The University of South Africa invites suitably. qualified service providers to participate in a. Public Tender Process to provide the University with

Transcription

1 The University of South Africa invites suitably qualified service providers to participate in a Public Tender Process to provide the University with Managed Printing Services (MPS) Tender Specification Document Tender Ref. No: PT2017/23 Date of Issue: November Tender Specification MPS Page 1 of 1

2 Table of contents 1. Overview 2. Proprietary and Confidential Information 3. Dealing with the University of South Africa 4. Registration and Compulsory information session 5. Optional Pre-Screening of Mandatory Supporting Documentation 6. Closing Date of Tender Submissions 7. Mandatory Requirement 8. Other Requirements 9. Environmental Impact 10. Pricing 11. Payment Terms 12. Sub-Contracting 13. Joint Arrangements 14. Evaluation Criteria 15. Tender Specifications 16. Annexures 2017 Tender Specification MPS Page 2 of 2

3 1. OVERVIEW UNISA is currently looking for service providers that can offer a fully Managed Printing Service Solution (MPS) in all our 41 offices countrywide for a period of four (4) years. The solution will include all Enterprise Printing, Photocopying, Scanning ( , network share) and faxing via rightfax (MFD) for both our staff and student environments. This solution will require the Service Provider to supply a suitable range of hardware devices that will suit UNISA s requirements along with the systems and personnel needed; and detailed in the technical specifications in Annexure A10 - Technical Specifications ; to manage this contract for the period. UNISA s current enterprise printing consists of a managed and unmanaged environment. The managed environment includes approximately three hundred (300) Multi-Functional Devices (MFD) country-wide and another more or less fifty (50) MFD s for student printing. The unmanaged printing component consists of approximately one thousand five hundred (1500) desktop and small/medium workgroup printers. 2. PROPRIETARY AND CONFIDENTIAL INFORMATION All material submitted in response to this tender shall become the property of Unisa. Any confidential information provided by a service provider in response to this Tender will be held in confidence and will only be used for the evaluation of this tender. 3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA Service providers must not contact any member of Unisa with respect to queries they may have with this tender. A compulsory information session will be held during which it is expected that any queries raised, will be answered. The service provider shall not disclose any such information or specification, whether explicit or implied, to any third party without the written consent from Unisa. 4. COMPULSORY REGISTRATION AND ADMITTANCE TO THE TENDER INFORMATION SESSION A non-refundable tender registration fee of R is payable by credit or debit card at the registration session. No cash payments will be accepted. Prospective tenderers must read the tender specification and bring a copy to the information session 2017 Tender Specification MPS Page 3 of 3

4 Registration Date: 24 November 2017 Registration Time: Venue: 10:00 to 10:30 (Latecomers will not be admitted) Bamboo Hall, Auditorium- D, Kgorong Building, Preller Street, Muckleneuk Campus, Muckleneuk Ridge, Pretoria The above-mentioned time frames must be strictly adhered to; latecomers will not be registered and admitted to the information session. The information session will commence immediately after registration. 5. OPTIONAL PRE-SCREENING OF MANDATORY DOCUMENTATION A non-compulsory pre-screening opportunity will be available to assist service providers to ensure that their documentation meets the commercial mandatory requirements prior to the closing date of the tender responses. The pricing requirement does not form part of this opportunity and must only be submitted on the closing date. The Supply Chain Management Directorate will be available on: Date: 06 December 2017 Time: 10:00 11:00 Venue: OR Tambo Administration building, Level 5, Room 5-18, Preller Street, Muckleneuk Campus, Muckleneuk Ridge, Pretoria 6. TENDER SUBMISSION AND CLOSING DATE The original hard copy and a soft copy of the tender must be submitted into the official tender box in a sealed envelope located in the OR Tambo Administration Building, Fifth Floor room 5-19, Pretoria Muckleneuk Campus, Preller Street, Muckleneuk Ridge. Please quote the tender reference number PT2017/23 on the sealed envelope. Closing date: 11 December 12:00 Tenders submitted late will not be accepted or considered. Points will be awarded for Broad-Based Black Economic Empowerment. The decision of the UNISA Management Committee on awarding a tender is final. Unisa reserves the right to appoint, contract with and monitor the performance of any service provider it deems will offer the best service in line with its requirements, although it may not necessarily be the lowest Tenderer. Unisa also reserves the right, in its sole discretion, not to award a tender, to readvertise a tender or not to award the tender to a service provider who has more than two existing contracts with Unisa Tender Specification MPS Page 4 of 4

