ANNEXURE 1
TECHNICAL AND PRICING REQUIREMENTS
BID NUMBER:
RFB 1351/2015
CLOSING DATE:
13 NOVEMBER 2015
CLOSING TIME:
11:00AM
RFB DESCRIPTION:
DAC – Upgrade of LAN Switch Infrastructure and
Cabling
Briefing Session
A Mandatory On site briefing session is required for all
bidders.
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ANNEXURE A1: BID BACKGROUND
1. Introduction
The purpose of this RFB is to invite competent service providers (hereinafter referred to as
“bidders”) to submit quotes to bid for the sourcing of LAN Switches and upgrading of the
LAN’s backbone as well as copper cabling at the Department Arts and Culture (National
Archives)
The Department of Arts & Culture would like to request SITA (State Information
Technology Agency) to assist in sourcing quotations for upgrading LAN switches as well
as re-cabling services at the National Archives.
The National Archives is currently using old switches which are already out of warranty and
need to be upgraded to resolve most of the network connectivity issues.
2. Business Objective
Bidders are required to make available a fix cost for items made available in Annexure A
which will include complete installation as well as three year Maintenance Service on the
hardware. The current infrastructure consist out of various brands of hardware, and National
Archives invites bidders on all possible solutions to give designs and prising after a
compulsory briefing session on site.
3. Scope
The quotes should be provided only for the items indicated in Annex A, as well as what will
be given through during the Mandatory on-site briefing sessions (regarding cabling).
Detailed list of all requirements will again be made available to all attendees, ensuring all
bidders have the same documentation and products they need to reply for.
4. Mandatory requirements
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
Onsite briefing session (If not attended, the bidders will not be allowed to supply quotes
on any items requested)
Bidders must show proof of Partnership regarding the products and solutions they will
be presenting.
Bidders are required to provide pricing on fixed cost, with all required services as
requested in Annexure A.
A successful bidder will contract this service with the client through SITA.
Bidders to make available a schematic design with all benefits included with the reply
on this RFB.
Bidders are required to provide services on all environments mentioned below within a:
This is after a formal call is logged
a) Switch – Four Hour period
b) FIBRE – Four Hour period
c) UTP – Eight Hour period
Cost for damaged and faulty hardware and cabling identified during installation by the
service provider will be for the cost of the service provider.
All hardware must be able to operate at 1000Base T.
All hardware MUST be POE ready.
Cabling Category will be defined during onsite briefing session.
Penalties will be enforced after the award is done to winning bidder, with penalty
clauses on time frames regarding MTTR (respond) and MTTR (repairs)
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5. Duration of the Contract
a) This service must be provided for a period of three years (36 months).
6. Bidder preferences
1. Bidder must deliver proof that they have delivered similar kind of service as is
requested for a period of 5 Years and longer.
2. Proof of Partnership (on hardware requirements) must be made available as well as
required skilled personnel for the installation of requested hardware.
7. Exclusions
a)
b)
c)
Supply of IP addresses – will be managed by National Archives personnel.
The successful Bidder is not allowed to provide LAN and Desktop support, server
support, LAN security services and support to any end user of the department during
the installation period. This will stay the sole responsibility of the department’s on-site
technicians.
The bidder is not allowed to work on the departmental data or information found from
the workstations and servers.
8. Evaluation criteria and methodology
The evaluation of the bid shall be based on the 90/10 reference points system as per PPPFA.
The breakdown of points is as follows:
Price points
90
B-BBEE status level contribution
10
Total
100 points
Stage 1:
Screening of mandatory documents
Stage 2:
Technical Mandatory requirements
Stage 3:
Price and B-BBEE Evaluation
NB: THE BIDDERS MUST COMPLY WITH ALL THE REQUIREMENTS OF A SPECIFIC
STAGE TO PROCEED TO THE NEXT STAGE OF EVALUATION.
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ANNEXURE A2: TECHNICAL SPECIFICATION
1 MANDATORY & NON-MANDATORY REQUIREMENTS
1.1
1.2
1.3
2
Bidder must EXPLICITLY MARK WITH AN “X” IN EITHER the “Comply” or
“Not Comply” column on each and every non-mandatory requirement. If any
one of the columns are not marked or if both columns are marked, then
the response will be taken as a “NOT COMPLY”.
Bidders must SUBSTANTIATE/MOTIVATE where required. Failure to do
so will be taken as a “NOT COMPLY”.
Bidders may where necessary, REFER TO ADDITIONAL REFERENCE
MATERIAL SUBMITTED BY DOCUMENT NAME/NUMBER, PAGE NUMBER AND
PARAGRAPH. Where a reference in substantiation is made to another page (“offpage”) in the bidder’s submission, such referenced page shall be clearly identified
by a unique reference number and such reference number shall be provided in the
question’s substantiation. During evaluation, SITA reserves the right to treat a
question for which an “off-page” referenced substantiation page cannot be located
based on such a unique reference number as a “Not Comply”.
MANDATORY REQUIREMENTS
Please note: Bidders may be provided substantiation as an annexure and indicate the
reference where substantiation is required.
2.1
The bidder must provide proof from the OEM that they are
Comply
allowed to sell the requested hardware.
Not
Comply
2.2
The Department of Arts and Culture Office Hours:
The bidder must provide the installation services during Office
Comply
Not
Comply
Comply
Not
Comply
Comply
Not
Comply
hours from Monday to Friday between 07:30 and 16:30.
