BID SPECIFICATION
RFB REF. NO:
DESCRIPTION
1509/2016
THE SUPPLY OF LICENSE MAINTENANCE & SUPPORT; NEW LICENSES,
TRAINING; INSTALLATION AND CONFIGURATION SERVICES TO THE DTI
WITH REGARD TO THE ECM ENVIRONMENT FOR A PERIOD OF THREE (3)
YEARS
COMPULSORY VENDOR BRIEFING SESSION WILL BE HELD AS FOLLOWS:
DATE: 09 FEBRUARY 2017
VENDOR BRIEFING SESSION
TIME: 09H00
PLACE: SITA ERASMUSKLOOF AUDITORIUM
CLOSING DATE FOR
QUESTIONS / QUERIES
17 FEBRUARY 2017
DATE: 10 MARCH 2017
TIME: 11:00 (SOUTH AFRICAN TIME)
RFB CLOSING DETAILS
PLACE: TENDER OFFICE, PONGOLA IN APOLLO, 459 TSITSA STREET,
ERASMUSKLOOF, PRETORIA (HEAD OFFICE)
DATE: 10 MARCH 2017
PUBLIC OPENING OF RFB
RESPONSES
TIME: 12H00
PLACE: TENDER OFFICE, PONGOLA IN APOLLO, 459 TSITSA STREET,
ERASMUSKLOOF, PRETORIA (HEAD OFFICE)
RFB VALIDITY PERIOD
120 DAYS FROM THE CLOSING DATE
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Contents
ANNEX A:
1.
PURPOSE AND BACKGROUND ........................................................................................................................... 4
1.1.
1.2.
2.
PURPOSE .......................................................................................................................................................... 4
BACKGROUND.................................................................................................................................................. 4
SCOPE OF BID .................................................................................................................................................... 5
2.1.
2.2.
2.3.
3.
INTRODUCTION ................................................................................................................................... 4
SCOPE OF WORK .............................................................................................................................................. 5
DELIVERY ADDRESS .......................................................................................................................................... 6
CUSTOMER INFRASTRUCTURE AND ENVIRONMENT ....................................................................................... 6
BID EVALUATION STAGES .................................................................................................................................. 7
ANNEX A.1:
4.
ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS ................................................................................... 8
4.1.
4.2.
ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION .................................................................................... 8
ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS ................................................................................. 8
ANNEX A.2:
5.
TECHNICAL MANDATORY, .................................................................................................................... 9
TECHNICAL MANDATORY .................................................................................................................................. 9
5.1.
5.2.
5.3.
INSTRUCTION AND EVALUATION CRITERIA...................................................................................................... 9
TECHNICAL MANDATORY REQUIREMENTS .................................................................................................... 10
DECLARATION OF COMPLIANCE .................................................................................................................... 11
ANNEX A.3:
6.
ADMINISTRATIVE PRE-QUALIFICATION ................................................................................................ 8
SPECIAL CONDITIONS OF CONTRACT (SCC) .........................................................................................12
SPECIAL CONDITIONS OF TENDER .....................................................................................................................12
6.1.
INSTRUCTION ................................................................................................................................................. 12
6.2.
SPECIAL CONDITIONS OF CONTRACT ............................................................................................................. 12
6.2.1. CONTRACTING CONDITIONS ...................................................................................................................... 12
6.2.2. DELIVERY ADDRESS. ................................................................................................................................... 12
6.2.3. SCOPE OF WORK AND DELIVERY SCHEDULE .............................................................................................. 13
6.2.4. SERVICES AND PERFORMANCE METRICS ................................................................................................... 13
6.2.5. the dti SPECIFIC REQUIREMENTS ................................................................................................................ 13
6.2.6. SUPPLIER PERFORMANCE REPORTING ....................................................................................................... 14
6.2.7. CERTIFICATION, EXPERTISE AND QUALIFICATION ...................................................................................... 14
6.2.8. LOGISTICAL CONDITIONS ............................................................................................................................ 15
6.2.9. SKILLS TRANSFER AND TRAINING ............................................................................................................... 15
6.2.10. PERSONNEL SECURITY CLEARANCE ............................................................................................................ 15
6.2.11. CONFIDENTIALITY AND NON-DISCLOSURE CONDITIONS ........................................................................... 16
6.2.12. GUARANTEE AND WARRANTIES. ................................................................................................................ 17
6.2.13. INTELLECTUAL PROPERTY RIGHTS .............................................................................................................. 18
6.2.14. ADJUSTMENT OF LICENSE MAINTENANCE PERIOD .................................................................................... 19
6.3.
