Appointment of a Service
Provider/Consortia/Joint Venture to implement
and support a bespoke Project Management
Information System (PMIS) for Infrastructure
Project Portfolios, Programmes and Projects of
the Department of Public Works and
Infrastructure
BID NUMBER : DPWFS RFP 005/2015
CLOSING DATE AND TIME OF THE PROPOSAL:
17 AUGUST 2015 AT 11:00 AM
COMPULSORY CLARIFICATION MEETING:
31 JULY 2015 @ 14H00 AT THE ADELAIDE TAMBO HALL, O.R. TAMBO
BUILDING
VALIDITY PERIOD OF THE PROPOSAL:
90 DAYS
DEPARTMENT OF PUBLIC WORKS AND INFRASTRUCTURE, FREE STATE
PROVINCE
SUPPLY CHAIN MANAGEMENT
ENQUIRIES
BIDDING PROCESS: MAPHOKA SETAI: 051 - 409 8555
TECHNICAL: BANDILE NTOMBELA: 051- 409 8680
PUBLIC NOTICE
0
INVITATION TO TENDER
BID NUMBER: DPWFS RFP 005/2015
APPOINTMENT OF A SERVICE PROVIDER/CONSORTIA/JOINT VENTURE TO
IMPLEMENT AND SUPPORT A BESPOKE PROJECT MANAGEMENT INFORMATION
SYSTEM (PMIS) FOR INFRASTRUCTURE PROJECT PORTFOLIOS, PROGRAMMES AND
PROJECTS OF THE DEPARTMENT OF PUBLIC WORKS AND INFRASTRUCTURE
Tenders must be deposited in the tender box situated on the Ground floor, Medfontein Building, No. 153
St’ Andrews Street, tender document(s) must be submitted by no later than 11:00 am on 17 August 2015.
Each tender must be submitted in a separate, clearly marked sealed envelope, addressed to: Supply
Chain Management, Medfontein Building, 4th Floor, Room 414.
Please note that tenders, which are not submitted in a properly sealed and marked envelope and / or are
not deposited in the relevant tender box and / or are deposited after the closing date and time, will not be
considered. Faxed tenders will not be considered.
A compulsory clarification meeting, will take place at the O.R Tambo House (Lebohang Building),
Ground Floor, Adelaide Tambo Hall (Louis Botha Hall) on Friday 31 July 2015 starting at 14:00hrs.
Failure to attend this clarification meeting will lead to disqualification.
The Department is not bound to accept any tender and reserves the right to accept any tender in whole or
in part.
1
SBD 1
INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE DEPARTMENT OF PUBLIC WORKS
AND INFRASTRUCTURE
BID NO: DPWFS RFP 005/2015 CLOSING DATE: 17 AUGUST 2015 CLOSING TIME: 11:00HRS
DESCRIPTION:
APPOINTMENT OF A SERVICE PROVIDER/CONSORTIA/JOINT VENTURE TO IMPLEMENT AND
SUPPORT A BESPOKE PROJECT MANAGEMENT INFORMATION SYSTEM (PMIS) FOR
INFRASTRUCTURE PROJECT PORTFOLIOS, PROGRAMMES AND PROJECTS OF THE DEPARTMENT
OF PUBLIC WORKS AND INFRASTRUCTURE
PROPOSAL MUST BE DEPOSITED IN THE BID BOX SITUATED AT:
Supply Chain Management
Medfontein Building, Ground Floor
St. Andrew Street, Bloemfontein
Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be
accepted for consideration.
The bid box is generally open 24 hours a day, 7 days a week.
ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED)
THIS BID IS SUBJECT TO THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY
OTHER SPECIAL CONDITIONS OF CONTRACT
THE FOLLOWING PARTICULARS MUST BE FURNISED
(FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED)
NAME OF BIDDER: …………………………………………………………………………………………..
POSTAL ADDRESS: ………………………………………………………………………………………….
…………………………………………………………………………………………
STREET ADDRESS:
………………………………………………………………………………………..
………………………………………………………………………………………..
TELEPHONE NUMBER: CODE: ………. NUMBER: …..……………………………….……………....
CELLPHONE NUMBER: ……………………………………………………………………………………..
FACSIMILE NUMBER: CODE: ………… NUMBER: ……………………………………………………
VAT REGISTRATION NUMBER: ……………………………………………………………………………
HAS A TAX CLEARANCE CERTIFICATE BEEN SUBMITTED (SBD 2)
YES/NO
ARE YOU THE ACCREDITED REPRESENTATIVE
YES/NO
IN SOUTH AFRICA FOR THE GOODS/SERVICES OFFERED BY YOU? (IF YES ENCLOSE PROOF)
SIGNATURE OF BIDDER: …………………………………………………… DATE: ……………………
CAPACITY UNDER WHICH THIS BID IS SIGNED: ……………………………………………………….
TOTAL BID PRICE R ……………………………………………… (IN WORDS) …………………………..
…………………………………………………………………………………………… (VAT INCLUSIVE)
NB: COMPLETION OF THIS FORM IS COMPULSORY (TOTAL BID PRICE MUST BE WRITTEN ON THIS
FORM FAILURE TO THIS REQUIREMENT WILL LEAD TO DISQUALIFICATION)
2
CONTENTS
SECTION 1: LIST OF RETURNABLE DOCUMENTS ........... 4
SECTION 2: TERMS OF REFERENCE .................................... 6
Evaluation Criteria and Methodology ......................................................................................... 23
Technical Specifications ................................................................................................................ 24
Special Instructions to Bidders ..................................................................................................... 24
Background .................................................................................................................................... 24
The objective of RFB ..................................................................................................................... 25
Scope and Mandatory Requirements ........................................................................................... 25
User Requirements ........................................................................................................................ 28
Specific Required Features for Infrastructure Projects: ........................................................... 31
Specific Technical Requirements and Cost Model ..................................................................... 37
3
SECTION 1: LIST OF RETURNABLE DOCUMENTS
Responsiveness Criteria
The tenderer must submit to the following mandatory document:

Submit an original valid Tax Clearance Certificate issued by the South African Revenue Services
(where Consortium / Joint Venture / Sub-contractors are involved, each party to the association must
submit a separate Original Valid Tax Clearance Certificate).
Returnable Documents
Returnable Documents will be used for tender evaluation purposes and be incorporated into the contract
The tenderer must return the following returnable documents legibly completed and signed in FULL.
