National Department of Public Works
IAR Programme
RFP – GIS fieldwork technology solution for DPW Immovable Asset
Register
27 September 2012
Content
Page
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Background
Immovable Asset Register Business Objectives
Number of Land Parcels and Improvements under DPW’s Custodianship
Objectives
Scope of Work
General Terms and Conditions
Tender Evaluation Criteria
Technical Specification
DPW Network Diagram
Submission of Bids
Closing Date and Time
Page 2
3
4
5
6
7–9
10 – 14
15 – 18
19 – 21
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1. Background
►
►
►
In terms of the Constitution of the Republic of South Africa, No. 108 of
1996, all state owned national and provincial immovable assets must
be vested in the name of the national government, or one of the nine
provinces.
In terms of the Government Immovable Asset Management Act, No. 27
of 2007, (GIAMA), Custodian appointments are assigned by the
Minister of Public Works to exercise the responsibilities associated with
ownership on behalf of national government. These responsibilities
include acquisition, management and operation, maintenance and
disposals.
The Department of Public Works (DPW) is therefore mandated as the
custodian of immovable assets vested in the national government,
which are not otherwise vested in the custodianship of other
departments through legislation.
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2. Immovable Asset Register Business Objective
In terms of the PFMA, No. 1of 1999, all national and provincial custodians of
immovable assets are required to manage, maintain and account on Immovable
Asset Register/s (IAR).
IAR Vision & Guiding Principles
► A valid, baseline complete and accurate Immovable Asset Register that:
► External auditors are able to place reliance on;
► Encourages efficient and effective property and asset management;
► Addresses all the management assertions;
► Completeness;
► Existence;
► Rights;
► Accuracy and reliability;
► Valuation and allocation; and
► Presentation and Disclosure
► Complies with the Sector Specific Guide, NT Chapter 9 (Departmental
Financial Reporting Framework Guide) Accounting for Capital Assets and
relevant legislation and guidelines.
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3. Number of Land Parcels and Improvements
Under DPW’s Custodianship
Region
Bloemfontein
Cape Town
Durban
Johannesburg
Kimberley
Mmabatho
Nelspruit
Polokwane
Complexes
Offices
Residential
Vacant land
Other
Totals
Land
Land
Land
Land
Land
Land
Imp- Res
Imp-Non-Res
574
250
652
729
616
2,821
2,746
3,380
906
273
623
2,189
659
4,650
5,874
6,591
631
121
732
2,903
168
4,555
4,006
4,935
401
205
309
1,271
357
2,543
2,507
2,926
316
29
667
818
463
2,293
1,832
2,890
239
110
334
885
287
1,855
3,878
3,301
274
108
197
1,446
94
2,602
2,382
392
71
760
835
275
2,333
3,324
4,083
519
51
377
707
256
1,910
1,978
2,961
253
76
160
914
785
2,188
3,392
5,616
145
25
68
36
33
307
837
1,249
4,650
1,319
4,879
12,733
3,993
27,574
32,976
40,314
2,119
Port Elizabeth
Pretoria
Umtata
Total
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4. Objective
►
DPW has identified the need to make use of modern technology to
record and verify property details. The decision was made to procure a
tool which requires minimal manual input and at the same time perform
validation of data at the point of capture.
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5. Scope of work
The successful service provider will be required to:
5.1 Design, implement and maintenance of software for capturing and verification of property
details.
DPW has procured 200 data collection tools (Samsung Galaxy Tablets) and hereby calls for
proposals to provide the software to configure the data collection tools to enable minimal input and at
the same time perform validation of data at the point of capture.
The proposed solution must:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
Interface with Oracle Database containing DPW property information and be accessible from any
Web Browser friendly device as well as any Web Browser like Internet Explorer Version 6 upwards,
Google Chrome, Fire Fox etc.
Be available offline when there is no network and update data once the device is connected to the
network.
Allow verification and authorization by Fieldworkers Supervisors / Managers.
Produce reports and statistics on information captured by data capturers.
Populate GPS coordinates of the property directly into the database and allow the fieldworkers to
save it on the database.
Allow the capturing and saving of photographs of properties.
Have secure access to the system.
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5. Scope of Work
5.2
a)
b)
Data size
27 564 land parcels and 73 000 improvements/ structures.
See table on previous slide.
5.3
Training
The supplier must be able to supply training and skills as follows:
a)
(i)
(ii)
(iii)
(b)
(i)
(ii)
Training for data collectors and verifiers
Principles of quality data capture.
