BID INVITATION DOCUMENT (SBD1)

Transcription

1 BID INVITATION DOCUMENT (SBD1) THE MICT SETA INVITES BIDS FOR THE FOLLOWING PROCUREMENT REQUIREMENTS BID REFERENCE NUMBER: MICT-SETA/IT-SMS//2017 CLOSING DATE & TIME 30 JUNE 2017 AT 11:00AM BID DESCRIPTION APPOINTMENT OF SUITABLE SERVICE PROVIDER TO PROVIDE INFORMATION MANAGEMENT SYSTEM TO THE MICT SETA FOR A PERIOD OF THREE (3) YEARS FROM 01 SEPTEMBER 2017 TO 31 AUGUST 2020 Bidders must sign the signature page of the Bid Invitation (SBD1) validating all documents included in the response to this invitation. The successful bidder will receive a letter of award followed by the signing of a Formal Written Contract between the MICT SETA and the awarded bidder. Validity period from date of closure: 150 days This bid invitation is subject to the Preferential Procurement Policy Framework Act and its Regulations of 2017, includes the National Treasury General Conditions of Contract available on the National Treasury website and any other Special Conditions of Contract Preferential Procurement System applicable for this procurement in terms of PPPFA Regulations 2017: 80:20 Compulsory Briefing Session and Contact Person(s) Date Location Contact Person 12 June 2017 from 10:00AM MICT SETA offices, 19 Richards Drive, Gallagher Convention Centre, Gallagher House, West Wing, Level 3 SINDI HLANZE Page 1 of 50

2 Bid Submissions are to be deposited in the MICT SETA Tender Box situated in the Reception Area: Physical Address: MICT SETA Head Office 19 Richards Drive Gallagher Convention Centre Gallagher House Level 3 West Wing Envelopes to be addressed as follows: Bid Reference Number: Bidder s Name: Contact Number: Postal Address: Bidders are cautioned to deliver bid responses to the correct address before the closing date and time and to sign the bid register at reception on submission. No late bids will be considered. The tender box is open from 08:00 until 16:30 weekdays. Bidders must submit their bid responses on the official bid invitation document (not to be re-typed) with additional information provided and attached as supporting schedules. This bid invitation is subject to compliance documents checklist which will serve as mandatory requirement to qualify for phase two evaluation. Failure to submit mandatory documents listed on the checklist will result in disqualification from the technical evaluation phase. Failure to attend the compulsory briefing session will result in automatic disqualification form the bidding process. REGISTRATION OF SERVICE PROVIDERS ON THE CENTRAL SUPPLIER DATABASE (CSD) Bidders must register on the National Treasury Central Supplier Database (CSD) in order to do business with state institutions. Only registered service provider(s) who provide proof of registration on the CSD by attaching the CSD report with the allocated MAAAxxxxx number will be awarded if found to be tax compliant and successful in the evaluation stage. Service providers must visit to register or contact the National Treasury on or csd.support@treasury.gov.za for assistance. NUMBER OF BIDDING DOCUMENTS: FOUR (4) HARD COPIES CLEARLY MARKED ONE (1) ORIGINAL THREE (3) COPIES Documents must be indexed for ease of reference and all pages sequentially numbered. The Proposal and the Pricing Schedule should be presented in separate envelopes. The Technical Proposal will be evaluated as stage 2 of the evaluation process to determine bidder s capability, ability and eligibility for further evaluation on Price and B-BBEE which is Stage 3 of the evaluation. Only bidders who meet the minimum qualification threshold on the technical aspects will qualify for stage 2 evaluation Page 2 of 50

3 ANY ENQUIRIES RELATING TO THIS BID MUST BE DIRECTED TO For Technical Enquiries: Contact: Mr Charlton Philiso Designation: Senior Manager ETQA & IT Tel: BIDDING PROCESS For Bidding Enquiries Contact: Ms Sindi Hlanze Designation: SCM Manager Tel: The Evaluation Process will take place in three stages: STAGE1 COMPLIANCE DOCUMENTS CHECKLIST RETURNABLE DOCUMENTS The Returnable Documents will form part of the mandatory requirements which will be checked against the checklist for compliance documents. Failure to provide the required documents will result in disqualification of bidder(s) from further evaluation on stage 2. STAGE 2 TECHNICAL/FUNCTIONAL EVALUATION The compliant bidders proposals will be evaluated against the published specifications evaluation criteria, according to the weights and scores indicated against each element Should a need be justified, shortlisted bidders may be requested to do presentations, clarify or provide additional information before conclusion of the evaluation. STAGE 3 PREFERENCE EVALUATION (PRICE AND B-BBEE) Bidders pricing proposals will be compared on a fair and equal basis taking into account all aspects of the bid s requirements. The bidders B-BBEE scores will be added to the Price scores and ranked as follows: Price - with the lowest acceptable priced Bid on an equal and fair comparison basis receiving the highest score as set out in the Preferential Procurement Policy Regulations 2017; Preference - preference points as claimed in the preference claim form (SBD6.1) according to B-BBEE status level of contribution as stated in the B-BBEE Certificate or Sworn Affidavit; The Price and B-BBEE scores will be combined to determine the successful bidder who scores the highest points. The contract will be awarded to the highest scoring bidder subject to the bidder having supplied the relevant administrative and compliance documentation. Page 3 of 50