1. Resolution of Board of Directors
2. Resolution of Board of Directors to enter into Consortia Or Joint Ventures (in case of Joint Venture
or Consortia)
3. Special Resolution of Consortia or Joint Ventures.
4. B-BBEE Certificate issued by a South African National Accreditation System (SANAS) or Auditors
approved and registered by the Independent Regulatory Board of Auditors (IRBA), where
Consortium / Joint Venture are involved Bidders are to hand in their consolidated B-BBEE
certificates.
5. Standard Bidding Document 1 (SBD 1) – Invitation to Bid
6. Standard Bidding Document 2 (SBD 2) – Application for Tax Clearance Certificate
7. Standard Bidding Document 4 (SBD 4) – Declaration of Interest
8. Standard Bidding a Document 6.1 (SBD 6.1) – Preference points claim form in terms of the
Preferential Procurement Regulations 2011.
9. Standard Bidding Document 8 (SBD 8) – Declaration of Bidder’s Past Supply Chain Management
Practices.
10. Standard Bidding Document 9 (SBD 9) - Certificate of Independent Bid Determination
4
LIST OF RETURNABLE DOCUMENTS
THE BIDDER MUST COMPLETE THE FOLLOWING RETURNABLE DOCUMENTS:
Number of
Returnable
Bid Document Name:
Pages:
document:
Resolution of Board of Directors
1 Pages
Resolution of Board of Directors to enter into Consortia or JV
2 Pages
Special Resolution of Consortia or Joint Venture
3 Pages
SBD 1: Invitation to Bid
1 Pages
SBD 2: Application for Tax Clearance Certificate
2 Pages
SBD 4: Declaration of Interest
SBD 6.1: Preference Points Claim Form in terms of the PPR
2011
SBD 8: Declaration of Bidder’s Past Supply Chain
Management Practice
4 Pages
SBD 9: Certificate of Independent Bid Documentation
6 Pages
2 Pages
4 Pages
Pages
Pages
Pages
Pages
Pages
Name of Bidder
Signature
5
Date
RESOLUTION OF BOARD OF DIRECTORS
RESOLUTION of a meeting of the Board of *Directors / Members / Partners of:
(legally correct full name and registration number, if applicable, of the Enterprise)
Held at
(place)
on
(date)
RESOLVED that:
1
The Enterprise submits a Tender to the Department of Public Works and Infrastructure, Free State Province
in respect of the following project:
(project description as per Tender Document)
Tender Number:
2
(Tender Number as per Tender Document)
*Mr/Mrs/Ms:
in *his/her Capacity as:
(Position in the Enterprise)
and who will sign as follows:
be, and is hereby, authorised to sign the Tender, and any and all other documents and/or correspondence
in connection with and relating to the Tender, as well as to sign any Contract, and any and all
documentation, resulting from the award of the Tender to the Enterprise mentioned above.
Name
Capacity
Signature
1
2
3
4
5
6
7
8
Note:
1.
* Delete which is not applicable.
2.
NB. This resolution must be signed by all
the Directors / Members / Partners of the
Tendering Enterprise.
ENTERPRISE STAMP
6
RESOLUTION OF BOARD OF DIRECTORS TO ENTER INTO CONSORTIA
OR JOINT VENTURES
RESOLUTION of a meeting of the Board of *Directors / Members / Partners of:
(Legally correct full name and registration number, if applicable, of the Enterprise)
held at
(place) on
(date) RESOLVED that:
1 The Enterprise submits a Tender, in consortium/joint venture with the following Enterprises:
(List all the legally correct full names and registration numbers, if applicable, of the Enterprises forming the consortium/joint
venture)
to the Department of Public Works and Infrastructure, Free State Province in respect of the following project:
(Project description as per Tender Document)
Tender Number:
(Tender Number as per Tender Document)
2 *Mr/Mrs/Ms:
in *his/her Capacity as:
(Position in the Enterprise)
and who will sign as follows:
be, and is hereby, authorised to sign a consortium/joint venture agreement with the parties listed under item 1
above, and any and all other documents and/or correspondence in connection with and relating to the
consortium/joint venture, in respect of the project described under item 1 above.
3 The Enterprise accept joint and several liability with the parties listed under item 1 above for the due
fulfilment of the obligations of the joint venture deriving from, and in any way connected with, the Contract to be
entered into with the Department in respect of the project described under item 1 above.
4 The Enterprise choose as its domicilium citandi et executandi for all purposes arising from this joint venture
agreement and the Contract with the Department in respect of the project under item 1 above:
Physical address:
(code)
Postal Address:
(code)
Telephone number:
Name
Capacity
Signature
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Note:
1.
ENTERPRISE STAMP
* Delete which is not applicable.
2.
NB. This resolution must be signed by
all the Directors / Members / Partners of the
Tendering Enterprise.
3.
Should the number of Directors
/ Members / Partners exceed the space available
above,
additional
names, capacity and
signatures must be supplied on a separate page.
SPECIAL RESOLUTION OF CONSORTIA OR JOINT VENTURES
RESOLUTION of a meeting of the duly authorised representatives of the following legal entities who have
entered into a consortium/joint venture to jointly tender for the project mentioned below: (legally correct full names and
registration numbers, if applicable, of the Enterprises forming a consortium/joint venture)
1
2
3
4
5
6
7
8
Held at
(place)
on
(date)
RESOLVED that:
A. The above-mentioned Enterprises submit a tender in consortium/joint venture to the Department of Public
and Infrastructure Works, Free State Province in respect of the following project:
(Project description as per Tender Document)
Tender Number:
(Tender Number as per Tender Document)
B. Mr/Mrs/Ms:
in *his/her Capacity as:
(Position in the Enterprise)
and who will sign as follows:
be, and is hereby, authorised to sign the tender, and any and all other documents and/or correspondence in
connection with and relating to the tender, as well as to sign any Contract, and any and all documentation,
resulting from the award of the tender to the Enterprises in consortium/joint venture mentioned above.
C. The Enterprises constituting the consortium/joint venture, notwithstanding its composition, shall conduct
all business under the name and style of:
D. The Enterprises to the consortium/joint venture accept joint and several liability for the due fulfilment of the
obligations of the consortium/joint venture deriving from, and in any way connected with, the Contract entered
into with the Department in respect of the project described under item A above.
E. Any of the Enterprises to the consortium/joint venture intending to terminate the consortium/joint venture
agreement, for whatever reason, shall give the Department 30 days written notice of such intention.
