ICT PROCUREMENT AND SERVICE POLICY Procurement and Service Policy.pdf · ICT Procurement and Service Policy 1.1 Preamble This policy will be put into effect at date of publication

THULAMELA MUNICIPALITY

ICT PROCUREMENT AND SERVICE

POLICY

DATE 01 July 2017

REVISION 0.1

Document ID ICT-003-7718

CONTENTS ICT Procurement and Service Policy

1.1 Preamble 1.2 Statutory Provisions 1.3 Scope of policy 1.4 Delegation of authority 1.5 Eligibility for ICT Equipment and Devices 1.5.1 Executive Notebooks with Internal 3G, Docking station and a Monitor 1.5.2 Managers’ Notebooks with a Mouse 1.5.3 Power User Notebooks 1.5.4 Who qualifies for what? 1.5.5 TOUCH PAD 1.5.6 Desktops or Personal Computers (PC) 1.5.7 Digital Cameras 1.5.8 Data Projector 1.5.9 Multifunction Printers 1.5.10 Printers 1.5.11 Scanners 1.5.12 Plotters 1.5.13 Memory Sticks 1.5.14 Software 1.6 Support Services 1.6.1 Service Desk and Call logging 1.6.2 Response Time for logged calls 1.6.3 Changing Passwords 1.6.4 Fixing Personally-Owned Computers 1.6.5 Access to Personal Files 1.6.6 Remote Access 1.6.7 Purchasing ICT Equipment 1.7 Exclusions 1.8 Loss and Disposal 1.9 Abbreviations 1.10 Approvals 1.11 ANNEXURE A: APPLICATION FORM

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3 | P a g e I C T P r o c u r e m e n t & S e r v i c e P o l i c y

ICT Procurement and Service Policy

1.1 Preamble

This policy will be put into effect at date of publication of this document and is subjected to change. Specifications indicated are

minimum specifications and are subjected to change based on technology trends. The purpose of this policy is to advance

information and communications technology’ supply chain processes, building labour peace and the democratisation of the

workplace by fulfilling the primary objects of this policy, which are-

1.1.1 to regulate acquisition of all Information and Communication Technology resources within the Thulamela Municipality

1.1.2 to give effect to and regulate the fundamental rights conferred by section 27 of the Constitution; to give effect to

obligations incurred by the Republic as a member state of the International Labour Organisation;

a. Section 27, which is in the Chapter on Fundamental Rights in the Constitution entrenches the following rights:

(i) Every person shall have the right to fair labour practices.

1.2 Statutory Provisions

The policy is based on the following statutory provisions

Municipal Finance Management Act 56 of 2003

Municipal Systems Act 32 of 2000 as amended by act 44 of 2003

Preferential Procurement Policy Framework Act 5 of 2000

Electronic Communication and Transaction Act 25 of 2002

State Information Technology Agency Act 88 of 1998, as Amended by Act 38 of 2002

1.3 Scope of policy

This policy is applicable to all employees of the Municipality who are permanently employed, and who occupy permanent posts

on the approved establishment of the Municipality.

Employees who are appointed on a Temporary Employment contract, Learnership and Internship are also included in this policy.

This policy replaces the existing arrangement and agreement and agreements within the Municipality. It will be amended and

updated as circumstances determines. The approval of changes to this policy is vested in the Municipal Manager who is the

accounting officer of the Municipality.

1.4 Delegation of authority

The authority for approval of the procurement of any ICT equipment is vested in the Municipal Manager.


1.5 Eligibility for ICT Equipment and Devices

1.5.1 Executive Notebooks (with internal 3G, Docking station and a Monitor)

Executives: This includes the following: Mayor, Speaker, Municipal Manager, Senior Managers and Any official motivated and

approved by the Municipal Manager in the category of Managers in the field of Finance, Audit, Budget and ICT. This group get an

automatic qualification to the above-mentioned equipment to simplify their work needs and urgent expectations the Municipality

may need at any point in time.

