cables and Accessories: All required cables, rails, and accessories for installation must be included.
Professional Services
The proposal must include details of the Professional Services to be provided during the project implementation period, such as:
Implementation Services:
Comprehensive planning and execution of the system installation and configuration.
System integration with existing infrastructure.
Data migration services, if applicable.
Consultation and Advisory Services:
Expert guidance on system optimization and best practices.
Recommendations for technology improvements aligned with DFCDR's strategic objectives.
Training and Knowledge Transfer:
Structured training programs for DFCDR ICT personnel on the use and maintenance of the new infrastructure.
System Documentation:
Delivery of detailed technical documentation covering system architecture, configurations, and operational procedures.
Scope of Works and Project Implementation Plan
Scope of Work and Project Implementation Plan Requirements
As part of their submission, vendors must provide a comprehensive Scope of Works (SoW) and a detailed Project Implementation Plan that outlines:
Scope of Works (SoW):
A clear and concise description of the tasks and deliverables associated with the project, including:
Supply of all required hardware and software components.
Installation and configuration of the Scale Computing Hyper-Converged Infrastructure.
System integration, testing, and commissioning.
User training and knowledge transfer to DFCDR staff.
Project Implementation Plan:
A detailed timeline highlighting key project phases, milestones, and deliverables.
Resource allocation (personnel, tools, and expertise required at each phase).
Risk management strategies, including identification of potential challenges and proposed mitigations.
A communication and reporting plan to keep DCDR informed of project progress.
Specific deliverables tied to acceptance criteria.
Failure to provide a detailed Scope of Works and Project Implementation Plan as part of the submission will result in disqualification from consideration.
Vendors are required to structure their submissions in accordance with these requirements to ensure clarity and alignment with the project objectives.
PRICED SCHEDULE
[To be completed, signed and submitted by the Bidder as an attachment to the signed Form of Quotation]
Project Title: ______________________________
Contract Name: __________________________
Contract Reference Number: _________________
No.
ITEM/Activity
(as per STATEMENT OF REQUIREMENTS)
Amount (PGK )
1
2
3
……
Total Price
VAT (….%)
Grand Total including VAT
Authorized Signature: ______________________________________
Name and Title of Signatory_________________________________
_________________________________
Name of Bidder: _______________________________________
FORM OF QUOTATION
[To be completed, signed and submitted on Letterhead of Bidder]
Project Title: ______________________________
Contract Name: __________________________
Contract Reference Number: _________________
_________(Date)
To:_______________________________ (Employer’s Name)
_______________________________ (Employer’s Address)
_______________________________
We offer to execute the___________________________________________(name and number of Contract) in accordance with the Form of Contract and Statement of Requirements accompanying your Request for Quotation (RFQ) for the Contract Price of _________________________(amount in words and numbers) (______________ ) (name of currency)_____________,excluding VAT. We propose to complete the services described in the Contract within a period of four (04) calendar months from the Date of Signing of the Contract.
This Quotation and your written acceptance will constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any Quotation you receive.
We hereby confirm that this Quotation complies with the Validity of the Quotation required by the RFQ.
Authorized Signature: ______________________________________
Name and Title of Signatory_________________________________
_________________________________
Name of Bidder: _______________________________________
Address: _______________________________________
_______________________________________
Phone Number ___________________
Email address:
ATTACHMENT TO FORM OF QUOTATION
DETAILS OF BIDDER’S QUALIFICATIONS TO PERFORM THE CONTRACT
[To be completed, signed and submitted by the Bidder as an attachment to the signed Form of Quotation]
1. Experience as in similar contracts (over the last five years):
Contract No. 1
Contract title:
Description of the Services provided (include the description, nature and complexity similar to the services of this RFQ):
Contract period:
Final Contract Value:
Any other details:
Contract No. 2
Contract title:
Description of the Services Provided:
Contract period:
Final Contract Value:
Any other details:
2. Availability of Financial Resources:
The winning bidder should have adequate sources of finance to meet the cash flow requirements for at least 30% of the value of the services, in addition to requirements for services currently in progress.
Source of financing
Currency and Amount
1.
2.
3.
4.