Notwithstanding such decision to terminate, the Enterprises shall remain jointly and severally liable to the
Department for the due fulfilment of the obligations of the consortium/joint venture as mentioned under item D
above.
F. No Enterprise to the consortium/joint venture shall, without the prior written consent of the other Enterprises
to the consortium/joint venture and of the Department, cede any of its rights or assign any of its obligations
under the consortium/joint venture agreement in relation to the Contract with the Department referred to herein.
G. The Enterprises choose as the domicilium citandi et executandi of the consortium/joint venture for all
purposes arising from the consortium/joint venture agreement and the Contract with the Department in respect
of the project under item A above:
Physical address:
(code)
Postal Address:
(code)
Telephone number:
Fax number:
(code)
SBD 2
TAX CLEARANCE REQUIREMENTS
It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements
have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations.
1.
In order to meet his requirement bidders are required to complete in full the attached form TCC 001
“Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax
Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to
submit bids.
2.
SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one)
year from the date of approval.
3.
The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the
original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the
Tax Clearance Certificate will not be acceptable.
4.
In bids where Consortia / Joint Venture / Sub-contractors are involved, each party must submit a separate
Tax Clearance Certificate.
5.
Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS
branch office nationally or on the website www.sars.gov.za.
6.
Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this
provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za.
SBD 2
-2-
a)
APPLICATION FOR TAX CLEARANCE CERTIFICATE
(IN RESPECT OF BIDDERS)
1. Name of taxpayer / bidder: …………………………………………………………………………………
2. Trade name:
………………………………………………………………………………….
3. Identification number:
.…………………………………………………………………………………
4. Company / Close Corporation registration number:…………….……………………………………..……...
5. Income tax reference number: ………………………………………………………………………..……………
6. VAT registration number (if applicable):
……………………………………………………………..……………
7. PAYE employer’s registration number (if applicable): ……………………………………………………..…..
Signature of contact person requiring Tax Clearance Certificate:
Name: ……………………………………………………………………………………………………………..
Telephone number :
Code: ………… Number: …………………………………………………………
(1) Address………………………………………………………………………………………….………………..
………………………………………………………………………….………………………………..
….………………………………………………………………………………….…………………….
DATE: 20……/……./………
NOTE THAT THE COMMISSIONER FOR THE SOUTH AFRICAN REVENUE SERVICE (SARS) WILL NOT
EXERCISE HIS DISCRETIONARY POWERS IN FAVOUR OF ANY PERSON WITH REGARD TO ANY
INTEREST, PENALTIES AND / OR ADDITIONAL TAX LEVIABLE DUE TO THE LATE OR UNDER
PAYMENT OF TAXES, DUTIES OR LEVIES OR THE RENDITION RETURNS BY ANY PERSON AS A
RESULT OF ANY SYSTEM NOT BEING YEAR 2000 COMPLIANT
SBD 4
DECLARATION OF INTEREST
1.
Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed
by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes
a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of
favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons
connected with or related to them, it is required that the bidder or his/her authorised representative declare
his/her position in relation to the evaluating/adjudicating authority where-
the bidder is employed by the state; and/or
-
the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person
who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a
relationship exists between the person or persons for or on whose behalf the declarant acts and persons
who are involved with the evaluation and or adjudication of the bid.
2.
In order to give effect to the above, the following questionnaire must be completed and submitted with
the bid.
2.1
Full Name of bidder or his or her representative: ………………………………………………………….
2.2
Identity Number: …………………………………………………………………………………………………
2.3
Position occupied in the Company (director, trustee, shareholder²): ……………………………………..
2.4
Company Registration Number: ………………………………………………………………………..…….
2.5
Tax Reference Number: ………………………………………………………………………………….………
2.6
VAT Registration Number: ………………………………………………………………………………....
2.6.1
The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference
numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below.
¹“State” means –
(a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public
Finance Management Act, 1999 (Act No. 1 of 1999);
(b) any municipality or municipal entity;
(c) provincial legislature;
(d) national Assembly or the national Council of provinces; or
(e) Parliament.
²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and
exercises control over the enterprise.
2.7
Are you or any person connected with the bidder
presently employed by the state?
2.7.1
If so, furnish the following particulars:
Name of person / director / trustee / shareholder/ member:
YES / NO
……....………………………………
Name of state institution at which you or the person
connected to the bidder is employed :
Position occupied in the state institution:
………………………………………
………………………………………
Any other particulars:
………………………………………………………………
………………………………………………………………
………………………………………………………………
2.7.2
If you are presently employed by the state, did you obtain
the appropriate authority to undertake remunerative
work outside employment in the public sector?
2.7.2.1 If yes, did you attached proof of such authority to the bid
document?
YES / NO
YES / NO
(Note: Failure to submit proof of such authority, where
applicable, may result in the disqualification of the bid.
2.7.2.2 If no, furnish reasons for non-submission of such proof:
…………………………………………………………………….
…………………………………………………………………….
…………………………………………………………………….
2.8
2.8.1
Did you or your spouse, or any of the company’s directors /
trustees / shareholders / members or their spouses conduct
business with the state in the previous twelve months?
YES / NO
If so, furnish particulars:
…………………………………………………………………..
…………………………………………………………………..
…………………………………………………………………...
2.9
Do you, or any person connected with the bidder, have
any relationship (family, friend, other) with a person
employed by the state and who may be involved with
the evaluation and or adjudication of this bid?
2.9.1If so, furnish particulars.
……………………………………………………………...
…………………………………………………………..….
………………………………………………………………
2.10 Are you, or any person connected with the bidder,
aware of any relationship (family, friend, other) between
any other bidder and any person employed by the state
who may be involved with the evaluation and or adjudication
of this bid?
2.10.1 If so, furnish particulars.
………………………………………………………………
………………………………………………………………
YES / NO
YES/NO
………………………………………………………………
2.11 Do you or any of the directors / trustees / shareholders / members
of the company have any interest in any other related companies
whether or not they are bidding for this contract?
YES/NO
2.11.1 If so, furnish particulars:
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
3
Full details of directors / trustees / members / shareholders.
Full Name
Identity
Number
Personal
Tax State
Employee
Reference Number Number / Persal
Number
DECLARATION
I, THE UNDERSIGNED (NAME)………………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT.
I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF
THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.
…………………………………..
Signature
..……………………………………………
Date
………………………………….
Position
………………………………………………
Name of bidder
May 2011
SBD 8
DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT
PRACTICES
1.
This Standard Bidding Document must form part of all bids invited.
2.
