INVITATION TO BID (SBD 1 PART A)

Transcription

1 INVITATION TO BID (SBD 1 PART A) BID DESCRIPTION YOU ARE HEREBY INVITED TO BID FOR THE FOLLOWING SUPPLY REQUIREMENTS BID NUMBER NRF SKA SBIS CLOSING DATE AND TIME 4 December 2017 at 11:00 Appointment of service provider to design, implement and provide training for a Enterprise Management system at SARAO. PREQUALIFICATION CRITERIA DESIGNATED GROUPS PRE-QUALIFYING CRITERIA A MINIMUM B-BBEE STATUS LEVEL OF 4 LOCAL CONTENT: LOCAL CONTENT APPLIES SBD 6.2 A BIDDER FAILING TO MEET ANY OF THE STIPULATED PRE-QUALIFYING CRITERIA IS AN UNACCEPTABLE BID TWO ENVELOPE SYSTEM APPLICABLE Yes THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT Validity Period From Date Of Closure: 150 days Compulsory Briefing Date and Time 20 November 2017 at 10:00 Venue SKA SA Pinelands Office, Cape Town and via video link Bid Number NRF/SKA SBIS Page 1 of 49

2 Session or Site Visit Details Address at SKA SA Rosebank Office SKA SA Pinelands 3rd Floor, The Park, Park Road, Pinelands, South Africa SKA SA Rosebank 17 Baker St, Rosebank, Johannesburg, South Africa Contact Person Carla Sharpe BID RESPONSE DOCUMENTS ARE DEPOSITED IN THE BID BOX SITUATED AT: PHYSICAL ADDRESS SKA SA Bid Box at Reception, 3rd Floor The Park Park Road Pinelands, South Africa ADDRESSED AS FOLLOWS: Tender Number and Description Submitting Entity Contact Person TABLE OF CONTENTS INVITATION TO BID (SBD 1 part A)... 1 BID DESCRIPTION... 1 PREQUALIFICATION CRITERIA... 1 SUPPLIER INFORMATION... 3 SBD 1 SIGNATURE... 5 TERMS AND CONDITIONS FOR BIDDING (SBD 1 part B)... 5 BID SUBMISSION:... 5 TAX COMPLIANCE REQUIREMENTS FOR SOUTH AFRICAN BASED SUPPLIERS... 6 QUESTIONNAIRE FOR FOREIGN BASED SUPPLIERS TO ASCERTAIN TAX COMPLIANCE REQUIREMENTS... Error! Bookmark not defined. SETS OF BID DOCUMENTS REQUIRED:... 7 RETURNABLE DOCUMENT CHECKLIST TO QUALIFY FOR EVALUATION... 7 THE BIDDING SELECTION PROCESS... 8 Bid Number NRF/SKA SBIS Page 2 of 49

3 BID PROCEDURE CONDITIONS: THRESHOLD TO QUALIFY FOR PRICE/PREFERENCE EVALUATION STAGE EVALUATION CRITERIA FOR EVALUATING BIDDERS RESPONSES THE BID CONTRACT INTRODUCTION TO THE NRF INTRODUCTION TO THE NRF BUSINESS UNIT RESPONSIBLE FOR THIS BID CONTEXT OF THIS PROCUREMENT CONTRACT PERIOD SCOPE OF WORK SPECIAL CONDITIONS OF CONTRACT PERFORMANCE SBD 3.1: PRICING DETAIL WITH FIRM UNIT PRICES GENERAL CONDITIONS OF CONTRACT PREFERENCE POINTS CLAIMED (SBD 6.1) SBD 6.2: DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR DESIGNATED SECTORS... Error! Bookmark not defined. SBD 9: CERTIFICATE OF INDEPENDENT BID DETERMINATION SBD 8 - DECLARATION OF BIDDER S PAST SCM PRACTICES SBD 4 - DECLARATION OF INTEREST WITH GOVERNMENT REFERENCE LETTER FORMAT BID SUBMISSION CERTIFICATE FORM - (SBD 1) SUPPLIER INFORMATION Name Of Bidder Postal Address Bid Number NRF/SKA SBIS Page 3 of 49

4 Telephone Number CODE NUMBER Cell Phone Number CODE NUMBER Facsimile Number CODE NUMBER Address VAT Registration Number: REGISTERED ON THE NATIONAL TREASURY S CENTRAL SUPPLIER DATABASE Supplier Number MAAA Unique Registration Reference Number (36 digit) TAX COMPLIANCE STATUS (Tick applicable) Compliant Yes / Not-Compliant TCS PIN B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE (Tick applicable) CERTIFICATE PROVIDED: Yes/No B-BBEE Level: EMERGING/MICRO ENTERPRISE Yes/No QUALIFYING SMALL ENTERPRISE Yes/No B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE B-BBEE STATUS LEVEL SWORN AFFIDAVIT CERTIFICATE CERTIFIED Yes/No Yes/No Yes/No (A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT (FOR EMEs AND QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE Bid Number NRF/SKA SBIS Page 4 of 49

