THE SOUTH AFRICAN NATIONAL ROADS AGENCY LIMITED

Transcription

1 Reg: No. 1998/009584/06 THE SOUTH AFRICAN NATIONAL ROADS AGENCY LIMITED INVITATION TO PREQUALIFY FOR THE PROCUREMENT OF AN OPEN ROAD TOLLING SYSTEM IN THE GAUTENG PROVINCE, SOUTH AFRICA AND A NATIONAL TRANSACTION CLEARING HOUSE AUGUST 2008 PACKAGE 4: VOLUME 3 OF 3: INFORMATION, REQUIREMENTS AND APPLICATION FORMS FOR THE ROAD SIDE SYSTEM, ORT BACK OFFICE, THE TRANSACTION CLEARING HOUSE AND THE VIOLATIONS PROCESSING CENTRE. VIOLATIONS PROCESSING CENTRE APPLICATION FORMS Name of Applicant Original or Copy number 1 to 4 THE REGIONAL MANAGER NORTHERN REGION SOUTH AFRICAN NATIONAL ROADS AGENCY LIMITED 38 IDA STREET MENLO PARK PRETORIA SOUTH ARICA

2 TABLE OF CONTENTS SECTION VIII: APPLICATION FORMS FOR THE VPC... 2 FORM 4.A: APPLICATION SUBMISSION FORM...5 FORM EL 4.1: COMPOSITION OF THE APPLICANT GROUPING...8 FORM EL 4.1 (CONTINUED): SUBCONTRACTORS UNDERTAKING KEY ELEMENTS...9 FORM EL 4.2: MEMBER DETAILS...10 FORM EL 4.3: OCCUPATIONAL HEALTH AND SAFETY ACT...12 FORM EL 4.4: QUALITY SYSTEM...13 FORM EL 4.5: DECLARATION ON THE ACCURACY OF THE INFORMATION PROVIDED...14 FORM EL 4.6: COMMITMENT BY THE APPLICANT TO PARTICIPATE IN THE TENDER(S)...15 FORM EL 4.8: ATTENDANCE OF CLARIFICATION MEETING...16 FORM LI 4.1: LITIGATION AND ARBITRATION HISTORY...18 FORM FI 4.1: BANKER REFERENCE, ASSETS, LIABILITIES, PROFIT, TURNOVER, ETC...20 FORM FI 4.2: TURNOVER RELATED TO SPECIFIC ACTIVITY...22 FORM FI 4.3: COMMITTED WORKLOAD...23 FORM EX 4.1: PROJECT EXPERIENCE SUMMARY...25 FORM EX 4.2: PROJECT EXPERIENCE PROJECT FORM EX 4.3: PROJECT EXPERIENCE PROJECT FORM EX 4.4: PROJECT EXPERIENCE PROJECT FORM EX 4.14: PERSONNEL SUMMARY...38 FORM EX 4.15: EXPERIENCE OF PROJECT MANAGER...39 FORM EX 4.16: EXPERIENCE OF INSTALLATION MANAGER...40 FORM EX 4.17: EXPERIENCE OF TEST MANAGER...41 FORM EX 4.18: EXPERIENCE OF VPC TECHNICAL / PRODUCT MANAGER...42 FORM EX 4.19: EXPERIENCE OF MAINTENANCE MANAGER...43 FORM P 4.1: PROGRAMME INFORMATION (SCHEDULE)...45 FORM D 4.1: VPC SYSTEM INTERFACE REQUIREMENTS...47 FORM D 4.2: VPC SYSTEM SPECIFICATIONS / FUNCTIONS...48 FORM D 4.3: VPC DEVELOPMENT...50 FORM D 4.4: VPC MAINTENANCE AND SUPPORT...52 FORM S 4.1: LIST OF SUPPORTING DOCUMENTATION

3 SECTION VIII: APPLICATION FORMS FOR THE VPC This Section contains the Application Submission Forms required to be submitted with the Application. The Applicant shall indicate in the list below, included within the Application submission, if a form was or was not provided (or completed). A list of the forms to be completed for this section is provided below. Table Error! No text of specified style in document.-1: Forms to be completed by the VPC system Applicant To be Provided Form Form description completed by Yes No A. COMPOSITION, MEMBER DETAILS AND UNDERTAKINGS Form 4.A: Application Submission Form Lead and other Members Form EL 4.1: Composition of Applicant grouping Applicant Project organisation chart Applicant Form EL 4.2: Member Details All Members Company registration detail / certificate Company profile All Members All Members Form EL 4.3: Occupational Health and Safety Act Applicant Health and Safety compliance within All Members own country Form EL 4.5: ISO 9001 or other certificate of registration Declaration on the Accuracy of the Information Provided All Members All Members Form EL 4.6: Commitment by the Applicant to Lead Member participate in the Tender(s) Form EL 4.8: Attendance of clarification meeting Applicant and SANRAL B. LITIGATION AND ARBITRATION HISTORY Form LI 4.1: Litigation and Arbitration History All Members C. FINANCIAL STANDING Litigation and Arbitration detail Members with a litigation history Form FI 4.1: Bank reference and Assets & Liabilities All Members Letter of Good Standing from bankers, which include the current bank rating Extracts from audited statements including balance sheet, income statement, notes and auditors report All Members All Members 2