Field Assessment techniques
Assessment software tool usage (online and offline).
Training for Supervisors, Project Managers. Helpdesk (desktop) and project leads
Principles of quality data management
Assessment of software tool usage (online and offline)
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5. Scope of Work
5.4.
(a)
(b)
(c)
(d)
Supply, Installation and Configuration of Software
The software must be supplied, installed and configured at DPW.
Any API’s or data quality assurance shall reside within DPW and the source code will be intellectual
property of DPW
DPW shall remain the only custodian and owner of the data collected.
Software supplied must work within DPW IT environment and comply to open standards.
5.5
Support
The supplier must demonstrate capacity to provide software maintenance and support
5.6
Pricing
The supplier must provide pricing for the following:
(a)
(b)
(c)
Software development
Training
Maintenance and support
5.7
Demonstrable evidence of the software
Service providers scoring a minimum of 75 points on the functionality criteria will be required to
demonstrate their solution at identified sites.
5.6
a)
Duration
Till May 2013.
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6. General Terms and Conditions
6.1 COMPULSORY INFORMATION SESSION
A compulsory briefing session will be held at 10H00, on 27 September 2012, Room 114 CGO
Building, North Wing, Corner Vermeulen and Bosman Streets, Pretoria.
6.2 COSTING
6.2.1 Provide pricing as per the template provided in the TOR.
6.2.2 All amounts must be inclusive of Value Added Tax (VAT).
6.2.4 Provide a clear indication on how the total cost is derived.
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6. General Terms and Conditions
6.3 MONITORING PROGRESS ON THE USE OF THE DEVICE
DPW will provide a formal monitoring process once the Service Provider has been
appointed which will include progress meetings, query resolution processes, deliverable
sign offs, etc.
6.4 CONFIDENTIALITY
6.4.1 All information generated, communication produced, and data acquired, and any other
material produced under the auspices of this project remains the intellectual property of
DPW.
6.4.2 The service provider will be bound by the same clause of confidentiality and code of
ethics as applicable to officials of the public service.
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6. General Terms and Conditions
6.5 INDEMNITY
6.5.1 DPW will not be held responsible for any costs incurred by the bidder/s in the
preparation, submission of the bids, or any losses and injuries during physical
verification, etc.
6.5.2 DPW is not bound to select any of the firms submitting proposals. DPW reserves the
right not to award any of the bids and not to award the contract to the lowest bidding
price as well as to renegotiate the bid of the preferred applicant.
6.6.PAYMENT TERMS
6.6.1 DPW undertakes to pay all verified valid claims for work done and tools provided to its
satisfaction within 30 days of a substantiated claim. No payment will be made where
there is outstanding information/work/no delivery or incorrect information supplied by
the service provider.
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6. General Terms and Conditions
6.7. RESPONSIVE CRITERIA
To be considered responsive, the service provider must satisfy the requirements of 4
above. Failure will result in disqualification.
6.8. ADDITIONAL SUPPORTING INFORMATION THAT MAY BE REQUESTED DURING
EVALUATION PROCESS
►
►
►
►
►
Certified copies of Founding Statement (CK1), if bidder is a Close Corporation.
Certified copies of Articles of Agreement (CM1), shareholding certificate, endorsed by an
auditor, if bidder is a private company [(Pty) Ltd].
In the event of the bidder being a public company, a letter from its auditor, certifying its
status as a public company and attached thereto, a certified copy of the bidder’s Articles
of Agreement.
Certified copy(s) of identity document(s) if bidder is a natural person(s) or partnership.
Certified copy of a valid Tax Clearance Certificate.
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6. General Terms and Conditions
6.9. EVALUATION CRITERIA
The proposals will be evaluated in two phases. In the first phase the bid documents will
be evaluated according to the functionality criteria indicated below (table A). All
proposals that will score less than 75 out of 100 points for functionality will not be
considered further. Service providers who meet the minimum functionality score of 70 will
be required to demonstrate their solution as indicated in table B below. A shortlist will be
established in phase one and all short listed bidders will be evaluated in terms of price
and preference for final adjudication.
PHASE 1: Minimum score required to be considered responsive = 75%
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7. Tender Evaluation Criteria
TABLE A
No.
Category
Weighting Factor
Functional Criteria
1.
Software
Specification
35
1.
2.
3.
4.
5.
6.
7.
8.
2.
GIS development 35
experience
1. Number of years developing GIS software
(Specify start and end date)
2. Contactable references with proof of
evidence
3.
