c1.1 sc3 offer & acceptance · the university of the witwatersrand, johannesburg (the...

University of the Witwatersrand, Johannesburg

Request for Proposal (RFP)

ICT Department:

Wits/Tender / 2020:1

ICT Audio Visual Core Refresh: Enterprise

PROCUREMENT DOCUMENT

March 2020

Issued by:

Wits ICT, the CIO: Dr Stanley Mpofu


Name of Tender: Audio Visual Core Systems Refresh: Enterprise

Name of Tenderer:

Indicate which AV Core Refresh: Enterprise Systems Component being tendered for:

Component 1: Panel(s) of Service Providers for Refresh Core Audio Visual Infrastructure for various venues

Component 2: Panel(s) of Service Providers for Repair, Maintenance and Replacement of

Legacy AV equipment

Tender 2 T1.1

Part T1: Tendering procedures Tender Notice and Invitation to Tender




Table of Contents

Number Heading

Request for Proposal

Part T1: Tendering Procedures

T1.1 Tender notice and invitation to tender

T1.2 Tender data

Part T2: Returnable documents

Tender 3 T1.1


List of returnable documents

Section 1: Eligibility Criteria (Mandatory Procurement and Technical Mandatory Criteria)

Section 2: Functionality Criteria (Below schedules must be submitted as part of Functionality)

Schedule A: Submit proof of OEM certs for Component (1)

Schedule B: Submit proof of OEM certs for Component (2)

Schedule 1: Company Profile and Information Required

Schedule 2: Tenderer’s Insurance

Schedule 3.1: Component (1) Customer References and Experience of tenderer’s

Schedule 3.2: Component (2) Customer References and Experience of tenderer’s

Schedule 4: Functional Compliance – (Component 1 - Annexure 2A) and (Component 2 - Annexure 2B)

Schedule 5.1: Proposed Audio Visual AV System – Component (1)

Schedule 5.2: Proposed Audio Visual AV System – Component (2)

Schedule 6.1: Skills/Competency/Capacity for Lead Technician and Accreditations – Component (1)

Schedule 6.2: Skills/Competency/Capacity for Lead Technician and Accreditations - Component (2)

Schedule 7.1: Relevant Experience of Technical Project Manager in providing a turnkey AV system. Component (1)

Schedule 7.2: Relevant Experience of Technical Project Manager in providing a turnkey AV system. Component (2)

Schedule 8: Comprehensive Project Plan for the full scope of work

Schedule 9: Attach proof of turn-around for completion, supply, delivery, installation and hand over

Schedule 10: Proof that the required service level and related response and resolution times

Schedule 11: Confirm the list of service providers that you have arrangements with for ALL warranty replacements, service and repairs

Schedule 12: Provide proof of availability of spare parts

Schedule 13: Provide AV Technician Training

Schedule 14: Roadmap and Strategic Intent

Schedule 15: Risk/Assumptions/Dependencies/Exclusions

Schedule 16: Integration

Schedule 17.1: Promotion of Emerging Enterprise (EME or QSE)

Schedule 17.2: Promotion of Emerging Enterprise (Non EME or QSE)

Section 3: Pricing Schedule

Section 4: Preference Documents

Section 5: Contract Deviation

Schedule 18: Contract Deviation Schedule

T2.2

Returnable Schedules

These are in T2.1 and C2 in the table of contents and the tender document. They include relevant sections, annexures, and schedules.

Tender 4 T1.1


THE CONTRACT

Part C1: Main Contract

C1.1 Main Contract Terms and Conditions

Part C2: Annexures

C2 List of Annexures

Annexure 1: Scope of Work

Annexure 2A: Functional Compliance (Technical Functional Criteria)- Component (1)

Annexure 2B: Functional Compliance (Technical Functional Criteria)- Component (2)

Annexure 3A: Pricing Schedule - Component (1)

Annexure 3B: Pricing Schedule - Component (2)

Tender 1 T1.1





T1.1 Tender Notice and Invitation to Tender

Overview of the University The University of the Witwatersrand, Johannesburg (the “University”) is a leading university in Africa, as reflected by its international standing and the quality of its graduates, many of whom have played a major role in founding industries in South Africa, including sectors such as mining, financial services and information technology. The University prepares students for managerial, professional and leadership positions in the public, private and non-governmental sectors. The University has more than 30000 students and approximately 6500 staff and is one of the biggest sources of skills in Africa.

Invitation to Tender The ICT Department of the University of the Witwatersrand, Johannesburg in collaboration with Purchasing Consortium of Southern Africa (PURCO SA) requests proposals from qualified and accredited service providers for Audio Visual. The process will facilitate framework (enabling) agreements for panel(s) of service providers to provide goods and services for Audio Visual Core Infrastructure refresh, repair and maintenance over a period of three (3) year term, without a guarantee of the quantum of work. Tender Background

The aim is to refresh the University’s audio-visual equipment (including but not limited to data projectors, programmable audio-visual system controllers, audio play back and voice lift systems, document cameras, etc.) that are beyond their original equipment manufacturer (“OEM”) specified lifespan (i.e. most legacy audio-visual hardware has a rated usable lifespan of 3 (three) years, the Core Audio Visual equipment was installed in 2011). The panel(s) of service providers will supply, install, program, configure, commission, and maintain Audio Visual systems of various size, types, and functionality. The audio-visual hardware and/or software, peripherals and accessories must be supplied and the installation and maintenance services delivered substantially in accordance with the timelines set out in this scope of work. A framework agreement with the issue of Task Orders (or call-off agreements), whichever is applicable, will be entered into with the successful tenderer(s). A framework agreement shall not commit the University to any quantum of work beyond the first order, or bind the University to make use of such agreements to meet its needs. The University may approach the market for goods or services or works, whenever it considers that better value in terms of time, cost and quality that may be obtained.

The process will facilitate the enabling agreement for panel(s) of service providers to provide goods and services for Audio Visual Core Infrastructure refresh, install, repair and maintenance over a period of three (3) years.