4 Form Form description Substantiation on the reason for withholding projected financial information To be Provided completed by Yes No If no information was provided Form FI 4.2: Turnover related to Specific Activity All Members Form FI 4.3: Committed workload All Members D. EXPERIENCE (INCL. TECHNICAL AND PROJECT MANAGEMENT) Form EX 4.1: Project Experience Summary Applicant Form EX 4.2: Project Experience Project 1 Applicant Test certificate/s Applicant Form EX 4.3: Project Experience Project 2 Applicant Test certificate/s Applicant Form EX 4.4: Project Experience Project 3 Applicant Test certificate/s Applicant Form EX 4.14: Personnel - Summary Applicant Form EX 4.15: Experience of Project Manager Applicant Form EX 4.16: Experience of Installation Manager Applicant Form EX 4.17: Experience of Test Manager Applicant Form EX 4.18: Experience of VPC Technical / Product Applicant Manager Form EX 4.19: Experience of Maintenance Manager Applicant E. PROGRAMME INFORMATION Form P 4.1 Programme Information (Schedule) Applicant F. DATA, INFORMATION AND SPECIFICATIONS Form D 4.1 VPC System interface requirements Applicant Form D 4.2 VPC System Specifications / Functions Applicant Functional Specification Applicant Specification sheets If required Form D 4.3 VPC Development Applicant Form D 4.4 VPC Maintenance and Support Applicant G. CERTIFICATES AND SUPPORTING INFORMATION Form S 4.1: List of Supporting Documentation Applicant 3

5 A. COMPOSITION, MEMBER DETAILS AND UNDERTAKINGS 4

6 FORM 4.A: APPLICATION SUBMISSION FORM [Letterhead paper of the Applicant or Lead Member responsible for a joint venture, including full postal address, and telephone, facsimile and telex numbers, and cable address] Date: The South African National Roads Agency Ltd: Northern Region 38 Ida Street Menlo Park Pretoria South Africa 0102 Attention: Mr. I Essa Dear Sir PREQUALIFICATION APPLICATION FOR THE SUPPLY OF A VIOLATION PROCESSING CENTRE SYSTEM IN THE PROCUREMENT OF AN OPEN ROAD TOLLING SYSTEM IN THE GAUTENG PROVINCE, SOUTH AFRICA AND A NATIONAL TRANSACTION CLEARING HOUSE 1. Being duly authorised to represent and act on behalf of (name of Applicant) (hereinafter referred to as the Applicant ), and having reviewed and fully understood all of the Prequalification requirements and information provided, the undersigned hereby applies to submit an Application for the Package for Prequalification purposes. 2. Attached to this letter are the completed Application forms as contained in the Prequalification Document, together with the originals of the signed documents as required. 3. SANRAL and its representatives are hereby authorised to conduct any enquiries or investigations to verify the systems, statements, documents, and information submitted in connection with this Application, and to seek clarification from our bankers and clients regarding any financial and technical aspects. This letter of Application will also serve as authorisation to any individual or authorised representative of any institution referred to in the supporting information to provide such information deemed necessary and as requested by you to verify systems, statements and information provided in this Application, such as the resources, experience, and competence of the Applicant. 4. This Application is made with the full understanding that: a) Participation in the tender process by Prequalified Applicants (for Packages 1 to 4) may be subject to verification of information submitted for prequalification at the time of this Application; b) SANRAL reserves the right to reject or accept any Application, cancel the Prequalification process, and reject all Applications; and c) SANRAL shall not be liable for costs or losses suffered due to any such actions under 4(b) above. 5

7 5. Appended to this Application and included in form EL 4.1, I/we give details of the participation of each Member, including the percentage financial commitment, and the responsibilities of each Person for execution of the work. 6. I/We understand that I/we shall not be permitted to participate in the Tender for the Project described in the Prequalification Documents unless I/we are Prequalified for the relevant Package (i.e. Packages 1 to 4) and have been invited by an Applicant who has Prequalified as an Applicant for purposes of Package 5 (and is therefore invited to participate in the Tender) to participate in their tender grouping. It is currently envisaged that only an Applicant in Package 5 (Main Contractor) who has Prequalified will be invited to participate in the Tender process and will incorporate in their grouping only Applicants in Packages 1 to 4 and who have Prequalified by virtue of this process. 7. I/We choose domicilium citandi and executandi at: Address: Telephone: Telefax: 8. I/We undertake and agree that if I/we are Prequalified and invited by an Applicant who has Prequalified for Package 5 and who is invited to participate in the Tender process I/we will: a) Participate in the Tender with at least one Applicant (who has Prequalified for Package 5), for Packages for which I/we have been Prequalified; b) Sign or participate in the necessary Contract if applicable; and c) Submit any joint venture agreement anticipated in the PDQs. 9. We accept that the information recorded herein shall not supersede or replace our obligations and responsibilities in terms of the Application and should there be any conflict between that recorded in this Application Submission Form and the provisions of the Prequalification Document (ie Volume 1 and 3), the provisions of the Prequalification Document shall prevail. 10. The undersigned declare that the statements made and the information provided in the duly completed Application are complete, true, and correct in every detail. The undersigned hereby authorizes the Lead Member of the Applicant to sign all other forms and documents on our behalf. SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF LEAD MEMBER NAME (BLOCK LETTERS) : DATE : 6