The following Specifications are prescribed in respect of the abovementioned equipment:

Processor Type 64bit i5 or Higher processor

Operating System Windows 8 Enterprise 64bit

Memory 8.00GB

Display 15 inch or lower

Hard Drives 250GB or high

Software Office 2016 Professional or higher

Life Span 3 years Maintenance

Carry Bag 1, May be any type, like wheeled.

Extras Webcam and Microphone, DVD ROM, Docking Station

Mouse and Keyboard

1.5.2 Managers Notebooks

Management Group:

This includes Managers and Chancellors by choice qualify for the Laptops or Notebooks but may need motivation and Municipal

Manager’s approval for a Docking Station and may also opt for only a Personal Computer instead, not both.

Other Officials below: This includes Liaison Officers, Communicators, Private Secretaries and any official whose responsibility

may be deemed to require a Laptop due to conditions of work and may require proof of their work needs or Job Description to

prove that they are required to travel excessively, and may not be in the office, 70% of their time. There is also a requirement that

they need to be mobile or having their day-to-day transport of their own, not public transportation as this increase the chances of

the equipment to be stolen.


Processor Type 64bit i5 or higher processor

Operating System Windows 8 Enterprise 64bit

Memory 8.00GB





Extras Webcam and Microphones, DVD ROM, Carry Bag

1.5.3 Power Users Notebooks (with internal 3G, Docking station and a Monitor)

Management Group:

This includes Engineers, Architects, Surveyors, and ICT Specialists by choice qualify for a Laptop or Notebook with a Docking

Station, Keyboard, Mouse and a Monitor and may also opt for only a Personal Computer instead, not both.



Processor Type 64bit i7 Quad Core or Higher processor

Operating System Windows 8 Enterprise 64bit or Higher

Memory 16.00GB


Hard Drives 1TB or high



Extras Webcam and Microphone , Internal 3G, Mouse and Keyboard, Carry Bag

Docking Station, DVD ROM, Special Ports for Dongles and other tools

1.5.4 Who Qualifies For What? All Laptops, Notebooks and Notepads will be given to an employee as follows:

If His/her Job Description requires the official to be 70% of the time out of office doing site visits.

Official needs to be self-mobile, to avoid getting the instrument snatched crossing streets.

Official who will be taking the instrument to a secure home daily, not leaving it at workplace unattended.

1.5.5 Touch Pad

This includes The Mayor, Speaker, Municipal Manager, Senior Managers, Systems Administrator, Web Developer and

Systems Security Manager and this group gets an automatic qualification to the above-mentioned equipment to simplify their work

needs and urgent expectations the Municipality may need at any point in time.

The three specified ICT Officials: It will be imperative for them to get this tools for research, testing and alignment for use in all

systems of the Municipality.


Memory 16Gig or Higher if 16gig is no longer available

Depending on standardisation, availability, Negotiations and economies of scale.

1.5.5 Desktop or Personal Computers (PC)

All Officials: All officials required rendering services through computerised processes and systems are automatically qualified to

get one. The official may not get a PC if he or she already falls in the Laptop category and has opted for one.


Processor Type 64bit i5 processor or Higher

Operating System Windows 8 Enterprise 64Bit or Higher

Memory 4.00GB

Display 19 inch or Higher




Extras Webcam and Microphones, DVD ROM

Power Users: These are users of the likes of ICT, Communications, Architects, Designers, Programmers and Systems

Administrators as they require high usage of processing power, memory and graphics.


Processor Type 64bit i7 processor or Higher

Operating System Windows 8 Enterprise 64Bit or Higher

Memory 16.00GB

Display 22 inch or Higher

Hard Drives 1TB or higher



Extras Webcam and Microphones, DVD ROM


1.5.6 Digital Cameras All Officials: All officials whose job descriptions require a Digital Camera to do their work and are either Communications

officials, Web Developers, Designers or Engineers qualify. A Section may have one Digital Camera on pool basis for the purpose

of their officials to use in a manageable manner.


