ECSA/RFP02/2017
DESCRIPTION:
SUPPLY, DELIVERY, INSTALLATION, COMMISSIONING AND
MAINTENANCE OF PHOTOCOPIERS AND DESKTOP PRINTERS
LEASE PERIOD:
THREE (3) YEARS
CLOSING DATE AND TIME:
12 May 2017 at 12h00
BID VALIDITY PERIOD:
60 DAYS
1.
BRIEF BACKGROUND
The Engineering Council of South Africa (ECSA) is a statutory body established by
section 2 of the Engineering Professions Act, Act 46 of 2000(The Act). The Act
empowers ECSA to keep a national register of persons registered in terms of the Act
and further empowers ECSA to take any steps it considers necessary for the
enhancement of the status of the Engineering Profession.
ECSA has leased photocopiers and printers, and most of the contracts have expired
or are about to expire. It is ECSA’s intention to appoint service provider(s) that will
have the best proposal to upgrade by replacing these machines with more advanced
models.
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2.
PRODUCT SPECIFICATION
Replacing the following big photocopier machines:
A.
2 x quantities Multifunctional photocopiers Model MX1100
A.1.
Minimum specification for the new proposal on two big black & white
photocopiers
Standard copier specifications
-monthly copy volume: a minimum of 400 000 copies/prints per month
-power supply: 220/240 V AC 50 HZ
-copy from binded documents
-copy speed minimum 90 copies per minute
-multiple copying up 999 copies
-single scanning into memory
-A3 size for size copies, reduce and enlarge
-A4 size for size copies and reduces
-automatic reverse document feeder
-Duplex unit
-automatic image rotation
-zoom facility from 50 to 400%
-resolution 600 x 600 DPI
-electronic sorting
-combine mode integration multiple originals into a single copy
-copier memory: 128MB
-paper capacity minimum 3000 sheets
-stack bypass
-automatic paper select
-automatic tray selection
-scanning to email and network
-drivers for PCL: Windows 10/XP/2012 server and MAC compatibility
B.
STANDARD COLOUR PHOTOCOPIERS
The following existing standard photocopiers need to be upgraded with
latest/new models:
Current model
C451/C280
C250/C220/C200
MPC 2050/1
B.1
Quantity
2
5
3
Expected minimum specification
All should be laser printers with faxing as a minimum requirement.
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Minimum Print Speed: 23ppm Colour
Minimum Monthly Volume: 25 000 Sheets
User Authentication 1000 PIN codes
Document Feeder: 100 Sheet RSPF (Reversing Single Pass Feeder) 50ppm
Scan Speed
Auto-Duplex
Digital Multi-Functional Laser Colour Photocopier (Copy/Scan/Print)
Networked
A5 – A3
Standard Paper Capacity: 600 Sheets (1x 500-sheet tray and 100 Sheet
bypass tray)
Memory: 1GB RAM 160GB HDD
Resolution: 600 x 600, 9600 x 600 dpi
10/100/1000 BaseTX Ethernet & USB 2.0 Interface
FM Audit Facilities Management
Local Stand
Service Costs
All Black and White copies and
prints
All Colour copies and prints
@
R---------
Cents Including VAT
@
R---------
Cents Including VAT
Service costs:
Includes travel, toner, parts, drums, service maintenance and labour.
Excluding paper and staples
Optional Accessories:
Finisher
50 Sheet Inner Staple Finisher
@
R -----------
Per Month Including
VAT
@
R ------------
Per Month Including
VAT
@
R -------------
Per Month Including
VAT
Punch Module
50 Sheet Punch Unit
Fax Module
Fax Unit for Machine
Trays and Stand
Additional 2 x 500 Sheet Paper Trays and Stand
@
R -------------
Per Month Including
VAT
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C. DESKTOP COLOUR PRINTERS
Existing model
SPC 430/20DN
Quantity
9
MX-C300W
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C.1.