It serves as a declaration to be used by institutions in ensuring that when goods and services are being
procured, all reasonable steps are taken to combat the abuse of the supply chain management system.
3.
The bid of any bidder may be disregarded if that bidder, or any of its directors have a.
b.
c.
4.
abused the institution’s supply chain management system;
committed fraud or any other improper conduct in relation to such system; or
failed to perform on any previous contract.
In order to give effect to the above, the following questionnaire must be completed and submitted
with the bid.
ITEM
4.1
QUESTION
YES
Is the bidder or any of its directors listed on the National Treasury’s Yes
database as companies or persons prohibited from doing business with
the public sector? (Companies or persons who are listed on this
database were informed in writing of this restriction by the National
Treasury after the audi alteram partem rule was applied).
4.1.1
If so, furnish particulars:
4.2
Is the bidder or any of its directors listed on the Register for Tender Yes
Defaulters in terms of section 29 of the Prevention and Combating of
Corrupt Activities Act (No 12 of 2004)?
To access this Register enter the National Treasury’s website,
www.treasury.gov.za, click on the icon “Register for tender
Defaulters” or submit your written request for a hard copy of the
Register to facsimile number (012) 3265445.
If so, furnish particulars:
No
Was the bidder or any of its directors convicted by a court of law (including Yes
a court outside of the Republic of South Africa) for fraud or corruption
during the past five years?
If so, furnish particulars:
No
Was any contract between the bidder and any organ of state terminated Yes
during the past five years on account of failure to perform on or comply
with the contract?
If so, furnish particulars:
No
4.2.1
4.3
4.3.1
4.4
4.4.1
NO
No
SBD 8
-2-
CERTIFICATION
I, THE UNDERSIGNED (FULL NAMES)…………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND
CORRECT.
I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN
AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
………………………………………………
Signature
………………………………..
Date
………………………………………………
Position
………………………………..
Name of Bidder
SBD 9
CERTIFICATE OF INDEPENDENT BID DETERMINATION
1.
This Standard Bidding Document (SBD) must form part of all bids¹ invited.
2.
Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement
between, or concerted practice by, firms, or a decision by an association of firms, if it is between
parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive
bidding is a pe se prohibition meaning that it cannot be justified under any grounds.
3.
4.
Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must
take all reasonable steps to prevent abuse of the supply chain management system and
authorizes accounting officers and accounting authorities to:
a.
disregard the bid of any bidder if that bidder, or any of its directors have abused the
institution’s supply chain management system and or committed fraud or any other
improper conduct in relation to such system.
b.
cancel a contract awarded to a supplier of goods and services if the supplier committed
any corrupt or fraudulent act during the bidding process or the execution of that contract.
This SBD serves as a certificate of declaration that would be used by institutions to ensure that,
when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.
5.
In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must
be completed and submitted with the bid:
¹
Includes price quotations, advertised competitive bids, limited bids and proposals.
²
Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to
compete, secretly conspire to raise prices or lower the quality of goods and / or services for
purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging
is, therefore, an agreement between competitors not to compete.
-2SBD 9
CERTIFICATE OF INDEPENDENT BID DETERMINATION
I, the undersigned, in submitting the accompanying bid:
BID NUMBER:
DPWFS RFP 005/2015: APPOINTMENT OF A SERVICE PROVIDER/CONSORTIA/JOINT
VENTURE TO IMPLEMENT AND SUPPORT A BESPOKE PROJECT MANAGEMENT
INFORMATION SYSTEM (PMIS) FOR INFRASTRUCTURE PROJECT PORTFOLIOS,
PROGRAMMES AND PROJECTS OF THE DEPARTMENT OF PUBLIC WORKS AND
INFRASTRUCTURE
in response to the invitation for the bid made by:
DEPARTMENT OF PUBLIC WORKS AND INFRASTRUCTURE
(Name of Institution)
do hereby make the following statements that I certify to be true and complete in every respect:
I certify, on behalf of:_______________________________________________________that:
(Name of Bidder)
1.
I have read and I understand the contents of this Certificate;
2.
I understand that the accompanying bid will be disqualified if this Certificate is found not to be
true and complete in every respect;
3.
I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on
behalf of the bidder;
4.
Each person whose signature appears on the accompanying bid has been authorized by the
bidder to determine the terms of, and to sign the bid, on behalf of the bidder;
SDB 9
-3-
5.
For the purposes of this Certificate and the accompanying bid, I understand that the word
“competitor” shall include any individual or organization, other than the bidder, whether or not
affiliated with the bidder, who:
(a)
has been requested to submit a bid in response to this bid invitation;
(b)
could potentially submit a bid in response to this bid invitation, based on their qualifications,
abilities or experience; and
(c)
provides the same goods and services as the bidder and/or is in the same line of business
as the bidder
6.
The bidder has arrived at the accompanying bid independently from, and without consultation,
communication, agreement or arrangement with any competitor. However communication
between partners in a joint venture or consortium³ will not be construed as collusive bidding.
7.
In particular, without limiting the generality of paragraphs 6 above, there has been no
consultation, communication, agreement or arrangement with any competitor regarding:
(a)
prices;
(b)
geographical area where product or service will be rendered (market allocation)
(c)
methods, factors or formulas used to calculate prices;
(d)
the intention or decision to submit or not to submit, a bid;
(e)
the submission of a bid which does not meet the specifications and conditions of the bid;
or
(f)
8.
bidding with the intention not to win the bid.
In addition, there have been no consultations, communications, agreements or arrangements
with any competitor regarding the quality, quantity, specifications and conditions or delivery
particulars of the products or services to which this bid invitation relates.
SDB 9
-4-
9.
The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,
directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of
the awarding of the contract.
10. I am aware that, in addition and without prejudice to any other remedy provided to combat any
restrictive practices related to bids and contracts, bids that are suspicious will be reported to the
Competition Commission for investigation and possible imposition of administrative penalties in
terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National
Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting
business with the public sector for a period not exceeding ten (10) years in terms of the
Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable
legislation.
…………………………………………………
Signature
³
…………………………………
Date
………………………………………………….
…………………………………
Position
Name of Bidder
Joint venture or Consortium means an association of persons for the purpose of combining
their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of
a contract.
SECTION 2: TERMS OF REFERENCE
1. Evaluation Criteria and Methodology
The bids shall be evaluated in a two stage system as follows:
1.1.Stage 1: Functionality
With regard to functionality, the following criteria shall be applicable:
ITEM
Values: 1 = poor, 2 Fair = 3 = average, 4 = good and, 5 = excellent
DESCRIPTION
WEIGHT
METHODOLOGY
Methodology and project plan:
30
This refers to the process of eliciting business requirements to managing the project end-toend.