8 SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : 7

9 FORM EL 4.1: COMPOSITION OF THE APPLICANT GROUPING 1. Member name 2. Type of organisation (Public, Private, etc) 3. Proposed Project Works to be executed by Member 4. % Financial share / commitment 5. Country of Registration 6. Contracting relationship a. Single Member b. Joint Venture c. Other (note 1) 7. Years of experience a. In South Africa b. Internationally Note 1: Provide the contracting relationship if not a single Member or Joint Venture: 8

10 FORM EL 4.1 (CONTINUED): SUBCONTRACTORS UNDERTAKING KEY ELEMENTS (As required by clause 21 of volume 1) 1. Subcontractor name 2. Type of organisation (Public, Private, etc) 3. Proposed Project Works to be executed by subcontractor 4. Country of 5. Years of experience Registration share / commitment a. In South Africa b. Internationally Each Applicant shall attach a one-page project organization chart of their grouping which indicates the project responsibilities. 9

11 FORM EL 4.2: MEMBER DETAILS Name of Member: 1. Company name 2. Company type (Public, Private, etc ) 3. Company registration number 4. Registered address 5. Head office street address 6. Head office postal address 7. Contact person a. Name: b. Tel. No.: c. If any Member is a non South African organisation, does the Member have a representative office in South Africa (RSA), and if so, provide the following details 8. Name of RSA representative organisation 9. Registered office street address of RSA representative organisation 10. Postal address of RSA representative organisation 11. Contact person: a. Name: b. Tel. No.: c. 10

12 FORM EL 4.2: MEMBER DETAILS (CONTINUED) 12. If the Member does not have a representative office in South Africa (RSA), does it intend to either have a representative office in South Africa or does it intend to appoint an entity as its representative in South Africa? (state intention) In addition, each Member shall provide the following: 13. A certified copy of the company registration details 14. Each Member shall provide a two page (maximum) company profile (PRE-PRINTED BROCHURES WILL NOT BE ACCEPTABLE) SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : 11

13 FORM EL 4.3: OCCUPATIONAL HEALTH AND SAFETY ACT Name of Applicant: Each Applicant is to make the following declaration: I / We, the under-mentioned, in my / our capacity as indicated hereby acknowledge that: 1. SANRAL will require the successful Tenderer pursuant to the Tender to be compliant with the Occupational Health and Safety Act No. 85 of 1993, and any amendments thereto; 2. that the successful Tenderer pursuant to the Tender implement an appropriate Health and Safety plan for the Project; and 3. should we be part of the successful Tender grouping pursuant to the Tender process, we shall as part of the tender group, comply with 1 and 2 above. In addition, each Member shall provide the following: 4. one page (maximum) statement regarding compliance with Health and Safety (or letter of good standing) within their own country. SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : 12

14 FORM EL 4.4: QUALITY SYSTEM Name of Member: 1. Each Member shall attach to this form a copy of a Certificate of Registration confirming that the Member s Quality Management System complies with an internationally recognized quality system, such as ISO 9001:2000; or 2. If not, provide a statement with regards to the quality system utilized by the Member. SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : 13

15 FORM EL 4.5: DECLARATION ON THE ACCURACY OF THE INFORMATION PROVIDED Name of Member: Each Member of the Applicant grouping is to make the following declaration: I/We acknowledge that: 1. The information provided in the Application forms is, to the best of my knowledge, true and accurate. 2. If any information is subsequently found to be incorrect, SANRAL may, in addition to any other remedy: Disqualify the Applicant and/or Member from the Prequalification process and/or the Tender process Circulate and publicize the nature of the contravention and the changes on the accreditation status of the entity to all potential users of the supplier (in both the public and private sectors). SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : 14

16 FORM EL 4.6: COMMITMENT BY THE APPLICANT TO PARTICIPATE IN THE TENDER(S) Name of Lead Member: The Lead Member is to make to following declaration: In the event that the Application by the group led by ourselves is successful, we as the Lead Member hereby agree to: 1. Participate in the Tender with at least one Applicant (who has Prequalified for Package 5), if so invited; 2. Maintain the Members identified in our Applicant group; and 3. Not to withdraw from the Applicant group after being Prequalified. SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF LEAD MEMBER NAME (BLOCK LETTERS) : DATE : 15

17 FORM EL 4.8: ATTENDANCE OF CLARIFICATION MEETING Any one Member of each Applicant should ensure that this form is completed and signed at the clarification meeting: This is to certify that I, (name) representative of (Member) of (address) (telephone number) (fax number) ( ) attended the clarification meeting on (date) conducted by MEMBER S representative (name) SIGNATURE OF APPLICANT S REPRESENTATIVE: SIGNATURE OF SANRAL S REPRESENTATIVE: 16