Photo Quality 8 Megapixel or higher

Memory 32 GB or higher

Zoom 16 x Digital & 5X Optical or higher

shutter speeds 1/1,000seconds

Capability Voice and Video

Connectivity USB and Video out or Firewire

min resolution 2816 x 2112

Flash Built in

Energy JPEG

Focus Auto

1.5.7 Data Projector Data Projectors may be required for a boardroom or for pool purpose. No individual user may have his or her own Data Projector.


Resolution xSXGA (1035i)

Contrast 2000:1 high-contrast or Higher

Durability 3000 hours

Connectivity 15-pin VGA, S-Video, component, DVI and HDMI., TCP-IP

Portability Travel-ready, small

Extras Bluetooth should be standard and WiFii or wireless as extra,

1.5.8 Multifunction Printers

This type of printing devices is preferred for a group of officials like a Unit or Section or a department. It is advisable for the

executive and their secretaries, to have one to share, for quick purpose of scanning to email or to storage and for printing, faxing

and photocopying. There are sizes that would be determined by an application request, which the Municipal Manager may

recommend accordingly, as these tools are not a one size fit all.

The ICT will lease this type of equipment and pay per usage thereof. Depending on the size some of this equipment may be shared

by the whole floor, some by a whole building, hoping to start to get rid of personal printers to the future, were possible.


Print Speed +60 PPM

Quality +1200dpi

Memory +256MB

Connectivity USB, Ethernet, USB Direct Interface

Options Duplex, Sort & Staple, colour

1.5.9 Printers

Provision will be made for upgraded desktop printers in accordance to the Senior Manager’s recommendations and Municipal

Manager at a minimal and will be given on merit.

Mobile printers may not be procured due to support realities they incur and limitations they have.


The following Specifications are prescribed in respect of the Printers:

Print Speed +20 PPM

Quality +1200dpi

Memory +128MB

Connectivity USB, Ethernet, USB Direct Interface

Options 4-in-1, Duplex a plus, colour

1.5.10 Scanners

Detailed motivation on prescribed application form must be submitted for the evaluation and recommendations to the Municipal

Manager of the Municipality; normal procurement procedures will be applicable. Applications are accepted were scanning is part

of the core of that programme’s business, e.g. Traffic Stations. The rest of the users may need to use the Multifunction printers for

scanning purposes.


Performance Preview in -10 seconds

Resolution +2400dpi

Formats JPEG, BMP, TIFF, PNG, PCX, PDF, HTML, plain and rich text, RFT, and PICT.

Connectivity USB

Options Duplex a plus, colour scanning, Automatic Document Feeder technology

1.5.11 Plotters

Detailed motivation on prescribed application form must be submitted for the evaluation and recommendations to the Municipal

Manager of the Municipality; normal procurement procedures will be applicable. Applications are accepted were scanning is part

of the core of that programme’s business, e.g. Traffic Stations. The rest of the users may need to use the Multifunction printers for

scanning purposes.


Performance 2 A1/D-sized prints per minute or higher

Resolution B&C 1200 x 600 dpi both on Gloss and media,

Print Language, std Adobe PostScript 3TM, HP-GL/2, HP-GL, HP RTL, CALS G4

Media Sizes A-size, B-size, C-size, D-size, E-size

Memory, std. 256 MB, 40 GB hard disk

Media Types Paper (bright white Inkjet, coated and photo) canvas, banners, adhesive vinyl, film, tracing paper, transluscent bond

(black only), vellum

Extras Two Rolls of 20# Bond Paper, two Cartridges each

1.5.12 Memory Sticks

No memory sticks will be approved. This is because of the current realities of control measures and bar coding impossibility on a

memory stick instruments due to the sizes the current memory sticks architecture dictates. It is crucial that we allow Asset

Management to dictate on matters that would compromise our endeavours to achieve a clean audit.