The audio-visual hardware and/or software, peripherals and accessories must be supplied and the installation and maintenance services delivered substantially in accordance with the timelines and requirements set out in this scope of work.

The university reserves the right to appoint service providers as per support and service as needed. The university’s enabling agreement will be subjected to continuous or annual performance review.

Tender 2 T1.1


The Delivery of the Service will be in Two Components and Component 3 as described below: Component 1 - The tenderer’s implementation team must be certified to refresh i.e. including but not limited to: design, supply, install, program, configure, decommission / commission, support and maintain. The tenderer and its proposed technical lead must be authorised/certified in both Crestron and Epson. Refresh Core Audio Visual Infrastructure for various venues and requirements including the following:

Lecture Auditoriums ( ranging from 200 to 446 seating capacity)

Lecture Theatre (ranging from 90 to 258 seating capacity)

Tutorial Rooms (less 75 seating capacity)

Seminar Rooms (ranging from 50 to 120 seating capacity) Other:

Specialised Labs

Meeting Rooms

Research and collaboration facilities

Other venues where AV equipment is required by the University

Component 2 - The tenderers implementation team must be certified to supply, install, program, configure, commission, support and maintain other non-core brands such as but not limited to Extron, Alpha- Tron, Kramer, Bosch, Wolf Vision, Creston, Taiden and Panasonic etc.: Suppliers who will provide services for the university such as follows but not limited to:

Audio Visual diagnostics, fault finding and troubleshooting

System testing, maintenance and repairs

System re-programming, firmware and software updates and configuration

Repurposing and re-installation and integration of decommissioned systems

Replacement of defective systems

Component 3: Smaller venue sizes up to a seating of 120 seating capacity

It is at the University discretion (e.g. not limited to but including relevant criteria being met) that tenderers that are awarded for Component (1) or Component (2) may be part of a panel(s) of service providers for the refresh of smaller venues (less than 120 seating capacity).

Section 1: Tender- Eligibility Criteria for both Component (1) and Component (2)

The tenderer should only submit a Tender Offer if the following essential eligibility criteria are met. Failure to do so will result in disqualification.

Tenderers are urged to study the information provided in detail before responding to the tender. It is of utmost importance that information and conditions set out in this specification and “Tender Forms” be completed and submitted in the indicated format and order. Should the information not be submitted in the required format, the University reserves the right not to assess the tender received and to disqualify such tenders. Preferences are offered to tenderers that are Broad Based Black Empowerment Contributors.

Only tenderers who satisfy the following Eligibility Criteria and those set out in the Tender Notice and Invitation to Tender section of the Tender Documents should submit tender.

It is compulsory that the Tenderer submit all of the information required in the below Schedules:

1. Submit a signed submission by an authorized employee of the company 2. Company Financial Results:

2.1. Component 1: Submit audited company financial results for the immediately preceding 3 financial years, prepared in accordance with International Financial Reporting Standards (IFRS)

2.2. Component 2: Submit audited company financial results for the immediately preceding 2 financial years, prepared in accordance with International Financial Reporting Standards (IFRS)

3. Submit South African registration documents if a registered company. Only South African entities are eligible to participate. (CIPC registration & directors, VAT registration, Memorandum of Association, Certificate of Incorporation)

4. Provide a current tax clearance certificate , VAT certificate and tax pin for tenders issued by the South African Revenue Services

5. Provide a Letter of Good Standing from its bankers (*Note this is not Letter of Bank Confirmation) 6. Submit all required schedules, documents and annexures indicated in this documents.

Tender 3 T1.1


7. Technical Eligibility Criteria for Component (1) 7.1. The tenderer must have a track record for at least 3 (three) years for deployment of an AV Refresh

of similar scope and size. 7.2. The lead technician(s) must have a track record for at least 5 (five) years in implementing the

products that are being recommended. This track record must include the certification for installation, implementation, maintenance and support of the relevant AV brands as per the scope requirements.

7.3. Provide at minimum 3 (three) recent relevant local client references where you have supplied, implemented and support an AV Enterprise AV system. References must be within the last 2 (two) years. One reference must be in the Gauteng region and must include a SLA.

7.4. Provide evidence by a means of at minimum one reference where it’s indicative of the scale of a lecturer theatre/ auditorium installation or a minimum single order value for a venue (room) of R400 000.00.

7.5. Have an established existing local client base and presence in the Gauteng region. 7.6. Provide Audio Visual User Training as per the University requirements. 7.7. Proof that the tender is an authorised supplier, integrator/installer of the brands they are bidding to

supply goods, services and maintain. Provide the specified OEM related certification (Epson and Creston). Attach OEM certs in Schedule A.

7.8. Complete Annexure 2A -Technical Compliance. Tenderers must score a minimum of 80% for the compliance schedule and must meet all the mandatory criteria requirements in the technical compliance schedule.

7.9. Must have a B-BBEE level certification of 1 to 4. 8. Technical Eligibility Criteria for Component (2)

8.1. The tenderer must have a track record for at least 1 (one) year for deployment of an AV Refresh of similar scope and size.

8.2. The lead technician(s) must have a track record for at least 3 (three) years in implementing the products that are being recommended. This track record must include the certification for installation, implementation, maintenance and support of the relevant AV brands as per the scope requirements.

8.3. Provide at minimum 2 (two) recent relevant local client references where you have supplied, implemented and support an AV Enterprise AV system. References must be within the last two years. One reference must be in the Gauteng region and must include a SLA.

8.4. Have an established existing local client base and presence in the Gauteng region. 8.5. Provide Audio Visual User training as per the University requirements. 8.6. Proof that the tenderer is an authorised supplier, integrator/installer of the brands they are bidding

to supply service and maintain. Provide the specified OEM related certification (Epson, Alpha Tron, Creston, Extron, Kramer, Bosch, Taiden, Wolf Vision, Panasonic and other). Attach OEM certs in Schedule B.

8.7. Complete Annexure 2B -Technical Compliance. Tenderers must score a minimum of 80% for the compliance schedule and must meet all the mandatory criteria requirements in the technical compliance schedule.