18 B. LITIGATION AND ARBITRATION HISTORY 17

19 FORM LI 4.1: LITIGATION AND ARBITRATION HISTORY Name of Member: Each Member is to make the following declaration on its Litigation and Arbitration History: 1. I / We the under-mentioned in my / our capacity as indicated hereby declare that there are no criminal proceedings instituted against us, neither are any investigation/s pending or that I / we have previously been found guilty of theft or fraud; and 2. I / We the under-mentioned in my / our capacity as indicated hereby declare that, save as disclosed in this Application, there are no litigation or arbitration proceedings instituted against the Member, neither are any such procedures pending; and 3. I / We the under-mentioned in my / our capacity as indicated hereby declare that, save as disclosed in this Application, there is no litigation or arbitration proceedings instituted by the Member, neither are any such procedures pending against any previous Employer / Client or Authority; and 4. I / We the under-mentioned in my / our capacity as indicated hereby declare that: a. I / we are not insolvent and/or or are not subject to proceedings for a declaration of insolvency; b. I / we have not been convicted of a criminal offence or an offence concerning my / our professional conduct; c. I / we have not been found guilty by a professional body of professional misconduct; d. I / we have no unfulfilled obligations relating to my / our payment of taxes; e. I / we are not guilty of serious misrepresentation in supplying or failing to supply the information requested by an authority; or f. I/we are not guilty of a corrupt practice, fraudulent practice and/or collusive practice (all as defined in Volume 1). If not, the Member must cross out the declaration that is not applicable and provide the details of the litigation or arbitration details and a separate page attached to this form. SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : 18

20 C. FINANCIAL STANDING 19

21 FORM FI 4.1: BANKER REFERENCE, ASSETS, LIABILITIES, PROFIT, TURNOVER, ETC Name of Member: Each Member shall provide contact details for their banker in the form of the table below: 1. Name of banker: 2. Address of banker: 3. Contact name and title : Telephone no.: 6. Fax : Each Member shall attach a letter of Good Standing from their bankers, which also include the current bank rating. 20

22 FORM FI 4.1: CONTINUED Summarise actual assets and liabilities (in the reported currency as per the financial statements) for the previous five (5) financial years. Based upon known commitments, summarise projected assets and liabilities for the next two (2) financial years, unless the withholding of such information by stock market listed public companies can be substantiated by the Member. Financial information Values from audited financial statements in millions (in reported currency in 000,000) Actual - previous five years Projected - next two years a. b. c. d. e. f. g. Financial year 7. Cash / Cash equivalent 8. Debtors 9. Total assets 10. Non-current liabilities 11. Total liabilities 12. Total turnover (or revenue) 13. Profits after tax 14. Base currency (provide name of reported currency) 15. ZAR exchange rate (at the end of the respective financial year) Not Applicable Each Member shall attach copies of extracts from their audited financial statements (including balance sheet, income statement, notes to the balance sheet / income statement and the auditors report) for the previous three audited years as well as latest un-audited period. 21

23 FORM FI 4.2: TURNOVER RELATED TO SPECIFIC ACTIVITY Name of Member: Each Member is to provide a turnover percentage attributable to each of the stated products or activities, if applicable (the turnover refers to the Total turnover provided in form FI 4.1 above): Actual - previous five years Projected: next two years a. b. c. d. e. f. g. Financial year % turnover attributable to: 1. VPC system sales SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : 22

24 FORM FI 4.3: COMMITTED WORKLOAD Name of Member: Each Member is to provide information on its committed workload, resulting from contracts already awarded to the Member (in reported currency) for each financial year starting in 2008 in the form below: Year a. Committed VPC workload Reported currency (provide name of currency) SIGNATURE OF AUTHORISED REPRESENTATIVE: FOR AND ON BEHALF OF MEMBER NAME (BLOCK LETTERS) : DATE : 23

25 D. EXPERIENCE 24

26 FORM EX 4.1: PROJECT EXPERIENCE SUMMARY Name of Applicant: Each Applicant is to list below up to five (5) relevant projects involving the supply and maintenance of a VPC type system (where violation or debt collection based data is processed, and multiple interfaces are included within the process), which have been completed during the last five (5) years, or which are currently in progress. Note that completion implies that consent has been given to contact any or all of the references provided. 1. Name of contract and brief description 2. Employer, contact address/tel/fax 3. Contract Value (current ZAR equivalent) 4. Completion date 5. Duration The contract value should be based on the payment currencies of the contracts converted into ZAR, (at the date of substantial completion, or for ongoing contracts, the exchange rate on the date of the clarification meeting). Using the format attached (Forms EX 4.2 to EX 4.4), the Applicant is requested to provide details of three (3) of the above projects, on separate sheets. 25

