biometric system proposal - legal aid

1

BIOMETRIC SYSTEM PROPOSAL

1. Overview

Legal Aid SA is a national public entity established in terms of section 2 of the Legal Aid South

Africa Act 39 of 2014; a key contributor to South Africa’s constitutional democracy, providing

quality legal services to indigent and vulnerable persons.

The organisation has a national footprint and its culture is rooted in leadership, driven by the value

and advancement of human rights.

Legal Aid SA hereby invites suitably qualified and reputable service providers to submit proposals

for the Biometric Systems Infrastructure and Maintenance.

Legal Aid SA plans to roll out new biometric system with the core functions of access control and

time and attendance of all Legal Aid SA employees.

Legal Aid SA has 135 offices nationally with an average total of 2600 employees. Each office

currently has an average of two (2) readers installed with the exception of National Office in

Braamfontein which has 45 readers. The National Office in Braamfontein is the main centre of

operation.

2. Aim of Project

The main objective of the biometric system includes but is not limited to:

Authenticate the identity of Legal Aid SA’s employees.

Correctly identify Legal Aid SA’s employees through the scanning of each employee’s fingerprints.

Properly keep record of Legal Aid SA’s employees and be able to extract a real-time attendance log at any given time.

Develop a report for employee’s movements in order to detect moonlighting employees.

Develop attendance registers for employees per business unit or office.

Monitoring report for nonfunctional device.

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Provide general overall security function for Legal Aid SA premises and staff.

3. Scope of Work

The appointed contractor shall undertake to provide Legal Aid SA with services of a high and

acceptable standard, which shall include but are not limited to:

Removal of existing biometric equipment at all Legal Aid SA offices as per Annexure A.

Supply and installation of biometric equipment at Legal Aid SA offices as per Annexure A.

Installation of compatible software and license for duration of contract period.

Maintenance and support services to Legal Aid SA by fixing faulty biometric equipment within a 24-hour minimum period from notification by Legal Aid SA.

4. Deliverables

The installed biometric system should provide but is not limited to:

Access cards.

Secured relay units.

Access control functionality to all entrances but with the capability of scaled up or restricted access to IT, HR and the CEO.

Disability control measures – alternative methods to authenticate employees with disabilities.

Must use an algorithm able to enroll and encode fingerprint template.

Provide maintenance and support of the system for the duration of contract period (36 months).

Period updates to latest version of system.

Installation of network points 3m from the reader.

Test report for the network points installed.

User acceptance test for each office.

Project sign-off certificate.

5. Compatibility

The contractor shall ensure that biometric system hardware and software are installed and activated by only suitably qualified employees, contractors or subcontractors in possession of the required qualifications at the level determined by the State Security Agency of South Africa.

The biometric system should be able to be integrated with existing Legal Aid SA IT infrastructure namely:

o Microsoft Windows Suite - the latest version. o Be accessible via LAN.

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6. Specification

General System Functionality Requirements

6.1 Clock-Ins

Each office should be able to serve as its own clocking station.

Each entry of the clock-in station operation to be 1:n (1 is to many relationship) identification mode.

Fingerprint identification mode to be scalable.

Have facility to download clock-in information LAN/VPN (WPN).

Clock-in station to store minimum 500 fingerprint records.

6.2 Enrollment

The system must allow the following information to be captured when employees are enrolled:

Employee name.

Employee payroll number.

Employee Provincial Office.

Employee Local Office/Department.

Employee Satellite Office.

Ten (10) fingers.

Keypad mode/or and proximity card mode optional for convenience for physically impaired people.

Employee address and contact information.

Photo of employee.

The system must have an auto synchronisation function enabling two-way flow of information between offices and National Office (main office) allowing employees to scan at all times.

6.3 Reporting

The software must be capable of providing Management with a series of reports on real-time and

historical reports. It must be possible for the system to run at Local Offices, Provincial Offices and

National Office, offering the following reports:

System reports to be able to identify duplicate clock-in/out.

