ANNEXURE 1
TECHNICAL REQUIREMENTS (BIDDERS MUST SUBMIT ANNEXURE 1 TOGETHER WITH THE BID SPECIFICATION DOCUMENT)
RFB NUMBER: RFB 1532-2017
CLOSING DATE: 08 May 2017
CLOSING TIME: 11:00AM
Maintenance of Envirorack (MKIV) for the Department of RFB DESCRIPTION: Labour for a period of three (03) years
Contents
1 of 36 CONFIDENTIAL a) INTRODUCTION
b) PURPOSE AND BACKGROUND
PURPOSE The purpose of this RFB is to acquire the services of a competent service provider to provide maintenance to the Department of Labour for their EnviroRacks for a period of 36 months.
BACKGROUND The Department of Labour is making use of EnviroRacks to install their network equipment (Routers, Switches and servers) inside. The current maintenance contract will be expiring on 30 June 2017.
The EnviroRack is a cabinet with the following installed: Climate control (air-conditioner) Automated fire protection system Environmental sensors Biometric access control UPS CCTV surveillance
c)SCOPE OF BID
HIGH LEVEL SCOPE OF WORK SITA needs to appoint a single service provider who will be responsible for preventative (MTTRepair) and corrective maintenance related issues of the existing EnviroRacks for Department of Labour that may be added or removed in future for the next 36 months.
The contractor shall have trained personnel available to fulfil its obligations and ensure the skills level of technicians and support personnel to be of a high standard. The contractor shall be able to maintain the identified infrastructure equipment; the maintenance service will be available 24-7-365.
PROJECT AND SERVICES REQUIREMENTS The following services will be required in the RFB as part of a complete solution 1. Monthly inspections 2. Reporting 3. A full Preventative and Corrective maintenance service agreement on the listed sites is required for a period of 36 months (Full service agreement, this entails fixes inclusive of all spares at no additional cost.)
2 of 36 CONFIDENTIAL 4. Upgrades and Service Requests 5. Adherence to SLA & penalties for breach.
DELIVERY ADDRESS (1) The services must be provided at the following Labour sites:
Region Sites EnviroRacks Gauteng South (Fred) Kempton Park 1
Gauteng South (Fred) Brakpan 1
Gauteng South (Fred) Alberton 1
Gauteng South (Fred) Krugersdorp 1
Gauteng South (Fred) Soweto - 1
Gauteng South (Fred) Indlela 3
Gauteng South (Fred) Germiston 2
Gauteng South (Fred) Johannesburg 3
Gauteng South (Fred) Benoni 1
Gauteng South (Arthur) Vanderbijlpark GS 1
Gauteng South (Fred) Springs Relocation (Nelspruit) 1
North West (Fred) Klerksdorp 2
North West (Arthur) Mmabatho Provincial 3
Gauteng (Fred) Dept Labour Laboria House (HO) - 10h00 8
Gauteng North (Arthur) Pretoria Provincial & LC 3
Gauteng (Fred) UIF 16
Gauteng North (Arthur) Soshanguve (Nylstroom) 1
Limpopo (Arthur) Potgietersrus 1
Limpopo (Arthur) Polokwane 3
Limpopo (Arthur) Polokwane LC 1
Mpumalanga (Fred) Ermelo 1
3 of 36 CONFIDENTIAL Region Sites EnviroRacks Mpumalanga (Fred) Mpumalanga Provincial 3
Free State (Alesh) Sasolburg (Free State) 1
Free State (Alesh) Kroonstad 1
Free State (Alesh) Bloemfontein Provincial 3
Free State (Alesh) Botsobela 1
Free State (Alesh) Bloemfontein LC 1
Free State (Alesh) Harrismith 1
Eastern Cape (Alesh) East London Provincial 2
Eastern Cape (Alesh) Port Elizabeth 3
Eastern Cape (Alesh) Umtata 1
Eastern Cape (Alesh) Aliwal North 1
Western Cape (Arthur) Oudtshoorn 1
Western Cape (Arthur) Cape Town LC 2
Western Cape (Arthur) Somerset Wes 1
Western Cape (Arthur) Worcester 1
Western Cape (Arthur) Bellville 1
Western Cape (Arthur) Paarl 1
Western Cape (Arthur) Cape Town Provincial Office 3
Western Cape (Arthur) Beaufort Wes (Only have 20 PC's) 1
KwaZulu Natal (Fred) Ladysmith 1
KwaZulu Natal (Fred) Newcastle 1
KwaZulu Natal (Fred) Durban LC 2
KwaZulu Natal (Fred) Verulam 1
KwaZulu Natal (Fred) Pietermaritzburg 1
KwaZulu Natal (Fred) Durban Provincial 3
Northern Cape (Alesh) Kimberley 3
96 4 of 36 CONFIDENTIAL d) BID EVALUATION STAGES (1) The bid evaluation process consists of several stages that are applicable according to the nature of the bid as defined in the table below.
Stage Description Applicable for this bid Stage 1 Administrative pre-qualification verification YES Stage 2A Technical Mandatory requirement evaluation YES Stage 2B Technical Functionality requirement evaluation Stage 2C Technical Proof of Concept requirement evaluation Stage 3 Special Conditions of Contract verification YES Stage 4 Price / B-BBEE evaluation YES
e) The bidder must qualify for each stage to be eligible to proceed to the next stage of the evaluation.
5 of 36 CONFIDENTIAL ADMINISTRATIVE PRE-QUALIFICATION
f) ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS
ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION (1) The bidder must comply with ALL of the bid pre-qualification requirements in order for the bid to be accepted for evaluation. g) If the Bidder failed to comply with any of the administrative pre-qualification requirements, or if SITA is unable to verify whether the pre-qualification requirements are met, then SITA reserves the right to – (a) Reject the bid and not evaluate it, or (b) Accept the bid for evaluation, on condition that the Bidder must submit within 7 (seven) days any supplementary information to achieve full compliance, provided that the supplementary information is administrative and not substantive in nature.
ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS (1) Submission of bid response: The bidder has submitted a bid response documentation pack – (c) that was delivered at the correct physical or postal address and within the stipulated date and time as specified in the “Invitation to Bid” cover page, and; (d) in the correct format as one original document, two copies and one CD. h) Attendance at compulsory briefing session: If a compulsory briefing session was called, then the bidder has signed the briefing session attendance register using the same information (bidder company name, bidder representative person name and contact details) as submitted in the bidders response document. i) Registered Supplier. The bidder is, in terms of National Treasury Instruction Note 3 of 2016/17, registered as a Supplier on National Treasury Central Supplier Database (CSD).
6 of 36 CONFIDENTIAL TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS
j) TECHNICAL MANDATORY
INSTRUCTION AND EVALUATION CRITERIA (1) The bidder must comply with ALL the requirements by providing substantiating evidence in the form of documentation or information, failing which it will be regarded as “NOT COMPLY”. (2) The bidder must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the bid response. During evaluation, SITA reserves the right to treat substantiation evidence that cannot be located in the bid response as “NOT COMPLY”. (3) The bidder must complete the declaration of compliance as per section DECLARATION OF COMPLIANCE below by marking with an “X” either “COMPLY”, or “NOT COMPLY” with ALL of the technical mandatory requirements, failing which it will be regarded as “NOT COMPLY”. k) The bidder must comply with ALL the TECHNICAL MANDATORY REQUIREMENTS in order for the bid to proceed to the next stage of the evaluation.
TECHNICAL MANDATORY REQUIREMENTS
TECHNICAL MANDATORY REQUIREMENTS Substantiating evidence of compliance Evidence reference (used to evaluate bid) (to be completed by bidder) (1) The Bidder must Provide as part of the bid response proof indicating that Attach to the bid’s technical response a copy of the valid the employees on this contract do have the required qualifications to maintain certificate of registration as an electrical contractor certified, Certificate not attached. the EnviroRacks as per the product specifications. as issued by the Department of Labour. (2) PREVIOUS EXPERIENCE AND CAPABILITIES Provide details of at least one contract executed (or being executed) within the past 2 years (between 2014 and 2016) covering ALL required information listed below. As part of the substantiation The Bidder must during the past two years (between 2014 and 2016) have populate the table below. executed (or currently executing) specialised maintenance contracts within a Type of High Availability Environment (Data Centre, Hospital, Data Centre Environment or High Availability Environment (Hospital, Air Air Port, Bank, etc.) Port, Bank, etc) ………………………………… Definition: In information technology, high availability refers to a system or ……..
7 of 36 CONFIDENTIAL TECHNICAL MANDATORY REQUIREMENTS Substantiating evidence of compliance Evidence reference (used to evaluate bid) (to be completed by bidder) component that is continuously operational for a desirably long length of High Availability Environment street address time. Availability can be measured relative to "100% operational" or "never failing." ………………………………… …….. Scope of the contract:
………………………………… …….. Reference contact details. (Name, Telephone number, email address). ………………………………… ……..
DECLARATION OF COMPLIANCE Comply Not Comply The bidder declares by indicating with an “X” in either the “COMPLY” or “NOT COMPLY” column that –
(a) The bid complies with each and every TECHNICAL MANDATORY REQUIREMENT as specified in SECTION TECHNICAL MANDATORY REQUIREMENTS above; AND (b) Each and every requirement specification is substantiated by evidence as proof of compliance.
8 of 36 CONFIDENTIAL l) TECHNICAL FUNCTIONALITY Not Applicable.
m) PROOF OF CONCEPT Not Applicable.
9 of 36 CONFIDENTIAL SPECIAL CONDITIONS OF CONTRACT (SCC)
n) SPECIAL CONDITIONS OF CONTRACT
INSTRUCTION (1) The successful supplier will be bound by Government Procurement: General Conditions of Contract (GCC) as well as this Special Conditions of Contract (SCC), which will form part of the signed contract with the successful Supplier. However, SITA reserves the right to include or waive the condition in the signed contract. (2) SITA reserves the right to – (a) Negotiate the conditions, or (b) Automatically disqualify a bidder for not accepting these conditions. (3) In the event that the bidder qualifies the proposal with own conditions, and does not specifically withdraw such own conditions when called upon to do so, SITA will invoke the rights reserved in accordance with subsection INSTRUCTION(2) above. (4) The bidder must complete the declaration of acceptance as per section DECLARATION OF ACCEPTANCE below by marking with an “X” either “ACCEPT ALL” or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.
SPECIAL CONDITIONS OF CONTRACT (1) CONTRACTING CONDITIONS (a) Formal Contract. The Supplier must enter into a formal written Contract (Agreement) with SITA. (b) Right of Award. SITA reserves the right to award the contract for required goods or services to multiple Suppliers. (c) Right to Audit. SITA reserves the right, before entering into a contract, to conduct or commission an external service provider to conduct a financial audit or probity to ascertain whether a qualifying bidder has the financial wherewithal or technical capability to provide the goods and services as required by this tender.
(2) DELIVERY ADDRESS. (a) The services must be provided at the Labour sites as per point 2.3 DELIVERY ADDRESS
(3) CERTIFICATION, EXPERTISE AND QUALIFICATION (a) The Supplier represents that, (a.i) it has the necessary expertise, skill, qualifications and ability to undertake the work required in terms of the Statement of Work or Service Definition and; (a.ii) it is committed to provide the Products or Services; and (a.iii) perform all obligations detailed herein without any interruption to the Customer.
10 of 36 CONFIDENTIAL (b) The Supplier must provide the service in a good and workmanlike manner and in accordance with the practices and high professional standards used in well-managed operations performing services similar to the Services; (c) The Supplier must perform the Services in the most cost-effective manner consistent with the level of quality and performance as defined in Statement of Work or Service Definition; (e) Electrical Work. The Supplier must ensure that Electrical Work is performed as prescribed by the Occupation Health and Safety Act (Act 85 of 1993 as amended), Electrical Regulations 2009, including, (c.i) The Supplier is registered at the Department of Labour as an Electrical Contractor; (c.ii) The standard of work conforms to SABS SANS 10142-1: The code of practice for wiring of premises; and (c.iii) Any Electrical installation or alteration is certified after completion of work by means of a Certificate of Compliance.