27 FORM EX 4.2: PROJECT EXPERIENCE PROJECT 1 Name of Applicant: Each Applicant is to provide the following details for each of the VPC type system projects listed in the summary form EX 4.1. Use a separate numbered form for each project. (not more than three (3) projects and which have been completed within last five (5) years, or which are in progress) 1. Contract number: 2. Country: 3. Contract name: 4. Name of employer: 5. Employer address 6. Employer contact (Name, Tel. no and ): 7. Nature of works and special features relevant to the project for which the Applicant wishes to emphasize (250 words maximum): 8. Provide the amount of the total contract/subcontract/partner share in equivalent amount ZAR for the project? (Strike through option that is not applicable) a.total Contract (ZAR) b. Subcontractor (ZAR) c. Partner Share (ZAR) 9. Provide the ZAR exchange rate and name of currency? 26

28 10. Date of award: 11. Date of completion: 12. Provide the number of violation transactions processed per day and a short description of the VPC system that were supplied for this project? a. Number: b. Description: 13. Was the VPC system maintenance part of the supply contract (if no, provide clarification)? 14. Who is responsible for the VPC system maintenance on this project currently? 15. How frequently does the VPC system require maintenance that affects the availability of the system? 16. Provide the availability that was achieved (in % and where it is defined as the total time less the downtime divided by the total time, for example, a 4 hour downtime measured over 30 days will provide a 99,44 % availability)? 17. Provide a list of Law Enforcement Agencies to which the system interfaced and indicate its role in the violation process? (e.g. to obtain vehicle owner details from a registration database) a. Law Enforcement Agencies b. Role in violation process 18. Describe the violation processing process implemented? 19. Provide the following statistics / information: a. Percentage violations (violation transactions / total transactions)? b. Percentage value of violations (violations value/total transactions value)? c. Success rate in recovering the outstanding amounts? d. Number of cases in progress per month? 27

29 e. Average processing period to complete different stages of recovery process? 20. List software products used for? a. Database b. Operating system c. OCR/ANPR d. Mailing accounts/notices e. Accounts f. Reporting 21. List software products used for the workstations/computers, linked to the server? a. Operating system b. Database c. Application 22. Provide the number of workstations supplied and linked to the VPC system? 23. Provide a short description on the redundancy of the system as well as if an off-site server, which could automatically take over the functioning (i.e. replicated), was implemented? 24. Provide the maximum number of concurrent users that were connected to the: a. Database management system b. Account management system c. Web site 25. Was a function point analysis done to determine complexity? 26. If yes, provide the number of function points 27. Was a functional specification developed for this project? (yes/no) 28. Provide the number of reports in system? 29. Can the reports in system be customized by an operator (yes/no)? 30. Provide a short description of reporting module? 31. Was a web site provided through which payments could be made? 32. Provide a short description of the web site module? 28

30 33. Was a call centre interface provided (yes/no)? 34. Was a voice recognition system implemented for the call centre which provided basic information to the user without the need of operators? 35. Provide the time duration for each of the following VPC system milestones? Milestone a. From contract award to factory acceptance testing (or shipment) b. Hardware and software development, if any c. Installation d. Commissioning and certification e. Training f. Dry run testing (before tolling commenced) g. Defects liability period h. From contract award to commencement of toll (in total) Time duration (months) 36. Was the total project completed later than originally planned (If yes, provide reasons): 37. Was there any significant software or hardware development required? If yes, state if it was managed and delivered within the project time constraints and provide details? 38. Value allowed for the development / customization of the VPC for the project? (in ZAR) 39. What was the project management tools employed to support the project? 40. Was the project satisfactorily completed? (If No, provide brief explanation of the reasons) 29

31 FORM EX 4.3: PROJECT EXPERIENCE PROJECT 2 Name of Applicant: Each Applicant is to provide the following details for each of the VPC type system projects listed in the summary form EX 4.1. Use a separate numbered form for each project. (not more than three (3) projects and which have been completed within last five (5) years, or which are in progress) 1. Contract number: 2. Country: 3. Contract name: 4. Name of employer: 5. Employer address 6. Employer contact (Name, Tel. no and ): 7. Nature of works and special features relevant to the project for which the Applicant wishes to emphasize (250 words maximum): 8. Provide the amount of the total contract/subcontract/partner share in equivalent amount ZAR for the project? (Strike through option that is not applicable) a.total Contract (ZAR) b. Subcontractor (ZAR) c. Partner Share (ZAR) 9. Provide the ZAR exchange rate and name of currency? 30

32 10. Date of award: 11. Date of completion: 12. Provide the number of violation transactions processed per day and a short description of the VPC system that were supplied for this project? a. Number: b. Description: 13. Was the VPC system maintenance part of the supply contract (if no, provide clarification)? 14. Who is responsible for the VPC system maintenance on this project currently? 15. How frequently does the VPC system require maintenance that affects the availability of the system? 16. Provide the availability that was achieved (in % and where it is defined as the total time less the downtime divided by the total time, for example, a 4 hour downtime measured over 30 days will provide a 99,44 % availability)? 17. Provide a list of Law Enforcement Agencies to which the system interfaced and indicate its role in the violation process? (e.g. to obtain vehicle owner details from a registration database) a. Law Enforcement Agencies b. Role in violation process 18. Describe the violation processing process implemented? 19. Provide the following statistics / information: a. Percentage violations (violation transactions / total transactions)? b. Percentage value of violations (violations value/total transactions value)? c. Success rate in recovering the outstanding amounts? d. Number of cases in progress per month? 31