1.5.13 Software

All officials’ office packages are already purchased by ICT Unit. Any additional software not covered in the Microsoft Enterprise

Agreement will need to follow ICT procurement process, and therefore be fully motivated. Users are not allowed to install any

software without the approval of the IT Manager.


1.6 Support Services

1.6.1 Service Desk and Call logging

If you have problems with or questions about your computer, please call or email the Help-Desk at (Ext.:7684 and or

[email protected]). The Help Desk centralizes our response system so we can diagnose larger scale problems

quickly. Additionally, by calling the Help Desk number, you’ll help us avoid duplicating someone else’s work. You can also login

to the self-service portal or secondly engage in a knowledge sharing session with IT Personnel using any communication

programme like Microsoft Lync video or chat and SharePoint.

1.6.2 Response Time for logged calls We telephonically respond 30 minutes after the call has been logged. A logged call in the city should be resolved within two (2)

hours; depending on the call’s status. Users in remote areas will be assisted telephonically but if that doesn’t solve the problem,

they will either be requested to bring their PCs to the head office or our technician’s will visit their offices on a scheduled time. It

is advised that the user and the technician agree on the date for such consultation.

1.6.3 Changing Passwords It is the User’s responsibility to change the password before 40 days expires. If under any circumstances this is not done then call

must be logged.

1.6.4 Fixing Personally-Owned Computers Users are not allowed to log calls for their personally-owned computers. ICT does not fix personally-owned computers. It is also

illegal for an IT Technician to fix a user’s private computer during office hours and using tools of the Municipality.

1.6.5 Access to Personal Files In case of absenteeism and other factors, files or access to another user’s PC may be required; therefore the official requiring

access to another employee’s files or password, the Help Desk requires a letter from the supervisor, with an approval of the

Municipal Manager confirming the request before we can make that data available. Correspondingly, we will not access another

user’s password or files without specific permission from that user or the user’s supervisor. All access is logged in the server,

which forensics may be used against the System Administrators if rules are not followed.

1.6.6 Remote Control The Help Desk will sometimes use remote control tools with the user’s permission. Our TightVNC - Remote Access - Server asks

whether you will allow one of us to remotely control your computer, and, if you select “No” or don’t answer, technician will not

be able to access your system to support you remotely.

1.6.7 Purchasing ICT Equipment Through the ICT Resource Application Form available ICT equipment can be purchased, this form has to be signed by the

applicant approved by the manager before it reaches ICT. The ICT Unit will ensure that due diligent is done to motivate or

demotivate the application after all considerations of accessibility, supportability and interoperability before recommending it to

the Senior Manager, the Chief Financial Officer and finally to the Municipal Manager. All ICT Equipment will be delivered to the

ICT offices and will be installed there. The user will only receive the items when they are ready for use.

Lost and stolen equipment will require a Case Number from the South African Police Services for ICT to conclude the

procurement process or loss control matters which without, the market price will be deducted from official’s salary.


1.7 Exclusions All equipment not mentioned on this document, will be regarded as exclusions and will be the Municipal Manager’s prerogative to

approve if deemed fit.

1.8 Loss and Disposal

Loss of Laptop, Notebook and Tablets Personal Computers will require the owner to pay-in an excess amount required by the

insurance and where negligence is suspected or where the insurance denies to pay the insurance for any reason, the official will be

liable to pay the book value of the equipment.

Disposals will be done in accordance with Asset Management procedures.

1.9 Abbreviations kb Kilobytes mb Megabytes gb/Gig Gigabyte tb Terabytes Dpi dots per inch SXGA Super eXtended Graphic Array VGA Video Graphics Array PPM Page per Minute ICT Information and Communication Technology

1.10 Approvals

ICT Procurement and Service Policy □Approved

□Not Approved

____________________________________________________________________________ ____________________________________ ______/_________/2015 The Speaker Date



Documents

ICT PROCUREMENT AND SERVICE POLICY Procurement and Service Policy.pdf · ICT Procurement and Service Policy 1.1 Preamble This policy will be put into effect at date of publication