4 Table of Contents Bid Description 1 Bidding Process 3 Conditions of Bidding 5 Returnable Documents Checklist 6 Functional Evaluation Methodology 6 Bidder s Particulars 8 SBD 3.1 Pricing Schedule 9 SBD 4 Declaration of Interest SBD 6.1 Preference Points Claim 13 SBD 8 Bidders Past SCM Practices. 18 SBD 9 Independent Bid Determination 19 Terms of Reference 21 Bidder s Detailed Pricing General Conditions of Contact. 33 Other Special Conditions of Contract 48 Definitions. 48 Page 4 of 50

5 CONDITIONS OF BIDDING 1. Any amendments to the bid conditions or setting of counter conditions by the bidder will invalidate the bid submission. Additional information the bidder may deem necessary to be furnished may be done so as a separate annexure. 2. The MICT SETA will not be held liable for the costs of preparation of the bid proposal incurred by the bidder in responding to this bid invitation. 3. The MICT SETA reserves the right to withdraw or cancel the bid invitation prior to award by the delegated authority. 4. This procurement is subject to firm prices in terms of Paragraph 17 of the General Conditions of Contract. Prices charged by the supplier for goods delivered and services performed under the contract shall not vary from the prices quoted by the supplier in his bid, with the exception of any price adjustments authorized in SCC or in the purchaser s request for bid validity 5. Where items are specified in detail, the specifications form an integral part of the bid document and bidders shall indicate in the space provided whether the items offered are to specification or not. 6. In respect of the paragraphs where the items offered are strictly to specification, bidders shall insert the words "as specified". 7. In cases where the items are not to specification, the deviations from the specifications shall be indicated. 8. With the exception of basic prices, where required, all prices shall be quoted in South African currency. 9. Any effort by Bidder(s) to influence evaluation, comparisons, or award decisions in any manner will result in the disqualification of the bidder concerned 10. As part of the evaluation process, the MICT SETA may conduct enquiries/investigations to determine the accuracy of representations made by bidders in the bid documents. 11. All information contained in this bid document is solely for the purpose of assisting bidders to compile responses/proposals for this bid. Any use of this information other than the intended purpose stated in this document is prohibited by the MICT SETA. 12. No ed or faxed bids will be accepted. 13. Copyright of all documentation relating to this assignment belongs to MICT SETA. The successful bidder may not disclose any information, documentation or products to other client without the written approval of MICT SETA. 14. In the event that the Company would like to use any information or data generated in terms of the services, the prior written permission must be obtained from MICT SETA. Page 5 of 50

6 STAGE 1 RETURNABLE DOCUMENTS CHECKLIST 1 Completed and signed Bid Invitation (SBD1), Pricing Schedule (SBD 3.1), Preference Points Claim Form (SBD 6.1), Declaration of Interest (SBD 4), Declaration of Bidder s Past Supply Chain Practices (SBD 8), Certificate of Independent Bid Determination (SBD 9) and General Conditions of Contract (GCC) Yes No 2 Proof of Registration on National Treasury Central Supplier Database attached with compliant tax status verification 3 4 Certified Copy of B-BBEE Certificate or Sworn Affidavit for companies qualifying as EMEs or QSEs Yes No Audited Financial Statements for the last three years 5 Certified copy of company registration documents 6 List of company owners/shareholders/directors and certified ID copies Yes No 7 CVs of team and certified copies of qualifications Yes No 8 Pricing Schedules Yes No 9 Technical Proposal detailing how specifications will be met Yes No STAGE 2 FUNCTIONAL EVALUATION METHODOLOGY Yes Yes Yes No No No EVALUATION CRITERIA Systems functionalities. 0 = does not qualify 3 = meet minimum spec 5 = Meet Specification WEIGHT 1 The system must be able to do: a) Levy Management b) Discretionary Grants disbursements c) Project Management d) Skills Planning e) IT network architecture f) Quality Assurance Solution will have to be built from scratch to accommodate requirements Modules Not currently available but Solution can be configured to handle system functional requirements Solution has existing system functional requirements 20 2 Quality System Certification by relevant authority/body System not certified and has never handled functional requirements (criteria 1) System not certified but handles functional requirements (criteria 1) System certified and handles functional requirements (criteria 1) 10 3 Page 6 of 50 Project Methodology and Approach a) Demonstrate how data migration process and security will be handled using project plan with process flow to be implemented and maintenance of the Information Management Project methodology has gaps and does no address requirements Project Methodology and approach addresses requirements to the minimum Project methodology and approach exceeds expectation 50