8.8. Must have a B-BBEE level certification of 1 to 4.

TENDERERS must ensure that all points above are addressed and referenced in Section 1. List each criteria in your response and detail how you comply with the respective criteria and insert the relevant schedules (Refer to Table of Contents).

Tenderers are required to submit the following documentation as indicated above. The University reserves the right to request additional information (to be responded to within a particular timeframe) related to these items below if insufficient information is provided.

Queries relating to this tender must be addressed to Ms Meshal Moonsamy and copied to Ms Charmaine Layton via e-mail: [email protected] and [email protected] Compulsory clarification meeting/session/briefing is on Tuesday, 17 March 2020 strictly from 11h30

until 12h30. Meeting point to the clarification venue, at 11h20, at the offices of Procurement Services,

Facilities and Services Building, West Campus, Braamfontein, University of the Witwatersrand, Johannesburg (Tel 011 – 717 1510). Refer to the following links for directions:

http://www.wits.ac.za/about-wits/tenders/

mailto:[email protected]


http://www.wits.ac.za/about-wits/tenders/

Tender 4 T1.1


http://www.wits.ac.za/media/wits-university/footer/about-wits/procurement/Directions%20-%20Wits%20Procurement%20Department%20v2.1.pdf

The tenderer is to submit one (1) original hard copy and 1 (one) editable electronic copy of their proposal addressing the items listed in section 1, as well as the completed Tender Forms with supporting documentation, provided in section 2. Hard copy is to be separately bound, and are to be hand delivered to WITS Procurement Services.

The closing time for receipt of tender is strictly on Friday, 17 April 2020 at 12H00 hrs.

NO LATE SUBMISSIONS WILL BE ACCEPTED.

Shortlisted tenderers may be subjected to a physical site visit at their client reference. A formal communication will be emailed to shortlisted tenderers notifying on the proposed date and time for Site Evaluation.

The University reserves its right to award this tender in full, in parts or not at all and call for new tenders in the event of unsatisfactory reply to this tender invitation.

The conditions of tender, tender instructions, eligibility criteria, detail regarding the compulsory briefing meeting and detail regarding the tender are stated in the tender Data of the tender Invitation Documents.

Note: Intent to Respond to Tender

Prior to the submission of any of the below listed Returnable documents and schedules in the Tender Data, the tenderer should submit to the University’s agent (whose details are in F.1.4 below), in a single email, the following by the time indicated in F.2.15 of the Tender Data below:

The tenderer’s written statement of intention to offer to tender. This is for logistical purposes.

T1.2 Tender Data

Standard Conditions of Tender

The standard conditions of tender are the Standard Conditions of Tender as contained in Annex F of the CIDB Standard for Uniformity in Construction Procurement (July 2015). (See

http://www.cidb.org.za/publications/Documents/Standard%20for%20Uniformity%20in%20Contruction%20Procurement%20-%20July%202015.pdf) ).

The Standard Conditions of Tender make several references to the Tender Data for details that apply specifically to this tender. The tender data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the Standard Conditions of Tender.

Each item of data given below is cross-referenced to the clause in the Standard Conditions of Tender to which it mainly applies.

Clause number

Tender Data

F.1.1 Each occurrence of “the employer” is replaced with “the University. The University r is the University of the Witwatersrand, Johannesburg, acting through the University’s ICT department (Wits ICT). “The employer” and “the University” have the same meaning and are interchangeably used throughout this tender invitation.



http://www.cidb.org.za/publications/Documents/Standard%20for%20Uniformity%20in%20Contruction%20Procurement%20-%20July%202015.pdf

http://www.cidb.org.za/publications/Documents/Standard%20for%20Uniformity%20in%20Contruction%20Procurement%20-%20July%202015.pdf

Tender 5 T1.1


F.1.2 The Tender Documents issued by the University comprise the documents listed in the above Table of Contents.

F.1.2 All tender offers and any accompanying documentation become the property of the University and will not be returned.

F.1.3.2 The returnable schedules so specified in section T.2.2 and the following terms will be included in any contract arising from the invitation to tender and the tender offer.

F.1.4 The University’s agents with respect to the facilitation of the tender are indicated below:

Email: Queries relating to this tender must be addressed to Ms Meshal Moonsamy [email protected] and copied to Ms Charmaine Layton via e-mail:

[email protected] (Tel 011-717-1510)mailto:[email protected]

F.1.5.1 This provision applies equally to the University.

In addition, the University reserves the right at any time to:

request further information should the tender offer yield insufficient detail and tenderer differentiation,

contact any tenderer during the evaluation process, in order to clarify any information, without informing any other tenderer.

award portions of the tender to more than one tenderer,

award this tender in full, in parts or not at all and call for new tenders in the event of unsatisfactory reply to this tender invitation,

cancel, withdraw, defer, suspend or reissue the tender in whole or in part at any time,

share all information and findings with any other higher education entities worldwide, provided such information has not been marked as confidential, for benchmarking purposes, and

audit the awarded contract/s from time to time.

F.1.5.2 This clause does not apply.

F.1.6.1 A contract, substantially in the form contained in Part C1 and C2, and subject to F.3.13 and F.3.14, will be concluded with the successful tenderer. You are advised to review the contract terms very carefully as the University may at its option accept only minor changes.

F.1.6.2 This clause does not apply.

F.2.1 Only those tenderers who satisfy the Eligibility Criteria set out in tender Notice and Invitation to tender above are eligible to submit tenders.

F.2.1 The tenderer may utilize a subcontractor, who must comply with relevant eligibility criteria in its response to this tender to enable the tenderer to comply with relevant criteria . However, all applicable information that is required about the tenderer should be supplied to the subcontractor as well.




Tender 6 T1.1


F.2.7 Compulsory clarification meetings will be held at the times and places set out in F.2.15. tenderers must sign the attendance register in the name of the tenderer entity at the meeting. Any addenda will be issued to and tenders will be received only from those entities appearing on the attendance register.