 Concept Document &
 Prince 2 or PMBOK
EXPERIENCE AND KNOWLEDGE
3.
Experience in implementing PMIS:
20
 Testimonials
4.
Experience in developing PMIS for government programs / projects
20
PRESENTATION
5.
Presentation of the proposed system.
30
Total Score
100
1.
The minimum score required for functionality in order to qualify for further evaluation = 60% out of
100%.
1.2. Stage 2: Price and Preference
The bids eligible for evaluation on Price and Preference shall be evaluated by a panel using the preference
points system stipulated in the Preferential Procurement Regulations.
2. Technical Specifications
Technical Specification
Special Instructions to Bidders


Should a bidder have reasons to believe that the Technical Specification is not open and/or is written for a
particular brand or product; the vendor shall notify the client within ten (10) days after publication of the bid.

Bidders shall provide full and accurate answers to all questions posed in this document, and, where required
explicitly state either “Comply/Not Comply” regarding compliance with the requirements. Where required,
bidders must substantiate their response including full details on how their proposal/solution will address specific
functional bidder’s response and be adequately referenced. If a bidder does not comply fully with each of the
mandatory requirements, it shall be regarded as mandatory non-performance/non-compliance and the bid
SHALL be disqualified. No “unanswered” questions will be allowed. If a response to a question has been
indicated as comply but not elaborated upon or commented on, it shall be regarded as mandatory nonperformance/non-compliance and the bid SHALL be disqualified.
Failure to comply with mandatory requirements SHALL lead to disqualification.
3. Background
The Free State Provincial EXCO recently approved the “Framework for the implementation of the
Infrastructure Delivery Management System” that sets out the specific roles and responsibilities of the
Department of Public Works & Infrastructure with regard to the delivery of infrastructure in the province. The
two main roles defined for the Department are:
1. Custodian of Provincial Assets; and
2. Preferred Implementer of infrastructure projects for provincial sector (client) departments
The Infrastructure Delivery Management System (IDMS) was developed as part of the Infrastructure Delivery
Improvement Programme (IDIP) initiative with the key role players being National Treasury, Construction
Industry Development Board (CIDB), Department of Public Works, Department of Health, Department of
Education and the Development Bank of South Africa (DBSA).
According to the Infrastructure Delivery Management Toolkit Management Companion:
“The IDMS is the model that describes the processes that make up public sector delivery and procurement
management as it applies to the construction industry. The model reflects the diverse needs of the construction
industry, in responding to the demands placed on it for the delivery of infrastructure and tangible assets for
South Africa. It outlines the core processes and associated with the model for delivery and procurement
management where the project delivery processes relate to the provision of infrastructure works.”
The IDMS therefore describes and defines uniform, best practice methodologies and principles for the
implementation of infrastructure projects in the public sector.
As preferred implementer of infrastructure projects, the Free State Department of Public Works must annually
manage a large and diverse portfolio of projects to ensure infrastructure is delivered for clients “on time”,
“within budget” and also meet the required quality standards. The implementation of the IDMS should assist
the Department to meet these requirements, but it also places additional responsibilities on the Department to
manage projects in a specific, structured way.
In order to be meet the objective of sound management, appropriate measures need to be put in place to keep
track of and interpret the large amount of data and information created for each project. These measures should
enable easy auditing and record keeping of project information, but also allow for processing, interpretation
and reporting of the information in meaningful ways to support fast and effective decision making related to
portfolios, programmes and specific projects.
Therefore, in order to adequately address the above mentioned, the Department intends establishing a
comprehensive Project Management Information System (PMIS) for the infrastructure project portfolios,
programmes and projects implemented by the Department that support sound management and to strengthen
monitoring and evaluation abilities within the Department as a whole.
This contract therefore calls for a suitable service provider to be appointed to establish the required system,
provide the necessary infrastructure, user training and technical support that also include management issues.
4. The objective of RFB
To contract a service provider to provide a fit for purpose, integrated PMIS that will enhance the monitoring and
reporting of infrastructure projects implemented by the Free State Department of Public Works.
5. Scope and Mandatory Requirements
The Department of Public Works & Infrastructure requires the services of a service provider that possesses the following:
 Ability to
supply the project software as a service model (i.e. rental model);
 In depth knowledge and experience in Project Management methods and techniques;
 Ability to implement a project management software application within the department;
 Ability to provide assistance with the integration of the project management software with the Infrastructure
Delivery Management System requirements for the organisation;
 Proven track record in the development of provision of PMIS; and
 Proven experience in successful implementation of customized project management software within the
government sector and the infrastructure environment.
5.1. The following questions are regarded as mandatory requirements:
Mapping of the Department’s infrastructure project management process
The service provider will assist with the mapping of
Comply
project management processes across the various role
players and the full life cycle of the projects.
In general, the management processes as defined in the latest
CIDB IDM toolkit should be incorporated.
Comments
Not comply
Development / provision of suitable PMIS application
The proposed software application must be provided to the Free
Comply
State Department of Public Works & Infrastructure. The
application must be installed on a server where it will be
available to the Department over the LAN and via the Internet.
A detailed user manual should be provided.
Not comply
Comments
Customisation & Configuration
The application must be configured and customised to meet
the specific requirements and guidelines of the Department of
Public Works as well as its User / Client Departments as
applicable, as well as the associated reporting requirements of
the users and projects. As a minimum, the reporting
requirements defined in the latest reporting templates of the
Department and the CIDB IDM toolkit should be incorporated
as appropriate.
Comply
Not comply
Allowance should be made for approximately 50 customised
reports including interfaces with at least 3 other systems
Comments
Data loading
The service provider will be for the startup phase responsible
Comply
for the capturing of project data onto the PMIS. This will be
limited to projects that are current (i.e. in planning, design,
tender, construction, retention phases at the date of award).
Allowance should be made for up to 2000 projects (this will
require travelling to regional offices across the province), each
unique in its essential characteristics.
Project data must be captured from hard copy files as well as
other systems, into the Project Management Information
System.