7 Service Solutions, indicate milestones, activities and timeframes b) How Systems Improvements will be handled c) Change management d) Systems audit e) Back-up plan Track record for providing solutions according to specifications 4 Minimum three reference letters from previous or current clients for similar work done, i.e. provision of solutions to address (criteria 1) References must indicate level of compatibility of systems with clients IT infrastructure, response time in handling technical glitches, user-friendliness on system for stakeholders No reference letters provided as evidence for providing solution Three references for other solutions not necessary addressing criteria 1 Three reference from clients (past and presents) for solutions addressing criteria 1 10 Availability of resources 5 a) IT systems such as servers/backup solutions b) Human resources for maintenance and support c) Licence agreements / software upgrades Solution offered operates on a different platform than required Solution offered is compatible with client requirements Solution offered is compatible with client requirements and flexible to accommodate future innovations 10 Page 7 of 50

8 NAME OF SERVICE PROVIDER REPRESENTED BY THE BIDDER S PARTICULARS POSTAL ADDRESS PHYSICAL ADDRESS TELEPHONE NUMBER CODE NUMBER CELL PHONE NUMBER CODE NUMBER ADDRESS VAT REGISTRATION NUMBER COMPANY REGISTRATION NUMBER TOTAL NUMBER OF YEARS IN BUSINESS DESCRIBE PRINCIPAL BUSINESS ACTIVITIES: TYPE OF COMPANY/FIRM [Tick applicable box] Partnership/Joint Venture/Consortium Close Corporation (Pty) Limited One person business/sole proprietor Company Other COMPANY CLASSIFICATION [Tick applicable box] Manufacturer Professional Service Provider Supplier Other service providers e.g. transporter, etc. TAX COMPLIANCE STATUS [Tick applicable box] Compliant Tax Status verified on CSD YES NO PREFERENCE POINTS CLAIMED [Tick applicable box] Has a Preference Claim form (SBD6.1) claiming your Preference Points been submitted (a B- BBEE status level verification certificate must support preference points claimed) If Yes, who was the B-BBEE certificate issued by: [Tick applicable box] YES NO A verification agency accredited by the South African Accreditation System (SANAS) A Sworn Affidavit for EME or QSE confirming turnover and black ownership certified by registered Commissioner of Oaths Other (please specify) ACCREDITED REPRESENTATIVE [Tick applicable box] Accredited representative in South Africa for the goods/services/works offered. If yes, please enclose proof. LEGAL IDENTITY PROOF [Tick applicable box] YES NO Certified copies of Certificate of Incorporation (as per entity type) are enclosed YES NO Page 8 of 50

9 SBD 3.1 PRICING SHEDULE FIRM PRICES (PURCHASES) NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT NAME OF BIDDER: BID NUMBER: MICT/IT-SMS/2017 CLOSING DATE: 30 JUNE 2017 CLOSING TIME: 11:00 AM OFFER VALID FOR 150 DAYS FROM DAY OF BID CLOSURE ITEM QUANTITY DESCRIPTION BID PRICE IN RSA CURRENCY NO. **All applicable taxes included. Required by: At:.... Brand and model: Country of origin: Does the offer comply with specification(s): If not to specification, indicate deviation(s): Period required for delivery: Delivery basis: ** Delivery: Firm / Not firm Note: All delivery costs must be added in the bid price, for delivery at the prescribed destination ** all applicable taxes includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies. *Delete if not applicable Page 9 of 50

10 SBD4 DECLARATION OF INTEREST Any legal person, including persons employed by the State¹, or persons having a kinship with persons employed by the State, including a blood relationship, may make an offer or offers in terms of this invitation to Bid (includes an advertised competitive Bid, a limited Bid, a proposal or written price quotation). In view of possible allegations of favouritism, should the resulting Bid, or part thereof, be awarded to persons employed by the State, or to persons connected with or related to them, it is required that the Bidder or his/her authorised representative, declare his/her position in relation to the evaluating/adjudicating authority where: The Bidder is employed by the State; and/or The legal person on whose behalf the Bidding Document is signed, has a relationship with persons/s person who is/are involved in the evaluation and or adjudication of the Bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and/or adjudication of the Bid. In order to give effect to the above, the following questionnaire must be completed and submitted with this Bid: Full Name of Bidder or his/her representative. Identity Number. Position occupied in the Company (director, trustee, shareholder 2, member). Registration number of company, enterprise, close corporation, partnership agreement or trust. Tax Reference Number. VAT Registration Number. The names of all directors/trustees/shareholders/members, their individual identity numbers, tax reference numbers and, if applicable, employee/persal numbers must be indicated in a separate schedule including the following questions. Schedule attached with the above details for all directors/member/shareholders YES NO Are you or any person connected with the Bidder presently employed by the state? If so, furnish the following particulars in an attached schedule: YES NO Name of person/director/trustee/shareholder/member Name of state institution at which you or the person connected to the Bidder is employed.. Page 10 of 50