F.2.11 An item against which no rate or price is entered by the tenderer shall be considered to be covered by other rates or prices detailed in the tender offer.

F.2.13.2 All documents submitted by the tenderer must be compiled in the order (and corresponding to the headings) set out in the Table of Contents above and all pages numbered within each section. Failure to comply with this requirement may disqualify the tenderer.

F.2.13.3 The tenderer must submit 1 (one) original printed copy of its Tender offer together with an electronic copy on a USB to the address set out in F.2.15. The printed copies and the electronic copy must contain exactly the same information.

F.2.13.4 An officer or director of the tenderer who is legally authorised by the tenderer to enter into a binding agreement must sign the tender offer. A list of the person(s) authorised to negotiate on the tenderer behalf must be submitted with the tender offer. The tenderer will nominate one representative to act as its single point of contact for all dealings with the University.

F.2.13.5

The University’s details and address for delivery of tender offers and identification details that are to be shown on each tender offer package are:

Identification details:

Tender reference number, Title of Tender and the closing date and time of the Tender

Tender Box Location:

Foyer of the Procurement Services Offices (Attention: Charmaine Layton)

Physical address: Procurement Services, Facilities and Services Building, West Campus, Braamfontein, University of the Witwatersrand, Johannesburg (Tel 011-717-1510) (refer map at: https://www.wits.ac.za/maps/braamfontein-campus-west/)

F.2.13.9 Telephonic, facsimile or e-mailed tender offers will not be accepted by the University.

F.2.15 The closing time for receipt of Tender offers is 12H00 hrs. on 17 April 2020

(Tender Offers submitted after this time will NOT BE ACCEPTED)

Date Time Venue /

Site

Invitation to tender notice release via print media

8/3/2020

Publication of tender available on WITS website

9/3/2020

Tenderer notice of intent to respond and make an offer

12/3/2020 12:00

Compulsory clarification meeting1

17/3/2020 11:30

Compulsory visits to University site/s1

17/3/2020 *Immediately after Clarity Session.

12:30 for 13:00 until 14h00

Tender Offer submission (response closing time)

17/4/2020 12:00

Intended Short-listed Presentations

12/5/2020

Intended Short-listed tenderers client site visit

20/5/2020

https://www.wits.ac.za/maps/braamfontein-campus-west/

Tender 7 T1.1


Intended award date for TBA

Intended contract conclusion for tender

TBA

1Tenderer’s visits to University’s venue/s and site/s will be arranged beginning promptly at 11:30

2University’s visits to tenderer’s sites are optional at the University’s discretion.

Note that the dates in this clause F.2.15 are fixed, unless the University, which reserves its right to do so, alters any of these dates at any time, as it deems necessary.

F.2.16 The tender offer validity period is for the duration of the contract

F.2.22

F.2.23

All returnable documents, certificates and schedules must be current and valid and returned with the tenderer’s offer submission by the closing time indicated above.

F.3.1.1 The University will respond to requests for clarification received up to 3 (three) working days before the tender closing time. Queries should be by email only to the University representative named above. Additional information supplied to any tenderer may be provided to other tenderers via e-mail.

F.3.2 The University may issue addenda until 3 (three) working days before the tender closing time.

F.3.3 Tender offers submitted after the closing time in F.2.15 will be rejected, as will any tender submission that is received by any staff member of the University after the closing time.

All such rejected submissions will remain unopened - (unless already open, or it is necessary to open to obtain tenderers details), and should be retrieved by the tenderer within 7 (seven) days of the closing time, failing which it will be destroyed.

F.3.4 Submissions are opened in the presence of the University tender evaluation committee members only.

F.3.8 Tenderers will be disqualified without the opportunity to make their tender offer responsive if:

it is submitted after the closing time specified in F.2.15,

it is delivered to individuals other than Procurement personnel at the address in F.2.13.5,

it is not submitted in duplicate and/or does not include a softcopy,

it is not signed by a signatory as required in F.2.13.4,

proof of indicated insurance policies and their values are not provided,

the compulsory Returnable documents and schedules are not provided or not completed in full,

they fail to comply with the requested specifications, services and service levels, or

any compulsory requirements as indicated are not complied with.

A tender offer may be declared unresponsive and rejected if:

it contains any erasure, alteration, text addition or irregularity other than that as requested,

it is considered unbalanced, or does not include the required information necessary for proper comparison and evaluation,

it is incomplete or invalid documents are submitted,

it does not follow the required sequence of documents and schedules listed in the Table of Contents,

Tender 8 T1.1


it is not submitted on the forms provided or forms are not completed,

any “must” condition is not met, or

the University reasonably deems it fit to do so for any other cause.

F.3.10 The University may require short-listed tenderers to make presentations to University management on the date and at the place in F.2.15 of the tender Data. These are designed to give tenderers the opportunity to present their design, have a question, and answer clarifying session.

F.3.11.2 to F.3.11.9 inclusive

These clauses are replaced with the following:

The University will apply a unique set of evaluation criteria to the tender offer including:

Tenderers experience and financial condition, reputation and competence in the

provision of the goods and/or services that the tenderer is offering to provide,

the qualification, experience and ability of the tenderer’s staff expected to be assigned

to the project,

the degree to which the proposed design addresses the University’s requirements

(fitness for purpose, business, technical, functionality, financial, quality, preference,

etc.), including the effectiveness of implementation, and the reliability and quality of the

goods and services,

the ability of the tenderer to minimize the University’s business risks in ensuring

business continuity, and

additional differentiators that tenderer shows are advantages over other similar

suppliers.

F.3.15 This clause does not apply.

F.3.18 Notwithstanding the provisions of clause F.3.18, the University shall provide upon written request only the outcomes of tender process.

F.3.19 This clause does not apply.

By signing below, the Tenderer agrees to be bound to all of the statements, terms and conditions, of this tender.