System report for employees that share credentials attendance – system to be able to extract real-time attendance log of all employees at any given time.

Absentees – system to be able to extract real-time log of all employees who did not clock-in at any given time.

Late comers – system to identify who arrived late and what time they arrived.

System must be able to produce both summary report and detailed report per Local Office, regionally and nationally when required.

System to have web-reporting portal that will be available at National Office, Provincial Office and Local Offices.

Fingerprints to be stored in an encrypted format and system must not allow reproduction of same.

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6.4 Payroll Interface

Should be able to interface with SAP system in terms of appointments and terminations of employees.

6.5 Hardware – Fingerprint Reader

Fingerprint reader to operate in an indoor and outdoor environment and must be built for rugged and inclement weather conditions.

Reader should use a high end optical lens cable of extracting 80+ minutiae points.

Reader should operate on a multi system-fingerprint mode and card mode.

The reader must be 500 dpi or higher scanner.

Reader must be able to read worn or damaged fingerprints.

Reader to allow at least one (1) finger scanning.

Reader to have on-board memory capable of storing 1:n numbers of fingerprints/user per office category.

Reader to be able to show visual confirmation on successful fingerprint scanning.

Security of system to be guaranteed.

6.6 Software

Application must be compatible with Microsoft Windows Suite.

Manages, amongst others, the enrollment of users.

Combination of pattern minutiae and image technology which is able to extract image from a finger including worn, badly eroded or with poor visible print.

Fingerprint matching algorithm performs 1:n matching identification of up to 3000 individual fingerprints records in a second or less.

6.7 Maintenance and Support

The Contractor will be responsible for ensuring that the biometric system hardware and software

is fully functional throughout the contract period.

Maintenance of biometric system shall include:

Response and resolution of biometric equipment within one (1) business/working day for all Legal Aid SA offices and two business/working days for Satellite Offices from reporting of any defective and faulty equipment by Legal Aid SA at agreed rates.

Defective or faulty biometric equipment is to be replaced with similar working equipment within one business/working day for all Legal Aid SA offices with the exception of Satellite Offices for which response and resolution will be two business/working days from reporting by Legal Aid SA.

Update any embedded license where applicable with industry guidelines.

Ensure that the biometric system functions in accordance with scope of work.

The service provider will be responsible for maintenance of the cable connecting the reader from the switch. They must ensure that the network point is in a good working condition for the reader to function.

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6.8 Functionality

Ability to register and de-register individuals from national biometric database.

Offline and online synchronisation.

Cater for emergency situations.

Fingerprint recognition provides real time information to Management.

Retain and record time and attendance with storage capability of at least one year.

6.9 Technical Requirements for Installation

Supply and installation of Morpho Access Sigma Lite Multi + (plus) device or any other equally approved dual reader, i.e., fingerprint and card reader.

Supply 300kg magnetic lock complete including Z BKT.

Supply silver door closer industrial heavy duty, 40 -80kg EN 2-4.

Supply mounting box.

Supply emergency exit switch box/override capability with break glass (internal manual override key brackets external).

No touch exit button mechanism.

Supply 16 x16 mm PVC trunking for cabling.

Supply 3 core power cable with data cables.

Supply Sherlo (or equivalent and compatible) 3.2-amp battery backup power supply 12 V- 220VAC/12VDC, SMPS, low voltage cutout over current protection – feed from dedicated outlets where applicable.

Supply 12V AH sealed lead acid battery – maintenance free.

Supply Sagem or equivalent and compatible with USB enrollment reader-MSO with verification license, required for PC enrollment.

Testing and commissioning.

Training of end users.

External devices to be fitted with anti-theft bracket where applicable.

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7. Supporting Document Checklist

No. Document

(√ )Tick applicable box

Reference Page

1. Company profile – this must also indicate national geographical footprint Yes No

2.

CV and qualification certificate of Project Leader. The CV must be accompanied by a valid PMP certification

3.

CV and qualification/certifications of installation technical resources. The CVs must be accompanied by valid and up to date certifications for the proposed vendor technology

4.