5 The tender awarded will be conditional and subject to successful negotiations and signing of a written contract, failing which Unisa reserves the right to withdraw the tender and to award the tender to another Tenderer without repeating the process. 7. MANDATORY REQUIREMENTS Mandatory requirements will include the following and must be labelled and submitted in the following order. Failure to comply and submit any one of the documents will disqualify the submission: Annexure A1: Attendance of compulsory information session. (Attach copy of the registration form received at the session.) Annexure A2: Completed and signed Supplier List Application Form (F25) including the PSP form and bank account details from the bank. ( Annexure A3: Resolution to sign on behalf of the tendering unit ( Annexure A4: Current and valid original SARS Clearance Certificate or E-filing SARS certificate Annexure A5: Copy of company registration documents indicating list of shareholders / members from CIPC / CIPRO Annexure A6: Pricing template. (Excel workbook) Annexure A7: Minimum of three recent (not older than three years) contactable references from customers to which the tenderer has provided or is providing goods/services that are substantially similar to the goods/service required. Annexure A8: Financial Statements a. One Set One set (2 years comparative figures) of the most recent audited Annual Financial Statements together with a signed Independent Auditor s Report or a signed letter from the Accounting Officer for Close Corporations must be submitted unless the reporting entity is exempted in terms of the new South African Companies Act from obtaining an Independent Auditor s Report. The exempted entity must then submit a signed Independent Reviewer s report or signed compilation engagement (ISRS 4410) report from any recognised accounting professional body. The annual financial statement submitted must be within six months of the financial year-end to qualify for evaluation. A complete set of Annual Financial Statements including the following: Independent Auditor s Report (Letter from an External Accountant/Accounting Officer for Close Corporations) Statement of Comprehensive Income (Income Statement) Statement of Financial Position (Balance Sheet) 2017 Tender Specification MPS Page 5 of 5

6 Statement of Cashflows Statement of Changes in Equity Notes to the Financial Statements No summarized Financial Statements or Extracts of financial statements will be accepted b. Where the financial statements of the holding company are submitted, a signed letter be included from the holding company, on their letterhead signed by the CEO/CFO, that they would be liable if the subsidiary defaulted. This must be attached to the financials being submitted. Failure to submit such signed letter will disqualify the tender submission. c. The financial should be submitted as a separate bound document Annexure A9: Unisa General Terms and Conditions to be completed and signed ( Annexure A10: Technical Specifications (Excel workbook), detailed specifications of hardware and software with minimum and mandatory requirements set by UNISA including server requirements. Annexure A11: Provide a Cash-less student payment system and plan Annexure A12: A minimum of 20% for maintenance and support portion of the contract must be sub-contracted to one or more service providers which is 51% or more black owned. The attached template must be completed and the B-BBEE Certificate and CIPC document, indicating the Directors/Shareholders/members, of the subcontractor must be submitted. Failure to submit all the required information will disqualify the tenderer. The sub-contractor(s) must not be a subsidiary of the tendering unit. Annexure A13: Pricing for the purchase of List of current Unisa as per this annexure must be submitted on the pricing template. Annexure A14: Product Brochures of all hardware and software products proposed or a web link must be submitted and will be used for evaluation of technical mandatory requirements OTHER REQUIREMENTS Supplier documents and information Annexure B1: A valid B-BBEE certificate or proof of exemption from an accredited SANAS / IRBA verification agency / auditor. An affidavit certifying their total annual income and level of black ownership and shareholder certificates must be submitted for EMEs and QSEs. Failure to submit the above will result in a zero score for B- BBEE. Annexure B2: Operational and service infrastructure (Excel workbook) must be submitted Annexure B3: Proposed site management procedures document must be submitted 2017 Tender Specification MPS Page 6 of 6