5 POINTS FOR B-BBEE) LOCAL/OVERSEAS SUPPLIER (Tick applicable) ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS OFFERED? Yes SBD 1 SIGNATURE No IF YES ENCLOSE PROOF SIGNATURE OF BIDDER: DATE: CAPACITY UNDER WHICH THIS BID IS SIGNED (Attach proof of authority to sign this bid) BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO: DEPARTMENT Strategy and Business Systems DEPARTMENT Supply Chain Management CONTACT PERSON Carla Sharpe CONTACT PERSON Rayyan Arnold TELEPHONE NUMBER FACSIMILE NUMBER TELEPHONE NUMBER FACSIMILE NUMBER ADDRESS carla@ska.ac.za ADDRESS rarnold@ska.ac.za TERMS AND CONDITIONS FOR BIDDING (SBD 1 PART B) NB: FAILURE TO PROVIDE ANY OF THE BELOW PARTICULARS MAY RENDER THE BID INVALID. BID SUBMISSION: Bid Number NRF/SKA SBIS Page 5 of 49

6 Bidders deliver their bids by the stipulated time to the correct address. The National Research Foundation does not accept late bids for consideration. Bidders must submit their bids on the official forms included in this invitation - (not to be retyped). The bidder is on the National Treasury s Central Supplier Database in order to do business with the NRF and for the NRF to award a bid and to sign the subsequent contract. The NRF is an organ of state. Registration on the CSD ( is compulsory and bids from unregistered bidders are not considered. National Treasury Contact Details: or csd.support@treasury.gov.za Where a bidder has registered on the Central Supplier Database, the bidder may choose not to submit the mandatory information with the bid documentation where the Central Supplier Database has the information. Bidders must submit their certified B-BBEE certificate or certified B-BBEE sworn affidavit to the National Research Foundation. This bid is subject to the Preferential Procurement Policy Framework Act 2000 and its 2017 Regulations; the General Conditions of Contract (GCC); Special Conditions of Contract (SCC), and, if applicable, any other legislation. TAX COMPLIANCE REQUIREMENTS FOR SOUTH AFRICAN BASED SUPPLIERS 1 Bidders must ensure their tax obligations are in order. Where the bidder does not have a Tax Compliance Status Certificate available and the bidder has a valid Central Supplier Database Registration number, the bidder must provide their CSD number in the field provided in this document. Where the bidder provide access to its taxpayer profile and tax status in lieu of the above paragraph, the bidder must their unique Personal Identification Number (pin) issued by SARS to enable the National Research Foundation to view and verify the taxpayer profile and tax status. Bidders apply for the Tax Compliance Status (tcs) Certificate or PIN from their South Africa Revenue Services branch or through E-Filing. In order to use the E-File provision, the bidder needs to register with SARS as an e-filer through the website Bidders may submit a printed Tax Compliance Status Certificate together with the bid. In bids where consortia/joint ventures/sub-contractors are involved, each party must submit a separate Tax Compliance Status Certificate/PIN/CSD number. 1 National Treasury SCM Instruction No. 7 of 2017/2018 Bid Number NRF/SKA SBIS Page 6 of 49

7 SETS OF BID DOCUMENTS REQUIRED: Number of ORIGINAL documents for contract signing 2 Bidders must submit the bid including the bidder s response to the specification and the bidders pricing in hard copy format (paper document) to the NRF. These serve as the original sets of bid documents and forms part of the contract. The NRF with the awarded bidder sign two originals of the contract form in black ink. The signed legal contract constitutes the closure of the competitive bid/tender/request for quotation process and sets out each party s obligations for execution. These two original document sets serve as the legal bid contract document and the contract record between the bidder and the NRF. The bidders attach the originals or certified copies of any certificates stipulated in this document to these original sets of bid documents. In the case of a discrepancy between the evaluation copies and the master record, the master record prevails. In the case of a discrepancy between the original sets deposited with the NRF and that kept by the bidder, the original set deposited with the NRF is the master contract for both parties. Number of EVALUATION copies: 1 secured PDF on a USB Memory Stick for technical Documentation and a separate USB Memory Stick for pricing schedule Bidders mark documents as Copy for evaluation and number all pages sequentially. RETURNABLE DOCUMENT CHECKLIST TO QUALIFY FOR EVALUATION RETURNABLE DOCUMENTS Envelope 1 (G = Go/No GO; Bid Section Reference Signed and completed Procurement Invitation (SBD 1) including the SBD 4, 5 if applicable, 6.1, 6.2 if applicable, 8 and 9 Proposed high level project plan demonstrating potential execution of the contract and its milestones G YES NO G YES NO Bid Number NRF/SKA SBIS Page 7 of 49

8 BBBEE Bidder s Profile Three (3) written references with contact details where applicable, for those customers for whom the bidder has completed work within the last 24 months G YES NO Reference 1 From: Reference 2 From: Reference 3 From: RETURNABLE DOCUMENTS Envelope 2 Summary pricing in the SBD 3 format in this document G YES NO Detail price sheets and supporting documents G YES NO THE BIDDING SELECTION PROCESS Stage 1 Compliance to submission requirements Bidders warrant that their proposal document has, as a minimum, the specified documents required for evaluating their proposals. The NRF provides the Returnable Document Checklist listing these including which documents are mandatory (GO/NO GO) to the bidders. The NRF evaluates only procurement responses that are 100% acceptable in terms of the Returnable Document List. The NRF disqualifies bidders not compliant with this list for Stage 2. Stage 2A Evaluation of Bids against Specifications and Quality 1. The NRF evaluates each bidder s written response to the specifications issued in accordance to published evaluation criteria and the associated scoring set outlined in this bid invitation. The evaluation consists of the mandatory minimum specifications in a Meet/Not meet format with further specifications requiring qualitative responses. 2. Bidders making the minimum evaluation score will pass to the price/preference stage. Stage 2B Presentation of Solution 1. The NRF will require presentations by the shortlisted bidders for them to present a Bid Number NRF/SKA SBIS Page 8 of 49