11 Position occupied in the state institution.. Any other particulars... If you are presently employed by the State, did you obtain the appropriate authority to undertake remunerative work outside employment in the public sector? If Yes, did you attach proof of such authority to the Bid document? If No, furnish reasons for non-submission of such proof as an attached schedule (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the Bid.) YES NO Did you or your spouse or any of the company s directors/ trustees /shareholders /members or their spouses conduct business with the State in the previous twelve months? If so, furnish particulars as an attached schedule. YES NO Do you, or any person connected with the Bidder, have any relationship (family, friend, other) with a person employed by the State and who may be involved with the evaluation and or adjudication of this Bid? If so, furnish particulars as an attached schedule. YES NO Are you, or any person connected with the Bidder, aware of any relationship (family, friend, other) between any other Bidder and any person employed by the State who may be involved with the evaluation and or adjudication of this Bid? If so, furnish particulars as an attached schedule. YES NO Do you or any of the directors/ trustees/ shareholders/ members of the company have any interest in any other related companies whether or not they are bidding for this contract? If so, furnish particulars as an attached schedule. YES NO Page 11 of 50

12 Full details of directors / trustees / members / shareholders Full Name Identity Number Personal Income Tax Reference Number State Employee Number / Persal Number DECLARATION I, THE UNDERSIGNED (NAME) CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE... Signature Date Position. Name of bidder Page 12 of 50

13 SBD 6.1 PREFERENCE POINTS CLAIM FORM NB: BEFORE COMPLETING THIS FORM, BIDDERS MUSTSTUDY THE GENERAL CONDITIONS, DEIFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bids: the 80/20 system for requirements with a Rand value of up to R (all applicable taxes included); and - the 90/10 system for requirements with a Rand value above R (all applicable taxes included). a) The value of this bid is estimated not to exceed R (all applicable taxes included) and therefore the 80/20 preference point system shall be applicable; or b) The 80/20 preference point system will be applicable to this tender. 1.3 Points for this bid shall be awarded for: a) Price; and b) B-BBEE Status Level of Contributor. 1.4 The maximum points for this bid are allocated as follows; POINTS PRICE 80 B-BBEE STATUS LEVEL OF CONTRUBUTOR 20 Total points for price and B-BBEE must not exceed Failure on the part of a bidder to submit proof of B-BBEE Status Level of Contributor together with the bid will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed. 1.6 The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser. 2. POINTS AWARDED FOR PRICE THE 80/20 OR 90/10 PREFERENCE POINT SYSTEM A maximum of 80 or 90 points are allocated for price on the following basis: 80/20 90/10 Ps 80( Where: Pt min min or Ps 90( Ps = Points scored for price of bid under consideration Pt = Price of bid under consideration Pmin = Price of lowest acceptable bid Pt min min Page 13 of 50

14 3. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR 3.1 In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table set out below: B-BBEE Status Level of Contributor Number of Points (90/10 System) Number of Points (80/20 System) Non-compliant contributor Bidders who qualify as EMEs or QSEs in terms of the B-BBEE Act must submit a certificate issued by a Verification Agency accredited by SANAS or sworn affidavit certified by Commissioner of Oaths. 3.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Verification Agency accredited by SANAS. 3.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate issued by a SANAS accredited Verification Agency. 3.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid. 3.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice. 3.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub- contractor is an EME that has the capability and ability Page 14 of 50

15 to execute the sub-contract. 4 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract. 5 BID DECLARATION 5.2 Bidders who claim in respect of B-BBEE Status Level of Contribution must complete the following: 6 B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF PARAGRAPH 1.4 AND B-BEE Status Level Contributor: = (maximum of 20 points) (Points claimed in respect of paragraph 6.1 must be in accordance with the table reflected in paragraph 3.1 and must be substantiated by relevant proof of B-BBEE status level of contributor. 7 SUB-CONTRACTING 7.2 Will any portion of the contract be sub-contracted? (Tick applicable box) YES NO If yes, indicate: i) What percentage of the contract will be subcontracted % ii) The name of the sub-contractor.. iii) The B-BBEE status level of the sub-contractor.. iv) Whether the sub-contractor is an EME or QSE (Tick applicable box) YES NO v) Specify, by ticking the appropriate box, if sub-contracting with an enterprise in terms of Preferential Procurement Regulations, 2017 Page 15 of 50 Designated Group: An EME or QSE which is at least owned by: Black people Black people who are youth Black people who are women Black people with disabilities Black people living in rural or underdeveloped areas or townships Cooperative owned by black people EME QSE