33 e. Average processing period to complete different stages of recovery process? 20. List software products used for? a. Database b. Operating system c. OCR/ANPR d. Mailing accounts/notices e. Accounts f. Reporting 21. List software products used for the workstations/computers, linked to the server? a. Operating system b. Database c. Application 22. Provide the number of workstations supplied and linked to the VPC system? 23. Provide a short description on the redundancy of the system as well as if an off-site server, which could automatically take over the functioning (i.e. replicated), was implemented? 24. Provide the maximum number of concurrent users that were connected to the: a. Database management system b. Account management system c. Web site 25. Was a function point analysis done to determine complexity? 26. If yes, provide the number of function points 27. Was a functional specification developed for this project? (yes/no) 28. Provide the number of reports in system? 29. Can the reports in system be customized by an operator (yes/no)? 30. Provide a short description of reporting module? 31. Was a web site provided through which payments could be made? 32. Provide a short description of the web site module? 32

34 33. Was a call centre interface provided (yes/no)? 34. Was a voice recognition system implemented for the call centre which provided basic information to the user without the need of operators? 35. Provide the time duration for each of the following VPC system milestones? Milestone a. From contract award to factory acceptance testing (or shipment) b. Hardware and software development, if any c. Installation d. Commissioning and certification e. Training f. Dry run testing (before tolling commenced) g. Defects liability period h. From contract award to commencement of toll (in total) Time duration (months) 36. Was the total project completed later than originally planned (If yes, provide reasons): 37. Was there any significant software or hardware development required? If yes, state if it was managed and delivered within the project time constraints and provide details? 38. Value allowed for the development / customization of the VPC for the project? (in ZAR) 39. What was the project management tools employed to support the project? 40. Was the project satisfactorily completed? (If No, provide brief explanation of the reasons) 33

35 FORM EX 4.4: PROJECT EXPERIENCE PROJECT 3 Name of Applicant: Each Applicant is to provide the following details for each of the VPC type system projects listed in the summary form EX 4.1. Use a separate numbered form for each project. (not more than three (3) projects and which have been completed within last five (5) years, or which are in progress) 1. Contract number: 2. Country: 3. Contract name: 4. Name of employer: 5. Employer address 6. Employer contact (Name, Tel. no and ): 7. Nature of works and special features relevant to the project for which the Applicant wishes to emphasize (250 words maximum): 8. Provide the amount of the total contract/subcontract/partner share in equivalent amount ZAR for the project? (Strike through option that is not applicable) a.total Contract (ZAR) b. Subcontractor (ZAR) c. Partner Share (ZAR) 9. Provide the ZAR exchange rate and name of currency? 34

36 10. Date of award: 11. Date of completion: 12. Provide the number of violation transactions processed per day and a short description of the VPC system that were supplied for this project? a. Number: b. Description: 13. Was the VPC system maintenance part of the supply contract (if no, provide clarification)? 14. Who is responsible for the VPC system maintenance on this project currently? 15. How frequently does the VPC system require maintenance that affects the availability of the system? 16. Provide the availability that was achieved (in % and where it is defined as the total time less the downtime divided by the total time, for example, a 4 hour downtime measured over 30 days will provide a 99,44 % availability)? 17. Provide a list of Law Enforcement Agencies to which the system interfaced and indicate its role in the violation process? (e.g. to obtain vehicle owner details from a registration database) a. Law Enforcement Agencies b. Role in violation process 18. Describe the violation processing process implemented? 19. Provide the following statistics / information: a. Percentage violations (violation transactions / total transactions)? b. Percentage value of violations (violations value/total transactions value)? c. Success rate in recovering the outstanding amounts? d. Number of cases in progress per month? 35

37 e. Average processing period to complete different stages of recovery process? 20. List software products used for? a. Database b. Operating system c. OCR/ANPR d. Mailing accounts/notices e. Accounts f. Reporting 21. List software products used for the workstations/computers, linked to the server? a. Operating system b. Database c. Application 22. Provide the number of workstations supplied and linked to the VPC system? 23. Provide a short description on the redundancy of the system as well as if an off-site server, which could automatically take over the functioning (i.e. replicated), was implemented? 24. Provide the maximum number of concurrent users that were connected to the: a. Database management system b. Account management system c. Web site 25. Was a function point analysis done to determine complexity? 26. If yes, provide the number of function points 27. Was a functional specification developed for this project? (yes/no) 28. Provide the number of reports in system? 29. Can the reports in system be customized by an operator (yes/no)? 30. Provide a short description of reporting module? 31. Was a web site provided through which payments could be made? 32. Provide a short description of the web site module? 36