DECLARATION OF ACCEPTANCE ..................................................................................................................... 19
ANNEX A.4:
7.
COSTING AND PRICING .......................................................................................................................20
COSTING AND PRICING .....................................................................................................................................21
7.1.
7.2.
7.3.
7.4.
7.5.
7.6.
COSTING AND PRICING EVALUATION ............................................................................................................ 21
COSTING AND PRICING CONDITIONS ............................................................................................................. 21
TOTAL PRICE................................................................................................................................................... 21
BID EXCHANGE RATE CONDITIONS. ............................................................................................................... 21
DECLARATION OF ACCEPTANCE ..................................................................................................................... 22
BID PRICING SCHEDULE .................................................................................................................................. 23
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ANNEX A.5:
1.
TERMS AND DEFINITIONS ...................................................................................................................27
ABBREVIATIONS ...............................................................................................................................................27
ANNEX A.6:
BIDDER SUBSTANTIATING EVIDENCE ..................................................................................................28
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The purpose of this RFB is to invite Suppliers (hereinafter referred to as “bidders”) to submit
bids to expand the Enterprise Content Management (ECM) environment as well as obtain
maintenance and support for the software utilised within the ECM environment of the
Department of Trade and Industry (the dti) for a period of three (3) years.
the dti’s business is dependent on documents and information and as such it is a documentcentric and information-driven organisation, which relies heavily on the flow of information
to and from its stakeholders. The dissemination or distribution of information is vital to the
success and effectiveness of the dti.
In order to reach the above-mentioned objective, the dti implemented an ECM Solution for
the management of electronic records in 2004. The main objectives with this
implementation were:



To transform from a paper based document management operation to an electronic
content management operation.
To enable easier access to information and support collaboration and knowledge
sharing.
To automate existing processes within the department
The ECM provides the department the ability to manage all of its unstructured information,
or content, for example text documents, drawings, XML, still images, audio and video files,
and many other file types and formats. It adds intelligence to content by creating
categorisation schema, metadata, and tags that make search and retrieval faster and more
efficient. It also manages the review, revision, and approval process for any piece of content
according to user-defined business rules. EMC Documentum and Adobe are the
implemented products of the dti ECM.
The ECM’s content repository already contains 1 441 355 objects. Total disk space occupied
by these documents is 812GB.
With regard to ADOBE the dti utilises ADOBE Life Cycle as front end to many solutions in the
dti that is public facing.
In order for the dti to continue with the utilisation of this environment it is imperative to
continue with the yearly maintenance and support of the licenses as indicated in Table 1.
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In addition and as part of staying in pace with the technological enhancement licences and
maintenance and support for Documentum D2, Documentum xCP and Documentum for
Microsoft Outlook are required in order to enhance the capability of the current ECM
environment of the dti.
The current contract for maintenance and support of the Enterprise Content Management
(ECM) environment is lapsing on 31 March 2017. A new contractor has to be appointed to
render the maintenance and support to the said environment. In addition to the
maintenance and support required the dti also intends to expand within the mentioned
environment by including Documentum D2, Documentum xCP and Documentum for
Microsoft Outlook.
The scope of work by the bidders is to:
2.1.1
Provide maintenance and support of licenses, reflected in table 1:
(a) Documentum, Records Manager, eRoom, EMC Captiva Capture; and
(b) Adobe.
2.1.2
Enhance the current ECM capability, by providing new licenses, maintenance and
support for:
(a) Documentum D2 (20 licenses);
(b) Documentum xCP (5 licenses); and
(c) Documentum for Microsoft Outlook (10 licences)
2.1.3
Assist with installation and configuration of new releases of all products listed in table
1, Documentum D2, Documentum xCP and Documentum for Microsoft Outlook.