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Minimum specification
30 copies per minute Black & White and Colour
A4
Duplex
1200 x 1200 dpi colour scanning is standard
Scan to email, Reduction paper scanning size and quality
Electronic sorting
G3 Fax
Reverse single pass feeder
USB port for easy scan to USB memory
25-400% Zoom
600x600 DPI print resolution
Support certificate printing
Wireless printing for desktop printers
-Print Speed: Minimum 30ppm Colour
-Monthly Volume: 8 000 Sheets
-Document Feeder: 50 Sheet RSPF (Reversing Single Pass Feeder) 30ppm Scan Speed
-Auto-Duplex
-Digital Multi-Functional Laser Colour Photocopier (Copy/Scan/Print/Fax) Networked
-A5 – A4
-Standard Paper Capacity: 300 Sheets (1x 250-sheet tray and 100 Sheet bypass tray)
-Memory: 512MB RAM
-Resolution: 600 x 600 dpi
-10/100 BaseTX Ethernet & USB 2.0 Interface
-Mobile printing with minimal steps from a broad range of mobile devices—smartphones,
tablets, and notebooks
-FM Audit Facilities Management
36 Month Rental Per
Unit @
R -------Including VAT
Service Costs
All Black and White
@
R--------Cents Including VAT
copies and prints
All Colour copies and @
R---------Cents Including VAT
prints
Service costs:
Includes travel, toner, parts, drums, rollers, developing units, fusing, service maintenance and
labour.
Excluding paper and staples
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3.
LEGISLATIVE AND REGULATORY FRAMEWORK
This bid and all contracts emanating there from will be subject to the General Conditions of
Contract issued in accordance with Treasury Regulation 16A published in terms of the Public
Finance Management Act, 1999 (Act 1 of 1999). The Special Conditions of bid are
supplementary to that of the General Conditions of Contract. Where, however, the Special
Conditions of bid are in conflict with the General Conditions of Contract, the Special
Conditions of bid prevail.
4.
EVALUATION CRITERIA
4.1
Pre-qualification stage
4.1.1 Bidders that don’t meet the minimum product specification in paragraph 2
above and the bid conditions in paragraphs 5-6, will be disqualified.
4.2
Functionality (Technical Evaluation stage)
The evaluation process will be done in accordance with the following criteria:
Evaluation criteria
Technical proposal
1. Knowledge and experience in similar service:
 Number of Current & past contracts
 Number of years of experience in similar service
2. Response time and work programme: plan to
execute the work and timelines
ACCESSIBILITY
 Customer support & 24-hour service
Total
Min points Max points
40
60
30
40
70
100
NB: Service providers that score 70 or less out of 100 points for functionality will be
considered as submitting a non-responsive bid.
4.3
Preference Point System (Price and BBBEE Evaluation stage)
4.3.1
In terms of the Preferential Procurement Regulations 2017 pertaining
to the Preferential Procurement Policy Framework Act, 2000 (Act 5 of 2000),
responsive bids will be adjudicated on an 80/20-preference point system in terms of
which points are awarded to bidders on the basis of:
- The bid price (maximum 80 points)
- B-BBEE status level of contributor (maximum 20 points)
4.3.2
Bidders are required to complete the preference claim form (SBD 6.1), and submit
an original or certified copy and valid B-BBEE status level verification certificate
thereof in order to claim the B-BBEE status level points.
4.3.3
The points scored by a bidder in respect of the level of B-BBEE contribution will be
added to the points scored for price.
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4.3.4
Only bidders who have completed and signed the declaration part of the preference
claim form and who have submitted a B-BBEE status level certificate issued by a
registered auditor, accounting officer (as contemplated in section 60 (4) of the Close
Corporation Act, 1984 (Act no 69 of 1984) or an accredited verification agency will be
considered for preference points.
4.3.5
A contract may, on reasonable and justifiable grounds, be awarded to a bid that did
not score the highest number of points.
5.
AUTHORISATION DECLARATION
5.1.
Any bidder who is sourcing goods or services from a third party must have an
Authorisation letter from the main supplier and submit it together with the bid
documents at the closing date and time of the bid.
5.2.
ECSA reserves the right to verify any information supplied by the bidder in the
Authorisation letter and should the information be found to be false or incorrect,
ECSA will exercise any of the remedies available to it in the bid documents.
5.3.
The bidder must ensure that all financial and supply arrangements for goods or
services have been mutually agreed upon between the bidder and the third party. No
agreement between the bidder and the third party will be binding on ECSA.
5.4.
Failure to submit a signed Authorisation letter will invalidate the bid for such goods or
services offered.
6.
TAX CLEARANCE CERTIFICATE
6.1.
