2.1 SCM TK took the attendees through the technical aspects of the tender. She clarified that the tender was a re-issue; that the previous tender

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MINUTES Meeting Briefing session - APPOINTMENT OF A QUALIFIED ICT SERVICE PROVIDER TO PROVIDE OR DEVELOP A SETA GRANT & LEARNER MANAGEMENT INTEGRATED SYSTEM (SGLMIS) Corp/2017/09 Date 02 October 2017

1 MINUTES Meeting Briefing session - APPOINTMENT OF A QUALIFIED ICT SERVICE PROVIDER TO PROVIDE OR DEVELOP A SETA GRANT & LEARNER MANAGEMENT INTEGRATED SYSTEM (SGLMIS) Corp/2017/09 Date 02 October 2017 Time 10H00-11H00 Venue Oasis Boardroom Attendees Tefelo Kekana (TK) SCM Manager David Molapo (DM) CFO Doctor Khashane (DK) Manager - ICT Henry Goliath (HG) Manager - Project Office Kgothatso Modise (KM) Manager - Learnerships Tumi Peele (TP) Manager - ETQA Kate Kuhn (KK) Specialist - ETQA Mamasele Mokoena (MM) Specialist - SCM 34 prospective bidders (see attached attendance register) Item No Agenda Items 1 Opening TK welcomed everyone present at the briefing session and declared the meeting opened. 2 Matters discussed 2.1 SCM TK took the attendees through the technical aspects of the tender. She clarified that the tender was a re-issue; that the previous tender

2 (Corp/2017/07) was cancelled due to material irregularities in the terms of reference. She reiterated that the briefing session was compulsory and that non-attendance will lead to disqualification of bids; she urged all prospective bidders to complete the attendance register. She continued to present on the SCM aspect in respect of the advertised bid as follows: a) Bid number Corp/2017/09 will close on the 16 th October 2017 at 11h00 sharp. Late bids will not be considered. b) Submission of mandatory documents - Proof of registration with CSD, Original and valid Tax Clearance Certificate and/or Tax Compliance Status Report with pin, Original/certified copy of BBBEE Certificate from SANAS accredited agency (all BBBEE certificates issued post 31 December 2016 must be from SANAS accredited BEE Agencies) or original sworn affidavit in line with DTI requirements, For JVs, original consolidated BBBEE Certificate MUST be submitted, Completed and signed SBD documents (Bid price must also be completed in SBD1), led GCC (each page), audited Financial Statements as per the financial year end, Pty and CCs can submit financial statements reviewed by a member of a recognised professional body & in case of joint venture agreement, copy of JV agreement to be submitted. c) Disclosure - No members of the INSETA Board and employees shall bid for this project. d) Evaluation criteria - to be conducted in four (4) phases: i. Phase 1 - Compliance evaluation: bidders who fail the compliance evaluation will be disqualified; ii. Phase 2 - Functionality based on paper based evaluations: this criteria weighs 85% and will be done in line with pages 17 & 18 of the bid document; bidders who score less than 65% on this sub criteria will be disqualified from the evaluation process and will not be invited for presentations. Bidders who score 65% will be invited for presentations; iii. Phase 3 - Functionality based on presentations evaluation: this criteria weighs 15% and will be conducted at INSETA offices; qualifying bidders will be given 3 days to prepare; they will present to the same team that did the paper base evaluations and will be done in line with the elements as stated on page 18 of the bid document; iv. Bidders must obtain a minimum threshold of 75% on Functionality (Paper Based + Presentations) in order to proceed to the next stages of the evaluation and adjudication process. Bidders who fail to obtain the minimum of 75% will be disqualified v. Phase 4 - Price and BBBEE evaluation this will be conducted in line with PPPFA, Regulation e) Clarifications the closing date for clarity seeking questions is the 10 th October 2017, anything received after this date will not be entertained. Page 2 of 7

3 f) Bidders are advised to pay attention to the special condition applicable to the bid. g) Two (2) envelope system will not be used, Bid responses shall be submitted in 2 sealed envelopes clearly marked ORIGINAL and COPY, Bibbers must ensure that sections in their proposal are clearly marked and bound/staple pages. 2.2 Project/Technical Background DM emphasised that bidders must indicate, on their submission envelops, the name of the bidding company as well as their physical address. He went on to explain that INSETA is currently outsourcing its ICT and Financial Management systems to an external partner and that their contract is coming to an end in March As a result, INSETA is in search of a new provider to offer the ICT systems. He further clarified that INSETA is not expelling the current ICT partner but that their contract is ending in March 2018 and that they might also tender for the requirements. He emphasised that the contract that INSETA will enter into with the successful service provider will be as per the terms of reference. These terms of reference are clear that INSETA is looking for a Grant Learner Management System (GLMS) which must be able to integrate/interface into INSETA s accounting/finance system. HG clarified that the business model offered by our current service provider is irrelevant to how bidders respond to this tender; that the required GLMS must be plug and play it must be able to integrate into any ERP system. Questions Answers 1. What finance system are you currently using? 1. We are currently using the Microsoft Dynamic AX system. 2. Which version of Dynamic AX? 2. INSETA is still in the process of acquiring an upgraded AX System. Page 3 of 7