(4) REGULATORY, QUALITY AND STANDARDS (f) The contractor must adhere to the provisions within the following minimum Standards and Acts during the full period of this contract. It is taken that the contractor is familiar and conversant with these Standards and Acts. (f.i) Occupational Health and Safety Act, inclusive of the Regulations contained within this Act, with specific reference to the Lead Regulations, Environmental Regulations, Driven Machinery Regulations, Electrical Machinery Regulations, Electrical Installation Regulations and SANS 10142, and Pressure Equipment Regulations. (f.ii) Certified by the OEM to maintain the equipment. (f.iii) Registered with Department of Labour as Installation Electrician to oversee changes where changes or extensions are made to the electrical installation and to issue a Certificate of Compliance as prescribed by the Occupational Health and Safety Act. (f.iv) Registered as a SAQCC Gas registered refrigerant gas practitioner for the installation, repair or modification and/or maintenance of a refrigeration system (f.v) DOL Change Control Policy.
(5) PERSONNEL SECURITY CLEARANCE (g) The contractor shall be responsible for his own personal security, staff security, and security escort when executing Preventive, Corrective and Emergency Maintenance duties. This security cost is deemed part of and included in the contractual rates for full preventive and corrective maintenance. (h) The contractor personnel who enter into DOL restricted areas must adhere to DOL security standards that are applicable. (i) The contractor is to note, as per DOL access policy, that it and its employees that will 11 of 36 CONFIDENTIAL work on this project will not be able to enter any of the listed sites without a valid South African Identification Document. Where the impact is such that the required services cannot be rendered to SITA as required in this document, the contract will be terminated.
(6) CONFIDENTIALITY AND NON-DISCLOSURE CONDITIONS (j) The contractor, including its management and staff, must before commencement of the Contract, sign a non-disclosure agreement regarding Confidential Information. (k) Confidential Information means any information or data, irrespective of the form or medium in which it may be stored, which is not in the public domain and which becomes available or accessible to a Party as a consequence of this Contract, including information or data which is prohibited from disclosure by virtue of: (k.i) the Promotion of Access to Information Act, 2000 (Act no. 2 of 2000); (k.ii) being clearly marked "Confidential" and which is provided by one Party to another Party in terms of this Contract; (k.iii)being information or data, which one Party provides to another Party or to which a Party has access because of Services provided in terms of this Contract and in which a Party would have a reasonable expectation of confidentiality; (k.iv) being information provided by one Party to another Party in the course of contractual or other negotiations, which could reasonably be expected to prejudice the right of the non-disclosing Party; (k.v) being information, the disclosure of which could reasonably be expected to endanger a life or physical security of a person; (k.vi) being technical, scientific, commercial, financial and market-related information, know-how and trade secrets of a Party; (k.vii) being financial, commercial, scientific or technical information, other than trade secrets, of a Party, the disclosure of which would be likely to cause harm to the commercial or financial interests of a non-disclosing Party; and (k.viii) being information supplied by a Party in confidence, the disclosure of which could reasonably be expected either to put the Party at a disadvantage in contractual or other negotiations or to prejudice the Party in commercial competition; or (k.ix) information the disclosure of which would be likely to prejudice or impair the safety and security of a building, structure or system, including, but not limited to, a computer or communication system; a means of transport; or any other property; or a person; methods, systems, plans or procedures for the protection of an individual in accordance with a witness protection scheme; the safety of the public or any part of the public; or the security of property; information the disclosure of which could reasonably be expected to cause prejudice to the defence of the Republic; security of the Republic; or international relations of the Republic; or plans, designs, drawings, functional and technical requirements and specifications of a Party, but must not include information which has been made automatically available, in terms of the Promotion of Access to Information Act, 2000; and information which a Party has a statutory or common law duty to disclose or in respect of which there is no reasonable expectation of privacy or confidentiality;
12 of 36 CONFIDENTIAL (l) Notwithstanding the provisions of this Contract, no Party is entitled to disclose Confidential Information, except where required to do so in terms of a law, without the prior written consent of any other Party having an interest in the disclosure; (m) Where a Party discloses Confidential Information which materially damages or could materially damage another Party, the disclosing Party must submit all facts related to the disclosure in writing to the other Party, who must submit information related to such actual or potential material damage to be resolved as a dispute; (n) Parties may not, except to the extent that a Party is legally required to make a public statement, make any public statement or issue a press release which could affect another Party, without first submitting a written copy of the proposed public statement or press release to the other Party and obtaining the other Party's prior written approval for such public statement or press release, which consent must not unreasonably be withheld.
(7) SUPPORT AND MAINTENANCE REQUIREMENTS (d) After the award to the successful contractor the contractor must ensure that he or she establishes back to back agreements with OEM’s to ensure that the EnviroRacks spare parts are available. (c) The contractor must be capable to provide the related services in all nine (9) provinces.
(8) TECHINCAL SUPPORT CALL CENTRE REQUIREMENTS (e) The service provider shall have a 24/7/365 Technical Call Centre. (f) This Call Centre shall have multiple telecommunication lines and shall have a 100% telecommunication uptime and 100% Information Technology uptime. This Call Centre shall be equipped with backup power sources and shall have a 100% power uptime. The contractor shall have a disaster recovery site to which Call Centre operations can be routed, should the primary Call Centre encounter a disaster. The disaster recovery site shall be operational and functional and be able to manage 25% of the operations within 15 minutes, 50% of the operations within 30 minutes, and able to manage full strength within 60 minutes.
(g) In the event that SITA’s email system is down, the above correspondence shall revert to telephonic correspondence with telephonic updates.