9 demonstration of their solution to the evaluation committee. 2. Shortlisted bidders for section 2B of evaluation will be given presentation requirements on evaluation criteria. Bidders making the minimum evaluation score will pass to the price/preference stage. Stage 3 Price/Preference Evaluation Basis of competition: The NRF compares each bidder s pricing proposal on an equal and fair comparison basis that is equitable to all bidders taking into account all aspects of the bids pricing requirements. The NRF conducts fair market-related pricing tests to arrive at an opinion of reasonableness of the bid price offered. Due diligence tests for reasonableness of price: The NRF conducts fair market-related pricing tests to arrive at an opinion of reasonableness of the bid price offered. Where these tests reflect defective pricing or pricing outside of the fair market-related price range, the evaluators will recommend price negotiation with the winning bidder to bring the price within the fair market-related price range. Where the winning bidder did not want to participate in the price negotiation or not prepared to provide a fair market-related price, the NRF cancels the award and commences price negotiations with the second bidder in the price/preference ranking. Ranking of the bidders pricing: The NRF ranks the qualifying bids on price and preference points claimed in the following manner: Price - with the lowest priced Bid meeting the minimum specification as stipulated in the threshold to qualify for this stage receiving the highest price score as set out in the Preferential Procurement Policy 2017 Regulations; Preference - preference points as claimed in the preference claim form (SBD6.1) supported by a valid BBBEE certification are added to the price ranking scores. Award recommendation: The NRF nominates the bidder with the highest combined score for the contract award subject to the bidder having supplied the relevant administrative documentation. Bid Number NRF/SKA SBIS Page 9 of 49

10 BID PROCEDURE CONDITIONS: Counter Conditions The NRF draws bidders attention that amendments to any of the Bid Conditions or setting of counter conditions by bidders will result in the invalidation of such bids. Two Envelope System Required The objective is to evaluate the Proposals Section without reference to the Price Section ensuring both sections are evaluated fairly and unbiased. The first envelope holds all documents excluding the SBD 3 (price summary schedule) and detailed supporting pricing documentation. The second envelope holds the SBD 3 and the detailed supporting pricing documentation. An outer envelope encloses both envelopes that have the envelope addressing as stated in this document. The NRF only opens the proposal the first envelope at the evaluation stage and only opens the pricing the second envelope for those bidders who meet the predefined threshold at the proposal evaluation. Response Preparation Costs The NRF is NOT liable for any costs incurred by a bidder in the process of responding to this Bid Invitation, including on-site presentations. Cancellation Prior To Awarding The NRF has the right to withdraw and cancel the Bid Invitation at any time prior to making an award especially where there is insufficient funds and where the award price is outside of the objective determined fair market-related price range (in terms of the Preferential Procurement Policy Framework Act 2017 Regulations). Collusion, Fraud And Corruption Any effort by Bidder/s to influence evaluation, comparisons, or award decisions in any manner will result in the rejection and disqualification of the bidder concerned. Bid Number NRF/SKA SBIS Page 10 of 49

11 Fronting The NRF, in ensuring that bidders conduct themselves in an honest manner will, as part of the bid evaluation processes where applicable, conduct or initiate the necessary enquiries/investigations to determine the accuracy of the representation made in the bid documents. Should any of the fronting indicators as contained in the Guidelines on complex Structures and Transactions and Fronting, issued by the Department of Trade and Industry, be established during such inquiry/investigation, the onus will be on the bidder to prove that fronting does not exist. Failure to do so within a period of 7 days from date of notification will invalidate the bid/contract and may also result in the restriction of the bidder to conduct business with the public sector for a period not exceeding 10 years, in addition to any other remedies the NRF may have against the bidder concerned. DISCLAIMERS The NRF has produced this document in good faith. However, the NRF, its agents and its employees and associates, do not warrant its accuracy or completeness. To the extent that the NRF is permitted by law, the NRF will not be liable for any claim whatsoever and how so ever arising (including, without limitation, any claim in contract, negligence or otherwise) for any incorrect or misleading information contained in this document due to any misinterpretation of this document. The NRF makes no representation, warranty, assurance, guarantee or endorsements to any provider/bidder concerning the document, whether with regard to its accuracy, completeness or otherwise and the NRF shall have no liability towards the responding service providers or any other party in connection therewith. THRESHOLD TO QUALIFY FOR PRICE/PREFERENCE EVALUATION STAGE Bidders are not eligible for the Price and Preference scoring stage where they score less than the minimum threshold of: 1. Score Meet Specifications on each evaluation line as a YES 2. Meeting all administrative requirements as GO/NO GO Bid Number NRF/SKA SBIS Page 11 of 49