7 Note: All documents submitted in support of this tender must be the documents of the tendering unit and may not pertain to different companies or units within a group. As an example, a tenderer cannot submit its own B-BBEE certificate, but the SARS certificate of its holding company. 8. ENVIRONMENTAL IMPACT Set out the detail of the environmental impact of the activities relating to the agreement/contract and the waste generated as a result thereof. Attach a detailed implementation plan by the contractor and/or the person(s) responsible for implementing the agreement/contract, indicating how the environmental impact and the waste generated will be minimized, mitigated and managed. 9. BUY BACK OF CURRENT PRINTER The total price offered to purchase the current Unisa printers and the disposal there-of as per Annexure A13 and must be submitted as part of the pricing. 10. PRICING Detailed pricing is requested in Annexure A6, for cost per page, for the following periods of four (4), five (5) and six (6) years. Service providers must allow for a minimum variation of 10% (up or down) before cost implications will be accepted. Unisa will provide their own paper. The price must be fixed for the full duration of the agreement e agreement. The pricing must include hardware, software, toners, break-fix/replace and Human Resources needed for the tender. a) All pricing must be quoted in South African Rand (ZAR) including VAT b) Foreign exchange rate used to be indicated (if applicable) c) Foreign exchange rate at the time of the award will be used d) The pricing must remain valid for 150 days from the closing date of the tender e) Pricing / costing template must be completed (Annexure A6) f) Any pricing not included in the provided pricing template will not be considered g) Service providers should include both a hardcopy of the pricing and technical sheets, signed by the delegated signatory, as well as the completed soft copy in excel on disk 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 tender, and any variance will render the contract null and void Tender Specification MPS Page 7 of 7

8 11. PAYMENT TERMS The payment terms of the University are 30 days after receipt of goods and services and upon receipt of the required documentation. No upfront payments will be considered. The Service provider must sign an agreed Service Level Agreement (SLA) with penalties for non-delivery or poor service. 12. SUB-CONTRACTING A minimum of 20% for the maintenance and support portion only of the contract, must be subcontracted to a 51% or more black owned service provider. One or more sub-contractor may be used. Annexure A12 must be completed and the B-BBEE Certificate and CIPC document and share certificates if applicable, indicating the Directors/Shareholders/members, of the subcontractor must be submitted. The tenderer and/or the contract, or any portion thereof, or any share or interest therein, may not be transferred, assigned or granted to any other company without the specific written permission and conditions of the University. The primary supplier takes full responsibility and accountability for the portion of the work subcontracted. The Service Level Agreement (SLA) and the penalties will be signed with the primary service provider. 13. JOINT ARRANGEMENTS The University of South Africa will not accept joint arrangement proposals. 14. EVALUATION CRITERIA Pre-qualification: Only tenderers that meet all the mandatory requirements including the financial evaluation will proceed to the next stage of evaluation. Stage 1 Functional evaluation: Service providers must complete Annexure A10 MPS Technical Specifications document based on their proposed solution. This information will form part of the evaluation process and tenderers who score 80% or more will be evaluated in Stage Tender Specification MPS Page 8 of 8

9 Stage 2: ITEMS POINTS 1. Price B-BBEE 25 Points will be awarded for: B-BBEE level of contribution Black Ownership Female Black Ownership Youth Owned People living with disability 15. TENDER SPECIFICATION UNISA s National Footprint UNISA has a national footprint that would require Service providers to demonstrate their ability to service our Enterprise Printing needs throughout our offices countrywide in conjunction with subcontractors. Annexure A12 contain a list of UNISA s offices countrywide. In Annexure 12, all suppliers are requested to supply their closest Point of Presence (POP) or their Sub-Contractors to UNISA s national offices and include some key capacities held within each POP. 16. Technical Specifications 14.1 Hardware requirements Table 1 list the abbreviations that will be used through this specification document. Unisa has provided estimated totals in Table 2, which could vary slightly. Service providers must allow for a minimum variation of 10% before cost implications will be accepted. All equipment must be new and current models of devices (brochures/web link) with a minimum life cycle of five (5) years. Service provider must take note of the following hardware requirements that will be referenced within this specification document in Table 2 Hardware Printer Requirements. Within this table, expected quantities and volume requirements are outlined Tender Specification MPS Page 9 of 9

10 Abbreviation Description All devices must be able Print, Copy, Scan & Fax MFD Multifunction Device WP Desktop/ Workgroup Network Printers C Colour Capability M Mono (Black White) Capability A3 Paper size A3 A4 Paper size A4 A5 Paper size A5 Table 1 - Abbreviation MFD,C,M, A3, A4, A5 Service providers will be required to provide 593 Multi-functional printing devices, with full colour and mono capabilities. These devices must support A3, A4 and A5 paper sizes. These devices will be network connected in any of the 41 regional offices nationally WP,M,C, A4 Service providers will be required to provide 1400 Mono and 30 Colour Workgroup Printing devices Cashless Credit / Debit Card Self-Help Kiosk Service providers will be required to provide 40 cashless point type devices in the 29 sites provided. These devices are at the discretion of the service provider based on the requirements outlined in Section Table 2 includes printing statistics based on a 36 months period, to get monthly average. The figures are based on managed & un-managed devices. # Device Category Expected Units Estimated Colour Estimated Mono 1 MFD,C,M,A3,A4, A ,185 1,879,039 2 WP,M,A4 1,400 1,184,939 3 WP,C,A , ,270 4 Cash-Less Student Printing Solution Table 1 - UNISA Device with average monthly printing volume 2017 Tender Specification MPS Page 10 of 10