4 3. Your terms of reference mentioned that the current service provider is assisting you with management and processing of accounting etc. Do you expect the new service provider to take that over as well? 4. Does the quotation have to include implementation? 3. The terms of reference requires that the service provider must develop and implement a Grant Learner Management System that must be able to interface into our accounting system. 4. Yes, you will need to make provision for further developments on the system. 5. How many users are expected to use the 5. We have permanent and contract staff, training providers, SDF, employers system? etc. We are unable to confirm the exact number of system users, there are both internal and external users. 6. What version of AX is INSETA upgrading to? 6. Version When will the upgraded AX system be completed? 8. Do you want us to cost using hourly rates or does INSETA have indicative rates? Can bidders use estimated hours in a bid to providing total bid cost? 9. Previously you indicated that you do not envisage the contract to be more than 30mil, is that still the case? 10. Is the current system hosted somewhere or inhouse? 11. With the new system, do you prefer it to be on premise or on cloud? 7. It s a parallel process, running concurrently with this tender 8. It is not possible to anticipate how long your integration is going to take, thus costing should be purely based on the resources to be used and estimated time it ll take to complete the work 9. Yes 10. The current system is in a shared environment 11. We prefer it on cloud, however data storage will have to be in line with Page 4 of 7

5 South African Regulations 12. Do you want the GLMS to have project module? 13. Are all the annexures attached to the tender document applicable to the required system? 12. No, the project module will be covered in the ERP system to be procured separately. 13. The attached annexures are speaking to integration, yes they are relevant to the system. 14. In terms of the regulations, will INSETA still be 14. We still are required to host/store our data locally. We are aware that expected to host the AX 365 locally or Microsoft is going to launch their local data storage facilities. internationally? 15. Will there be a need for data cleansing? 15. There s going to be a handover process of data. There will also be a need for data migration workshop done by the current service to the newly appointed service provider and the management team; this will assist in clarify on how to treat historical data. KK clarified that from a learner data perspective, the system will need to interpret grants in formation, e.g. if 9000 learners have been granted funding; how much has been spend on them. She added that there is currently learner records; that every year approximately to learner records are added on to the number. She further explained that for each and every learner record, there are various stakeholders attached to them, e.g. assessors, training providers, employers etc.; that the integrity of the data has to be in line with the regulations (FSB, SAQA, QCTO etc.). She gave a brief description of the different users with regards to learner management data, that learners need to have view only access, training providers load/enrol learners onto the system, professional bodies have view only access and other internal users. Page 5 of 7

6 Questions Answers 1. Do you have the specific version of the DHET reporting requirements? 2. With regards to integration costing, does this include data export from the GLMS and import to Dynamic AX? Will it be right to assume that the integration specification is yet to be given or specified, maybe after inception of the contract? 3. Is INSETA going to manage the process of data/system integration with Home Affairs to verify the ID numbers? 4. Is INSETA intending to own the IP on the system? 1. Bidders are advised to check the DHET, SAQA and QCTO websites and look for SETA reporting documents; that will provide an indication of how the system needs to respond to reporting requirements 2. Data integration is part of the terms of reference, thus your costing should be inclusive of everything 3. We envisage that the system will be able to provide some data integrity checks; that it must be able to verify that the ID numbers captured on the system matches with those at Home Affairs or else the system must provide for the scanning of ID copies. This system requirement was triggered by the amount of human errors when capturing ID numbers. Bidders must therefore propose the best solutions in a bid curb such errors. 4. This applies to bidders who will be developing the system from scratch. 5. Section E talks about the Governance portal, is that applicable to the GLMS? 5. This refers to a shared type of a system solution, however bidders can propose a web based system solution that can be accessed internally. Page 6 of 7

7 6. Would you require something like student portal for students to access? 6. For student enquiries, yes we may require something of that nature. Bidders are urged to adhere to requirements as indicated in the terms or reference. 7. Is INSETA looking at a single database solution, data interface or integration? 8. In terms of the licensing period, which one must we consider; the 10 years as per section or the 3 years that is linked to INSETA s licensing period? 7. We are currently looking for data storage in one master data file but that will be decided upon once appointment has been made. The GLMS will have its own data and the AX system will also build its own database but at some point these will have to interface. 8. Bidders must work on the information provided in the terms of reference, in this case being the 10 years. 5 Closure TK closed the meeting at 11H00. Page 7 of 7

Functionality Evaluation Phase 3 : Preferential Point System Points Price 80 B-BBEE status level of contribution 20 Total 100

Functionality Evaluation Phase 3 : Preferential Point System Points Price 80 B-BBEE status level of contribution 20 Total 100 1. EVALUATION PROCESS The bids will be evaluated on the 80/20 principle with 80 points being allocated for price and 20 points allocated for B-BBEE, once the minimum functionality criteria is met. 10.1