16 Black people who are military veterans Any EME Any QSE OR 8 DECLARATION WITH REGARD TO COMPANY/FIRM 8.2 Name of Company/Firm:. 8.3 VAT registration number: 8.4 Company registration number: TYPE OF COMPANY/FIRM o Partnership/Joint Venture/Consortium o One person business/sole propriety o Close corporation o Company o (PTY) Limited [Tick applicable box] 8.6 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES 8.7 COMPANY CLASSIFICATION o Manufacturer o Supplier o Professional Service Provider o Other service providers, e.g. transporter, etc. [Tick applicable box] 8.8 Total number of years the company/firm has been in business: 8.9 I / we, the undersigned, who is/are duly authorised to so on behalf of the company / firm, certify that the points claimed, based on the B-BBEE status level of contributor indicated in paragraph 1.4 and 5.1 of the foregoing certificate, qualifies the company / firm for the preference(s) shown and I / we acknowledge that: i) The information furnished is true and correct; ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form (SBD6.1); iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 5.1, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the Page 16 of 50

17 iv) claims are correct; If the B-BBEE status level of contributor has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have a) disqualify the person from the bidding process; b) recover costs, losses or damages it has incurred or suffered as a result of that person s conduct; c) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; d) recommend that the bidder or contractor, its shareholders and directors who acted on a fraudulent basis, be restricted by the National Treasury from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and e) forward the matter for criminal prosecution. WITNESSES Date: SIGNATURE(S) OF BIDDER(S) Address: Page 17 of 50

18 SBD 8 DECLARATION OF BIDDER S PAST SCM PRACTICES Is the Bidder or any of its directors listed on the National Treasury s Database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector? If Yes, furnish particulars as an attached schedule. YES NO Is the Bidder or any of its directors listed on the Register for Tender Defaulters in terms of Section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? If Yes, furnish particulars as an attached schedule. YES NO Was the Bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years? If Yes, furnish particulars as an attached schedule. YES NO Was any contract between the Bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract? If Yes, furnish particulars as an attached schedule. YES NO The Database of Restricted Suppliers and Register for Tender Defaulters resides on the National Treasury s website ( and can be accessed by clicking on its link at the bottom of the home page. Page 18 of 50

19 SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION I, the undersigned, in submitting this Bid in response to the invitation for the Bid made by the MICT SETA, do hereby make the following statements that I certify to be true and complete in every respect: I have read and I understand the contents of this Certificate; YES NO I understand that the Bid will be disqualified if this Certificate is found not to be true and complete in every respect; YES NO I am authorised by the Bidder to sign this Certificate, and to submit the Bid, on behalf of the Bidder; YES NO Each person whose signature appears on the Bid has been authorised by the Bidder to determine the terms of, and to sign, the Bid on behalf of the Bidder; YES NO For the purposes of this Certificate and the accompanying Bid, I understand that the word competitor shall include any individual or organisation, other than the Bidder, whether or not affiliated with the Bidder, who: a) Has been requested to submit a Bid in response to this Bid invitation; b) Could potentially submit a Bid in response to this Bid invitation, based on their qualifications, abilities or experience; and c) Provides the same goods and services as the Bidder and/or is in the same line of business as the Bidder The Bidder has arrived at the accompanying Bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding. In particular, without limiting the generality of paragraphs above, there has been no consultation, communication, agreement or arrangement with any competitor regarding: a) Prices; b) Geographical area where product or service will be rendered (market allocation); c) Methods, factors or formulas used to calculate prices; d) The intention or decision to submit or not to submit, a Bid; e) The submission of a Bid which does not meet the specifications and conditions of the Bid; or f) Bidding with the intention not to win the Bid. In addition, there have been no consultations, communications, agreements or arrangements Page 19 of 50

20 with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this Bid invitation relates. The terms of this Bid have not been, and will not be, disclosed by the Bidder, directly or indirectly, to any competitor, prior to the date and time of the official Bid opening or of the awarding of the contract. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to Bids and contracts, Bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of Section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation ³Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract. Signature Date Position Name of Bidder Page 20 of 50

21 TERMS OF REFERENCE FOR PROVISION OF INFORMATION MANAGEMENT SYSTEM TO MICT SETA FOR A PERIOD OF THREE (3) YEARS SUBJECT TO MICT SETA CONFIDENTIAL 30 JUNE 2017 Page 21 of 50