Authorized Signature: ______________________________________
Name and Title of Signatory_________________________________
_________________________________
Name of Bidder: _______________________________________
FORM OF CONTRACT
Name of Country: ___________________________
Project Title: _______________________________
Source of Funding (loan/credit grant no.): _______
Contract Name: ___________________________
Contract Reference Number: __________________
This Contract is made this _______________ day of (insert month in words) ____________(insert year) ____between (insert the legal name of the Employer)_______________________________________on the one part (hereinafter called "the Employer") and _( insert the legal name of the bidder)__________ (hereinafter called "the Vendorr") on the other part.
Whereas the Employer has called for quotations for ( name and identification number of the contract ) ("the Services") and the Contractor has submitted a quotation for the Services and the Employer has accepted the Contractor’s Quotation dated ( Day/Month/ Year _____) for the execution and completion of the Services.
Now this Contract witnesses as follows:
The Vendorr hereby covenants to execute the services fully detailed in the Terms of Reference and in the Vendorr’s Quotation (Annex 1) which constitute an integral part of this Contract in a professional manner in accordance with the following Conditions of Contract:
The Employer reserves the right to terminate the contract due to unsatisfactory performance 10 days after giving a written notice.
The Vendorr will in all cases abide by the directions of the Contract Manager in charge.
The Vendorr completion period shall be Four (04) calendar months after signing of the Contract.
The Contract Price is fixed and no additional payments or deductions will be made for variations in quantities or scope of work.
The Law governing the contract shall be the applicable laws of ( Papua New Guinea )
Either party may terminate the Contract by giving a 14 days’ notice to the other for unforeseen events such as wars and acts of God such as earthquake, floods, fires etc. In such case the payments will be made for the completed works to the date of termination of contract.
The Vendorr is responsible for all taxes, duties, levies, customs duties, etc. in accordance with the laws of ( Papua New Guinea) which are already included in the unit rates or, except VAT.
Any disputes between the Employer and the Vendorr arising under or in connection with the Contract shall be resolved amicably. In the event the dispute remains unresolved, either party may refer the dispute to arbitration in accordance with ( Papua New Guinea ) Law No: ________ or jurisdiction at the Courts ( insert the name of the city where the Employer prefers the location of the authorized courts ).
In consideration thereof the Employer covenants to pay the Contractor the Contract Price of ____________________ (in words and figures) in the following manner and instalments:
(To be agreed between the Employer and the Vendorr)
3. Inspections and Audits
3.1 The Vendorr shall carry out all instructions of the Contract Manager in charge.
3.2 The Vendorr shall permit, and shall cause its Sub-providers to permit, the World Bank ("the Bank") and/or persons or auditors appointed by the Bank to inspect and/or audit its accounts and records and other documents relating to the submission of the Quotation to carry out the services and performance of the Contract. Any failure to comply with this obligation may constitute a prohibited practice subject to contract termination and/or the imposition of sanctions by the Bank (including without limitations determination of ineligibility) in accordance with prevailing Bank’s sanctions procedures.
Termination .
The Employer may terminate this Contract with at least ten (10) working days prior written notice to the Vendorr after the occurrence of any of the events specified in paragraphs (a) through (d) of this Clause:
(a) If the Vendorr does not remedy a failure in the performance of its obligations under the Contract within three (3) days after being notified, or within any further period as the Contract Manager in charge may have subsequently approved in writing;
(b) If the Vendorr becomes insolvent or bankrupt;
(c) If the Vendorr, in the judgment of the Employer or the Bank, has engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices (as defined in the prevailing Bank’s sanctions procedures) in competing for or in performing the Contract.
(d) If the Employer, in its sole discretion and for any reason whatsoever, decides to terminate this Contract.
Fraud and Corruption
If the Employer determines that the Vendorr and/or any of its personnel, or its agents, or its Sub-provider, consultants, Vendorrs, suppliers and/or their employees has engaged in corrupt, fraudulent, collusive, coercive or obstructive practices (as defined in the prevailing Bank’s sanctions procedures), in competing for or in executing the Contract, then the Employer may, after giving 7 days’ notice to the Vendorr, terminate the Vendorr's employment under the Contract and cancel the contract, and the provisions of Clause 4 shall apply as if such expulsion had been made under Sub-Clause 4(a).
In witness whereof the parties thereto have caused this Contract to be executed the day and year first before written.
________________________
Signature (on behalf of the Employer)
In the presence of: _______________________
(Signature of Witness)
Name and designation of Witness:
Name of the Vendorr;
___________________________
___________________________
Signature on behalf of Contractor
In the presence of:
_____________________
(Signature of Witness)
Name and Address of Witness: