Claim Goethe Institut Claim Goethe Institut

South Africa

TENDER IT SERVICES

ABOUT THE GOETHE-INSTITUT

The Goethe-Institut is the cultural institute of the Federal Republic of Germany with a global reach.

 

We promote knowledge of the German language abroad and foster international cultural cooperation. We convey a comprehensive image of Germany by providing information about cultural, social and political life in our nation. Our cultural and educational programmes encourage intercultural dialogue and enable cultural involvement. They strengthen the development of structures in civil society and foster worldwide mobility.

With our network of Goethe-Instituts, Goethe Centres, cultural societies, reading rooms and exam and language learning centres, we have been the first point of contact for many with Germany for over sixty years. Our long-lasting partnerships with leading institutions and individuals in over ninety countries create enduring trust in Germany. We are partners for all who actively engage with Germany and its culture, working independently and without political ties. www.goethe.de/joburg

TERMS OF REFERENCES

The Consultant has to provide one IT expert who will be on-site permanently in the Goethe-Institut Office, in 119 Jan Smuts Avenue, Parkwood 2193, Johannesburg, (hereinafter called Goethe-Institut) on a daily basis Monday to Thursday from 08:30 to 17:00 and Friday from 08:30 to 14:30. Office space and equipment will be provided. Stand-in during leave and sickness must be provided by consultant. Overview of office closure due to public holidays will be communicated on an annual basis by the Goethe-Institut.

The consultant is responsible for maintaining and ensuring the operability of the existing ICT systems, providing desk support, trouble shooting, server maintenance, regularly updating computer software and programs, providing technical assistance to projects of Goethe-Institut in South Africa for ICT related questions/problems.

In particular, the consultant is responsible for following tasks, including, but not limited to:

ICT Operations and Maintenance

  • Ensure existing ICT systems operate and function correctly.
  • Regularly update and maintain computer software and hardware.
  • Provide technical support for projects and programs, addressing ICT-related questions and issues.
  • Update IT documentation for audit purposes.
  • Implement and comply with existing Goethe-Institut ICT standards and policies in coordination with the Regional Director of Administration and the Head of Administration of the Goethe-Institut (hereinafter referred to as “IT Responsible”).

Hardware Tasks

  • Documentation: Elaborate, maintain, and update systems documentation (network diagram) and inventory of hardware, which should be handed over to the person responsible for IT in a specific program, project, or department.
  • Equipment Maintenance: Ensure that hardware (laptops, PCs, servers, printers, digital cameras, scanners, switches, firewalls, backup devices, and other hardware) is up-to-date and aligned with current Goethe-Institut standards.
  • Installation: Configure and install newly delivered equipment, ensuring that PCs and laptops are installed and configured per the recommendations in the Goethe-Institut IT Guideline.
  • Server Issues: Address and resolve ongoing server-related challenges.
  • Examination Setup: Facilitate the arrangement of exams and ensure exam laptops are updated.
  • LAPA/GIPO Support: Provide support for LAPA and GIPO systems.
  • Password Management: Hand over all necessary passwords confidentially to the person responsible for IT in a specific program upon testing the passwords. This should be done every time the passwords change.
  • Decommissioning: Safely de-install old equipment and manage the destruction of confidential data.
  • User Support: Maintain and support hardware used by staff, providing troubleshooting and repairs as needed. This includes, but is not limited to, PCs, laptops, smartphones, printers, digital cameras, scanners, tablets, and other hardware devices used by the Goethe-Institut.
  • Diagnosing and Repairing Equipment: Diagnose and repair equipment as feasible, pending prior approval from the IT Responsible.
  • Hardware Purchases: While observing Goethe-Institut standards, discuss possible new hardware/network purchases or improvements with the IT Responsible. Test new hardware systems and provide recommendations for new purchases, including upgrading existing systems and accessories for PCs and network systems.
  • Workstation Management: Set up and maintain workstations, hardware, and software as needed. Perform seasonal cleaning of computers or as necessary. Provide user support at the workstations as needed and keep workstation cables tidy.
  • Equipment Organization: Keep all IT equipment in order in the technical office storeroom, classrooms, and library.
  • Technical Office Preparation: Prepare new offices with necessary technical infrastructure, including switches and cables.
  • Equipment Lending Rules: Follow the rules for lending equipment.
  • Theft Reporting Rules: Follow the rules for reporting theft.
  • Asset Management: Maintain an asset registry, label equipment, and manage equipment lending and theft reporting.
  • Front Desk Display: Ensure the front desk display (screen for security cameras) is operational.
  • Environmental Setup: Ensure UPS and inverters are functional and connected devices are operational.
  • Printer Management: Replace ink cartridges when necessary and conduct a monthly stock take of ink cartridges. Manage printer network connectivity, scan-to-email settings, and installation on user computers. Clean scanning surfaces as needed and liaise with printer service providers (e.g., meter readings, maintenance, repairs), organizing service of printers when needed.
  • Fleet Tracking System: Implement a tracking system for fleet vehicles.
  • Alarm and Door Lock Management: Oversee the recording and management of alarm systems and door locks by configuring alarm codes.