2.1.4
Provide telephonic helpdesk support for the time period 24/7, 365 days a year on all
products listed in Table 1, Documentum D2, Documentum xCP and Documentum for
Microsoft Outlook. The maximum time to respond to helpdesk service requests is 48
hours (2 days) after the call was logged.
2.1.5
Provide additional on-site Administrator Support on all products listed in Table 1, plus
Documentum D2, Documentum xCP and Documentum for Microsoft Outlook at the dti
of 160 hours per year. (This does not include installation and configuration of new
releases and upgrades.)
2.1.6
Provide training to selected system administrative staff with regard to the setting up of
new releases of all products listed in Table 1, Documentum D2, Documentum xCP and
Documentum for Microsoft Outlook.
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The goods and services must be supplied and provided at the following physical address:
The Department of Trade and Industry (the dti)
No1 Cnr Robert Sobukwe (previous Esselen) and Van Boeschoten streets
(Next to Nelson Mandel Drive - opposite the dti Campus)
The SSC Building
Sunnyside
Pretoria
(Attention: Director Application Services)
The required renewal is for the licences as listed in the following Table 1 as well as the “to be
procured” new Documentum D2 (20), Documentum xCP (5) and Documentum for Microsoft
Outlook (10) - not listed as yet.
Table 1 – List of current licenses
Contract
Number
Locking Id
/ Dongle Id
Instance
ID
Model Number
Product Description
Qty
69135467
69135469
69135468
23740867
68612767
23740866
23740865
23740870
23751436
23740871
23751437
23768894
23740873
69831071
23740875
23740879
73487645
73487647
44422171
44422173
44422175
EMC DOCUMENTUM EXPORT – NC
INPUTACCEL STANDARD SERVER - 1M PPY
INPUTACCEL STARTER / STD VOL PK-+1M PPY
CONTENT SERVER ST
DOCUMENT TRANSFORMATION SVCS CPU
DOCUMENTUM ADMINISTRATOR ST
DOCUMENTUM DEVELOPER STUDIO ST
EROOM (CORE) ST
EROOM ENTERPRISE ST
EROOM REAL TIME SVCS ADD-ON ST
EROOM REAL TIME SVCS ADD-ON ST
EROOM SERVER (MS SQL SERVER) ST
EROOM VIEWER FOR MS PROJECT SERVER
MEDIA TRANSFORMATION SERVICES CORE
RECORDS MANAGER ADMIN ACCESS ST
RECORDS MANAGER END-USER ACCESS ST
REPORTING SERVICES INST
REPORTING SERVICES INST
PHYSICAL RECORDS MODULE (RECORDS MANAGER
RECORDS MANAGER ADMIN ACCESS ST
RECORDS MANAGER COORDINATOR ST
1
1
9
800
1
1
2
50
400
50
400
50
1
1
2
28
2
10
2
1
1
Form Srvr Documentum ALL ALP Platinum Spt Renewal ALL 1L
Livecycle Forms ALL ALP Platinum Spt Renewal ALL 1L
Reader Extension Svr ALL ALP Platinum Spt Renewal ALL 1L
EMC LICENSES
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
64596848D
129543
129543
129543
64596848D
64596848D
ADOBE LICENSES
44422174
44422172
456-100-767
456-100-711
456-100-714
CNTNT-SERVER
DTS-1
ADMNSTRTR
DEVELOPSTUDIO
ER-CLIENT
ERM-ENT
ER-RT-CLT-UP
ER-RT-CLT-UP
ERM-SRVR-SQL
ER-MS-PRJVWR
MTS-MC
REC-MGRADMIN
REC-MGR-USER
REPORTINGSVCS
REPORTINGSVCS
REC-MGR-PHYS
REC-MGRADMIN
REC-MGRCOORD
RET-POL-ADMIN
RET-POL-SV-MC
138845540
138845540
138845540
52240235
52240235
52240235
10002035
10002690
10001542
RETENTION POLICY SERVICES ADMINISTRATOR
RETENTION POLICY SERVICES CORE
1
7
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2
2
1010
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
Stage 1
Stage 2
Stage 3
Stage 4
Description
Administrative pre-qualification verification
Technical Mandatory requirement evaluation
Special Conditions of Contract verification
Price / B-BBEE evaluation
Applicable for this bid
YES
YES
YES
YES
The bidder must qualify for each stage consecutively to be eligible to proceed to the next
stage of the evaluation.