22 1. BACKGROUND MICT SETA, one of the Sector Education and Training Authorities (SETA s), was established in March 2000 to transform the skills profile of the Media, Information and Communications Technology (MICT) sector. It operates within the context of the National Skills Development Strategy to raise the levels, quality and relevance of the education and training in the sector and encourages partnerships between the public and private organisations to benefit employers, employees and the unemployed. The MICT SETA s operations are geographically dispersed with the Head Office in Midrand and three (3) branch offices spread countrywide. Its stakeholders are geographically spread throughout the country. In order to most effectively serve the Media, Information and Communications Technology industry, and to cope with the volume of requirements, the MICT SETA requires effective Information Management (IM) processes and systems. IM services and access are provided to MICT SETA personnel at its Head Office and regional offices. Stakeholders have internet access to the MICT SETA s information via its website and limited, controlled access to some of its systems functionality that is exposed to the web. The MICT SETA s IM services are currently provided by an external service provider on the basis of a provision of Integrated ICT Management System for ETQA, Learnership, Levies and Grants, Skills Development and Programmes, Document Management and Archiving with specific reference to the SETA environment. The MICT SETA processes are currently supported by the following applications architecture: The SETA uses a bespoke developed SETA specific application (the so called SETA Management System (SMS)). It has the following functions and attributes: o Skills module o ETQA and Learnerships module o A limited HR module o The SMS system supports limited document management in the form of file attachments that are linked to a transaction. The current SMS system is a custom-developed application on a Microsoft SQL Server /.NET platform. A Web Site, through which certain SMS functions are exposed to stakeholders A Business Intelligence (BI) tool A Workflow tool Shared drives on Windows File servers are used for document storage The system which is Microsoft Exchange based Page 22 of 50

23 2. ORGANISATIONAL STATUS OF ICT SERVICES 2.1 The MICT SETA currently operates on a fully outsourced operating model for its ICT services. The Incumbent Service Provider supports MICT SETA with an integrated ICT management system. The supply of the IT Infrastructure is a dual ownership model, as follows: i. MICT SETA OWNED INFRASTRUCTURE: MICT SETA currently owns its own desktop/ notebooks, peripheral devices and some servers. ii. SERVICE PROVIDER INFRASTRUCTURE ICT Management Infrastructure owned by the current Service Provider is currently made available to MICT SETA. 2.2 The MICT SETA has its own IT server environment at Midrand supported by the current hosted information management system solution service provider. Applications running on these servers are accessed via a Local Area Network (LAN) by users located at the MICT SETA s offices in Midrand. Where required by business operations, the external hosted system is interfaced with to transfer data. Website and other IT servers of the outsourced Business Applications / ERP system are provided and hosted by the service provider. 3. INFORMATION MANAGEMENT SYSTEM SOLUTION OBJECTIVES The following solution objectives should guide the proposed service offering: 3.1 Management Information System: MICT SETA personnel members should be able to log on the intranet (LAN / WAN) and be able to interact, depending on individual security access rights, with various databases on dedicated hosted MICT SETA file servers The systems that support the business processes have to enable the organization to reach higher levels of efficiency in order to deal with increased learner volumes without necessarily having to increase staff numbers. 3.2 Documentation / Data Control & Configuration Management: All documents and data, including messages, should be controlled and configured electronically, in a user-friendly manner. 3.3 Skills Module The Online Grants System should provide the following capabilities: Stakeholder log-in Capturing and editing of organisational / employer data / records Linking of related organisations (subsidiaries) Registration and de-registration of Skills Development Facilitators Online and offline capturing and editing of Workplace Skills Plans and Annual Training Reports System generated letters e.g. approval letters, Query letters, Page 23 of 50

24 acknowledgement letters etc Documents upload Inter-Seta transfers Creation of Temporary Levy Numbers (T-Numbers) Grants and levies records and reports Client relations management System Reports Search functions Sector Skills Planning Dashboard (for important MICT SETA documents) Summary of the online grant system information 3.4 Learning Programmes The on-line Learning Programme module should have the following capabilities to enable: Letter of Intent (LoI) online submission and automated acknowledgement to clients; Development of Service Level Agreement(s); Completion of Learner contracts (online) e.g.: Learnership, Skills programme, short programmes, internship and bursary contracts; A Learning programme tracking system and reporting system on weekly and monthly reports (including Site Visit/vetting reports); A Learning programme management system (funded and non-funded); Reports on following: Generated Service Level Agreements (SLA) per quarter; and numbers of learners entered per programme and completed Batch payments; Analysis and track SLA s vs Commitment register; and Quarterly performance reporting. 3.5 Education and Training Quality Assurance (ETQA): Provision of a solution with the following quality assurance capabilities to enable: Online Training Provider registration Training providers to apply for accreditation online; Training providers to submit Portfolio of Evidences (PoE) online; MICT SETA personnel to evaluate applications online; Tracking of evaluation stages of the applications; A database of providers including their GPS coordinates; An automated response to send expiry notifications to providers; Linking of providers to: o Assessors o Moderators o Assessments o Learners o Site Visits Page 24 of 50