Software Tasks

  • Software Documentation: Elaborate, maintain, and update systems documentation and inventory of software according to Goethe-Institut standards.
  • Operating System Installation: Install operating systems and maintain servers and client PCs in line with Goethe-Institut standards, documenting the configuration of servers and workstation PCs in coordination with the IT Responsible.
  • Software Installation: Install software approved for Goethe-Institut use on workstation PCs/laptops per Goethe-Institut standards.
  • Software Support: Support all standard Goethe-Institut software.
  • Software Testing: Test new or updated software with the latest versions, observing Goethe-Institut standards.
  • Backup and Security Maintenance: Ensure the availability and maintenance of backup instances and security programs to maintain system security.
  • Anti-Virus Management: Regularly update anti-virus software and conduct virus scans.
  • Server Maintenance: Maintain the server in the server room.
  • Active Directory and DHCP Maintenance: Maintain Active Directory (users and security) and DHCP (network addresses).
  • Guest WiFi Setup: Set up and connect external guests to the Goethe-Institut WiFi upon request and authorization.
  • WiFi Management: Maintain WiFi, ensuring network connectivity for wireless devices, install new wireless access points when needed, keep wireless users and passwords updated, and ensure WiFi security as established by Goethe-Institut HQ.
  • Data Monitoring: Monitor private data in backups and report to the IT Responsible when the amount of private data exceeds limits.
  • V-Drive Accesses: Provide an updated overview of access protocols.
  • Phone Management: Oversee iPhone deployment and maintenance.
  • Information Security Assessments: Conduct assessments related to information security.

Internet Connectivity

  • Monitor and manage internet connection quality with service providers.
  • Manage connectivity to ensure that the connection is efficient and stable.
  • Firewall Management: Managed by Goethe-Institut HQ; coordinate with Goethe-Institut HQ on firewall management and connectivity issues.

Training and Advisory Tasks

  • Onboard new employees according to Goethe-Institut standards, including password management and network protocols.
  • Develop an onboarding plan in coordination with the IT Responsible.
  • Provide guidance on email archiving, backup procedures, and other IT-related matters.
  • Offer suggestions in line with the Goethe-Institut IT guidelines.

Local Network Tasks

  • Elaborate, maintain, and update systems documentation and LAN configuration.
  • Manage network connectivity by checking switches, cables, and power to network equipment.
  • Maintain network cabinets, tidy cables, and mark ports and network cables for easy identification; keep an info sheet regarding the network.
  • Maintain the Local Area Network (LAN) while observing Goethe-Institut standards.

Operational Support Tasks

  • Backup and restore data as needed during equipment changes in line with Goethe-Institut standards.
  • Consult with suppliers to ensure network and hardware functionality.
  • Conduct performance tests on internet connections.
  • Conduct performance tests on the network and internet connection in cooperation with the ISP.
  • Document all installations and configurations.
  • Advise the IT Responsible or the person responsible for IT-related issues in projects on possible new purchases or improvements of hardware and networks based on requirements and recommendations outlined in Goethe-Institut ICT guidelines and policies.

Event and Project Support

  • Manage priorities of user requests and projects.
  • Assist with IT setup for events, including audio-visual and conferencing support.
  • Provide technical assistance during seminars and projects, ensuring connectivity and readiness of equipment.
  • Configure the AIDA System (HR Administration system).

Administrative and Security Tasks

  • Classrooms: Assist teachers with connectivity and smartboards, calibrate equipment, and keep equipment and cables tidy.
  • Library: Maintain equipment at all workstations in the library, including the Gamebox. Ensure cables are tidy and laptops are locked, especially in the Gamebox. Assist with gaming equipment and sound booth as necessary.
  • Protocol: Set up the Protocol laptop for weekly Wednesday morning meetings with the minutes file in place and uploaded to the server afterward.
  • MAN3000 Liaison: Liaise with MAN3000 support (telephone system) when necessary and confirm that the PC is operational.
  • Email Setup: Set up email on workstations and devices and provide support as needed.
  • Address Lists: Maintain address lists with restricted access for administrators.
  • User Office Visits: Visit each office, all classrooms, and the library regularly to confirm that everything is functioning as intended.
  • Project and Seminar Support: Assist with projects and seminars to ensure that computers and WiFi are ready for guests as requested by various project leaders.