Authorised Signature of Tenderer

Name of signing person

Capacity

Date

Telephone Number

Cell Number

Email Address

Name of Tenderer [company name]

Postal address (in block letters)

Full street address (Domicilium citandi et executandi in the RSA)

Tender 9 T2.2

Part T2: Returnable documents Returnable Schedules




T.2.1 List of returnable schedules

Returnable schedules required for tender evaluation purposes

The tenderer’s offer must be composed according to, and in the sequence of the below list of required documents. The Service Provider must submit all of the following returnable schedules.

Only tenderer’s who satisfy the indicated Eligibility Criteria and those set out in the Tender Notice and Invitation to tender section of the Tender Documents should submit tender. Eligibility criteria is indicated in T1.1 of this tender document.

Section 1 Refer to the Eligibility Criteria in section T1

Section 2

Schedule 1: Company Profile and Information

1. Description and brief history of tenderer’s company 2. Local organogram, including corporate and support structure 3. Company financial results (including last (Component 1 - three financial years’ audited financial results or

statements prepared in accordance with International Financial Reporting Standards (IFRS) for the preceding financial year and latest integrated annual report (specific website address for report is sufficient) and (Component 2 - two financial years’ audited financial results or statements prepared in accordance with International Financial Reporting Standards (IFRS) for the preceding financial year and latest integrated annual report (specific website address for report is sufficient)

4. Company and tax certificates including: - South African registration documents if a registered company (CIPC registration and directors, VAT registration, Memorandum of Association, Certificate of Incorporation) - Provide a current tax pin for tenders issued by the South African Revenue Services

5. Letter of Good Standing from Tenderer’s bankers, which indicates the tenderer’s company’s financial health and liquidity. This letter should state at minimum about the tenderer :

i. Tenderer’s ’s registered name and length of time as the bank’s client, ii. The tenderer’s account name and details at the bank, iii. The tenderer has successfully completed various contracts and conducted accounts at the bank, iv. Engagements and accounts with the bank have always been properly and satisfactorily conducted, v. The bank considers the tenderer good for its normal contracting commitments, and vi. The tenderer has access to lines of credit with the bank, they have the resources to meet their

commitments, and that the bank considers the tenderer a counterparty of good risk and good for business.

Tender 10 T2.2


Functionality Criteria to be completed by Tenderers for Component 1

Phase 1 of Functionality: Note: Only Tenderers that attain a minimum of 80% threshold for functionality

indicated below shall be evaluated further.

An onsite evaluation will be conducted at the tenderer’s client reference. Presentations will be required

as part of the final stage where functionality, presentation, pricing and preference is considered. A

minimum of 80% threshold will be considered for Presentation.

No Functionality Criteria for Component (1) Maximum Points Allocated

1 Track Record /Experience (Attach Response to Schedule 1)

Maximum 5 Points

Three (3) year track record for deployment of an Audio Visual System of similar scope and size >3 year of experience = 5 points if 3 year of experience = 4 points

2 References (Attach Response to Schedule 3.1)

Maximum 5 Points

Provide at minimum 3 (three) recent relevant local client references where you have supplied, implemented and support an AV Enterprise AV system. At minimum, one of the reference must be related to the AV system as per scope of work. References must be within the last two years.

Three relevant acceptable (AV system) references. With one at least preferably in a training and /or teaching learning environment and be completed within the last two years (References not in training and /or teaching learning environment may be considered depending on similar scope and size).

3 Technical Audio Visual (AV) system and design (Attach Response to Schedule 5.1)

Maximum 30 Points

3.1 The tenderer must attach their proposed design and AV Schematics (drawing) for Lecture Auditoriums (ranging from 200 to 446 seating capacity) which must meet the full scope provide by WITS. Attach digitally compiled both electronically as well as a printed version. This should be a true reflection of the installation and programmable AV system. Maximum of 15 Points

3.2 Tenderers MUST complete Annexure 2A – Functional Compliance of which the tenderer must achieve the minimum mandatory threshold: 100% Compliant = 15 Points 91% to 99 % Compliant = 14 Points Minimum 80% to 90 % Compliant = 12 Points

4 Competency & Capacity of Proposed Technical Lead Technician(Attach CVs, Relevant Accreditations and Certifications) (Attach Response to Schedule 6.1)

Maximum 5 Points 4.1 The Technical Lead member to have minimum of 5 years relevant experience.

Lead technician experience with > 5 yrs. = 5 points

Lead technician experience with 5 yrs. = 4 points

5 Relevant Experience of Technical Project Manager in providing a turnkey AV system. Attach summarized CV - certifications and accreditations. Minimum 5 years of experience. Project Manager should have the recognized qualifications such as Project Management Professional (PMP), PM Body of Knowledge (PMBOK), Prince 2 qualification. (Attach Response to Schedule 7.1)

Maximum 5 Points

5.1 Project Manager should have the recognised Project Management qualifications and proven competence more than >5 years of experience = 5 points.

5 years with recognised qualifications = 4 points

6 Comprehensive project implementation plan for supply, deliver, install, test, commission, programme, document, train and handover of a complete lecture theatre. Tenderer’s to note proposed project start date (1 June 2020) (Attach Response to Schedule 8)

Maximum 10 Points

6.1 Provide a project implementation plan. The plan will be assessed in terms of completeness and comprehensiveness. How well does the plan meet the milestones and full scope of work.

The tenderer must submit their detailed project implementation plan in terms of completeness and comprehensiveness

6.2 The tenderer to indicate their turn-around time: (Attach Response to Schedule 9)

Complete supply ,delivery , installation & hand over within 8 weeks = 5 Points

Complete supply ,delivery , installation & hand over >8 weeks but within 10 weeks = 4 Points

(Attach Response to Schedule 9)

Tender 11 T2.2


No Functionality Criteria Maximum Points Allocated

7 Warranties, Service, Maintenance, Repairs and Support for Devices

Maximum 5 Points

7.1 Provide evidence that you have the capability, processes and systems in place to ensure that the required service level and related response and resolution times are able to be met.