25 Online Assessor registration Assessors to apply online Assessors to submit applications online MICT SETA personnel to evaluate applications online; Tracking of evaluation stages of the applications; Assessor registration certificates to be generated by the system An automated reminder to be sent to all assessors reminding them of registration status expiry Online Moderator registration Moderators to apply online Moderators to submit applications online MICT SETA personnel to evaluate applications online; Tracking of evaluation stages of the applications; Moderator registration certificates to be generated by the system An automated reminder to be sent to all moderators reminding them of registration status expiry Learner certification Apply qualification rules workflow Online submission of assessor reports Online submission of moderator reports Online evaluation of learner achievements Online Provider submission of learner Portfolios of Evidence A program tracking of all learner registration status Bulk printing of certificates Bulk approval of skills programmes Offline capturing of learner information Bulk uploading of learner information 3.6 General requirement for all the divisions: Schedule of activities Site Visits Reporting Record keeping for all division staff of activities schedules; Online travel schedule submission Online requisition process Online authorisation process Online Report Template ( To fill in on site ) Auto populate GPS co-ordinate of the site. Online Site Visit report submission. Customer Service Survey to visited companies by Marketing Ability to track and report on work schedules assigned to the specialists; 3.7 SAQA National Learner Record Database (NLRD) interfacing: MICT SETA personnel members should be able to log on the intranet (LAN / WAN) and be able to interact, depending on individual security access rights, with a dedicated MICT SETA relational database, to register learners, training providers, assessors, moderators and Unit Standards Report extraction capabilities should be flexible. Page 25 of 50

26 3.7.3 Interfacing with the SAQA NLRD should be fully electronic and compatible as per proprietary mandatory upload specification available from South African Qualification Authority (available on The ability to generate test data should be made possible. 3.8 Website: Any person should be able to access the MICT SETA website domain via internet using any web browser Website auditing and activity statistics should be readily downloadable Branded capability for the purpose of public relation events invitations should be provided Flash capability for urgent notifications to stakeholders should be provided Rish Site Summary (RSS) web feeds formats capabilities Skills Development Facilitators (SDF s) should be able to submit Workplace Skills Plans and Annual Training Reports electronically via website, depending on security access rights. This should trigger an automatic to notify the MICT SETA personnel of such event Levy grant disbursement reports should be made available to SDF s depending on security access rights. 3.9 Maintenance On-going maintenance of software and hardware must be assured Authorized MICT SETA personnel should be able to easily update website content themselves Authorized MICT SETA personnel should be able to easily set-up and initialize branded s and flash s A disaster recovery plan must be in place for equipment redundancy and hot-seat provision at a remote site(s). Page 26 of 50

27 4. SCOPE OF SERVICE AND REQUIREMENTS The service provider(s) will be expected to deliver the following key requirements: 4.1 Information, Communication and Technology (ICT) Systems The following integrated system applications are sought: SETA specific technology to support ETQA, Learnerships, Skills Development requirements Skills Development Functionality: o o Users to upload and capture WSP/ATR/other grants per employer when system online and offline; Provide dashboard report indicating summarised statistics per organisation size including but not limited to: SDF registrations; WSP statuses per company size (L,M,S); and company registrations into and out of MICT SETA; ETQA and Learnership Functionality: o o o o o o Reporting: o o o Train providers on the ETQA system on regional basis; Scan and load all information pertaining to learners and assessors; all contractual details (learners, SETA, employer, etc) Adhere to the requirements as stipulated by DHET, SAQA and NLRD Pro-active notification of expiry of unit standards, qualification, certification, etc. Provision of a system that is flexible to updates and enhancements to meet user needs and statutory requirements A central database of primary / secondary learning programmes coordinates, that allows updates as the need arises; Provision of online report facilities and queries; Generate customised reports by the users; Provision of categorised reporting related to statutory and legislative submission; Website requirements: o Site Structure development and renewal o Web hosting o On-going Maintenance of content o Bi-directional interfacing with a relational database o User input capability o User report extraction o Allow information to be downloaded in pdf (Acrobat) format o Flash capability o Branded capability o The maintainability, availability, integrity and security of the Page 27 of 50

28 o website content must be assured at all times The website must be robust, reliable, maintainable and available according to the SLA to be entered into with the service provider Relational Database requirements: o Document / data repository and control. o Importing of current documentation / data from existing databases. o Input of new documentation / data, e.g. MICT SETA stakeholders documentation / data. o User customizable report / query extraction capability. o The database must be robust, reliable, maintainable and available according to a Service Level Agreement (SLA) to be entered into with the service provider. o The maintainability, availability, integrity and security of documents / data must be assured at all times. 4.2 Business Intelligence Reporting to the IT support function on: o IMS Security general and IT related logs. o Monthly system status reports. o Quarterly Service Level Agreement (SLA) reviews. o IMS Change management logs. o IMS Risk register 4.3 General requirements: A supplier should have extensive experience in IT support regarding the Skills Development Act. A supplier must be able to meet MICT SETA s SLA and implementation deadlines. Evidence of IT systems implementation with other SETA s. An agreement on confidentiality of information and systems. A supplier should have a good understanding of the MICT SETA mandate and of SETAs in general as well as the legislative environment. Page 28 of 50