Comments
Not comply
User Training
The service provider is required to provide full training to the
users and must be able to provide the following
levels of training:




Comply
Not comply
Administration training
User training
Management training
Follow-up training
The training requirements are as such:
a) This training will be done at the training facilities in
Bloemfontein to be arranged for and paid for by the
service provider as an itemised disbursement under the
project.
b) The training must be conducted effectively and
efficiently.
c) Full training materials must be supplied to the users.
d) The training will be on- going for the period of the
contract, including new and relocated personnel.
e) All relevant costs (accommodation and travel) of the
trainees will be the responsibility of the Department.
Comments
On-Site Support & Data Take-On
The service provider will be responsible to assist the users
during the course of the implementation by being available on
site.
Comply
Not comply
Comments
Integration with the IDMS
Provide assistance with the integration of the project Comply
management software with the Infrastructure Delivery
Management System (IDMS) best practices and methodology.
The Provincial EXCO has approved the “Framework for the
implementation of the Infrastructure Delivery Management
System” that incorporates the National Treasury Standard for
and IDMS and the National Treasury Standard for a
Construction Procurement System (CPS), amongst others. It is
therefore critically important that the project management
software provided should incorporate, adhere to and enable the
IDMS requirements as set out in the framework.
All applicable templates and graphics (in conjunction with
DPW) are to be provided by the service provider. In addition,
the necessary training of the organisation’s project staff must
support the IDMS methodology.
Comments
Not comply
6. User Requirements
The proposed software application must cover the following high level requirements:
User friendly
The software must be extremely user friendly and must address
project management information in a simple and uncomplicated Comply
manner. A wide range of users within the Department and
outside the Department, some of which do not have project
management qualifications and experience, will use the
application. The application must therefore be easy to use for
all users. Of importance that the system must also provide
interactive help, logistical support and enhancement calls
within the software for the users.
Not comply
Comment
Management of scheduled workloads
The system must provide on-line management of workflows
(i.e. tasks and responsibilities assigned will automatically be Comply
allocated to the workload of specific users). On-line
collaboration must provide facilities for multiple people, who
are working simultaneously on projects to be able to monitor
their workload, provide central updates on progress and
accumulate supporting information in relation to the project.
Not comply
Comments
Web Enabled
The application must be 100% web enabled to allow authorized
users to access it (with the necessary username and password) Comply
through a standard web browser. No software except for the
web browser should be loaded on the user computer to access
the application.
Not comply
The system should be available on smartphones and tablet
computers
Comments
Access Rights at Functional level
The application must include the functionality to allow each
user group access to specific functionality. For example a Comply
Project Managers’ user group will have access to register
projects where as a Project Team Members user group will only
have access to view project information and not register
projects. This access must be fine-grained enough down to
field/record level that only users of certain groups can see and
enter information for specified fields relevant to a specific
project, e.g. financial information.
Comments
Not comply
Access Rights at Information level
The application must have the capability to allow users
belonging to a specific user group to only see specific Comply
information and not others. Thus users belonging to Department
/ Sector A must only see projects that are being executed by that
Department / Sector while users in Department / Sector B will
only see their projects. This access must be fine-grained enough
down to field/record level that only users of certain groups can
see specified fields relevant to a specific project, e.g. financial
information.
Not comply
Comments
History
The application must store and secure all history of previous
projects, tasks, costs etc. This must be available within the data Comply
store of the application and must be accessible through the
application’s web front-end as and when required.
Not comply
Comments
Audit Log
A full real time audit log of all access to the application
and changes to any information (field/record level) and
data must be maintained and be available to be queried by
users with specific assigned access rights. It must also be
possible to report on the time spent by specific users on
the system.
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comments
Tracking
All information and data modified must be tracked to
ensure that users know who effected changes to the
information and when (field / record level). This should be
available real time through the front-end where and when
applicable to be queried by users with specific assigned access
rights.
Comments
Data Entry Quality Validation and Reporting
The data entered for each field should be validated. This may
include data type validation or also logical validity where
applicable (i.e. chronological order of dates, values of
certificates compare to budget, etc.). The system should
provide a user friendly error message and allow the user to
correct errors easily.
The completeness of project information entered should be
checked and standardised reporting and indicators provided to
allow for an overview of the data entered for all projects.
Comments
Inbox / My Workspace (User Dashboard)
The application should have an Inbox / My Workspace
(Dashboard) screen which is specific for each user who logs
into the application. This screen should show all items (tasks,
risks etc.) that have been assigned to the specific user.
Comply
Not comply
Comments
Project Registration
The application should allow users with the necessary access
authority to register projects through the application. Each Comply
project should receive a unique code and provide information
pertaining to project such as description, objectives, budget,
time span, responsible people, etc.
Not comply
Comments
Project Stages
The application should allow for specific project stages
depending on the chosen Project Management Methodology Comply
(i.e. Design by Employer) to be stored (in accordance with the
IDMS, the CIDB standard for Infrastructure Gateway System
and the applicable Conditions of Contract). In addition specific
users with the necessary access must be able to approve and
change the stages of the project. Allowance must be made to
upload scanned copies of approval documents linked to specific
stages. The status of stages and approvals must be reflected on
the applications and reports. Allowance must be made to
change the chosen Project Management Methodology without
having to re-enter the project milestone dates for the different
stages in the system.
Not comply
Comments
Project Structure
The application must allow for programs, portfolios and
individual projects. In addition it must support Mother and
Child relationships between projects with functionality to
summarise project information at program and portfolio level.
Comply
Not comply
Comments
Performance Dash boarding (Portfolio & Programme Level)
The application must include graphical high-level dashboards
of the underlying data to allow senior management to Comply
get a bird’s eye view of the portfolio, programs and projects.
Where applicable the dashboards should allow for drilldown to
detail functionality. A specific example of this is a one-liner
report, which provides information pertaining to progress made
vs. planned progress, as well as total budget vs. expenditure.
The application must also have a robot / traffic lights
functionality to allow items to be flagged as Red – Orange
– Green. This information must be available on reports to allow
management to get a bird’s eye view of the projects and
programs based on these indicators.
Comments
Not comply
7. Specific Required Features for Infrastructure Projects:
Project Details
Project Identification:
 Project name
 Project number
Project Location:
 Name of province
 Name of local municipality/metro
 Name of district municipality
 GPS coordinates
 Site or erf description
 Title deed details
[The PMIS will need to be able to cross-reference the location of
the facility with an embedded cadastral
mapping capability]
Project Type (SCOA Classification):
 New facility
 Upgrades and Additions of facility
 Refurbishments and Rehabilitations of facility
 Maintenance and Repairs of facility
Facility particulars and indicators (multiple and user
definable):
 Floor area
 Client specific indicators (i.e. Hospital beds, pupils, etc.)