12 EVALUATION CRITERIA FOR EVALUATING BIDDERS RESPONSES Selection Element Meet Specification BEC Confirmed Validity of the Bidder statement Analysis of current systems and gap analysis methodology EM and SI solutions and system architecture aligned to industry norms: Supply and installation of system plan. Yes No Yes No Bidder reference to its data sheets Bidder reference to its data sheets EM and SI solutions: Configuration and customisation of system methodology EM and SI solutions: Integration and testing of system EM and SI solutions: Change management methodology EM and SI solutions: Data Migration of Legacy Data plan Yes No Yes No Yes No Yes No Bidder reference to its data sheets Bidder reference to its data sheets Bidder reference to its data sheets Bidder reference to its data sheets EM and SI solutions: System training for SARAO staff Reporting Templates: Customisable Templates and variable analysis tools to enable appropriate performance tracking across key areas within SKA SA, including but not limited to: health & safety, risk, finance, project schedules, key performance indicators, human resources, stakeholder engagement Dashboard development tools: Dashboard development tools must be provided to SKA SA Yes No Yes No Yes No Bidder reference to its data sheets Bidder reference to its data sheets Bidder reference to its data sheets Bid Number NRF/SKA SBIS Page 12 of 49

13 EVALUATION CRITERIA FOR EVALUATING BIDDERS RESPONSES Selection Element Meet Specification BEC Confirmed Validity of the Bidder statement Dashboard functionality: Variable analysis and statistical tools Dashboard functionality: Automated Interface with Great Planes Dashboard functionality: Automated Interface with Prima Vera Dashboard functionality : The dashboard functionality should provide trend analysis, comparative analysis and basic statistical tools User Access Control: Customisable user access control. Access control mechanisms, data security and audit trails are required to ensure that databases are not tampered with or modified by unauthorized users. Yes No Yes No Yes No Yes No Yes No Bidder reference to its data sheets Bidder reference to its data sheets Bidder reference to its data sheets Bidder reference to its data sheets Bidder reference to its data sheets Security: Data integrity must be preserved and security standards as required must be maintained Disaster Recovery: Compatible with current systems Exportable data: Dashboard and module data should be exportable. This data format must be compatible with legacy systems. Interfaces: Seamless interfaces with legacy systems Yes No Yes No Yes No Yes No Bidder reference to its data sheets Bidder reference to its data sheets Bidder reference to its data sheets Bidder reference to its data sheets Bid Number NRF/SKA SBIS Page 13 of 49

14 EVALUATION CRITERIA FOR EVALUATING BIDDERS RESPONSES Selection Element Web interface: Web and mobile interfaces Meet Specification Yes No Bidder reference to its data sheets BEC Confirmed Validity of the Bidder statement THE BID CONTRACT INTRODUCTION TO THE NRF The National Research Foundation ( NRF ) is a juristic person established in terms of the National Research Foundation Act, Act 23 of 1998, and a Schedule 3A Public Entity in terms of the Public Finance Management Act. The NRF is the government s national agency responsible for promoting and supporting research and human capital development through funding researchers, provision of the National Research Platforms, and science outreach platforms/programs to the broader community. The NRF provides these services in all fields of science and technology, including natural science, engineering, social science, and humanities. The NRF delivers its mandate through its internal business units which are both functional and geographical diverse. Unless specifically noted, all contracts flowing from bidding apply to all of its business units. INTRODUCTION TO THE NRF BUSINESS UNIT RESPONSIBLE FOR THIS BID The SKA project is an international effort to build the world s largest radio telescope. South Africa is a member of the SKA Organisation and is responsible for the construction of the MeerKAT precursor telescope, the hosting the SKA Mid Frequency telescope and the implementation of the African VLBI Network. South Africa s efforts are managed and implemented by SKA South Africa, a project within the South African Radio Astronomy Observatory (SARAO), a national facility of the National Research Foundation. SKA SA has offices based in Johannesburg and Cape Town as well as Bid Number NRF/SKA SBIS Page 14 of 49

15 the radio telescope site in Hartebeesthoek and the Karoo site for the MeerKAT and SKA Mid telescopes, 80 km from Carnarvon. CONTEXT OF THIS PROCUREMENT This document constitutes the Bid Specification for the Request for Proposals to supply SARAO an Enterprise System (ES) solution and a System Integrator (SI) solution. An Enterprise System in this case refers to an application software package that supports business processes, work and information flows, and reporting and data analytics. A System Integrator in this case refers to a software system that combines software products from multiple vendors for the purposes of information flow, analytics and reporting. This specification has been prepared to invite bidders to submit their proposals to implement, and customise where necessary, an ES and SI for SARAO. Information used for the preparation of this specification is made available from relevant and published sources of SKA SA and HartRAO. Bidders are required to make an informed evaluation and a decision based on their ES and IS experience. The ES and SI solutions will be referred to hereafter as the Enterprise Project. The Enterprise Project is expected to increase operational efficiency, information flow and resource planning towards the following strategic objectives of SKA SA: To strategically position South Africa within the international SKA project To establish globally competitive radio astronomy infrastructure and research in South Africa, and to optimise the associated national socio-economic benefit To optimise the local and national socio-economic benefits arising from investment in radio astronomy infrastructure and research To promote radio astronomy research infrastructure in Africa The Critical Success Factors for successful achievement of the SARAO Key Strategic Outcomes are as follows: Innovation and growth: Increased capacity to innovate and to commercialize technology with effective IP Management Effective Performance Management: Individual performance should drive organizational performance Research and Development: SARAO research and development should be the driver of innovation, commercialization and industrialization Human Capital Development: Focus is on productivity, capability development, skills Bid Number NRF/SKA SBIS Page 15 of 49