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4.1.1
The bidder must comply with ALL of the bid pre-qualification requirements in order for
the bid to be accepted for evaluation.
4.1.2
If the Bidder fails to comply with any of the administrative pre-qualification
requirements, or if SITA is unable to verify whether the pre-qualification requirements
are met, due to not submitted proof within the proposal then SITA reserves the right
to:
(a)
(b)
4.2.1
Submission of bid response: The bidder has submitted a bid response documentation
pack:
(a)
(b)
4.2.2
Reject the bid and not evaluate it, or
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.
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;
In the correct format as one original document, two copies and one CD.
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).
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5.1.1
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”.
5.1.2
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”.
5.1.3
The bidder must complete the declaration of compliance as per section 5.3 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”.
5.1.4
The bidder must comply with ALL the TECHNICAL MANDATORY REQUIREMENTS in
order for the bid to proceed to the next stage of the evaluation.
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TECHNICAL MANDATORY
REQUIREMENTS
The bidder must be an Documentum
OSM accredited reseller and Enterprise
Content Division Support Enabled
Partner
Substantiating evidence of
compliance
(used to evaluate bid)
Provide a copy of a valid letter from
DellEMC indicating:
(a) the bidder name,
(b) the bidder is a Documentum
OSM accredited reseller and
Enterprise Content Division
Support Enabled Partner,
Evidence reference
(to be completed by
bidder)
<provide unique
reference to locate
substantiating
evidence in the bid
response – see Annex
A.6>
(c) date the partnership was
established, and
(d) information stating that the
partnership is valid at time of
bid.
5.2.2 The bidder must be an
Authorised reseller of ADOBE
Life Cycle (ADOBE Life Cycle
partner)
Note: All letters, certificates or licenses
must be in writing, dated, signed and
on a letterhead of the entity that
issued to letter.
Provide a copy of a valid letter from
Adobe indicating:
(a) the bidder name,
(b) the bidder is an Authorised
reseller of ADOBE Life Cycle
(ADOBE Life Cycle Partner),
<provide unique
reference to locate
substantiating
evidence in the bid
response – see Annex
A.6>
(c) date the partnership was
established, and
(d) information stating that the
partnership is valid at time of
bid.
Note: All letters, certificates or licenses
must be in writing, dated, signed and
on a letterhead of the entity that
issued to letter.
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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 5.2
above; AND
(b)
Each and every requirement specification is substantiated
by evidence as proof of compliance.
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6.1.1
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.
6.1.2
SITA reserves the right to –
(a) Negotiate the conditions, or
(b) Automatically disqualify a bidder for not accepting these conditions.
6.1.3
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 6.1.2 above.
6.1.4
The bidder must complete the declaration of acceptance as per section 6.3 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.
(a)
(b)
Formal Contract. The Supplier must enter into a formal written Contract
(Agreement) with the dti .
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.
The supplier must deliver the required products and services at:
The Department of Trade and Industry (the dti)
No1 Cnr Robert Sobukwe (previous Esselen) and Van Boeschoten streets
(Next to Nelson Mandel Drive - opposite the dti Campus)
The SSC Building
Sunnyside
Pretoria
(Attention: Director Application Services)
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The Supplier is responsible to perform the work as outlined in the following Work
Breakdown Structure (WBS):
WBS
1.
2.
3.
4.
5.
6.
Statement of Work
Provide maintenance and support of existing licenses
as reflected in Table 1.
Enhance the current ECM capability by providing new
licenses, maintenance and support for 20
Documentum D2 licenses, 5 Documentum xCP and 10
Documentum for Microsoft Outlook licenses.