 Other user definable indicators
Source of Project Funding and R value per source: [Grant,
Comply
Not comply
Equitable Share, donor, other, etc.]
Value of Project:
 Original project value [R]
 Cumulative expenditure up to year 1
 Budget allocation [Year 1, 2 and 3]
 Cumulative budget required after year 3
 Rand value of approved VO’s
 Rand value of outstanding VO’s
 Revised project value [R]
 Capturing of project resources (Equipment, material)
Key Dates:
 Date of tender
 Date of award of tender
 Site handover date
 Completion date[as planned]
 Approved extension of time [days]
 Final completion dates (Practical, Works & Final as
appropriate, based on Conditions of Contract used
Responsible parties:
 Client Department
 Implementing Agent
 Principal Agent & Consultants
 Main contractor & Sub Contractor’s
In each of the above instances the name, contact person,
telephone and email particulars of the responsible party need to
be noted.
Additional detail may be required.
Scheduling of tasks/activities for projects
Scheduling of tasks/activities for projects that must include:
 Planning & workflow functionality GANTT chart creation Comply
 Recording of project tasks, deliverables and milestones
 Assigning responsibility per task
 Bi-directional integration with MS Project & Prima
Vera software
 Notification on tasks (OHS- Occupational Health & Safety)
Allowance must be made for selected tasks to be linked, i.e.
updating the dates for one task should update the dates for the
linked subsequent tasks.
Not comply
Comments
Project expenditure and cash flow forecasting
The system should be able to measure budget, expenditure
Comply
and estimates to complete cash flow forecasting.
Payments should be tracked in terms of dates received, date
certified, date approved and date paid by client departments and
allowing for payment times to be measured and reported.
Comments
Not comply
Project Variations and Scope Changes
The system should have the functionality to manage the scope of
projects and register scope change requests (e.g. variation orders Comply
and extension of time claims) the approval process for such
changes (i.e. reasons for change, date received, date approved by
client, date instructed) as well as changes to time frames, project
milestone dates and changes to cost estimates and cash flow
forecasts. The system should also be able to provide reports on
all project variations and scope changes.
Not comply
Comments
Risk management
Must include risk identification, categorisation, rating,
notification and assigning of responsibility to manage the
risks. Risk management will need to monitor the
following:
Comply
Not comply
Comply
Not comply
Comply
Not comply
 Cost
 Time
 Project scope
 Quality
 Safety
 Legal
 Contractor payments
 Labour relations
 Contract dispute
 Weather
 Other (User Customisable)
Comments
Issue management
Of importance here is the notification, workflow, history
tracking and reporting of issues by assignee, status, type and
priority. Allowance should also be made for escalation of
issues based on user definable rules and time frames.
Comments
Customization
Customization and addition of user definable fields over time
due to experiences of lessons learned and best practices in the
environment.
Comments
Project Quality Management
In this regard it is required to create a matrix showing whether
or not certain identified matters have been taken account of in
the project, as well as noting the applicable date the matter
was attended to. The matters identified
are as follows:
 Legal agreement that confirms that a specific project
can take place on the land in question [e.g. agreement of
sale, lease or access agreement];
 Environmental Impact Assessment completed and
approval for project obtained if required;
 Geotechnical assessment completed;
 Compaction tests for earthworks;
 Bulk engineering services (Water, Sewer, Electricity,
Roads Access) available and approved;
 Testing and hand over of civil services;
 Foundation design completed and approved;
 Site and building plans approved;
 Termite control fumigation;
 Approval of roof design and specification;
 Foundation inspection and approval;
 Concrete testing;
 Roof inspection and approval;
 Final building inspection [all aspects];
 Electrical clearance certificate;
 Testing and certification of mechanical equipment;
 Occupation certificate obtained;
 Allowance for user definable custom quality criteria;
Comments
Comply
Not comply
Detailed project reporting documents
The software must generate and filter reporting documents on
all project information. The software must be able to generate
consistent, accurate filter progress (performance) reports,
including graphs, on any of the available fields, and should be
able to produce reports on:
Comply
Not comply
Unlimited document storage and number of projects
The application should allow for an infinite number of
document storage and number of projects to be created by the Comply
administrators (without affecting the license costs).
Not comply







Per stage reached in the project life cycle (in
accordance with the IDMS and Gateways):
o Investigation/assessment
o Viability study
o Preparation of the project brief/scope of work
o Appointment
of
planning/design
professionals
o Concept design
o Design development
o Preparation of technical documentation
o Tender phase
o Award of contract
o Construction
o Practical completion
o Commissioning
o Final account and close out
Building progress
o In this instance it is necessary to monitor the
percentage of physical building work completed.
Reasons for any construction delays need to be
noted.
Project checklist information (e.g. retention money
paid)
Actual versus planned expenditure report
Cash flow reports: A schedule is to be created showing
the:
o Original projected cash flow
o Revised projected cash flow [including VO’s etc]
o Actual expenditure and projected cash flow
against a horizontal scale of months of the year.
o A graphic presentation illustrating cumulative
original cash flow as against cumulative actual
expenditure and projected cash flow needs to be
created from the actual figures contained in the
schedule.
Cost (over budget or under budget) and schedule
(behind schedule or ahead of schedule) performance
indices.
Annual, quarterly and monthly performance reports
for the Department, indicating Client Department,
Project Status, Project Name, Project Budget, Start
Date, End Date, Physical Progress %, Progress
Comments.
Comments
Comments
Document Management and backup of all users’ data
The application must have a documentation management
Comply
module, which will allow all documents (of formats Word,
Excel, Powerpoint, PDF, Project and graphics) to be uploaded
and stored within the application. A selection of project
photographs needs to be allowed for. The PMIS must have the
capability to archive previous photographs submitted and
record only current photographs on the project profile. All
photographs on the profile and those archived must be dated.
The application should allow for the storing of all versions of a
specific document. Additional backup of all the users data must
also be provided on a monthly basis to the Department.
Not comply
Comments
Linking
The application should allow for documents to be linked to
other data in the application as and when required. For
example the Risk Mitigation Plan for a specific risk should be
able to be linked to the applicable risk record, or the
completion certificate should be linked to the applicable
milestone.
Comply
Not comply
Methodology, Process and Templates
The application must allow for easy access to online IDMS
methodology, linking to process descriptions, templates, Comply
guidelines and procedures in a consistent, yet simple userfriendly format.