Project implementation plan: provide an overview of the project management methodology to be used and the phases included in the methodology in line with the delivery of this project methodology provided. Detailed project plan on how these systems will be implemented. A detailed project implementation plan (including but not limited to work breakdown structure (WBS), resource allocation, timelines and critical path) with respect to operational readiness within a three months period must be provided

5.

At least 5 reference letters from previous/current clients on the company’s letterhead with an authorised signature

6. Detailed SLA as per the tender requirement

7. Proposed solution outlining the architecture and functionality

8. OHSA (Occupational Health and Safety) form

9. Valid letter of good standing from the Compensation Commissioner

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8. Functionality Evaluation

Functionality will be scored against the following criteria. Please note that bidder will be

disqualified where the minimum score of 80 points is not achieved.

Focus Area Max Points Criteria Points

Co

mp

an

y E

xp

eri

en

ce

20

Company profile provided spanning more than five (5) years’ industry experience

20

Company profile provided spanning between three (3) to five (5) years’ industry experience

15

Company profile provided spanning less than three (3) years’ industry experience

10

Wri

tten

refe

ren

ce

s

10

5 or more positive reference letters attached 10

Between 3 and 4 positive reference letters attached 6

Between 1 and 2 positive reference letters attached 2

Qu

ality

of

pro

ject

lead

er

10

Certified Project Leader with ND or degree in IT (related field) with 5 or more years’ experience in similar projects

10

Certified Project Leader with ND or degree in IT (related field) with less than 5 years’ experience in similar projects

8

Project Leader without qualification but with 10 or more years’ experience in similar projects

6

Project Leader without qualification but less than 10 years’ experience in similar projects

2

Qu

ality

of

pro

ject

tech

nic

al

team

10 More than 5 certified technical resources with more than five (5) years’ experience on similar projects

10

8

4 - 5 certified technical resources with more than five (5) years’ experience on similar projects

8

2 - 3 certified technical resources with more than five (5) years’ experience on similar projects

6

Less than 2 certified technical resources with less than five (5) years’ experience on similar projects

2

Pro

ject

Imp

lem

en

tati

on

Pla

n

15

Project management methodology and a well presented detailed project implementation plan

15

Project management methodology and an average project implementation plan

10

Poor or no project management methodology and sub-standard project implementation plan

0

Fu

ncti

on

al

req

uir

em

en

ts

25

Solution offered considered all the key technical functionalities 25

Non-compliance to functional specification 0

Aft

er

sale

s s

up

po

rt

(sp

are

s f

or

main

ten

an

ce)

10

SLA complies with the minimum specification 10

SLA partially complies with the minimum specification 5

SLA does not comply with minimum requirements 0

TOTAL 100

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9. Pricing Schedule

Pricing shall be divided into four (4) categories as per tables 1-4 below:

o Once-off supply of biometric equipment. o Removal of existing and installation of new biometric infrastructure hardware and

software from all Legal Aid SA premises and equipment including all cabling and miscellaneous material required for installation.

o Software including annual licensing fee. o Software should be reusable or transferrable to other laptops. Licenses should not be

once-off licenses. o Maintenance for 36 months.

Table 1: Supply of Biometric Equipment

Item Item Description Unit Qty Unit Price

Total Price

1 Supply of Morpho Access Sigma Lite Multi + (plus) device or any other equally approved dual reader i.e. fingerprint and card reader

No.

313

2 Supply 300kg magnetic lock complete incl. Z BKT

No. 157

3 Supply silver door closer medium duty, 40 -80kg EN 2-4

No. 157

4 Supply mounting box No. 157

5 Supply emergency exit switch box/override

capability with break glass (internal manual

override key brackets external)

No. 157

6 No touch exit button mechanism No. 1

7 Supply Sherlo (or equivalent and compatible) 3.2 amp battery backup power supply 12 V- 220VAC/12VDC, SMPS, low voltage cutout over current protection

No. 157

8 Supply 12V AH sealed lead acid battery- maintenance free

No. 157

9 Supply Sagem or equivalent and compatible USB enrollment reader-MSO with verification license, required for PC enrollment

No. 71

SUB-TOTAL INCL. VAT R

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Table 2: Removal of Old Biometric Equipment and Installation of New Biometric Infrastructure:

The bidder must ensure that all costs are included as no other costs will be

considered after the award.