Assist with the installation and configuration of new
releases of the products listed in Table 1,
Documentum D2, Documentum xCP and
Documentum for Microsoft Outlook.
Provide telephonic helpdesk support for the time
period 24/7, 365 days a year on the products listed in
Table 1, Documentum D2, Documentum xCP and
Documentum for Microsoft Outlook. The maximum
time to respond to helpdesk service requests is 48
hours (2 days) after the call was logged.
Provide on-site Administrator Support on the products
listed in Table 1, Documentum D2, Documentum xCP
and Documentum for Microsoft Outlook at the dti of
160 hours per year. (This does not include installation
and configuration of new releases and upgrades).
Provide training to selected system administrative
staff with regard to the setting up of new releases of
the products listed in Table 1, Documentum D2,
Documentum and Documentum for Microsoft Outlook
xCP, if required.
Delivery Timeframe
Duration of 3 year contract period.

Licenses to be provided at the start of
the contract period.
 Maintenance and support to be
provided for the duration of the 3 year
contract period.
Duration of 3 year contract period.
Duration of 3 year contract period.
As and when required within the 3 year
contract period.
Duration of 3 year contract period.
a)
The Supplier is responsible to provide the following services as specified in the
Service Breakdown Structure (SBS):
(i)
Maximum time to respond of 48 hours (2 day) for helpdesk service
requests with regard to the products listed in Table 1, Documentum D2,
Documentum xCP and Documentum for Microsoft Outlook is required.
(ii) Every new software release for the maintained licenses (listed in Table 1,
Documentum D2, Documentum xCP and Documentum for Microsoft
Outlook) must be supplied to the dti within 1 month after the OSM has
released it.
(a)
(b)
The required duration of the contract as laid out is for a period of 3 years.
Additional support outside of the helpdesk and software uploads support will be
at a fixed charge rate as agreed upon by all parties and will be done on a
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submission / quote principle (Rate to be indicated on prescribed
documentation).
(c) Documentation / training material with regard to upgrades will be supplied as
part and parcel of the software releases of all products listed in Table 1,
Documentum D2, Documentum xCP and Documentum for Microsoft Outlook.
(d) the dti must at all times be notified and be kept up to date with any of the listed
upgrades.
(e) Communication for requested support must include e-mail and voice mail.
(f) Pro-active response is required if logged requests point to possible larger issues
within the listed environments in order to prevent breakdowns or downtime.
(g) In the event of failure of a service both parties will make adequate staff available
to work on the problem so that effective problem determination and testing can
take place and the problem be rectified in the shortest possible time.
(h) The appointed service provider will sign a service level agreement with the dti.
(i)
The service providers may not cede or assign any part of its agreement with the
dti nor subcontract any part of the work assigned to them without the prior
written approval of the dti.
(j)
Although the contract period is over a three year period, the dti will be billed on
a yearly basis thus the total tendered amount will be paid off over three years.
(k) The Government Procurement: General Conditions of Contract dated July 2010
will be applicable to this tender.
(l)
In the event that the provisions outlined in Government Procurement: General
Conditions of Contract contradicts the provisions outlined in the terms of
reference, the provisions outlined in the terms of reference will take preference.
(m) The service providers will be required to sign an indemnity agreement with the
dti.
(a)
(b)
The Supplier must submit a monthly report on all services rendered to the dti.
The Supplier must attend a monthly performance meeting at the dti.
The Supplier represents that,
(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;
(ii) It is committed to provide the Products and Services;
(iii) Perform all obligations detailed herein without any interruption to the dti .
(iv) The bidder must provide proof of in-house certified skills to render the
support and assistance for all products listed in Table 1, Documentum D2,
Documentum xCP and Documentum for Microsoft Outlook that will be
used for the duration of the awarded tender;
The Supplier must provide the service in a good and workmanlike manner and in
accordance with the practices and high professional standards used in wellmanaged operations performing services similar to the Services;
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(c)
(d)
(a)
(b)
(c)
(d)
(a)
(b)
(c)
(d)
(a)
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;
Original Software Manufacturer (OSM) work. The Supplier must ensure that
work or service is performed by a person who is certified by the Original
Software Manufacturer, including at least the following:
(i)
Documentum Certification; and
(ii) Adobe Certification.