Not comply
Comments
Comments
8. Specific Technical Requirements and Cost Model
The proposed software application must answer the following technical requirements:
Web-Front End
 Does the system provide a web-based user-interface?
 Is all the functionality of the system available through
web front-end (i.e. no separate desktop client interface
required for power users)?
 Is the web front-end a pure HTML implementation (i.e.
does not require the installation of ActiveX or Java
components)?
 Is Microsoft Internet Explorer 8.0 or later supported?
 Is the web-front end viewable on a mobile devices such as
smartphones and tablets?
Comply
Not comply
Comply
Not comply
Comply
Not comply
Comply
Not comply
Does the system allow for creation of user definable workflows
Comply
and processes, incorporating events, document routing and
approval, user issue assignment, reminders, etc.?
Not comply
Comments
Scalability
 Can the system scale to several thousand users, using
commodity hardware?
 Can the database server layer be run on a separate
server/s from the application layer?
 Does the system make use of caching to reduce the load
on the database server?
Comments
Application Program Interface (API)
 Is an API provided as part of the solution?
 Is all the functionality of the system available through
the API?
 Can the API be used to extract data for reporting, or
data warehousing purposes?
Comments
System Communication
Does the system allow for communication via e-mail and SMS
to users for specific user definable events, such as:



the registering of a new Issue or Variation Order,
a reminder on about a legal binding date such as the
end of the liability period,
etc?
Comments
User Definable Workflow
Comments
Security
 Does the system allow access control to be managed
(i.e. access to specific functionality) based on the
Windows user group that the user belongs to?
 Does the system provide a stand-alone security model
so that users that are not authenticated on the network,
can access the system securely (e.g. login via the
internet)? For the stand-alone security mode, does the
system provide for security policies to be implemented,
i.e. password length, password strength, expiration?
 Does the system provide support for Active Directory
as an authentication mechanism?
Comply
Not comply
Comments
Network Utilization
Is the system efficient in terms of bandwidth utilization? Is
the average size of a page (received at the client) less than
100KB?
Does the system perform adequately over a 56Kb
connection?
Comply
Not comply
Comply
Not comply
Comments
Escrow agreement
Of importance is that there must be a source code escrow
agreement with an independent agent that provide the
following:



The source code of the specific software, accompanied
by everything that the licensee requires to
independently maintain the software, such as
documentation, software tools or specialized
hardware.
The licensor must put updated versions of the software
in escrow in three monthly intervals.
The conditions that must be met for the agent to release
the source code to the licensee are bankruptcy of the
licensor and the express unwillingness of the licensor
to fulfil his contractual maintenance obligations.
Comments
Implementation Time Frame
For the first phase the successful bidder will be given a piloting
phase of six (6) months to complete the deliverables as Comply
mentioned above. Thereafter the successful bidder will be given
six (6) months to complete the loading of the project
information as mentioned above. The Department reserves the
right to terminate the contract based on non-performance, nondelivery, misrepresentation of experience and qualifications.
Not comply
Comments
The following questions are regarded as non-mandatory requirements:
The bidder will be given points regarding the following non-mandatory requirements to fulfil the process of best fit
solution. All “unanswered” questions will be given no score and will thus influence the rating in a negative way. If a
response to a question has been indicated as comply but not elaborated upon or commented on, it shall be regarded as
non-performance and will also influence the rating negatively.
Methodology and Approach
Bidders must provide Methodology and approach clearly
indicating how the proposed solution will be implemented.
Comply
Not comply
Comply
Not comply
Comply
Not comply
Experience in developing PMIS software for Infrastructure Programs
Bidders must demonstrate their experience in developing PMIS
Comply
for infrastructure programs/projects.
Not comply
Comments
Project Plan
Bidders must submit a project plan.
Comments
Knowledge of Project Management Principles and Software
Bidders must demonstrate their knowledge of Project
Management Principles and Software.
Comments
Comments
Experience in developing PMIS software for Government Programs
Bidders must demonstrate their experience in developing PMIS
Comply
for government programs/projects.
Not comply
Comments
Specific Requirements
Bidders must demonstrate how their solution will address the
following requirements:






Knowledge areas (integration; scope; time; cost; quality;
HR; communication and risk management.)
Administrator function
Helpdesk
Web-based interface
Security
User friendly interface and
general impression
(presentation)*
Comments
*As demonstrated at bidder presentation.
Comply
Not comply
a. Pricing schedule
1
Please indicate your total bid price here: R…………………………… (compulsory)
2
Important: It is mandatory to indicate your total bid price as requested above.
This price must be the same as the total bid price you submit in your pricing schedule. Should the total
bid prices differ, the one indicated above shall be considered the correct price.
3
NOTE: All prices must be VAT inclusive and must be quoted in South African Rand (ZAR).
4
Are the rates quoted firm for the full period of the contract?
5
Mandatory: If not firm for the full period, provide details of the basis
YES
6
on which adjustments shall be applied e.g. CPI, and also details of the cost breakdown.
Basis of adjustment: Rand
value
Cost Breakdown e.g.:
Material
Labour
Overhead
Fixed portion
Total
7
8
% Cost
Rand value
breakdown of Imported
Content if
applicable
% of Imported
Content
Only the total ceiling price for the entire project that must be inclusive of all costs.
Prospective bidders are required to submit a detailed pricing for the project,
outlining the following:
NO
Costing Model:
Description
Software Cost per user
Total cost (VAT Incl.)
Implementation Services – Analysis, Design,
Development, Configuration & Testing
Implementation Services – Production
Deployment
Implementation Services - Training (specify
cost per user)
Installation fee (once off)
Software maintenance and licensing (duration of the
contract) and Software support (3 years) per user
Data loading fee per project(specify details)
Project management fee
Sub-Total (VAT Incl.)
Additional items if any (specify details)
TOTAL (VAT Incl.):
*NOTE: All the consortium or joint venture partners must submit a complete set of the latest audited financial
statements.
Installation costs, delivery, site preparation:
The cost of installation, delivery, site preparation etc. must be included in
this proposal if applicable.
Comply
Not comply
Comply
Not comply
Yearly increases on maintenance
Yearly price increases on maintenance and license fees must not exceed the Comply
CPI, with the anniversary date of the contract as baseline.
Not comply
Yearly increases in costs
Yearly increases in costs must be clearly indicated if applicable.
Additional Costs
All additional costs must be clearly specified if applicable.
Comply
Not comply