16 retention, transformation and elimination of disparities Effective Stakeholder Management: This involves technological and science awareness regarding the project, challenges and progress as well as effective communication with Stakeholders Strategy Execution and Operational Excellence: To ensure that the SARAO strategy is executed and frequently appraised for effectiveness SHEQ Policies and Procedures: Maintenance of relevant certifications and overall quality management Business Processes, Policies and Procedures: Efficient business operations and maintenance of relevant compliance, which includes appropriate information management Financial management: Ensure efficient financial management, governance, reporting, budgeting processes and compliance. SARAO Knowledge Management Strategy The Enterprise Project solution is integral to the successful implementation and management of the Knowledge Management System within the project. Knowledge Management (KM) includes the processes whereby knowledge is acquired, constructed, transferred, and shared with other members of the organisation and its stakeholders, aligned to the organisational objectives. Since the inception of the SARAO over a decade ago, SARAO has experienced a rapidly changing business environment and process requirements with large growth into a number of programmes. This has resulted in the development of multiple applications, which are either standalone or partially integrated. The current status needs to be technically upgraded or customized to a uniform technology platform in order to provide services to the stakeholders to meet the organisation s needs. Considering the limitation of the existing systems, SARAO intends to implement an Enterprise Project in order to cope with the challenges posed by the growing business needs including statutory compliances. In order to streamline its processes and increase efficiency and effectiveness of operations, SARAO has undertaken a comprehensive exercise to implement new EM and SI Systems across all the functions and locations of the organisation. The proposed Enterprise Project is aimed to bring in transparency and sustainability of the processes. Bid Number NRF/SKA SBIS Page 16 of 49

17 CONTRACT PERIOD The contract period commences from the date that both parties sign the contract s signature page. The contract period includes the period of 12 months for the initial requirements and the maintenance/service support requirements for a further five years SCOPE OF WORK SARAO proposes to implement the Enterprise Project across all its locations and functions for seamless exchange of information within the organisation. This is in order to ensure transparent, efficient and accurate availability of information and facilitation of transactions. The key objectives of this initiative are to: 1. Design and implement processes and applications that help SARAO achieve the project vision 2. Increase the efficiency and improve monitoring and administration for effective decision making 3. Develop a single and integrated view of SARAO s information system across all functions and locations 4. Implement the system in a manner that results in least business interruption (an invisible implementation) SARAO seeks to implement a software system across the organisation that shall be capable of providing for enterprise level dashboard, information flow, analysis, resource planning and management functionality as well as system integration. High level system requirements are summarised as follows: 1. System implementation shall be as least disruptive as possible 2. The system should be a single integrated system for all SARAO sites to access virtually. 3. The system should integrate seamlessly with legacy software packages, as identified in Bid Number NRF/SKA SBIS Page 17 of 49

18 below, to allow users to continue to work within their current software applications 4. The system should be able to generate all financial and management statements, budget reports, schedule reports and consolidated reports as per the SARAO stakeholder requirements (These include but are not limited to Parliamentary Reports, Department of Science and Technology Reports, and National Research Foundation Reports) 5. The system should be user friendly and offer simplified workflows 6. The system should allow users to have drill down functionality 7. The system should allow tracking of SARAO project assets 8. The system should allow for customisation for the requirements of individual departments such as the management of the Human Capital Development Department 9. The system should be able to support consolidation of regional budgeting and approvals 10. The system should incorporate an automated electronic signature system 11. The system should allow for recording and tracking of appropriate enterprise risk management 12. The system should allow users to monitor performance and progress as well as perform strategic analysis using appropriate dash boarding tools 13. The system shall be hosted in-house on a virtual machine, with an appropriate webbased interface that supports remote access to local servers. 14. The system shall support access from a range of different operating systems, including Windows, Linux and MAC OS 15. The system shall support access from a mobile plug-in that can run on Android and IOS This Enterprise Project requires the following components of work to be executed to fulfil the requirements of the proposed Enterprise Project: 1. Delivery and Implementation of the Enterprise Project 2. Detailed Functional Requirement study, System Requirements Study and System Design 3. Documentation of the Enterprise Project: The Integrated Project Plan for the entire project that covers detailed tasks which are intended to be performed as part of the project. The roles and responsibilities for the project team along with support arrangements that are expected from SARAO need to be jointly arrived at and have to be signed off by SARAO and the appointed bidder. 4. The appointed bidder will prepare and submit an Inception Report, which will serve as the foundation document for all activities related to the project. Additionally, the Bid Number NRF/SKA SBIS Page 18 of 49