29 5. INSTALLATION AND MAINTENANCE a. The appointed service provider will be required to install the system and provide support over a period of thirty six months b. Clearly indicate the provision of an on-site support service as and when required and the costs / rate thereof. c. On-going maintenance of software and hardware must be assured. 6. TRAINING AND PROVISION OF THE USER MANUAL a. The appointed service provider should compile a user and training manual b. The appointed service provider will be required to train selected users on the IMS solution as and when required EVALUATION METHODOLOGY Evaluation of proposals will be conducted on a three (3) stage process: Stage 1 Compliance Documents and Returnable Documents Submission of the compliance and returnable documents will serve as the pre-qualification phase of the evaluation. Failure to return the listed documents below will result in disqualification. 1 Company Profile 2 Reference Letters from previous or current clients for similar work 3 Completed and signed SBDs and GCC 4 Company Registration Documents 5 Original or Certified B-BBEE Certificate or Certified Sworn Affidavit for EME/QSE 6 Proof of registration on CSD with verified tax compliance status 7 Pricing Schedule 8 Proposal detailing how specifications will be met 9 Audited Financial Statements for the last three years Stage 2 Functional Evaluation Criteria An assessment of Functionality will be based on the evaluation criteria noted in the table below. Each of the evaluation criterion in the table will carry a weighting as indicated, and bidders will be required to score a minimum of 70 points (out of the 100 points), i.e. 70%, for Functionality in order to qualify to proceed to Stage 3. Each element will be scored between 0 5; 0 = does not qualify, 3 = meets minimum requirements, and 5 = meets all or exceeds specification requirement Page 29 of 50

30 Functionality Evaluation Criteria Weight Score 1 Systems functionalities. 20 The system must be able to do: a) Levy Management b) Discretionary Grants disbursements c) Project Management d) Skills Planning e) IT network architecture f) Quality Assurance 2 Quality System Certification by relevant authority/body 10 3 Project Methodology and Approach a) Demonstrate how data migration process and security will be handled using project plan with process flow to be implemented and maintenance of the Information Management Service Solutions, indicate milestones, activities and timeframes b) How Systems Improvements will be handled c) Change management d) Systems audit e) Back-up plan 4 Track record for providing solutions according to specifications Minimum three reference letters from previous or current clients for similar work done, i.e. provision of solutions to address (criteria 1) References must indicate level of compatibility of systems with clients IT infrastructure, response time in handling technical glitches, user-friendliness on system for stakeholders 5 Availability of resources 10 a) IT systems such as servers/backup solutions b) Human resources for maintenance and support c) Licence agreements / software upgrades Total 100 Qualification Threshold 70 Page 30 of 50

31 STAGE 3 PRICE AND B-BBEE Bidders who meet the qualification threshold on technical functionality of 70 points will qualify for further evaluation on Price and B-BBEE according to the 80/20 preference point system in terms of the PPPFA Regulations 2017, where 80 points will be for Price and 20 points will be for B-BBEE status level of contribution. For qualifying bidders, the points scored in respect of B-BBEE status level contributor will be added to the points scored for price to determine the highest scoring bidder. The following formula will be used to calculate the points for Price: Ps = 80 {1- (Pt P min)} P min Where Ps = Points scored for comparative price of bid or offer under consideration. Pt = Comparative price of bid or offer under consideration. P min = Comparative price of lowest acceptable bid or offer The points for scored for B-BBEE status level of contribution will be allocated in terms of the Preferential Procurement Regulations, 2017 according to the table below: B-BBEE Status Level of contributor Number of preference points system (80/20) Non-compliant contributor 0 Page 31 of 50

32 DETAILED PRICING SCHEDULE The solution objectives together with scope of work should be used when compiling the pricing for the delivery of the services All costing must be shown inclusive of any applicable taxes. Costing must be done inclusive of any applicable travel or allowances of any kind and should therefore be inclusive of all foreseeable costs to achieve the objective. A fixed fee (if applicable) associated with the delivery of the service shall be submitted in the following format in a separate sealed envelope as indicated: Item Once off implementation and setup fee Monthly fee SETA Management System (itemise as per solution objectives and scope of work and requirements) R R Hosting and WAN support R R Desktop and LAN support R R TOTAL R R TOTAL YEAR ONE (1) COST R R TOTAL YEAR TWO (2) COST R R TOTAL YEAR THREE (3) COST R R TOTAL BID OFFER (VAT inclusive) R R The number of units (e.g. ERP system or BI tool licenses) must be specified if they are limited in any way. Any unit costs (e.g. costs for additional user licenses or additional desktop support) must be explicitly quoted. Page 32 of 50