Item Office QTY Removal of biometric equipment (per site)

Installation of new biometric equipment (per site)

1. National Office 45 R R

2. Alexandra 2 R R

3. Aliwal North 2 R R

4. Athlone 2 R R

5. Atlantis 2 R R

6. Beaufort West 2 R R

7. Bellville 2 R R

8. Benoni 2 R R

9. Bethlehem 2 R R

10. Bizana 2 R R

11. Bloemfontein 2 R R

12. Bochum 2 R R

13. Botshabelo 2 R R

14. Bulwer 2 R R

15. Bushbuckridge 2 R R

16. Butterworth 2 R R

17. Caledon 2 R R

18. Calvinia 2 R R

19. Cape Town 2 R R

20. Carletonville 2 R R

21. Colesberg 2 R R

22. Cradock 2 R R

23. De Aar 2 R R

24. Delareyville 2 R R

25. Dundee 2 R R

26. Durban 2 R R

27. East London 2 R R

28. EC Provincial Office 2 R R

29. Eerstehoek 2 R R

30. Elliot 2 R R

31. Empangeni 2 R R

32. Ermelo 2 R R

33. Estcourt 2 R R

34. Ficksburg 2 R R

35. Fort Beaufort 2 R R

36. Frankfort 2 R R

37. FS/NW Provincial Office

2 R R

38. Ga-Rankuwa 2 R R

39. George 2 R R

40. Germiston 2 R R

41. Giyani 2 R R

42. GP Provincial Office Door 1

2 R R

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43. Graaff-Reinet 2 R R

44. Grahamstown 2 R R

45. Greytown 2 R R

46. Groblersdal 2 R R

47. Hartswater 2 R R

48. Heidelberg 2 R R

49. Humansdorp 2 R R

50. Ingwavuma 2 R R

51. Ixopo 2 R R

52. Johannesburg 2 R R

53. Kimberley 2 R R

54. King Williams Town 2 R R

55. Kirkwood 2 R R

56. Klerksdorp 2 R R

57. Kokstad 2 R R

58. Kroonstad 2 R R

59. Krugersdorp 2 R R

60. Kuruman 2 R R

61. KwaMhlanga 2 R R

62. KZN Provincial Office 2 R R

63. Ladybrand 2 R R

64. Ladysmith 2 R R

65. Lebowakgomo 2 R R

66. Lephalale 2 R R

67. Lichtenburg 2 R R

68. L/MP Provincial Office 2 R R

69. Lusikisiki 2 R R

70. Lydenburg 2 R R

71. Mafikeng 2 R R

72. Makhado 2 R R

73. Malmesbury 2 R R

74. Middelburg 2 R R

75. Mitchells Plain 2 R R

76. Mkuze 2 R R

77. Modimolle 2 R R

78. Mokopane 2 R R

79. Mount Frere 2 R R

80. Mthatha 2 R R

81. Musa 2 R R

82. Nelspruit 2 R R

83. Newcastle 2 R R

84. Nigel 2 R R

85. Oudtshoorn 2 R R

86. Phalaborwa 2 R R

87. Phuthaditjhaba 2 R R

88. Piet Retief 2 R R

89. Pietermaritzburg 2 R R

90. Pinetown 2 R R

91. Polokwane 2 R R

92. Port Elizabeth 2 R R

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93. Port Shepstone 2 R R

94. Postmasburg 2 R R