19 Inception report must cover the risks that the appointed bidder anticipates and the plans they propose towards mitigating those risks. 5. The designed solution should include a Solution Architecture, Hardware Deployment Architecture, and Security Architecture for the Enterprise Project. The Architecture document should give the complete architecture of the proposed systems. Legacy Systems SARAO Business Application Backend configuration: 1. Software: 1.1. Bentley s Enterprise Bridge (EB): Operating System : Windows Server 2008 R2 Standard Service Pack 1 Database: Microsoft SQL 2008 Software: EB Director 1.2. Primivera Operating System : Windows Server 2008 R2 Standard Service Pack 1 Database: Microsoft SQL Server Core: Operating System : Windows Server 2008 R2 Standard Service Pack 1 Database : Flat file repository Software : Core Solidworks: Operating System: Windows Server 2008 R2 Standard Service Pack 1 Database : Microsoft SQL Server 2014 Software: Solidworks Great Plains: Operating System: Windows Server 2012 Terminal Server Database: SQL Server Software: Microsoft Dynamics GP 1.6. HR Online: Operating System: Web Based Database: N/A Software : My View (HTML Front end) Software: RAMLOG Failure Data Edition (FDE) 2. Hardware : Bid Number NRF/SKA SBIS Page 19 of 49

20 1. To be hosted in house 2. Web Based interface which supports remote access to local servers 3. Compatible with Windows, Linux and MAC OS 4. The server will be hosted on a Virtual Machine 5. Mobile Plugin to operate on Android and IOS SPECIAL CONDITIONS OF CONTRACT PERFORMANCE Licensing and support 1. Pricing is to include 1.1. License Fees per user for up to 450 users but only chargeable as per the actual user numbers that SARAO requires, this may be less than or equal to 450 users System support charges to be defined in terms of an annual fee with the detail of any limiting criteria Annual maintenance and system upgrade requirements should also be stipulated with the associated costs. SERVICE PERFORMANCE LEVELS STATEMENT Service being Measured Measurement Penalty and level applicable from Phase 1: Gap Analysis of business processes and customisation completed within three months of award of contract (As per pre agreed implementation plan) Phase 2: Basic system Implementation within three months of completion of Phase Dash Board and reporting functionality 2.2. Implementation of modules 2.3. Integration to BCM (Disaster Recovery system) (As per pre agreed implementation plan) Delivery before agreed completion date Delivery before agreed completion date 10% of total contract 10% of total contract Bid Number NRF/SKA SBIS Page 20 of 49

21 Phase 3: 3.1. Legacy data migration 3.2. Roll out of system and training to all SARAO sites Delivery before agreed completion date 10% of total contract (As per pre agreed implementation plan) SBD 3.3: PRICING DETAIL WITH NON - FIRM UNIT PRICES SBD 3 - Pricing Schedule for the Duration of the Contract BID PRICE IN RSA RAND Price quoted is South African Rands in terms of General Conditions of contract clause 16.4 PRICE QUOTATION BASIS Price quoted is fully inclusive of all costs including delivery to the specified NRF Business Unit geographical address and includes value- added tax, income tax, unemployment insurance fund contributions, and skills development levies. PRICE PER DELIVERY POINT In cases where different delivery points influence the pricing, a separate pricing schedule must be submitted for each delivery point DETAIL PRICING SUPPORT Detailed information i.e. costed bill of quantities is optional and can be provided as an annexure to the details provided PRICE CHANGES The NRF accepts no changes, extensions, or additional ad hoc costs to the pricing conditions of the contract once both parties have signed the contract. APPLICATION OF PREFERENCE POINTS Pricing is subject to the addition of Preference Points as stipulated below - Standard Bidding Document 6.1 Preference claim form. NO QTY DESCRIPTION UNIT OF MEASURE UNIT PRICE Bid Number NRF/SKA SBIS Page 21 of 49

22 1 Gap analysis of business processes and customisation for system integration requirements Per Hours 2 Software (System) Implementation Cost 3 Software License Fees per annum Per User 4 Support Fee Per Hour 5 Training Per user Total Cost is determined by multiplying quantity by unit price TOTAL COSTED VALUE OF ABOVE (CEILING PRICE) R GENERAL CONDITIONS OF CONTRACT In this document words in the singular also mean in the plural and vice versa, words in the masculine mean in the feminine and neuter, and the words will/should mean must. The NRF cannot amend the National Treasury s General Conditions of Contract (GCC). The NRF appends Special Conditions of Contract (SCC) providing specific information relevant to a GCC clause and where the NRF requires a SCC that is not part of the GCC. No clause in this document shall be in conflict with another clause. GCC1 1. Definitions - The following terms shall be interpreted as indicated: 1.1. Closing time means the date and hour specified in the bidding documents for the receipt of bids Contract means the written agreement entered into between the purchaser and the supplier, as recorded in the contract form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein Contract price means the price payable to the supplier under the contract for the full and proper performance of his contractual obligations Corrupt practice means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution "Countervailing duties imposed in cases where an enterprise abroad is subsidized by its government and encouraged to market its products internationally Country of origin means the place where the goods were mined, grown, or produced, or from which the services are supplied. Goods produced when, through manufacturing, processing or substantial and major Bid Number NRF/SKA SBIS Page 22 of 49