Provide a reference where you have a SLA in place and provide your SLA management processes/systems information. (Attach Responses to Schedule 10)

7.2 Provide proof or evidence that ALL warranty replacements, service and repairs for supplied or repurposed (in or out of warranty) AV devices systems are conducted at an accredited service repair center for the particular brand. Confirm the list of service providers that you have arrangements with. (Attach Response to Schedule 11)

Maximum 5 Points

7.3 Provide surety that the OEM will have spare parts/replacements available for a 5 year period. (Attach Response to Schedule 12)

Spare parts must be available > 5 (five) years after delivery of a specific model and parts = 5 Points

Spare parts must be available for five (5) years after delivery of a specific model and parts = 4 Points

Maximum 5 Points

8 Provide AV Technician Training Maximum 5 Points

8.1 Onsite training to WITS Technician training as university requirements. Tenderers ability to provide a training program with training manuals to include comprehensive operations of the system including integration of WITS System.(Attach Response to Schedule 13)

9 Roadmap and Strategic Intent Maximum 5 Points

9.1 What is the tenderers short/medium/long strategic intent and technology road map.(Attach Response to Schedule 14)

10 Risk/Assumptions/Dependencies/Exclusions (RADE) Maximum 5 Points

10.1 Provide details related to Backup, redundancy, assumptions you are making, dependencies, shortcomings etc. Indicate how business continuity is addressed. (Attach Response to Schedule 15)

11 Integration Maximum 5 Points

11.1 Exposure to integrating from and to AV components (Attach Response to Schedule 16)

12 Promotion of Emerging Enterprise and Transformation

Maximum 10 Points

12.1 It is the University’s objective to promote participation of emerging enterprises or at least 30% Black Female Owned enterprises through the award of this tender. These emerging enterprises include EMEs or QSEs.. a) Tenderer’s which themselves fit into this category must submit a copy of their last 3 (three) years financial statements as proof of their annual turnover, and written confirmation thereof by an independent accountant, in addition to an affidavit or B-BBEE verification certificate. b) Their financial health will be assessed. Bonus points will be allocated to EMEs, QSEs or enterprises with at least 30% black female ownership. (Attach Response to Schedule 17.1)

OR

12.2 c) Tenderers which are not themselves emerging enterprises are required to indicate all initiatives, programs, plans undertaken or committed by them to partner with emerging enterprises designed to support this WITS objective and which are currently in place or will be implemented within 2 (two) years of a contract awarded by WITS. It is at the University's discretion to include the EME/QSE plan in the contract for the awarded provider(s). The University reserves the right to request additional information related to BEE or financials. (Attach Response to Schedule 17.2)

12.3 d) Tenderers which are 51% or more black owned will be allocated 5 points Maximum 5 Points

TOTAL FUNCTIONALITY SCORE Maximum 110 Points

Tender 12 T2.2


Functionality Criteria to be completed by Tenderers for Component 2:

Phase 1 of Functionality: Note: Only Tenderers that attain a minimum of 80% threshold for functionality indicated below shall be evaluated further.

An onsite evaluation will be conducted at the tenderer’s client reference. Presentations will be required as part of the final stage where functionality, presentation, pricing and preference is considered. A minimum of 80% threshold will be considered for Presentation.

No Functionality Criteria Maximum Points Allocated

1 Track Record /Experience (Attach Response to Schedule 1)

Maximum 5 Points

1.1 1 (One) year track record for deployment of an AV System of similar scope and size : >1 year of experience = 5 points if 1 year of experience = 4 points

2 References (Attach Response to Schedule 3.2)

Maximum 5 Points

2.1 Provide at minimum 2 (two) recent relevant local client references where you have supplied, implemented and support an AV Enterprise AV system. At minimum, one of the reference must be related to the AV system as per scope of work. References must be within the last two years.

Two relevant acceptable (AV system) references. With one at least preferably in a training and /or teaching learning environment and be completed within the last two years (References not in training and /or teaching learning environment may be considered depending on similar scope and size).

3 Technical Audio Visual (AV) system and design (Attach Response to Schedule 5.2) Maximum 30

Points

3.1 Tenderer to attach their proposed design and AV Schematics (drawing) for Seminar Rooms (ranging from 50 to 120 seating capacity) which must meet the full scope provide by WITS. Attach digitally compiled both electronically as well as a printed version. This should be a true reflection of the installation and programmable AV system. Maximum of 15 Points

3.2 Tenderers MUST complete Annexure 2B – Functional Compliance of which the tenderer must achieve the minimum mandatory threshold: 100% Compliant = 15 Points 91% to 99 % Compliant = 14 Points Minimum 80% to 90 % Compliant = 12 Points

4 Competency & Capacity of Proposed Technical staff (Attach CVs, Relevant Accreditations and Certifications)

Maximum 10 Points

4.1 The Technical Lead member to have minimum of 3 years relevant experience. The proposed lead technician should have the required product/technology certifications and other relevant accreditations as per the Scope of Requirements.

Lead technician experience with > 3 yrs. = 2 points

Lead technician experience with 3 yrs. = 1.6 points (Attach Response to Schedule 6.2)

4.2 Certification and accreditation for technicians/ engineers for the following (Attach Response to Schedule 6.2.1):

Extron = 1 Point

Alpha Tron = 1 Point

Kramer = 1 Point

Panasonic = 1 Point

Aver Vision / Wolf Vision = 1 Point

Bosch = 1 Point

4.3 Bonus points will be allocated other certification and accreditation technicians/ engineers for the following: (Attach Response to Schedule 6.2.2):

Crestron = 1 Point

Epson = 1 Point

Tender 13 T2.2


No Functionality Criteria Maximum Points

Allocated

5 Relevant Experience of Technical Project Manager in providing a turnkey AV system. Attach summarized CV - certifications and accreditations. Minimum 1.5 years of experience. Project Manager should have the recognized qualifications such as Project Management Professional (PMP), PM Body of Knowledge (PMBOK), Prince 2 qualification. (Attach Response to Schedule 7.2): Maximum 5

Points 5.1 Project Manager should have the recognised Project Management qualifications and proven competence of >1.5 years of experience = 5 points.