95. Potchefstroom 2 R R

96. Pretoria 2 R R

97. Prieska 2 R R

98. Queenstown 2 R R

99. Riversdale 2 R R

100. Rustenburg 2 R R

101. Secunda 2 R R

102. Siyabuswa 2 R R

103. Somerset East 2 R R

104. Soshanguve 2 R R

105. Soweto 2 R R

106. Springbok 2 R R

107. Standerton 2 R R

108. Stanger 2 R R

109. Stellenbosch 2 R R

110. Sterkspruit 2 R R

111. Stutterheim 2 R R

112. Swellendam 2 R R

113. Tembisa 2 R R

114. Thohoyandou 2 R R

115. Tonga 2 R R

116. Tzaneen 2 R R

117. Uitenhage 2 R R

118. Ulundi 2 R R

119. Umlazi 2 R R

120. Umzinto 2 R R

121. Upington 2 R R

122. Vereeniging 2 R R

123. Verulam 2 R R

124. Victoria West 2 R R

125. Vrede 2 R R

126. Vredenburg 2 R R

127. Vredendal 2 R R

128. Vryburg 2 R R

129. Vryheid 2 R R

130. NC/WC Provincial Office

2 R R

131. Welkom 2 R R

132. Westonaria 2 R R

133. Witbank 2 R R

134. Wolmaransstad 2 R R

135. Worcester 2 R R

SUB-TOTAL (INCL. VAT)

R R

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Table 3: Software and Licensing

Item Item Description Qty Unit Price

Total Price

1 Software procurement and installation- once-off 1 R

2 Software annual license (recurring) 3 R R

Sub-total incl. VAT R

Table 4: Maintenance and support of all Legal Aid SA offices

Item Item Description Qty Monthly

Fee Total Price

1 Maintenance and support Year 1 R R

Year 2

Year 3

Sub-total incl. VAT R

Pricing summary

Item Description Total Price

Table 1 – Supply of Biometric Equipment R

Table 2 – Removal and Installation of Biometric Infrastructure

R

Table 3 – Annual (3) R

Table 4 – 36 months R

Grand Total R

10. Call Out Rates

NB: All repairs and relocation will be conducted on an ad hoc basis. Rates quoted below by the

bidder will be applicable for period of contract.

Rates shall not be included in pricing structure above.

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General Call Out Rate

Description Unit Qty Rate

1. Call out Per/hour 1

Network Repair Rates


1. Repair of network Cat6 Krone Network Point

Per/m 1

2. 16 x16 mm PVC trunking for cabling Per/m 1

Relocation of Devices Rates per Office


1. Removal of biometric devices infrastructure Lot 1 R

2. Re-installation of biometric infrastructure Lot 1 R

Transport/Travel (if applicable)