(h) The Maintenance Contractor shall have an External Escalation Matrix in place within one week of contract award to manage external escalations against his Call Centre. The Maintenance Contractor shall also have an Internal Escalation Matrix in place within one week of contract award to indicate to SITA how internal escalations within the Call Centre shall run.
(9) SERVICE LEVEL PERFORMANCE REQUIREMENTS (i) Service providers must adhere strictly to the required maintenance schedules. (n.i) 1 Hour Maximum Time To Respond (MaxTTResp) will be required. (n.ii) 4 Hour Maximum Time To Repair (MaxTTRep) will be required on all listed infrastructure. 13 of 36 CONFIDENTIAL (j) All Service Level metrics indicated are relevant any time of year.
(10) HIGH LEVEL SCOPE OF WORK Preventative Maintenance: (k) Preventive maintenance comprises of a program of activities, performed periodically, on site. This includes checks, searching for abnormalities, abnormality corrections, adjustments, tests, measurements, internal and external cleaning, surveys, as well as the analysis and replacement / repair of units, parts, modules, components, and spare parts to ensure optimal performance, effective performance, and performance according to the Original Equipment Manufacturer’s specifications. (l) Note: If any component fails due to lack preventative maintenance, then the cost of repair must be for the account of the service provider.
Corrective Maintenance: (a) Corrective Maintenance is carried out to repair, replace, fix or adjust significant equipment and defects and failures, including the required replacement of significant units, parts, modules and components
(m) Corrective Maintenance refers to the repair of any breakages and replacement of all consumables and infrastructure as follows but not limited to: UPS batteries PC boards UPS Power supplies UPS power modules Air conditioner gas refill Lights, Magnetic locks EnviroRamm control unit Environmental sensors The calls for Corrective Maintenance will be logged via a call or when proactively notified.
(n) NOTE: Corrective maintenance service agreement on the listed infrastructure equipment as per Pricing Schedule 3: Corrective Maintenance is required for a period of 36 months. (o) The service provider must take note that a full Preventative and Corrective maintenance service agreement means fixes are inclusive of all spares at no additional cost to SITA.
(1) DETAIL SCOPE OF WORK: ENVIRORACK CABINETS (a) The contractor must provide the following services on the EnviroRack cabinets: (a.i) The contractor must ensure that the following actions will be performed on all the cabinets six times per Annum: Check the functionality of the power distribution units connected on the output side of the UPS inside the cabinets. 14 of 36 CONFIDENTIAL Check the functionality of the EnviroRack UPS. Check the functionality of the UPS (EnviroRamm). Check the functionality of the EnviroRack Light Globes, Magnetic Locks Check the functionality of the Environmental Sensors. Check the functionality of the EnviroRack fire system. Check the functionality of the EnviroRack air-conditioner. Check the functionality of the EnviroRamm Control Unit. Check the functionality of the cabinet door locks.
(2) DETAIL SCOPE OF WORK: (UPS) UNINTERRUPTIBLE POWER SUPPLY (a) The contractor must provide the following (UPS) Uninterruptible Power Supply services on the 2Kva UPS: (a.i) The contractor must ensure that the following actions will be performed on the UPS’s six times per Annum: The contractor must do a visual test for battery leakages and interconnecting cables fastened. The contractor must check that the cooling fan in the UPS is functional. The contractor must ensure that no alarms are activated. The contractor must perform a load test on the UPS if the battery does not hold the load for less than 5 minutes the battery must be replaced. Any problems or warnings related to the UPS must be recorded and a report must be provided to SITA within the same month. The contractor must be capable of maintaining any other make of UPS that may be used in future.
(3) DETAIL SCOPE OF WORK: AIR CONDITIONING UNITS (a) The contractor must provide the following air-conditioning service as per OEM specifications services: (a.i) The contractor must ensure that the following actions will be performed on the Air- conditioner six times per Annum: The contractor must check the condensate drain. Check drain pump(s) (if installed) Clean drain pipe(s) to ensure water runs freely The contractor must check that refrigerant is charged as per OEM specifications. The contractor must check that the air-conditioner evaporator fan as well as condenser fans is functional. The contractor must check and ensure the evaporator coil (inside) is clean. The contractor must check condenser coil (outside) is clean. The contractor must ensure that no alarms are activated. Any problems or warnings related to the air-con must be recorded and a report must be provided to SITA within the same month. The contractor must be capable of maintaining any other make of air-con that may be used in future.
(4) DETAIL SCOPE OF WORK: FIRE SUPPRESSION SYSTEM (a) The contractor must provide the following Fire System service as per OEM 15 of 36 CONFIDENTIAL specifications services: (a.i) The contractor must ensure that the following actions will be performed on the Fire system four times per Annum: The contractor must inspect the FM 200 system to ensure a “Green Needle” reading and replace if appropriate The contractor must check functionality of fire detection system
(5) DETAIL SCOPE OF WORK: ENVIRORAMM UNIT (a) The contractor must provide the following EnviroRamm service as per OEM specifications services: (a.i) The contractor must ensure that the following actions will be performed on the Air- conditioner six times per Annum: The contractor must perform a visual audit of the environment, i.e. access control system, fire control system, and magnetic locks, wiring and connectors of the EnviroRamm control unit. Ensure EnviroRamm UPS is operational. The contractor must interrogate the EnviroRamm for hardware and system software errors to ensure proper working.
(6) DETAIL SCOPE OF WORK: RELOCATION OF EQUIPMENT (a) The contractor must provide the following relocation of the EnviroRack equipment service as specifications services: (a.i) The contractor must provide the relocation of EnviroRack equipment services for the duration of the contract as and when required. De-commissioning and dismantlement of EnviroRack at present site Physical transfer of the EnviroRack to new site (which should include the relevant insurance) Assembling, installation and commissioning of the EnviroRack at the new site
(7) SUB CONTRACTING (a.i) Where work is sub contracted to a specialist third party contractor, the Contractor must supervise the work continuously to ensure acceptable quality and to ensure that no risk exist to SITA and ensure no service interruptions to SITA or its clients. The Support Contractor remain fully responsible for the sub contractor’s actions or omission of actions. Penalties or claims for damages caused by the sub-contractor shall be applied to the Support Contractor in full. The contractor must obtain SITA’s permission for any sub-contracting of work.