Hours of work. Installation, configuration and training must be performed at
times as required by the dti. This may include non-business hours.
In the event that the dti grants the Supplier permission to access the dti’s
environment including hardware, software, internet facilities, data,
telecommunication facilities and/or network facilities remotely, the Supplier
must adhere to the dti’s relevant policies and procedures (which policy and
procedures are available to the Supplier on request) or in the absence of such
policy and procedures, in terms of, best Industry practice.
On-site Support. The Supplier must provide on-site Administrator support at the
dti of 160 hours per year for all products listed in Table 1, Documentum D2,
Documentum xCP and Documentum for Microsoft Outlook. (This does not
include installation and configuration of new releases and upgrades).
Support and Help Desk. The Supplier must provide 24/7 helpdesk support
service for 365 days per year with regard to all products listed in Table 1,
Documentum D2, Documentum xCP and Documentum for Microsoft Outlook.
The Supplier must provide training to selected officials of the dti with regard to
maintenance of the provided upgrades of all products listed in Table 1,
Documentum D2, Documentum xCP and Documentum for Microsoft Outlook
(maximum of 5 persons).
The nature of the training must be hands-on training.
Additional support outside of the helpdesk and software upgrades support must
be at a fixed charge Rate as agreed upon by all parties and must be done on a
submission / quote principle (Rate to be indicated on prescribed
documentation).
The Supplier must provide Documentation / training material with regard to
upgrades as part and parcel of the software releases of all products in Table 1,
Documentum D2, Documentum xCP and Documentum for Microsoft Outlook
(minimum 5 copies).
The appointed service provider as well as resources must comply to the internal
vetting process of the dti.
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(a)
(b)
The Supplier, including its management and staff, must before commencement
of the Contract, sign a non-disclosure agreement regarding Confidential
Information.
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:
(i)
The Promotion of Access to Information Act, 2000 (Act no. 2 of 2000);
(ii) Being clearly marked "Confidential" and which is provided by one Party to
another Party in terms of this Contract;
(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;
(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;
(v) Being information, the disclosure of which could reasonably be expected to
endanger a life or physical security of a person;
(vi) Being technical, scientific, commercial, financial and market-related
information, know-how and trade secrets of a Party;
(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
(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
(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;
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(c)
(d)
(e)
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;
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;
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.
The Supplier warrants that:
(a)
The guarantee / warranty of goods supplied under this contract remains valid for
the full contract period of 36 months.
(b)
As at Commencement Date, it has the rights, title and interest in and to the
Product or Services to deliver such Product or Services in terms of the Contract
and that such rights are free from any encumbrances whatsoever;
The Product is in good working order, free from Defects in material and
workmanship, and substantially conforms to the Specifications, for the duration
of the Warranty period;
During the Warranty period any defective item or part component of the Product
be repaired or replaced within 3 (three) days after it was reported to the
helpdesk;
The Products is maintained during its Warranty Period at no expense to the dti;
The Product possesses all material functions and features required for the dti’s
Operational Requirements;
(c)
(d)
(e)
(f)
(g)
The Product remains connected or Service is continued during the term of the
Contract;
(h)
All third-party warranties that the Supplier receives in connection with the
Products including the corresponding software and the benefits of all such
warranties are ceded to the dti without reducing or limiting the Supplier’s
obligations under the Contract;
(i)
No actions, suits, or proceedings, pending or threatened against it or any of its
third party suppliers or sub-contractors that have a material adverse effect on
the Supplier’s ability to fulfil its obligations under the Contract exist;
(j)
the dti is notified immediately if it becomes aware of any action, suit, or
proceeding, pending or threatened to have a material adverse effect on the
Supplier’s ability to fulfil the obligations under the Contract;
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(k)
Any Product sold to the dti after the Commencement Date of the Contract
remains free from any lien, pledge, encumbrance or security interest;
(l)
the dti’s use of the Product and Manuals supplied in connection with the
Contract does not infringe any Intellectual Property Rights of any third party;
(m) The information disclosed to the dti does not contain any trade secrets of any
third party, unless disclosure is permitted by such third party;
(n)
It is financially capable of fulfilling all requirements of the Contract and that the
Supplier is a validly organized entity that has the authority to enter into the
Contract;
(o)
It is not prohibited by any loan, contract, financing arrangement, trade covenant,
or similar restriction from entering into the Contract;
(p)
The prices, charges and fees to the dti as contained in the Contract are at least as
favourable as those offered by the Supplier to any of its other customers that are
of the same or similar standing and situation as the dti; and
(q)
Any misrepresentation by the Supplier amounts to a breach of Contract.