An original, valid Tax Clearance Certificate issued by the South African Revenue
Services certifying that the taxes of the bidder are in order must be submitted at the
closing date and time of bid.
6.2.
Failure to submit the original, valid Tax Clearance Certificate will result in the
invalidation of the bid.
6.3.
Copies and/or certified copies of the Tax Clearance Certificate will not be accepted.
7.
VALUE ADDED TAX
7.1.
All bid prices must be inclusive of 14% Value-Added Tax.
8.
SUBMISSION OF BIDS
8.1.
8.2.
Bidders must submit the bid in hard copy format (paper document) before the closing
date and time. Bidders are required to submit one (1) original plus five (5) copies
of the bid documents and a disc or memory stick.(clearly marked)
The bid should be submitted in a sealed envelope or suitable cover on which the
name and address of the bidder, the bid number and the closing date must be clearly
endorsed and must be submitted or placed in the ECSA Tender Box at Reception, 1st
Floor Waterview Corner, 2 Ernest Oppenheimer Avenue, Bruma, Johannesburg or
post to: Private Bag X691,Bruma, 2026.
Bid closing date and time for submission is on Friday, 12th May 2017 at 12h00.
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8.3.
Engineering Council of South Africa (ECSA) may request clarification or further
information regarding any aspect of the bid. The bidder must supply the requested
information within 48 hours after the request has been made, otherwise the bidder
may be disqualified. Short-listed bidders may be invited to make a presentation on
their proposals at their own cost.
8.4.
ECSA reserves the right to not proceed with the project or to not appoint any of the
Service Providers invited to submit proposals;
8.5.
A comprehensive company profile of the Service Provider shall be attached as an
addendum to the response. The profile shall contain at least the following
information:
9.
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Company size and structure
-
Submission of a list of contactable references of corporate clients,
(listing contact name, address, telephone, fax and email address)
where the bidder has rendered a service in the last ten (10) years
(either as individual firms or as the bidding consortium).
LATE BIDS
Bids received after the closing date and time, at the address indicated in the bid
documents, will not be accepted for consideration and where applicable, be returned
unopened to the bidder.
10.
COUNTER CONDITIONS
Bidders’ attention is drawn to the fact that amendments to any of the Bid Conditions
or setting of counter conditions by bidders may result in the invalidation of such bids.
11.
FRONTING
11.1.
ECSA supports the spirit of broad based black economic empowerment and
recognizes that real empowerment can only be achieved through individuals and
businesses conducting themselves in accordance with the Constitution and in an
honest, fair, equitable, transparent and legally compliant manner. Against this
background ECSA condemns any form of fronting.
11.2
ECSA, in ensuring that bidders conduct themselves in an honest manner will,
as part of the bid evaluation processes, conduct or initiate the necessary
Enquiries/investigations to determine the accuracy of the representation made in bid
documents. Should any of the fronting indicators as contained in the Guidelines on
Complex Structures and Transactions and Fronting, issued by the Department of
Trade and Industry, be established during such enquiry/investigation, the onus will be
on the bidder / contractor to prove that fronting does not exist. Failure to do so within
a period of 14 days from date of notification may invalidate the bid / contract and may
also result in the restriction of the bidder/contractor to conduct business with the
public sector for a period not exceeding ten years, in addition to any other remedies
ECSA may have against the bidder/contractor concerned.
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12.
SUPPLIER DUE DILIGENCE
ECSA reserves the right to conduct supplier due diligence prior to final award of the
contract or at any time during the contract period. This may include site visits.
13.
COMMUNICATION
13.1.
Supply Chain Management may communicate with bidders where clarity is sought
after the closing date of the bid and prior to the award of the contract, or to extend
the validity period of the bid, if necessary.
Any communication to any official or a person acting in an advisory capacity for
ECSA in respect of this bid between the closing date and the award of the bid by the
bidder is discouraged.
All communication between the bidder and Supply Chain Management Office must
be done in writing.
13.2.
13.3.
14.
CONTACT DETAILS
14.1
The bid document, which includes the terms of reference can be obtained:
- Downloaded from ECSA website, www.ecsa.co.za,
15.
CONTRACT PERIOD
The rental agreement will be for a period of 36 (thirty six ) months, for equipment
leased at any stage within the contract period, commencing on the day the machine
is delivered, installed and commissioned to ECSA. The contractor must notify ECSA
within 60 days in writing of the expiry of the rental period/agreement. Upon expiry of
the initial contract period, ECSA has an option to extend the rental agreement for an
additional period not exceeding 24 months in accordance. The rental price of the
equipment shall be reduced by seventy-five percent (75%) of the original rental price.