11 14.2 Print Management Solution Service providers must include in their proposal a print management solution that will integrate with current Unisa environment. The proposed solution must cater for the following: a. Printing from all devices including workstation, notebook, thin client and mobile devices b. The ability to scan Mifare card / PIN release to securely release print jobs from any printer device (follow me) c. The username, balance and cost centre to be displayed on the device when printing d. Oracle Finance Pasta Printing. Service providers must include in their proposal all integration aspects required to ensure that all users can make use of their staff and students cards (Mifare) to enable secure printing. The interface should provide detailed information for staff and students for billing and balance purposes. Service providers must include in their proposed management system the configuration and setup costs to provide the solution in its entirety. The print management solution provided must include all license fees. Updates and firmware requirements will be the responsibility of the service provider Server Platform All proposed solutions must adhere to the following Unisa Standards. All server hardware will be provided by Unisa and should not be catered for in the proposal. Unisa Standards are as follows: a) Microsoft Server 2012 or later b) Microsoft SQL 2016 or later c) Oracle 12 or later d) Linux OS e) VMWare 14.3 Follow Me and Secure Release Printing The proposed solution must include the ability to release print jobs at any device on the Unisa network by swiping the Mifare card with an option of manual release, which can be done with a user supplied PIN code. These cards are already in use and service providers will not be required to provide or manage them. Service providers must ensure that all multi-functional and workgroup printers must be supplied with built-in Mifare card readers to ensure the solution meets the requirement Tender Specification MPS Page 11 of 11

12 14.4 Reporting The proposed solution must include the ability to supply detailed usage reports on a monthly basis or on demand. The reports must also include number of jobs and cost, e.g. Enterprise Report, Department Report (as per Cost Centre), and User Report Installation All service providers must note that the entire solution will be based on Unisa providing the paper for the printing. All other matters related to printing must be included in the proposed solution Printer Installation The machines are to be delivered and installed at identified locations; all users in relevant area must be able to use the printing services (Secure and Follow-Me Printing). Existing infrastructure is already in place and service providers will not be required to provide facilities to ensure connection Processes (Testing and Change Management) In line with the project plan, Service providers are also required to follow the ICT change management processes. Service providers must include a proposed implementation plan for review Training Service provider must include in their response the following components that will ensure change management is successful within the proposed solution: a.) Training material Online video / animation to assist with the use of the devices. This content must be developed by the service provider and will be hosted by Unisa b.) Posters A quick Reference poster is required at each MFD device. Service provider must include the provision of the poster in their response 14.6 Buyback/Disposal of old devices Service providers must include in their proposal a buy back/disposal option for the current printing equipment as Annexure A13 in its totality. Unisa reserves the right to withdraw the buyback/disposal option based on proposals received. Service providers will be responsible for the removal of the old device on completion of the installation of the new devices. UNISA will confirm and sign-off the removal of the old devices Tender Specification MPS Page 12 of 12

13 Disposal (hard drive) UNISA will format the hard drives as per the Unisa Disposal Policy before the devices can be removed Service Level Agreement Service Level Agreement All service provider must provide a draft copy of the Service Level Agreement (SLA) in their response. The draft Service Level Agreement (SLA) must include the following requirements: a) 1 hours repair for all server / backend services b) 4 hours repair for all multi-functional devices c) 6 hours repair of all workstation printers. Service providers must include in the total solution the repair of all printer related faults, the provision of toners and software related incidents Service Management Service providers must include in their proposal the appointment of an Account Manager who will be responsible for the service delivery required within the overall solution. Bi-weekly meetings must be included as part of the process to deal with reporting and adherence to service level agreements Warranty Service providers must take full responsibility for all warranty based incidents and failures as part of the proposed solution Cash-less Student Payment Cashless payment solution for students UNISA adopted a new policy that all student payments will become a cash-less printing environment. UNISA currently makes use of a Cash Kiosk in six (6) of UNISA s libraries for students to purchase credit for copying and printing. Cashless printing will be extended country wide to 29 offices as outlined in the Table 4 Cashless Offices and Device Requirements. A minimum of 40 devices are required to service student-printing needs in the 29 offices nationally. Service providers must provide in their response a real-time solution that will cater for student printing in 29 offices based on the following requirements: a) The proposed solution should be automated and require little or no human intervention Tender Specification MPS Page 13 of 13