Project Manager should have the recognised Project Management qualifications and proven competence of 1.5 years with recognised qualifications = 4 points

6 Comprehensive project implementation plan for supply, deliver, install, test, commission, programme, document, train and handover of a complete lecture theatre. Tenderer’s to note proposed project start date (1 June 2020)

Maximum 10 Points

6.1 Provide a project implementation plan. The plan will be assessed in terms of completeness and comprehensiveness. How well does the plan meet the milestones and full scope of work.

Tenderers to submit their detailed project implementation plan in terms of completeness and comprehensiveness = 5 points

(Attach Response to Schedule 8) 6.2 Complete supply ,delivery , installation & hand over within 8 weeks = 5 Points

Complete supply ,delivery , installation & hand over 8 weeks but within 10 weeks = 4 Points (Attach Response to Schedule 9)

7 Warranties, Service, Maintenance, Repairs and Support for Devices

Maximum 15 Points

7.1 Provide evidence that you have the capability, processes and systems in place to ensure that the required service level and related response and resolution times are able to be met.

Provide a reference where you have a SLA in place and provide your SLA management processes/systems information.

(Attach Response to Schedule 1

Provide proof or evidence that ALL warranty replacements, service and repairs for supplied or repurposed (in or out of warranty) AV devices systems are conducted at an accredited service repair centre for the particular brand. Confirm the list of service providers that you have arrangements with.


Provide surety that the OEM will have spare parts/replacements available for a 5 year period.

Spare parts must be available > 5 (five) years after delivery of a specific model and parts = 5 Points

Spare parts must be available for five (5) years after delivery of a specific model and parts = 4 Points


8 Provide AV Technician Training

Maximum 5 Points

8.1 Onsite training to WITS Technician training. Tenderers ability to provide a training program with training manuals to include comprehensive operations of the system including integration of WITS System (Attach Response to Schedule 13)

9 Roadmap and Strategic Intent Maximum 5

Points 9.1 What is the tenderers short/medium/long strategic intent and technology roadmap. (Attach Response to Schedule 14)

10 Risk/Assumptions/Dependencies/Exclusions (RADE)

10.1 Provide details related to Backup, redundancy, assumptions you are making, dependencies, shortcomings etc. Indicate how business continuity is addressed. (Attach Response to Schedule 15)

Maximum 5 Points

11 Integration

11.1 Exposure to integrating from and to AV component/IT or other systems. (Attach Response to Schedule 16)

Maximum 5 Points

Tender 14 T2.2


No Functionality Criteria Maximum Points

Allocated

12 Promotion of Emerging Enterprise and Transformation

Maximum 10 Points

12.1 It is the University’s objective to promote participation of emerging enterprises or at least 30% Black Female Owned enterprises through the award of this tender. Emerging enterprises are EMEs or QSEs. a) Tenderer’s which themselves fit into these categories must submit a copy of their last 2 (two) years financial statements as proof of their annual turnover, and written confirmation thereof by an independent accountant, in addition to an affidavit or B-BBEE verification certificate. b) Their financial health will be assessed. Bonus points will be allocated to EMEs, QSEs or enterprises with at least 30% black female ownership. (Attach Response to Schedule 17.1)

OR

12.2 c) Tenderers which are not themselves emerging enterprises are required to indicate all initiatives, programs, plans undertaken or committed by them to partner with emerging enterprises designed to support this WITS objective and which are currently in place or will be implemented within 2 (two) years of a contract awarded by WITS. It is at the University's discretion to include the EME/QSE plan in the contract for the awarded provider(s). The University reserves the right to request additional information related to BEE or financials. (Attach Response to Schedule 17.2)

12.3 d) Tenderers which are 51% or more black owned will be allocated 5 additional points Maximum 5 Points

TOTAL FUNCTIONALITY SCORE 115 Points

Schedule 2: Service Provider’s Insurance Provide proof that the Tenderer has adequate cover of the following insurances

Public/Commercial liability insurance including insurance against liability for death of or bodily injury to employees, agents or representatives of the Contractor, as contemplated in the Compensation.

Professional Indemnity insurance

The Service Provider shall at all times maintain insurance cover satisfactory to the University’s insurance

brokers, including professional indemnity insurance which adequately insures against all the liabilities

imposed by this Contract.

The Service Provider shall forward proof of its current insurance cover (or proof of intent to obtain relevant insurance cover) and thereafter the terms shall not be altered without the consent of the University if the insurance cover is acceptable to our insurers. Proof of payment of premium for the policy shall be furnished annually to the University. This should not have an impact on the tenderer’s submitted pricing.

Schedule 3.1: Customer References and Experience of Tenderer for Component 1

The Tenderer to provide minimum of 3 (three) references where similar implementation of the proposed design has been conducted. (References within the last two years). Provide at least 1 (one) local reference site, preferably based in Gauteng.

The reference sites should have similar or greater technical capacity, scope and complexity to that of the University.

If, in the University’s opinion, the reference customers do not meet the University’s requirements, additional references will be requested, and visits to the reference site(s) will be required. Interviews at reference sites will be confidential.

Tenderers may be required to demonstrate their proposed design. Such demonstrations should, as far as practicable, simulate the design in the University’s environment.

Please provide your information in the attached Schedule 3.1: Customer References and Experience of Tenderer.

The following is a statement of similar work successfully completed by ourselves over the last two years (use a separate page of necessary but ensure the below information is responded fully):

Indicate your years of experience in providing …………. Years

Indicate your value and details of your largest single order in the last 3 years Value of largest Single Order (R………………..)

Tender 15 T2.2


Description of the Order…………………………………………………………………… ……………………………………………………………………………………………………

Schedule 3.1: Customer Reference

3 (Three) acceptable reference in delivering a similar contract within the last two years.

Description of AV Contract

Value of Contract inclusive of VAT (Rand)

Contract Period

1)Name of Institution:

Senior Contact Person:

Position:

Email:

Mobile Contact Number:

Location of Site (Physical Address):

2)Name of Institution:


Position:

Email:



3 (Three) acceptable reference in delivering a similar contract within the last two years.