(8) HUMAN RESOURCES (a.i) The Contractor must ensure the skill sets of its staff. Personnel must be well trained with adequate knowledge and experience, be in possession of the relevant trade certificate, and equipped with all necessary tools and testing facilities to 16 of 36 CONFIDENTIAL ensure correct and professional operation on all equipment and works to comply with this Scope of Work. (a.ii) The Contractor must be responsible for its staff and they must be equipped with adequate individual safety equipment and personal protective equipment when executing the task.
(9) CHANGE CONTROL (a.i) After written approval is received from SITA the service provider may proceed with the required work.
(10) LOSSES (a.i) The contractor shall be held responsible for any losses caused to DOL due to the contractor’s or his sub contractor’s actions or absence of actions. Damages shall be recovered from outstanding money’s owed to the contractor. Where outstanding moneys are not sufficient to cover the full loss experienced by SITA, the contractor shall be invoiced for the outstanding moneys. (a.ii) Losses to DOL shall be determined and be assigned to the maintenance contractor where the balance of probability is more than 50% that the failure or incident was caused by the maintenance contractor’s actions or absence of action. (a.iii) Examples of losses caused to DOL that shall be recovered from the Contract, could include: Fire suppression system triggered by the actions of the contractor and subsequent a fruitless discharge of gas is resulted. Work is being performed by the contractor inside the DOL Network room environment and intentionally or unintentionally Network cabling are damaged which causes Network Traffic loss. Damage to property during the execution of work.
(a.iv) The contractor must have the required insurance cover in place within two weeks from contract commencement and of sufficient value to cover these types of incidences. SITA shall not interact with the maintenance contractor’s underwriter and shall deduct moneys directly as indicated above.
(11) PENALTIES (a.i) Should the maintenance contractor not adhere to the SLA time frame specified to respond (MaxTTResp) to an incident, the penalty to the maintenance contractor shall be equal to 2% of the full value of the Scheduled Maintenance cost for that month for the relevant site (labour and equipment). (a.ii) Should the maintenance contractor not adhere to the SLA time frame specified to repair (MaxTTRep) of an incident, the penalty to the maintenance contractor shall be equal to 5% of the full value of the Scheduled Maintenance cost for that month for the relevant site (labour and equipment). (a.iii) Should the maintenance contractor not adhere to the Report timelines, the 17 of 36 CONFIDENTIAL penalty to the maintenance contractor shall be equal to 2% of the full value of the Preventive Maintenance cost for that month (if submitted but late), and continue to be applied each month for which the called for document has not been submitted. (a.iv) Should any component found, not to be serviced or not fully serviced as called for in this document, the full Preventive Maintenance rate for the relevant site shall be credited. (a.v) The penalty for late submission of a RCAs or RFO document shall be equal to 2% of the full value of the Scheduled Maintenance cost for that month for the relevant site (labour and equipment). (a.vi) The above penalties shall be applied at SITA’s discretion, following the breach of a Service Level Agreement. The contractor shall have the opportunity to provide a report, within seven calendar days following the incident or SITA’s notice of penalty, indicating why the contractor deem the penalty not to be applied. SITA shall take this into consideration, but SITA’s decision shall be final and shall deduct penalty values from the monthly invoices for the relevant site(s). (a.vii) Penalties for not adhering to the specified SLA timelines shall be calculated on a sliding scale, and be as follow: Second time not adhering to, for the same site in a three month period: two times the initial penalty. Third time not adhering to, for the same site in a three month period: four times the initial penalty. Fourth time not adhering to, for the same site in a three month period: six times the initial penalty. Fifth and more times time not adhering to, for the same site in a three month period: ten times the initial penalty.
(12) GUARANTEE AND WARRANTIES (a.i) In case infrastructure equipment needs to be replaced all relevant guarantees and warranties must be honoured by the service provider.
(13) DELIVERY TIME-FRAMES (a.i) The full Corrective and Preventative maintenance solution must be implemented within seven (7) days after receipt of an official Purchase Order from SITA.
(14) SCOPE OF WORK CHANGES (a.i) SITA reserves the right to add or remove any DOL sites from contract.
(15) SERVICE HISTORY AND INVENTORY SERVICES (a.i) The service provider must at the end of the contract hand over to SITA the complete maintenance history data set. This will include a complete inventory of all assets and associated service history of all inventory items, engineering drawings and changes thereto, and the condition of each inventory item with 18 of 36 CONFIDENTIAL regards to its life cycle stage.
(16) ROUTE CAUSE ANALYSIS AND REASON FOR OUTAGE REPORTS (a.i) The Reason for Outage (RFO) for DOL failures shall be issued within 12 hours of the failure, by the maintenance contractor. (a.ii) A detailed engineering Root Cause Analysis (RCA) shall be issued within 36 hours of the DOL infrastructure failure. The following minimum points shall be addressed in the RCA: Background leading to the failure Engineering reason for failure, which is supported by the Original Equipment Manufacturer? If a component failure, why it hasn’t been detected and repaired during Preventive Maintenance If a SLA failure, why the SLA has been breached Moneys that shall be credited by the maintenance contractor to SITA as penalty for failure How similar failures shall be prevented for this site and other sites under the maintenance contractor’s responsibility Time required for permanent repairs How the restored system (and other similar systems) shall be tested to make sure similar failures shall not occur. How lessons learned shall be incorporated into the Preventive Maintenance, Corrective Maintenance, and Emergency Maintenance Standard Operating Procedures during the remainder of the maintenance contract. Upon SITA’s prior approval, and nature of the component failure, the 36 hour SLA may be extended by SITA to cater for detailed analysis.
(a.iii) Technically poor and sub-standard RCAs shall not be accepted and shall be referred back to the maintenance contractor, with the 36hour SLA still intact.