2.3
Bidder must provide the pricing option that includes All
switching hardware separate from the cabling as per ANNEXURE
A3
2.4
The bidder must enter into a Service Level Agreement with SITA
regarding MTTR and service calls that will be logged and
managed through the SITA Departmental Account Manager.
Penalty clauses will form part of the signed SLA between SITA
and the winning bidder.
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2.7
Time and Material
All service requests that are managed as time and material
Comply
Not
Comply
Comply
Not
Comply
Comply
Not
Comply
must be repaired within 5 (five) working days from approval of
work order or quote as received from the bidder.
2.8
Loan Equipment
The bidder must provide backup hardware (loan unit) when a
faulty switch cannot be fixed or repaired on site within the
negotiated timeframes.
Substantiate: The process that will be followed should any
switch hardware go faulty or end up as not operational or not
economical to repair as well as the cost implication
2.9
Equipment not included in the specified baseline must be
treated as time and material.
2.10
Force Majeure and User Damage
Should any equipment failure deemed to be the result of Force
Comply
Not
Comply
Majeure or user damage the bidder shall immediately submit a
report to SITA, detailing the reason for failure as Force Majeure
or user damage with the cost of repair or replacement. Loan
equipment will be supplied as per contracted turn-around times
for equipment under Full Service Agreement that is deemed
Force Majeure or User damage for a period of 60 (sixty) days
from the time the documentation were given to SITA.
2.11
Loss or Damage to Property
The bidder shall be responsible at all times for any loss or
Comply
Not
Comply
damage to client property in its possession from the start to
the signoff phase if it is found that is was due to the bidders
cause, and if required the bidder shall furnish such replacement
to the appropriate standard of SITA or the client for such
device during the installation period.
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2.12
Equipment or parts delivered on sites and commissioned that is
Comply
Not
Comply
Comply
Not
Comply
Comply
Not
Comply
found to be not working on arrival shall be replaced at the full
cost of the bidder.
2.13
Bidder must supply all hardware at once on site to the client.
This will then be audited and signed off as final delivery
between the project manager from SITA and the bidder.
2.14
The project will be managed in a well planned project
management methodology with all steps defined as well as a
final signoff report.
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ANNEXURE A3: PRICING SCHEDULE
1.
General Criteria
1.1
SITA reserves the right to award the required services to multiple service providers.
1.2
NOTE All prices must be VAT inclusive and must be quoted in South African Rand
(ZAR).
1.3
All the consortium or joint venture partners must submit a complete set of the latest
audited financial statements.
1.4
Scope of Pricing: All prices quoted are the total price for the entire Scope of Required
Services and Deliverables to be provided by bidder.
1.5
The bidders are required to use the exchange rate provided below to enable SITA to
compare the prices provided by the s using the same exchange rate:
R 00.00 = 1 US dollar
R 00.00 = 1 Euro
R 00.00 = 1 Pound
2.
The fixed cost of delivery, labour, S&T etc. must be included in this
proposal.
Comply
Not
Comply
Comply
Not
Comply
Comply
Not
Comply
Comply
Not
Comply
Accept
Not
Accept
3.
All additional costs must be clearly specified within the costing
model.
5.
All prices must include VAT.
6.
This RFB price response shall be in the same format as the bill of
material provided in this documentation. The headings and their
order from left to right will stay the same.
7.
Prices will be fixed for the 3 year period.
SBD 3.1
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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…………………...
Closing Time 11:00 on ………………………..
OFFER TO BE VALID FOR ……… DAYS FROM THE CLOSING DATE OF BID.
ITEM
QUANTITY
DESCRIPTION
NO.
BID PRICE IN RSA CURRENCY
(INCLUDING VAT)
-
Required by:
………………………………….
-
At:
………………………………….
…………………………………
-
Brand and model
………………………………….
-
Country of origin
………………………………….
-
Does offer comply with specification?
-
If not to specification, indicate deviation(s)
………………………………….
-
Period required for delivery
………………………………….
*Delivery: Firm/not firm
-
Delivery basis (all delivery costs must be
included in the bid price)
………………………………….
*YES/NO
Note: All delivery costs must be included in the bid price, for delivery at the prescribed
destination.
“all applicable taxes” includes value- added tax, pay as you earn, income tax,
unemployment
insurance fund contributions and skills development levies.
Please include separate costing model spreadsheet.
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TABLE: COSTING MODEL
PROVIDE YOUR PRICE BREAKDOWN IN SOUTH AFRICAN RAND VALUE AS PER THE
COSTING MODEL:
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Pricing Schedule
Fixed Cost
Site
National Archives
Hamilton Street
Required
Quantity
6 x 48 Port Switches (Price per switch)
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6 x 24 Port Switches (Price per switch)
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Design, Placement, configuration and maintenance option
included for a period of three (3) years
UTP Cabling Upgrade Cat 6A
Backbone fibre Upgrade
Project Manager
Backbone Upgrade
Fixed Cost sub-total (excluding VAT)
Three-Year Total (including VAT)
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ANNEXURE A3: Product requirement
There are currently quite a few 24 Port switches implemented on the LAN
infrastructure, which was redesigned to more 48 Port switches. The new costing
and planning with a schematic design must be given for the following:
1. 6 x 48 Port Switches (1 000 BASET and POE ready)
2. 6 x 24 Port Switches (1 000 BASET and POE ready)
3. Project Manager
4. Upgrade of all current implemented UTP Copper Cabling to a minimum of
CAT 6 A
5. Upgrade of current 1 Gig Core to a 10 Gig Core
It is compulsory for all bidders to attend the briefing session which date will be
communicated. The Briefing Session will be at National Archives, Hamilton Street.
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