38 33. Was a call centre interface provided (yes/no)? 34. Was a voice recognition system implemented for the call centre which provided basic information to the user without the need of operators? 35. Provide the time duration for each of the following VPC system milestones? Milestone a. From contract award to factory acceptance testing (or shipment) b. Hardware and software development, if any c. Installation d. Commissioning and certification e. Training f. Dry run testing (before tolling commenced) g. Defects liability period h. From contract award to commencement of toll (in total) Time duration (months) 36. Was the total project completed later than originally planned (If yes, provide reasons): 37. Was there any significant software or hardware development required? If yes, state if it was managed and delivered within the project time constraints and provide details? 38. Value allowed for the development / customization of the VPC for the project? (in ZAR) 39. What was the project management tools employed to support the project? 40. Was the project satisfactorily completed? (If No, provide brief explanation of the reasons) 37

39 FORM EX 4.14: PERSONNEL SUMMARY Name of Applicant: Each Applicant is to provide the number of full time personnel employed by the Applicant, in the stated categories. PROJECT MANAGERS SYSTEM ENGINEERS / INTEGRATION ENGINEERS INSTALLATION PERSONNEL VPC TECHNICAL / PRODUCT MANAGERS TEST ENGINEERS MAINTENANCE PERSONNEL HARDWARE DEVELOPERS/ SPECIALISTS SOFTWARE DEVELOPERS OTHER TECHNICAL PERSONNEL 1. With less than 10 years experience (per category) 2. With more than 10 years experience (per category) 38

40 FORM EX 4.15: EXPERIENCE OF PROJECT MANAGER Name of Applicant: Each Applicant is to provide details of the proposed person that would execute the stated function for this Project. 3. Person s full names: 4. Profession: 5. Name of firm: 6. Nationality: 7. Years with firm: 8. Date of birth: 9. Education: 10. Years experience in similar positions: 11. Short description of key experience (not more than 250 words): 12. Language capability in English, categorized as poor, fair, good or excellent: a. Speak b. Read c. Write 39

41 FORM EX 4.16: EXPERIENCE OF INSTALLATION MANAGER Name of Applicant: Each Applicant is to provide details of the proposed person that would execute the stated function for this Project. 1. Person s full names: 2. Profession: 3. Name of firm: 4. Nationality: 5. Years with firm: 6. Date of birth: 7. Education: 8. Years experience in similar positions: 9. Short description of key experience (not more than 250 words): 10. Language capability in English, categorized as poor, fair, good or excellent: a. Speak b. Read c. Write 40

42 FORM EX 4.17: EXPERIENCE OF TEST MANAGER Name of Applicant: Each Applicant is to provide details of the proposed person that would execute the stated function for this Project. 1. Person s full names: 2. Profession: 3. Name of firm: 4. Nationality: 5. Years with firm: 6. Date of birth: 7. Education: 8. Years experience in similar positions: 9. Short description of key experience (not more than 250 words): 10. Language capability in English, categorized as poor, fair, good or excellent: a. Speak b. Read c. Write 41

43 FORM EX 4.18: EXPERIENCE OF VPC TECHNICAL / PRODUCT MANAGER Name of Applicant: Each Applicant is to provide details of the proposed person that would execute the stated function for this Project. 1. Person s full names: 2. Profession: 3. Name of firm: 4. Nationality: 5. Years with firm: 6. Date of birth: 7. Education: 8. Years experience in similar positions: 9. Short description of key experience (not more than 250 words): 10. Language capability in English, categorized as poor, fair, good or excellent: a. Speak b. Read c. Write 42

44 FORM EX 4.19: EXPERIENCE OF MAINTENANCE MANAGER Name of Applicant: Each Applicant is to provide details of the proposed person that would execute the stated function for this Project. 1. Person s full names: 2. Profession: 3. Name of firm: 4. Nationality: 5. Years with firm: 6. Date of birth: 7. Education: 8. Years experience in similar positions: 9. Short description of key experience (not more than 250 words): 10. Language capability in English, categorized as poor, fair, good or excellent: a. Speak b. Read c. Write 43

45 E. PROGRAMME INFORMATION (SCHEDULE) 44

46 FORM P 4.1: PROGRAMME INFORMATION (SCHEDULE) Name of Applicant: Each Applicant shall provide short and concise answers to the following questions (it should be noted that SANRAL would like to determine typical delivery timeframes and as such, Applicants must answer all the questions below): 1. Given the Project requirement of the Violation Processing Centre system, that interfaces to the Transaction Clearing House, please provide an indication of the typical durations one could expect from this type of rollout: a. Project definition phase months b. VPC development and procurement months c. Installation and integration months d. Testing and commissioning months e. Operations Training months f. System dry run months g. TOTAL PERIOD months 2. Given that SANRAL may require the system to be procured and commissioned within fourteen (14) months of award, in what areas could the typical program be reduced, and how? TOTAL REVISED PERIOD possible: months 3. Based on the supplied Project information, list the subsystems or activities that are considered high risk in terms of rollout delays (in the delivery of the system), and provide reasons as to why these areas are considered high risk? 45