(a.iv) Technically acceptable RCAs requiring further explanation shall be referred back to the maintenance contractor, after which another 12 hour window shall be allowed for elaboration on the requested areas.
(17) FINANCIALS – INVOICES AND JOB CARDS (a.i) The service provider will be expected to provide an invoice for maintenance work done on a monthly basis. The invoice amount will be based on the unit rates as per the costing model. (a.ii) Should SITA not be satisfied with the quality of the work performed by the contractor, SITA has the right to reject the work. The Contractor must then redo the work to SITA’s satisfaction at his own cost. (18) PERFORMANCE MANAGEMENT MEETINGS (a.i) The contractor must meet with SITA at least once per month during the contract period, during which the progress of the contract and issues under this contract must be discussed.
19 of 36 CONFIDENTIAL (a.ii) A monthly report must be submitted to SITA on the first business day of the following month, with the following information: (a.iii) Status of equipment as per maintenance schedule Problems, solutions and risks. Where any downtime occurred the following must be shown: Reason for Outage Date of Outage Time of Outage Total repair time
(a.iv) A formal report must be submitted to the SITA representative after every service, maintenance or repair; including the relevant job sign-off sheets signed by SITA and the service provider. (a.v) The service provider must provide a detailed schedule that will be used per site for inspections and maintenance, as well as the processes that will be followed to perform the above mentioned tasks.
20 of 36 CONFIDENTIAL DECLARATION OF ACCEPTANCE
ACCEPT ALL DO NOT ACCEPT ALL (1) The bidder declares to ACCEPT ALL the Special Condition of Contract as specified in section SPECIAL CONDITIONS OF CONTRACT above by indicating with an “X” in the “ACCEPT ALL” column, OR (2) The bidder declares to NOT ACCEPT ALL the Special Conditions of Contract as specified in section SPECIAL CONDITIONS OF CONTRACT above by - (a) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and; (b) Provide reason and proposal for each of the conditions that is not accepted. Comments by bidder: Provide reason and proposal for each of the conditions not accepted as per the format: Condition Reference: Reason: Proposal:
21 of 36 CONFIDENTIAL COSTING AND PRICING
QUALIFICATION NOTICE
To safeguard the integrity of the bidding process, the technical and financial proposals should be submitted in separate sealed envelopes, as per “National Treasury: Supply Chain Management a guide for Accounting Officers / Authorities, 2004”, section 5.9.4; therefore All bid Pricing Schedules, as indicated in section COSTING AND PRICING COSTING AND PRICING, must be submitted in a SEPARATE SEALED ENVELOPE, failing which the bid WILL BE DISQUALIFIED.
22 of 36 CONFIDENTIAL o) COSTING AND PRICING
COSTING AND PRICING EVALUATION (1) ALL PRICING SCHEDULES MUST BE SUBMITTED IN A SEPARATE SEALED ENVELOPE, failing which the BID will be DISQUALIFIED. (2) In terms of Preferential Procurement Policy Framework Act (PPPFA), the following preference point system is applicable to all Bids: (a) the 80/20 system (80% Price, 20% B-BBEE) for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); or (b) the 90/10 system (90% Price and 10% B-BBEE) for requirements with a Rand value above R50 000 000 (all applicable taxes included). (3) This bid will be evaluated using the PPPFA preferential points scoring system of 80/20. (4) The bidder must complete the declaration of acceptance as per section DECLARATION OF ACCEPTANCE below by marking with an “X” either “ACCEPT ALL”, or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified. (5) Bidder will be bound by the following general costing and pricing conditions and SITA reserves the right to negotiate the conditions or automatically disqualify the bidder for not accepting these conditions. These conditions will form part of the Contract between SITA and the bidder. However, SITA reserves the right to include or waive the condition in the Contract.
COSTING AND PRICING CONDITIONS (1) The bidder must submit the Pricing Schedule(s) as prescribed in section BID PRICING SCHEDULE as well as the relevant enclosed Standard Bidding Document SBD 3.1, 3.2 or 3.3. (6) SOUTH AFRICAN PRICING. The total price must be VAT inclusive and be quoted in South African Rand (ZAR). (7) TOTAL PRICE (o) All quoted prices are the total price for the entire scope of required services and deliverables to be provided by the bidder. (p) The cost of delivery, labour, S&T, overtime, etc. must be included in this bid. (q) All additional costs must be clearly specified. (8) BID EXCHANGE RATE CONDITIONS. The bidders must use the exchange rate provided below to enable SITA to compare the prices provided by using the same exchange rate: Foreign currency South African Rand (ZAR) exchange rate 1 US Dollar 1 Euro 1 Pound
23 of 36 CONFIDENTIAL DECLARATION OF ACCEPTANCE ACCEPT ALL DO NOT ACCEPT ALL (1) The bidder declares to ACCEPT ALL the Costing and Pricing conditions as specified in section COSTING AND PRICING CONDITIONS above by indicating with an “X” in the “ACCEPT ALL” column, or (2) The bidder declares to NOT ACCEPT ALL the Costing and Pricing Conditions as specified in section COSTING AND PRICING CONDITIONS above by - (c) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and; (d) Provide reason and proposal for each of the condition not accepted. Comments by bidder: Provide the condition reference, the reasons for not accepting the condition.
24 of 36 CONFIDENTIAL BID PRICING SCHEDULE Note: a) Bidder must complete the pricing as per table below (or as per the attached spread sheet if applicable). b) Line Prices are all VAT EXCLUDING, and TOTAL PRICE is VAT INCLUSIVE Important notes: a) A full Preventative and Corrective maintenance service agreement on the listed sites is required for a period of 36 months. b) Pricing for maintenance must be based on the Maintenance Schedules, scope of work and Service Metrics as defined in the Special Conditions of Contract for all DOL sites.