(a)
the dti retains all Intellectual Property Rights in and to the dti’s Intellectual
Property. As of the Effective Date, the Supplier is granted a non-exclusive license,
for the continued duration of this Contract, to perform any lawful act including
the right to use, copy, maintain, modify, enhance and create derivative works of
the dti’s Intellectual Property for the sole purpose of providing the Products or
Services to the dti pursuant to this Contract; provided that the Supplier must not
be permitted to use the dti’s Intellectual Property for the benefit of any entities
other than the dti without the written consent of the dti , which consent may be
withheld in the dti’s sole and absolute discretion. Except as otherwise requested
or approved by the dti, which approval is in the dti’s sole and absolute
discretion, the Supplier must cease all use of the dti’s Intellectual Property, at of
the earliest of:
(i)
Termination or expiration date of this Contract;
(ii) The date of completion of the Services; and
(iii) The date of rendering of the last of the Deliverables.
If so required by the dti, the Supplier must certify in writing to the dti that it has
either returned all the dti Intellectual Property to the dti or destroyed or deleted
all other the dti Intellectual Property in its possession or under its control.
the dti, at all times, owns all Intellectual Property Rights in and to all Bespoke
Intellectual Property.
Save for the license granted in terms of this Contract, the Supplier retains all
Intellectual Property Rights in and to the Supplier’s pre-existing Intellectual
Property that is used or supplied in connection with the Products or Services.
(b)
(c)
(d)
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The proposed maintenance dates for the Licences as listed in paragraph 2.3 must be
adjusted to such an extent that all maintenance contained to this tender will resume
and expire on the same date (period of 3 years).
ACCEPT ALL
DO NOT
ACCEPT ALL
The bidder declares to ACCEPT ALL the Special Condition of
Contract as specified in section 6.2 above by indicating with an “X”
in the “ACCEPT ALL” column,
OR
The bidder declares to NOT ACCEPT ALL the Special Conditions of
Contract as specified in section 6.2 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:
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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 7 COSTING AND PRICING, must be
submitted in a SEPARATE SEALED ENVELOPE,
failing which the bid WILL BE DISQUALIFIED.
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7.1.1
ALL PRICING SCHEDULES MUST BE SUBMITTED IN A SEPARATE SEALED ENVELOPE,
failing which the BID will be DISQUALIFIED.
7.1.2
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 R1 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 R1 000 000 (all applicable taxes included).
7.1.3
7.1.4
The bidder must complete the declaration of acceptance as per section 7.5 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
7.1.5
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.
7.2.1
The bidder must submit the Pricing Schedule(s) as prescribed in section 7.6 as well as
the relevant enclosed Standard Bidding Document SBD 3.1, 3.2 or 3.3.
7.2.2
SOUTH AFRICAN PRICING. The total price must be VAT inclusive and be quoted in
South African Rand (ZAR).
(a)
(b)
(c)
All quoted prices are the total price for the entire scope of required services and
deliverables to be provided by the bidder.
The cost of delivery, labour, S&T, overtime, etc. must be included in this bid.
All additional costs must be clearly specified.