47 F. DATA, INFORMATION & SPECIFICATIONS 46

48 FORM D 4.1: VPC SYSTEM INTERFACE REQUIREMENTS Name of Applicant: Each Applicant shall provide short and concise answers to the following questions: 1. Provide the minimum communication bandwidth requirements for the VPC system (for receiving transactions and images and for interfacing with the registration database)? 2. Provide the minimum communication bandwidth requirements for a VPC system with a hypothetical 1 million transactions with images per day? 3. Is the communication protocol to the VPC an Ethernet protocol? (Provide a short description of the protocol) 4. Are there alternative methods to transfer data should the primary communication link fail? (If yes, provide description) 5. Can the system interface to a registration database? 6. Can the system interface to a Law enforcement agency for issuing summonses and notices? 7. Can the system process payments via banks? 8. Can the system process payments made via the internet? 9. Can the system process payments made via a supplied web site? 10. Provide a short description of the interface developed to the banks, if available? 11. What size room area is required for the typical VPC server hardware? (in square meters) 12. How many workstations or terminals can be connected to the VPC server? 13. How many concurrent workstations or terminals can be connected to the VPC server? 47

49 FORM D 4.2: VPC SYSTEM SPECIFICATIONS / FUNCTIONS Name of Applicant: Each Applicant shall provide short and concise answers to the following questions: 1. Are there any immediate future upgrades planned for VPC software? (If yes, provide reasons for the upgrade) 2. Provide details on VPC back-up, replication and off-site storage capabilities, including the use of standby servers, back-up network drives, etc? 3. Provide a short description of the database management system in the VPC? 4. Provide a short description of the account management system modules in the VPC? 5. Provide a short description of the reporting function and/or reporting modules in the system? 6. Provide a short description of the web site module in the VPC? 7. Provide a short description on auditability? 8. What maximum number of daily transactions has been successfully tested on the VPC? 9. Can the VPC provide VAT or tax invoices for all the accounts? 10. Are there any planned future upgrades? (yes/no) 48

50 11. If yes, provide reasons for the upgrade? 12. Is there a new version of VPC system under development? (yes/no) 13. If yes, provide reasons for the new development? 14. How does the system ensure that the correct procedures are followed to ensure acceptable evidence in court? Can these procedures be configured differently if the process changes? 15. How configurable is the system? 16. What are the requirements for images to be accepted by the system and eventually in court? 17. Will images provided by external certified toll operators be accepted? 18. Provide a functional specification, which matches the envisaged requirements the closest (this functional specification can be another project s specification)? 19. Provide additional specifications on the VPC, including other characteristics not mentioned above? (Specification sheets can be provided). 49

51 FORM D 4.3: VPC DEVELOPMENT Name of Applicant: Each Applicant shall provide short and concise answers to the following questions: 1. How long have you been developing VPC systems? 2. What Operating System is utilized for the VPC? 3. What Database is utilized for the VPC? 4. In what software has the application been written? 5. What Operating System are the workstations utilizing (which connects to the VPC)? 6. Provide details of any other third party enterprise software utilized on the VPC server? 7. Provide the total number of VPC systems that have been sold in the last five years? a b c d e Provide the total number of VPC systems for which orders or contracts have been placed and which needs to be delivered within the next five years? a b c d e Is the development of any of the VPC software outsourced? (yes/no) 10. If yes, provide the software description, the company name, the date since it has been outsourced and if this company is ISO 9001 certified? a. Software description b. Company c. Date since outsourced d. ISO 9001 (yes/no) 50

52 11. Is the VPC tested thoroughly after a development change? 12. What test procedures would typically be executed on the VPC system after development? 13. Provide a list of the test procedures that would typically be executed on the VPC for the factory, site and integration testing? 14. Provide details of other Quality Control measures undertaken during the development process? 51

53 FORM D 4.4: VPC MAINTENANCE AND SUPPORT Name of Applicant: Each Applicant shall provide short and concise answers to the following questions: 1. Provide the Mean Time Between Failure (MTBF) and Mean Time to Repair (MTTR) for the VPC application running on the server (in hours)? a. MTBF: b. MTTR: 2. What is the typical life cycle for the VPC once deployed (in years)? 3. What first line service/support is typically required for the VPC? 4. Are there a set of maintenance and operator manuals available for the system? 5. What number and type of first line support personnel are typically required to maintain the VPC? a. Support Personnel (type of qualification) b. No. of 6. Can an Operator be tasked to perform the first line support activities (provide reason/s)? 7. What service/support, other than first line support, are typically required for the VPC? 52

54 8. What number and type of support personnel, other than first line support, are typically required to maintain the VPC and where will they be located? a. Support Personnel (type of qualification) b. No. of c. Location (South Africa or other) 9. Provide the typical availability that can be achieved for the VPC (in % and where availability is defined as the total time less the downtime divided by the total time, for example, a 4 hour downtime measured over 30 days will provide a 99,44 % availability)? a. VPC b. Availability % 10. Can a two-year defects liability guarantee be provided on the VPC (if no, provide reasons)? 11. Are there any other maintenance and support specifications which you would like to provide for support or consideration? (specification sheets can be provided) 53

55 G. CERTIFICATES AND SUPPORTING INFORMATION 54

56 FORM S 4.1: LIST OF SUPPORTING DOCUMENTATION Name of Applicant: Each Applicant shall list all the supporting documents and certificates that has been included in this Prequalification package: a. Document name b. Document description c. Pages 55