14 b) The ability to load funds to a Mifare card that can be used on any Unisa printing device provided as part of this solution. c) Were cards are not available, the solution must allow for a PIN based option linked to the student number. d) Separate printers for each of the 29 proposed offices must be included in the solution, which will only allow for student printing, more than one printer is required in the major hubs. e) The cashless solution must include bank deposit / EFT, Debit and Credit card capabilities. Additional transactional methods such as Smart Phone, Cell USSD and 3 rd party e.g. PEP, Checkers, must be indicated by supplier. f) All transactions must be real-time g) No cash will be accepted on any of the Unisa campuses h) UNISA will not provide paper for student printing. Service providers needs to include that in the Annexure 6: Pricing Template Service providers must note that all aspects of the Cashless Student Printing environment will be the responsibility of the successful service provider. However, contractual negotiations will determine the final solution about processes and financial responsibilities between the parties. Regional Site Address Estimated Printer Required Limpopo 1 Makhado 87 Krogh Street, Louis Trichardt 1 2 Giyani Office no 11, Masingita Complex, Giyani Road 1 3 Polokwane Library 29 Landros Mare Street, Polokwane 2 Mpumalanga 4 Middelburg Town Square Building, Cnr Walter Sisulu and Bhimy Damane Streets, Middelburg 1 5 Nelspruit 31 Brown Street, Nelspruit 1 KwaZulu-Natal 7 Durban Registration 230 Stalwart Simelane Street, Durban 2 8 Braam Building Fischer 27 Braam Fischer Road, Durban 2 10 Pietermaritzburg 1 Langalibalele Street, Pietermaritzburg 1 11 Richards Bay Block C, Via Verbana, Veldenvlei, Richards Bay 1 12 Newcastle Cnr Sutherland & Harding Streets, Newcastle 1 13 Wild Coast UNISA - Wild Coast Sun Tender Specification MPS Page 14 of 14

15 Eastern Cape 14 Mthatha 32 Victoria Street, Mthatha 1 15 East London 10 St Lukes Road, Southernwood, East London 1 16 Port Elizabeth Greyville House, Cnr Cape Road, Ring Road and Greyville Street, Green Acres, PE Western Cape 1 17 Parrow 15 Jean Simmons Street, Parrow 2 18 George 1 Joubert Plaza, 100 Meade Street, George 1 Midlands 20 Bloemfontein 2nd Floor NRE Building, 161 Zastron Street, Westdene, Bloemfontein 1 21 Kroonstad 1st Floor NFS Building, 36 Brand street, Kroonstad 1 22 Kimberley Northern Cape Mall, Suite 62, Memorial Road, Kimberley 1 23 Potchefstroom 20 Auret Street, Potchefstroom 1 24 Mafikeng Office no 11, Masingita Complex, Giyani Road 1 25 Rustenburg Forum Building, C/O Steen and Oliver Tambo Roads, Rustenburg Gauteng 1 26 Midrand SBL Cnr Janadel and Alexandra Avenue, Midrand 1 Florida, Science Campus, Florida Corner of Christiaan de Wet Street & Pioneer Avenue 2 28 Johannesburg Braam Fischer Building, 29 Rissik Street 2 29 Ekurhuleni Corner R51 and Brazil Roads 2 30 Vereeniging 31 Sunnyside Hangar Building, First floor, corner of Rhodes and Voortrekker streets, Vereeniging Building 13 and 14, Sunnyside Campus, Corner of Justice Mahomed and Steve Biko Streets, Sunnyside Muckleneuk (Main)Campus Preller street, Muckleneuk Ridge, Table 4 Cashless Offices and Device Requirements 14.9 Staffing and facilities Staffing Service Provider must provide staffing for the solution of managed printing service including the Cashless Solution Tender Specification MPS Page 15 of 15

16 Facilities Office Hours: normal office hours for Staff is 07:45 to 16:00 Monday to Friday. For the Library (Students) are 07:45 to 22:00 Monday to Friday and 08:00 16:00 on Saturday Implementation Project Plan A successful project implementation plan is identified as a key component of the success of this service. UNISA requires service providers to submit a detailed project plan in Annexure B3.The successful service provider will be expected to start the project immediately (at least 5 working days), after the contract is approved. 17. ANNEXURES Annexure A6: Pricing template Annexure A7: References Template Annexure A10: Technical Specifications Annexure A12: Sub contracting Template Annexure A13: MPS UNISA list of current printers (Payback/disposal) 2017 Tender Specification MPS Page 16 of 16