1. Transport Km/hr 1 R

11. Local Content Declaration

Item Description Designated Products Specified Local Content

%

Cable per meter Electrical and telecoms cables

90%

Magnetic lock including bracket

Steel products 100%

Door closer Steel products 100%

Lead acid batteries Industrial lead acid batteries

50%

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ANNEXURE A

Office Devices – removal

Qty of

doors

Proposed devices – installation

1. National Office 45 23 46 inclusive of release button

2. Alexandra 2 1 2

3. Aliwal North 2 1 2

4. Athlone 2 1 2

5. Atlantis 2 1 2

6. Beaufort West 2 1 2

7. Bellville 2 1 2

8. Benoni 2 1 2

9. Bethlehem 2 1 2

10. Bizana 2 1 2

11. Bloemfontein 2 1 2

12. Bochum 2 1 2

13. Botshabelo 2 1 2

14. Bulwer 2 1 2

15. Bushbuckridge 2 1 2

16. Butterworth 2 1 2

17. Caledon 2 1 2

18. Calvinia 2 1 2

19. Cape Town 2 1 2

20. Carletonville 2 1 2

21. Colesberg 2 1 2

22. Cradock 2 1 2

23. De Aar 2 1 2

24. Delareyville 2 1 2

25. Dundee 2 1 2

26. Durban 2 1 2

27. East London 2 1 2

28. EC Provincial Office 2 1 2

29. Eerstehoek 2 1 2

30. Elliot 2 1 2

31. Empangeni 2 1 2

32. Ermelo 2 1 2

33. Estcourt 2 1 2

34. Ficksburg 2 1 2

35. Fort Beaufort 2 1 2

36. Frankfort 2 1 2

37. FS/NW Provincial Office 2 1 2

38. Ga-Rankuwa 2 1 2

39. George 2 1 2

40. Germiston 2 1 2

41. Giyani 2 1 2

42. GP Provincial Office Door 1 2 1 2

43. Graaff-Reinet 2 1 2

44. Grahamstown 2 1 2

45. Greytown 2 1 2

46. Groblersdal 2 1 2

47. Hartswater 2 1 2

48. Heidelberg 2 1 2

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49. Humansdorp 2 1 2

50. Ingwavuma 2 1 2

51. Ixopo 2 1 2

52. Johannesburg 2 1 2

53. Kimberley 2 1 2

54. King Williams Town 2 1 2

55. Kirkwood 2 1 2

56. Klerksdorp 2 1 2

57. Kokstad 2 1 2

58. Kroonstad 2 1 2

59. Krugersdorp 2 1 2

60. Kuruman 2 1 2

61. KwaMhlanga 2 1 2

62. KZN Provincial Office 2 1 2

63. Ladybrand 2 1 2

64. Ladysmith 2 1 2

65. Lebowakgomo 2 1 2

66. Lephalale 2 1 2

67. Lichtenburg 2 1 2

68. L/MP Provincial Office 2 1 2

69. Lusikisiki 2 1 2

70. Lydenburg 2 1 2

71. Mafikeng 2 1 2

72. Makhado 2 1 2

73. Malmesbury 2 1 2

74. Middelburg 2 1 2

75. Mitchells Plain 2 1 2

76. Mkuze 2 1 2

77. Modimolle 2 1 2

78. Mokopane 2 1 2

79. Mount Frere 2 1 2

80. Mthatha 2 1 2

81. Musa 2 1 2

82. Nelspruit 2 1 2

83. Newcastle 2 1 2

84. Nigel 2 1 2

85. Oudtshoorn 2 1 2

86. Phalaborwa 2 1 2

87. Phuthaditjhaba 2 1 2

88. Piet Retief 2 1 2

89. Pietermaritzburg 2 1 2

90. Pinetown 2 1 2

91. Polokwane 2 1 2

92. Port Elizabeth 2 1 2

93. Port Shepstone 2 1 2

94. Postmasburg 2 1 2

95. Potchefstroom 2 1 2

96. Pretoria 2 1 2

97. Prieska 2 1 2

98. Queenstown 2 1 2

99. Riversdale 2 1 2

100. Rustenburg 2 1 2

101. Secunda 2 1 2

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102. Siyabuswa 2 1 2

103. Somerset East 2 1 2

104. Soshanguve 2 1 2

105. Soweto 2 1 2

106. Springbok 2 1 2

107. Standerton 2 1 2

108. Stanger 2 1 2

109. Stellenbosch 2 1 2

110. Sterkspruit 2 1 2

111. Stutterheim 2 1 2

112. Swellendam 2 1 2

113. Tembisa 2 1 2

114. Thohoyandou 2 1 2

115. Tonga 2 1 2

116. Tzaneen 2 1 2

117. Uitenhage 2 1 2

118. Ulundi 2 1 2

119. Umlazi 2 1 2

120. Umzinto 2 1 2

121. Upington 2 1 2

122. Vereeniging 2 1 2

123. Verulam 2 1 2

124. Victoria West 2 1 2

125. Vrede 2 1 2

126. Vredenburg 2 1 2

127. Vredendal 2 1 2

128. Vryburg 2 1 2

129. Vryheid 2 1 2

130. NC/WC Provincial Office 2 1 2

131. Welkom 2 1 2

132. Westonaria 2 1 2

133. Witbank 2 1 2

134. Wolmaransstad 2 1 2

135. Worcester 2 1 2

Total devices 313 157 314

biometric system proposal - legal aid

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