These services are to be provided at the following locations:

  • Goethe-Institut Johannesburg, 119 Jan Smuts Avenue, Parkwood 2193, Johannesburg and a second project office located near Rosebank with approximately 50 users all together connected to the network.
  • In few cases remote services to be provided to the Goethe-Institutes in the Sub-Saharan Region in co-ordination with the IT Responsible. 

On-site Support

  • Providing onsite support on a daily basis Monday to Thursday from 08:30 to 17:00 and Friday from 08:30 to 14:30 (office and equipment will be provided by Goethe-Institut). One IT-Expert required. Stand-in during leave and sickness must be provided by consultant. Overview of office closure due to public holidays will be communicated on an annual basis;
  • If the IT-Expert is required to travel, the travel costs will be reimbursed according to Goethe-Institut travel regulations.
  • In case of events or projects the IT expert must be available on site one hour before the start of the event or the exact time set by IT Responsible, if needed also on weekends or after hours.

Reports/Invoices

  • Invoices should be accompanied with a summarized report of major activities, a timesheet and of changes that were made in terms of major installations like server, change of passwords and a signed copy by the responsible of IT related issues in the respective Goethe-Institut project indicating that the said activities were done.

Requirements of the proposed IT experts (Onsite Consultant & Team Manager)

  • Discretion, loyalty and responsibility
  • Profound, proactive and accurate attitude to work
  • Polite and friendly manners, ability to work in a team
  • Ability to manage priorities to complete user requests and projects
  • Ability to work in line with Goethe-Institut standards & policies
  • Ability to set up a routine order to work
  • Good communication skills
  • German language skills a plus
  • Willingness and ability to attend training at the HQ of Goethe-Institut or electronically
  • Onsite Consultant
  • Very good IT knowledge, in detail:
    • at least 3 years of experience in a similar position
    • certified IT knowledge: the configuration, administration and operation of LANs
    • Internet Connections
    • Microsoft Windows Server
    • Hardware (PCs, printers, routers etc.)
    • Microsoft Office Software
    • Microsoft Operating Systems
    • Apple Software iOS (iPhones, iPads etc.)

Team Manager

    • Support of Onsite Consultant to ensure service delivery to the Goethe-Institut
    • Weekly meeting between Onsite Consultant and Team Manager to ensure tasks, problem resolution and projects are on track
    • Participation of weekly IT meetings with Online Consultant and IT Responsible
    • An organizational chart of the company of the consultant shall be provided indicating the support and escalation structure.

SELECTION PROCESS: Eligibility Criteria & Evaluation Criteria

The following criteria are used in the selection process:

  • Eligibility criteria
    • At least 3 years of IT experience in a similar position as described above
    • Certified IT knowledge: the configuration, administration and operation of LANs
    • Very good IT knowledge of Internet Connections, Microsoft Windows Server, Hardware (PCs, printers, routers etc.), Microsoft Office Software, Microsoft Operating Systems, Apple Software iOS (iPhones, iPads etc.)
    • Existing Insurance and Liability Cover
  • Evaluation criteria

Criterion

Weighting

Price per month

60%

IT Concept

40%
 

TIME SCHEDULE & SUBMISSION PROCEDURE

We are looking for a contract for a period of two years (24 months), starting on 01.02.2025 until 31.01.2027 with the option to extend the contract for another two (2) years (24 months) until 31.01.2029.

Interested parties:

  • Are requested to share via email their intent to submit a proposal by no later than 31.10.2024.
  • Can submit questions via email to Nthabeleng Mashiya, at nthabeleng.mashiya@goethe.de by no later than 31.10.2024.
  • These questions and its corresponding answers will be shared anonymously on 04.10.2024 with all parties who had declared an intent to submit a proposal.
  • Are invited to submit their proposals by no later than 08.11.2024 at 14:00 hours. Proposals received after that deadline cannot be considered. The Annexure “IT Services – Overview Eligibility & Evaluation Criteria” forms an integral part of the tender.
  • The subject line of the email must read “IT Services for Goethe-Institut 2025/ [Name of Your Company]”.
  • Are bound to their bid after submission until 29.11.2024.
  • Accept that no renumeration will be granted for the preparation of the proposal and the documents attached hereto. Proposal and attached documents shall become the property of the Goethe-Institut without entitlement for remuneration.
  • Acknowledge that documents submitted by the Goethe-Institut in response to the proposal shall be treated confidentially. Non-compliance may result in the proposal not being considered.
  • It is intended that short-listed parties will be invited for a Q&A session as well as a presentation of the company.
  • The successful proposal will be required to sign a contract with the Goethe-Institut to perform services specified under this Terms of References and agreeing to clearly identified service levels.

The Goethe-Institut reserves the right not to award the tender.

ANNEXURE OVERVIEW ELIGIBILITY  EVALUATION CRITERIA

Follow us