23 assembly of components, a commercially recognized new product results that is substantially different in basic characteristics or in purpose or utility from its components Day means calendar day Delivery means delivery in compliance of the conditions of the contract or order Delivery ex stock means immediate delivery directly from stock actually on hand Delivery into consignees store or to his site means delivered and unloaded in the specified store or depot or on the specified site in compliance with the conditions of the contract or order, the supplier bearing all risks and charges involved until the supplies are so delivered and a valid receipt is obtained "Dumping" occurs when a private enterprise abroad market its goods on own initiative in the RSA at lower prices than that of the country of origin and which have the potential to harm the local industries in the RSA Force majeure means an event beyond the control of the supplier and not involving the supplier s fault or negligence and not foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its sovereign capacity, wars, or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes Fraudulent practice means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of any bidder, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the bidder of the benefits of free and open competition GCC mean the General Conditions of Contract Goods means all of the equipment, machinery, and/or other materials that the supplier is required to supply to the purchaser under the contract Imported content means that portion of the bidding price represented by the cost of components, parts or materials which have been or are still to be imported (whether by the supplier or his subcontractors) and which costs are inclusive of the costs abroad, plus freight and other direct importation costs such as landing costs, dock dues, import duty, sales duty or other similar tax or duty at the South African place of entry as well as transportation and handling charges to the factory in the Republic where the supplies covered by the bid will be manufactured Local content means that portion of the bidding price, which is not included in the imported content if local manufacture does take place Manufacture means the production of products in a factory using labour, materials, components, and machinery and includes other related valueadding activities Order means an official written order issued for the supply of goods or works or the rendering of a service Project site, where applicable, means the place indicated in bidding Bid Number NRF/SKA SBIS Page 23 of 49

24 documents Purchaser means the organization purchasing the goods Republic means the Republic of South Africa SCC means the Special Conditions of Contract Services means those functional services ancillary to the supply of the goods, such as transportation and any other incidental services, such as installation, commissioning, provision of technical assistance, training, catering, gardening, security, maintenance and other such obligations of the supplier covered under the contract Written or in writing means handwritten in ink or any form of electronic or mechanical writing. GCC2 2. Application 2.1. These general conditions are applicable to all bids, contracts and orders including bids for functional and professional services, sales, hiring, letting and the granting or acquiring of rights, but excluding immovable property, unless otherwise indicated in the bidding documents Where applicable, special conditions of contract laid down to, cover specific supplies, services or works Where such special conditions of contract are in conflict with these general conditions, the special conditions shall apply. GCC3 3. General 3.1. Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any expense incurred in the preparation and submission of a bid. Where applicable a non-refundable fee for documents may be charged With certain exceptions (National Treasury s etender website), invitations to bid are only published in the Government Tender Bulletin. The Government Tender Bulletin may be obtained directly from the Government Printer, Private Bag X85, Pretoria 0001, or accessed electronically from GCC4 4. Standards 4.1. The goods supplied shall conform to the standards mentioned in the bidding documents and specifications. GCC5 5. Use of contract documents and information 5.1. The supplier shall not disclose, without the purchaser s prior written consent, the contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the purchaser in connection therewith, to any person other than a person employed by the supplier in the performance of the contract. Disclosure Bid Number NRF/SKA SBIS Page 24 of 49

25 made to any such employed person is in confidence and shall extend only as far as may be necessary for purposes of such performance The supplier shall not make, without the purchaser s prior written consent, use of any document or information mentioned in GCC clause 5.1 except for purposes of performing the contract Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the property of the purchaser and shall be returned (all copies) to the purchaser on completion of the supplier s performance under the contract if so required by the purchaser The supplier shall permit the purchaser to inspect the supplier s records relating to the performance of the supplier and to have them audited by auditors appointed by the purchaser, if so required by the purchaser. GCC6 6. Patent rights 6.1. The supplier shall indemnify the purchaser against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the goods or any part thereof by the purchaser. GCC7 7. Performance security 7.1. Within thirty days (30) of receipt of the notification of contract award, the successful bidder shall furnish to the purchaser the performance security of the amount specified in SCC The proceeds of the performance security shall be payable to the purchaser as compensation for any loss resulting from the supplier s failure to complete his obligations under the contract The performance security shall be denominated in the currency of the contract, or in a freely convertible currency acceptable to the purchaser and shall be in one of the following forms: bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the purchaser s country or abroad, acceptable to the purchaser, in the form provided in the bidding documents or another form acceptable to the purchaser; or a cashier s or certified cheque 7.4. The performance security will be discharged by the purchaser and returned to the supplier within thirty (30) days following the date of completion of the supplier s performance obligations under the contract, including any warranty obligations, unless otherwise specified in SCC. GCC8 8. Inspections, tests and analyses 8.1. All pre-bidding testing will be for the account of the bidder If it is a bid condition that supplies to be produced or services to be rendered should at any stage during production or execution or on completion be subject to inspection, the premises of the bidder or contractor shall be open, at all reasonable hours, for inspection by a Bid Number NRF/SKA SBIS Page 25 of 49