The bidders must use the exchange rate provided below to enable SITA to compare the
prices provided by using the same exchange rate:
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Foreign currency
1 US Dollar
1 Euro
1 Pound
South African Rand (ZAR) exchange rate
ACCEPT ALL
DO NOT
ACCEPT ALL
The bidder declares to ACCEPT ALL the Costing and Pricing
conditions as specified in section 7.2 above by indicating with an
“X” in the “ACCEPT ALL” column,
OR
The bidder declares to NOT ACCEPT ALL the Costing and Pricing
Conditions as specified in section 7.2 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 the condition reference, the reasons for not accepting the condition.
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Note:
a)
Bidder must complete the pricing as per table below.
b)
Line Prices are all VAT EXCLUDING, and TOTAL PRICE is VAT INCLUSIVE
7.6.1
PRODUCT OR SERVICE PRICING
No Product/Service description
1.
2.
3.
4.
5.
6.
7.
8.
9.
Quantity
Maintenance and Support of
existing licenses listed in Table 1.
Supply of Documentum D2
licenses.
Supply of Documentum xCP
licenses.
Supply of Documentum for
Microsoft Outlook licences
Sum
Maintenance and support of new
Documentum D2, Documentum
xCP and Documentum for
Microsoft Outlook licenses.
Installation and Configuration
assistance for all products listed
in Table 1, Documentum D2,
Documentum xCP and
Documentum for Microsoft
Outlook.
Telephonic Helpdesk support for
the time period 24/7, 365 days a
year on all products listed in
Table 1, Documentum D2,
Documentum xCP and
Documentum for Microsoft
Outlook.
On-site Administrator Support
on all products listed in Table 1,
Documentum D2, Documentum
xCP and Documentum for
Microsoft Outlook at the dti (160
hours per year). (This does not
include installation and
configuration of new releases
and upgrades.)
Training to selected system
administrative staff including
training material.
Sum
Unit Price
(VAT excl.)
Price Year
1
(VAT excl.)
Price Year
2
(VAT excl.)
Price Year
3
(VAT excl.)
20
5
10
Sum
Sum
160
R
hour
per
5 p.a
SUBTOTAL (VAT Excl.)
VAT (14%)
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SUBTOTAL (VAT Incl.)
BID TOTAL (VAT Incl.)
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7.6.2
RATE OF EXCHANGE PRICING INFORMATION
Provide the TOTAL BID PRICE for the duration of Contract and clearly indicate the Local
Price and Foreign Price, where –
(a) Local Price means the portion of the TOTAL price that is NOT dependent on the
Foreign Rate of Exchange (ROE) (Services as per items 4 - 8 of the PRODUCT OR
SERVICE PRICING table above);
(b)
Foreign Price means the portion of the TOTAL price that is dependent on the
Foreign Rate of Exchange (ROE) (Licences as per items 1 - 3 of the PRODUCT OR
SERVICE PRICING table above).
(c)
Exchange Rate means the ROE (ZA Rand vs foreign currency) as determined at
time of bid.
No Description
1.
2.
3.
Price YEAR 1
(Vat Excl.)
Price YEAR 2
(VAT Excl.)
Price YEAR 3
(VAT Excl.)
LOCAL Price (ZAR)
FOREIGN Price (ZAR)
Exchange Rate
SUBTOTAL (VAT Excl.)
VAT (14%)
TOTAL (VAT Incl.)
BID TOTAL
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SBD 3.2
PRICING SCHEDULE – NON-FIRM PRICES
(PURCHASES)
NOTE: PRICE ADJUSTMENTS WILL BE ALLOWED AT THE PERIODS AND TIMES SPECIFIED IN THE
BIDDING DOCUMENTS.
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
Closing date:
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
** “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
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CRM
CSD
ECM
GB
ICT
PPPFA
RFB
ROE
SBD
SITA
S&T
the dti
WBS
XML
ZAR
Customer Relation Manager
Central Supplier Database
Enterprise Content Management
Gigabyte
Information and Communication Technology
Preferential Procurement Policy Framework Act
Request for Bid
Rate of Exchange
Standard Bidding Document
State Information Technology Agency
Subsistence and Travel
The Department of Trade and Industry
Work Breakdown Structure
Extensible Markup Language
South African Rand
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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.
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