Pricing Schedule 1 (Preventative and Corrective Maintenance)
Year 2 Price Year 1 Price Year 3 Price Full preventative and Corrective Maintenance Preven Region EnviroRacks per site Preventative Preventative service agreement tative Maintenance Maintenance Mainte nance 1 Gauteng South (Fred) Kempton Park 1 R R R 2 Gauteng South (Fred) Brakpan 1 R R R 3 Gauteng South (Fred) Alberton 1 R R R 4 Gauteng South (Fred) Krugersdorp 1 R R R 5 Gauteng South (Fred) Soweto - 1 R R R 6 Gauteng South (Fred) Indlela 3 R R R 7 Gauteng South (Fred) Germiston 2 R R R 8 Gauteng South (Fred) Johannesburg 3 R R R 9 Gauteng South (Fred) Benoni 1 R R R 1 Gauteng South (Arthur) Vanderbijlpark GS 1 R R R 0
25 of 36 CONFIDENTIAL Year 2 Price Year 1 Price Year 3 Price Full preventative and Corrective Maintenance Preven Region EnviroRacks per site Preventative Preventative service agreement tative Maintenance Maintenance Mainte nance 1 Gauteng South (Fred) Springs Relocation (Nelspruit) 1 R R R 1 1 North West (Fred) Klerksdorp 2 R R R 2 1 North West (Arthur) Mmabatho Provincial 3 R R R 3 1 Gauteng (Fred) Dept Labour Laboria House (HO) - 10h00 8 R R R 4 1 Gauteng North (Arthur) Pretoria Provincial & LC 3 R R R 5 1 Gauteng (Fred) UIF 16 R R R 6 1 Gauteng North (Arthur) Soshanguve (Nylstroom) 1 R R R 7 1 Limpopo (Arthur) Potgietersrus 1 R R R 8 1 Limpopo (Arthur) Polokwane 3 R R R 9 2 Limpopo (Arthur) Polokwane LC 1 R R R 0 2 Mpumalanga (Fred) Ermelo 1 R R R 1 2 Mpumalanga (Fred) Mpumalanga Provincial 3 R R R 2 Free State (Alesh) Sasolburg (Free State) 1 2 R R R 3 2 Free State (Alesh) Kroonstad 1 R R R 4 Free State (Alesh) Bloemfontein Provincial 3 2 R R R 5 2 Free State (Alesh) Botsobela 1 R R R 26 of 36 CONFIDENTIAL Year 2 Price Year 1 Price Year 3 Price Full preventative and Corrective Maintenance Preven Region EnviroRacks per site Preventative Preventative service agreement tative Maintenance Maintenance Mainte nance 6 2 Free State (Alesh) Bloemfontein LC 1 R R R 7 2 Free State (Alesh) Harrismith 1 R R R 8 2 Eastern Cape (Alesh) East London Provincial 2 R R R 9 3 Eastern Cape (Alesh) Port Elizabeth 3 R R R 0 3 Eastern Cape (Alesh) Umtata 1 R R R 1 3 Eastern Cape (Alesh) Aliwal North 1 R R R 2 3 Western Cape (Arthur) Oudtshoorn 1 R R R 3 3 Western Cape (Arthur) Cape Town LC 2 R R R 4 3 Western Cape (Arthur) Somerset Wes 1 R R R 5 3 Western Cape (Arthur) Worcester 1 R R R 6 3 Western Cape (Arthur) Bellville 1 R R R 7 3 Western Cape (Arthur) Paarl 1 R R R 8 3 Western Cape (Arthur) Cape Town Provincial Office 3 R R R 9 4 Western Cape (Arthur) Beaufort Wes (Only have 20 PC's) 1 R R R 0 4 KwaZulu Natal (Fred) Ladysmith 1 R R R 1 4 KwaZulu Natal (Fred) Newcastle 1 R R R 27 of 36 CONFIDENTIAL Year 2 Price Year 1 Price Year 3 Price Full preventative and Corrective Maintenance Preven Region EnviroRacks per site Preventative Preventative service agreement tative Maintenance Maintenance Mainte nance 2 4 KwaZulu Natal (Fred) Durban LC 2 R R R 3 4 KwaZulu Natal (Fred) Verulam 1 R R R 4 4 KwaZulu Natal (Fred) Pietermaritzburg 1 R R R 5 4 KwaZulu Natal (Fred) Durban Provincial 3 R R R 6 4 Northern Cape (Alesh) Kimberley 3 R R R 7
Sub Totals per year R R
Total cost (Excluding VAT) R
Value added tax at 14% R
Total cost Preventive Maintenance: R
Pricing Schedule 2 ADDITIONAL PRICING INFORMATION (Labour Cost) Note: a. Quoted prices are binding for the duration of contract.
Service Description Unit Unit cost Unit cost Year 2 Year 3
28 of 36 CONFIDENTIAL 1. Labour rate for Electrical technical team during office Per Hour R R hours 2. Labour rate for Electrical technical team during Per Hour R R afterhours (and Saturday hours) 3. Labour rate for Electrical technical team during Sunday Per Hour R R hours 4. Mark-up on OEM or OEM equivalent material to be Percentage % % purchased 5. Callout Fee: Corrective maintenance Per Site R R
6. Relocation of EnviroRack Equipment: Per Site R R De-commissioning and dismantlement of EnviroRack at present site. Physical transfer of the EnviroRack to new site (which should include the relevant insurance) Distance 50Km. Assembling, installation and commissioning of the EnviroRack at the new site.
2.11
29 of 36 CONFIDENTIAL Pricing Schedule 3 ADDITIONAL PRICING INFORMATION (Corrective maintenance) Note: a. SITA reserves the right to obtain competitive quotes from other service providers for Corrective Maintenance works.