26 representative of the purchaser or an organization acting on behalf of the purchaser If there are no inspection requirements indicated in the bidding documents and contract makes no mention, but during the contract period, it is decided that inspections shall be carried out, the purchaser shall itself make the necessary arrangements, including payment arrangements with the testing authority concerned If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the supplies to be in accordance with the contract requirements, the cost of the inspections, tests and analyses shall be defrayed by the purchaser Where the supplies or services referred to in clauses 8.2 and 8.3 do not comply with the contract requirements, irrespective of whether such supplies or services are accepted or not, the supplier shall defray the cost in connection with these inspections, tests, or analyses Supplies and services referred to in clauses 8.2 and 8.3 and which do not comply with the contract requirements may be rejected Any contract supplies may on or after delivery be inspected, tested or analysed and may be rejected if found not to comply with the requirements of the contract. Such rejected supplies are held at the cost and risk of the supplier who shall, when called upon, remove them immediately at his own cost and forthwith substitute them with supplies, which do comply with the requirements of the contract. Failing such removal the rejected supplies shall be returned at the suppliers cost and risk. Should the supplier fail to provide the substitute supplies forthwith, the purchaser may, without giving the supplier further opportunity to substitute the rejected supplies, purchase such supplies as may be necessary at the expense of the supplier The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the contract on account of a breach of the conditions thereof, or to act in terms of Clause 23 of GCC. GCC9 9. Packing 9.1. The supplier shall provide such packing of the goods as is required to prevent their damage or deterioration during transit to their final destination, as indicated in the contract. The packing shall be sufficient to withstand, without limitation, rough handling during transit and exposure to extreme temperatures, salt, and precipitation during transit, and open storage. Packing, case size and weights shall take into consideration, where appropriate, the remoteness of the goods final destination and the absence of heavy handling facilities at all points in transit The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be expressly provided for in the contract, including additional requirements, if any, specified in SCC, and in any subsequent instructions ordered by the purchaser. Bid Number NRF/SKA SBIS Page 26 of 49

27 GCC Delivery and Documentation The supplier in accordance with the terms specified in the contract shall make delivery of the goods. The SCC specifies the details of shipping and/or other documents furnished by the supplier Documents submitted by the supplier are specified in SCC. GCC Insurance The goods supplied under the contract are fully insured in a freely convertible currency against loss or damage incidental to manufacture or acquisition, transportation, storage and delivery in the manner specified in the SCC. GCC Transportation Should a price other than an all-inclusive delivered price be required, this shall be specified in the SCC. GCC Incidental services The supplier may be required to provide any or all of the following services, including additional services, if any, specified in SCC: performance or supervision of on-site assembly and/or commissioning of the supplied goods; furnishing of tools required for assembly and/or maintenance of the supplied goods; furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied goods; performance or supervision or maintenance and/or repair of the supplied goods, for a period of time agreed by the parties, provided that this service shall not relieve the supplier of any warranty obligations under this contract; and Training of the purchaser s personnel, at the supplier s plant and/or on-site, conducted in assembly, start-up, operation, maintenance, and/or repair of the supplied goods Prices charged by the supplier for incidental services, if not included in the contract price for the goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the supplier for similar services. GCC Spare parts As specified in SCC, the supplier may be required to provide any or all of the following materials, notifications, and information pertaining to spare parts manufactured or distributed by the supplier: such spare parts as the purchaser may elect to purchase from the supplier, Bid Number NRF/SKA SBIS Page 27 of 49

28 provided that this election shall not relieve the supplier of any warranty obligations under the contract; and in the event of termination of production of the spare parts: Advance notification to the purchaser of the pending termination, in sufficient time to permit the purchaser to procure needed requirements; and Following such termination, furnishing at no cost to the purchaser, the blueprints, drawings, and specifications of the spare parts, if requested. GCC Warranty The supplier warrants that the goods supplied under the contract are new, unused, of the most recent or current models and those they incorporate all recent improvements in design and materials unless provided otherwise in the contract. The supplier further warrants that all goods supplied under this contract shall have no defect, arising from design, materials, or workmanship (except when the design and/or material is required by the purchaser s specifications) or from any act or omission of the supplier, that may develop under normal use of the supplied goods in the conditions prevailing in the country of final destination This warranty shall remain valid for twelve (12) months after the goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the contract, or for eighteen (18) months after the date of shipment from the port or place of loading in the source country, whichever period concludes earlier, unless specified otherwise in SCC The purchaser shall promptly notify the supplier in writing of any claims arising under this warranty Upon receipt of such notice, the supplier shall, within the period specified in SCC and with all reasonable speed, repair or replace the defective goods or parts thereof, without costs to the purchaser If the supplier, having been notified, fails to remedy the defect(s) within the period specified in SCC, the purchaser may proceed to take such remedial action as may be necessary, at the supplier s risk and expense and without prejudice to any other rights, which the purchaser may have against the supplier under the contract. GCC Payment The method and conditions of payment to be made to the supplier under this contract shall be specified in SCC The supplier shall furnish the purchaser with an invoice accompanied by a copy of the delivery note and upon fulfilment of other obligations stipulated in the contract Payments shall be made promptly by the purchaser, but in no case later than thirty (30) days after submission of an invoice or claim by the supplier Payment will be made in Rand unless otherwise stipulated in SCC Bid Number NRF/SKA SBIS Page 28 of 49