Resource
30
Capabilities for
maintenance and
training
1. Experience of personnel to provide
maintenance, training and support services.
Browser and Operating system independent
App data manipulation functionality
GPS functionality
Image or photo handling functionality
Database Functionality
System Audit Functionality
Data transfer / migration functionality
No licence
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7. Tender Evaluation Criteria
TABLE B
Category
Weighting factor
Functional Criteria
Demonstrable evidence of the
tool
100
1.
2.
3.
4.
5.
6.
7.
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Browser and operating
system independent. App
data manipulation
functionality
GPS Functionality
Image or photo handling
functionality
Database functionality
System Audit functionality
Data transfer / migration
functionality
No licence
7. Tender Evaluation Criteria
7.1
a)
b)
c)
d)
SUPPLY, INSTALLATION AND CONFIGURATION
The software should be supplied, installed and configured at DPW.
Any API’s or data quality assurance software shall reside within DPW.
DPW shall remain the only custodian and owner of the data collected.
Software supplied must work within the DPW IT environment.
7.2
TRAINING
The supplier must be able to provide training and skills transfer as follows:
Field verifiers
Principles of quality data capture.
Field Assessment techniques.
Assessment software tool usage (online and offline).
Supervisors
Principles of quality data management.
Assessment of software tool usage (online and offline).
Data management software usage (online).
a)
i.
ii.
iii.
b)
i.
ii.
iii.
On request of DPW, the Supplier should be able to provide training for helpdesk agents and as well
as refresher training.
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7. Tender Evaluation Criteria
7.3
SUPPORT
The supplier must demonstrate capacity to provide a 24 hour helpdesk service for both software
queries including response to:
a)
Telephone,
b)
Email and
c)
Fax.
7.4
PRICING
The supplier must provide pricing for the following:
a)
i.
ii.
Software
Licensing, maintenance and support costs.
Software customisation costs.
b)
Consulting
d)
Training
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8. Technical Specification
8.1
DPW IT INFRASTRUCTURE
8.1.1
Network
DPW network is a TCP/IP based Windows network. The department has 1 head office building in
Pretoria and 11 regional offices in Pretoria, Johannesburg (Braamfontein), Bloemfontein, Durban,
Polokwane, Mmabatho, Kimberly , Cape Town, Mthatha, Port Elizabeth and Nelspruit. The head
office and regional offices are connected via the SITA VPN network. All our enterprise systems are
located at SITA.
8.1.2
GIS Software
ArcGIS 10.
8.1.3
Database
Oracle 11g spatial.
8.2
SOFTWARE SPECIFICATIONS FOR THIS PROJECT (to be completed and submitted
to DPW by the service provider with the completed bid response)
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8. Technical Specification
No.
Description
Available
Yes
(X)
1.
2.
Data capture interface.
Use of drop-down list on appropriate fields to reduce typing errors.
3.
Active validation of field completeness and correctness.
4.
Use of integrated GPS to record accurate coordinates for property position.
5.
Use of integrated GPS to record accurate coordinates for perimeter coordinates.
6.
Use of integrated GPS to record accurate coordinates for position of each building.
7.
Online and offline backups.
8.
Synchronisation with Oracle 11g spatial database.
9.
10.
12.
14.
15.
Audit tracking.
Data Migration.
Based on open standards.
Has mobile or tablet app.
ArcGIS software
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No
(X)
To be developed
9. DPW NETWORK DIAGRAM
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10. Submission of Bids
10.1 Prospective bidders must submit their bid proposals in two envelopes. One envelope with the
Financial Proposal (pricing schedule with all cost related items, cost breakdown) and the
other envelope with the Technical Proposal (completed bid forms and the response to the
terms of reference and functionality criteria.
10.2 The Technical Proposal envelope and the Price Proposal envelope shall contain one original
hard copy document, clearly marked “Original”, and one hard copy, clearly marked “Copy”.
10.3 The bidder shall place both the sealed Technical Proposal and Price Proposal envelopes into
an outer sealed envelope which must endorse the following information:
a) Bid No
b) Closing date
c) Name of the bidder
d) Technical Proposal of Financial Proposal
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11. Closing date
Closing date and Time
the closing date of the tender is 12 October 2012 at 11H00. Bid documents may be
deposited in the tender box at the Department of Public Works, Corner Bosman and
Vermeulen. Pretoria or Alternatively be posted to the Department of Public Works, Private
Bag X65, Pretoria 0001
Late Bids
Bids received late shall not be considered and will be returned unopened
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THANK YOU
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