Year 2 Year 1 Price Year 3 Price Region Cost for Corrective Maintenance EnviroRacks per site Price
1 Gauteng South (Fred) Kempton Park 1 R R R 2 Gauteng South (Fred) Brakpan 1 R R R 3 Gauteng South (Fred) Alberton 1 R R R 4 Gauteng South (Fred) Krugersdorp 1 R R R 5 Gauteng South (Fred) Soweto - 1 R R R 6 Gauteng South (Fred) Indlela 3 R R R 7 Gauteng South (Fred) Germiston 2 R R R 8 Gauteng South (Fred) Johannesburg 3 R R R 9 Gauteng South (Fred) Benoni 1 R R R 10 Gauteng South (Arthur) Vanderbijlpark GS 1 R R R 11 Gauteng South (Fred) Springs Relocation (Nelspruit) 1 R R R 12 North West (Fred) Klerksdorp 2 R R R 13 North West (Arthur) Mmabatho Provincial 3 R R R 14 Gauteng (Fred) Dept Labour Laboria House (HO) - 10h00 8 R R R 15 Gauteng North (Arthur) Pretoria Provincial & LC 3 R R R 16 Gauteng (Fred) UIF 16 R R R 17 Gauteng North (Arthur) Soshanguve (Nylstroom) 1 R R R 18 Limpopo (Arthur) Potgietersrus 1 R R R 19 Limpopo (Arthur) Polokwane 3 R R R 20 Limpopo (Arthur) Polokwane LC 1 R R R 21 Mpumalanga (Fred) Ermelo 1 R R R 22 Mpumalanga (Fred) Mpumalanga Provincial 3 R R R
30 of 36 CONFIDENTIAL Year 2 Year 1 Price Year 3 Price Region Cost for Corrective Maintenance EnviroRacks per site Price
Free State (Alesh) Sasolburg (Free State) 1 R R R 23 24 Free State (Alesh) Kroonstad 1 R R R Free State (Alesh) Bloemfontein Provincial 3 R R R 25 26 Free State (Alesh) Botsobela 1 R R R 27 Free State (Alesh) Bloemfontein LC 1 R R R 28 Free State (Alesh) Harrismith 1 R R R 29 Eastern Cape (Alesh) East London Provincial 2 R R R 30 Eastern Cape (Alesh) Port Elizabeth 3 R R R 31 Eastern Cape (Alesh) Umtata 1 R R R 32 Eastern Cape (Alesh) Aliwal North 1 R R R 33 Western Cape (Arthur) Oudtshoorn 1 R R R 34 Western Cape (Arthur) Cape Town LC 2 R R R 35 Western Cape (Arthur) Somerset Wes 1 R R R 36 Western Cape (Arthur) Worcester 1 R R R 37 Western Cape (Arthur) Bellville 1 R R R 38 Western Cape (Arthur) Paarl 1 R R R 39 Western Cape (Arthur) Cape Town Provincial Office 3 R R R 40 Western Cape (Arthur) Beaufort Wes (Only have 20 PC's) 1 R R R 41 KwaZulu Natal (Fred) Ladysmith 1 R R R 42 KwaZulu Natal (Fred) Newcastle 1 R R R 43 KwaZulu Natal (Fred) Durban LC 2 R R R 44 KwaZulu Natal (Fred) Verulam 1 R R R 45 KwaZulu Natal (Fred) Pietermaritzburg 1 R R R 46 KwaZulu Natal (Fred) Durban Provincial 3 R R R 47 Northern Cape (Alesh) Kimberley 3 R R R
31 of 36 CONFIDENTIAL (1) SUMMARY OF PRICING SCHEDULES No Product/Service description Total Cost (ZAR)
1. Cost as brought forward from Pricing Schedule 1: Preventative and Corrective Maintenance R 2. Cost as brought forward from Pricing Schedule 2: Labour Cost R 3. Cost as brought forward from Pricing Schedule 3: Corrective Maintenance R
4. SUBTOTAL (VAT Excl.) R 5. VAT (14%) R 6. SUBTOTAL (VAT Incl.) R 7. BID TOTAL (VAT Incl.) R
32 of 36 CONFIDENTIAL SBD 3.1 PRICING SCHEDULE – FIRM PRICES (PURCHASES)
NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED
IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT
Name of bidder: ………………………………………………………… Bid number: RFB 1532- 2017
Closing Time: 11:00 Closing date: 08 May 2017
OFFER TO BE VALID FOR ……… DAYS FROM THE CLOSING DATE OF BID. ______ITEM QUANTITY DESCRIPTION BID PRICE IN RSA CURRENCY NO. ** (ALL APPLICABLE TAXES INCLUDED)
______
- Required by: THE STATE INFORMATION TECHNOLOGY AGENCY SOC LTD
- At: …………………………………………………
…………………………………………………
- Brand and model: …………………………………………………
- Country of origin: …………………………………………………
- Does the offer comply with the specification(s)? *YES/NO
- If not to specification, indicate deviation(s) ………………………………….
- Period required for delivery …………………………………. *Delivery: Firm/not firm
- Delivery basis ……………………………………
Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.
33 of 36 CONFIDENTIAL ** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies. *Delete if not applicable
34 of 36 CONFIDENTIAL Terms and definitions
1. ABBREVIATIONS A Amp CAD Computer Aided Design CD Compact Disc CIDB Construction Industry Development Board Excl Excluding Hz Hertz ICT Information and Communication Technology Incl Including ISO International Organization for Standardization kVA Kilo Volt Ampere kVAr Kilo Volt Ampere reactive kW Kilo Watt OEM Original Equipment Manufacturer PPPFA Preferential Procurement Policy Framework Act Rpm Revolutions per Minute SABS South African Bureau of Standards SANS South African National Standards SITA State Information Technology Agency SLA Service Level Agreement UPS Uninterruptable Power Supply USB Universal Serial Bus V Volt
35 of 36 CONFIDENTIAL BIDDER SUBSTANTIATING EVIDENCE
This section is reserved for the bidder to provide information related to the substantiating evidence or comments in the format as required by the bid specification (e.g. text, graphical representation, diagrams, statistical reports, lists, reference letters, copies of product of solution documentation, certificates, licences, memberships, etc.).
Note: The evidence provided in this section will be used by the bid evaluation committee to evaluate the bid. Therefore, each piece of substantiating evidence must be cross referenced to requirements specification section.
36 of 36 CONFIDENTIAL