In the event of ECSA wishing to extend the lease agreement, ECSA must notify the
contractor in writing of the extension of the rental period thirty days prior to the expiry
of the agreement.
16.
DOCUMENTATION / INFORMATION REQUIRED
The following documentation must be submitted with the bid document:
16.1.
16.2.
A brochure of the item offered which must include detailed technical specification
sheet.
A list of contact details (technical support personnel) shall be included by the
bidders in the submission of this bid.
17.
PRICING STRUCTURE
17.1.
Bidders are required to submit a monthly rental price and copy charges.
17.2.
If a bidder offers more than one model on the same item, the offer must clearly be
marked Offer A and Offer B on separate pages on the pricing schedule.
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17.3.
In the pricing schedule the following fields must be completed for each item:
The monthly rental rate” which will include: o Delivery;
o Installation;
o Commissioning cost
o Copy charge costs Black/white or colour
17.4.
An example on the pricing schedule.
E.g. Monthly rental: R2 500.00/month
Cost per copy: R0.12c
Print & copy speed.
Max monthly volume.
Max paper weight.
Product/material description
Paper feed options
Finisher options
Accessories e.g trays
18.
PRE-AWARD PRODUCT COMPLIANCE PROCEDURES
The following pre-award product compliance procedures will apply:
18.1.
Compliance to specifications as stated in the bid document.
18.2.
All machines must adhere to the compulsory specification for Electrical and
Electronic apparatus as stipulated in the Standards Act, 1993 as per Regulation
R 1792 as published in the Government Gazette No. 17548 of 8 November 1996.
19.
AGREEMENT
19.1
No other agreements except the Service Level Agreement and the Addenda will be
signed with the contractor, contractor’s finance house, dealerships or subcontractors. The Service Level Agreement must be signed by both parties within 14
days after commissioning of the goods. Two copies of the Service Level Agreement
must be signed.
19.2 Risk
19.2.1 During the period the equipment is in transit or in the possession of the contractor, up
to and including the date of acceptance by ECSA, the contractor shall be responsible
for all risks of loss or damage to the equipment.
19.3 Relocation of Equipment
19.3.1 ECSA shall not be entitled to move rental equipment but may request the contractor
to move it by giving written notice and ECSA accepting the contractor’s reasonable
quotation.
20.
MAINTENANCE
20.1
It is required that sufficient spare parts be held in RSA to ensure that equipment
supplied in terms of the contract, are kept in acceptable working condition for three to
five years after the installation.
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20.2
“The “copy charge” will be for full coverage of on-site maintenance. The maintenance
of all machines shall include: Toners (includes developers);
All service calls, repairs and replacement of all defective parts;
All spare parts and consumables including the toners, rollers, fuse units, drums
excluding staples. Ordered parts must be delivered within 24 hours of request.
20.3
The maintenance period will be effective from the date of delivery, installation and
commissioning.
20.4
In a case where a machine is in for repairs for more than five (5) days, the contractor
is deemed to provide a loan machine, which is in good condition.
21.
GUARANTEES
21.1
The contractor shall fully guarantee and maintain all items on the contract against
manufacturing defects for the entire contract period.
21.2
The contractor will further maintain the equipment within the extension period of
24 months as and when required.
21.3
Throughout the guarantee period, the contractor must maintain working order of all
machines.
21.4
Maintenance and servicing inspections must be carried out on quarterly basis without
being requested to do so by ECSA during the guarantee period.
The guarantee shall include regular inspections during the guarantee period and a
certificate marked “Under Guarantee” in respect of each inspection shall be
furnished. It is a requirement that the contractor keeps record of the offices/premises
where the machines are delivered and installed in order to keep such machines in
good working order during the guarantee period.
21.5
22.
Non-compliance with the abovementioned special conditions will invalidate the
bid.
23.
ENQUIRIES
Supply Chain Management
Telephone number:
Email address:
Lekhotla Motloung on 0116079505
[email protected] or [email protected]
Technical Enquiries
Telephone number:
Email address:
Gerhard Rautenbach 011 607 9579
[email protected]
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