Contract Period

3) Name of Institution:


Position:

Email:



Signed

Date

Name Position

Tenderer

Schedule 3.2: Customer References and Experience of Tenderer for Component (2)

Tender 16 T2.2


The Tenderer to provide minimum of 2 (two) references where similar implementation of the proposed design has been conducted. (References within the last two years). Provide at least one (1) local reference site, preferably based in Gauteng.

The reference sites should have similar or greater technical capacity, scope and complexity to that of the University.

If, in the University’s opinion, the reference customers do not meet the University’s requirements, additional references will be requested, and visits to the reference site(s) will be required. Interviews at reference sites will be confidential.

Tenderers may be required to demonstrate their proposed design. Such demonstrations should, as far as practicable, simulate the design in the University’s environment.

Please provide your information in the attached Schedule 3.2: Customer References and Experience of Tenderer.

The following is a statement of similar work successfully completed by ourselves over the last two years (use a separate page of necessary but ensure the below information is responded fully):

Indicate your years of experience in providing …………. Years

Indicate your value and details of your largest single order in the last 3 years Value of largest Single Order (R………………..) Description of the Order……………………………………………………………………

………………………………………………………………………………………………

Schedule 3.2: Customer Reference

2 (two) acceptable reference in delivering a similar contract within the last two years.



Date completed

1)Name of Institution: Senior Contact Person: Position: Email: Mobile Contact Number: Location of Site (Physical Address):

2 (two) acceptable reference in delivering a similar contract within the last two years.



Date completed

2)Name of Institution: Senior Contact Person: Position: Email: Mobile Contact Number: Location of Site (Physical Address):

Signed

Date

Name Position

Tenderer

Schedule 4: Functional Compliance (Complete Annexure 2A: Component (1) & Complete Annexure 2B for Component (2)

Indicate your compliance to the criteria. It is essential that mandatory criteria in this schedule are complied with.

As per compliance schedule at minimum 80%, compliance is required. Some criteria are mandatory; Criteria elements are weighted. There are multiple worksheets. Please ensure that all are completed.

Tender 17 T2.2


The Compliance Schedule must be submitted in editable and printable softcopy in both the original Excel compatible (.xlsx) and .pdf formats.

Tenderers are required to indicate, in the spaces provided, compliance or non-compliance with the requirement. Tenderers are to enter one of the following compliance codes in the Comply column of the tables as per the Annexure:

Y = Fully Compliant

N = Partially Compliant or Not Compliant. If N = please state deviation in terms of what can be proposed.

Note: When marked N with no reason for deviation, it will be assessed as Not Compliant with the requirement. The deviation is still subjected to consideration to determine if it is acceptable.

Component (1) Tenderers must attain a minimum of 80% compliance for to the items and/or components listed in this Minimum Technical Specifications as per Annexure 2A.

Component (2) Tenderers must attain a minimum of 80% compliance for to the items and/or components listed in this Minimum Technical Specifications Compliance as per Annexure 2B.

Schedule 5.1: Proposed Audio Visual AV system and design (Component 1)

Schedule 5.2: Proposed Audio Visual AV system and design (Component 2)

Tenderer to attach their proposed design and drawing which must meet the full scope provide by WITS. Attach both electronically as well as a printed version. This should be a true reflection of the installation and software AV system.

Schedule 6.1 : Skills/Competency/ Capacity – Lead Technician (Component 1)

The Technical Lead member to have minimum of 5 years relevant experience. Show the years of experience of the team leader showing evidence of AV implementation and experience (scale and years of experience).

Proof supplier Training and Certifications of staff to install the recommended design. Relevant staff members should have the required product/technology certifications.

Schedule 6.2 : Skills/Competency/ Capacity – Lead Technician (Component 2)

The Technical Lead member to have minimum of 3 years relevant experience. Show the years of experience of the team leader showing evidence of AV implementation and experience (scale and years of experience).

Schedule 6.2.1: Proof supplier Training and Certifications of staff to install the recommended design. Relevant staff members should have the required product/technology certifications as per the list for Component 2 (Functionality Criteria 4.2)

Schedule 6.2.2: Proof supplier Training and Certifications of staff to install the recommended design. Relevant staff members should have the required product/technology certifications as per the list for Component 2 (Functionality Criteria 4.3)

Schedule 7.1 : Relevant Experience of Technical Project Manager (Component 1)

In providing a turnkey AV system. Attach summarized CV - certifications and accreditations. Minimum 5 years of experience. Project Manager should have the recognized qualifications such as Project Management Professional (PMP), PM Body of Knowledge (PMBOK), Prince 2 qualification.

Schedule 7.2 : Relevant Experience of Technical Project Manager (Component 2)

In providing a turnkey AV system. Attach summarized CV - certifications and accreditations. Minimum 1.5 years of experience. Project Manager should have the recognized qualifications such as Project Management Professional (PMP), PM Body of Knowledge (PMBOK), Prince 2 qualification

Schedule 8 : Comprehensive Project Plan for Component 1 and Component 2

Comprehensive project implementation plan for supply, deliver, install, test, commission, programme, document, train and handover of a complete smart classroom AV system. Tenderer has to note proposed tentative date of award.

Tender 18 T2.2


Schedule 9 : Comprehensive Project Plan for Component 1 and Component 2

Attach proof of turn-around for completion, supply, delivery, installation and hand over.

Schedule 10: Warranties, Service, Maintenance, Repairs and Support for Devices for Component 1 and Component 2

Provide evidence that you have the capability, processes and systems in place to ensure that the required service level and related response and resolution times are able to be met.

Provide a reference where you have a SLA in place and provide your SLA management processes/systems information

Schedule 11: Warranties, Service, Maintenance, Repairs and Support for Devices for Component 1 and Component 2

Provide proof or evidence that ALL warranty replacements, service and repairs for supplied or repurposed (in or out of warranty) AV devices systems are conducted at an accredited service repair centre for the particular brand. Confirm the list of service providers that you have arrangements with

Schedule 12: Spare parts must be available for five (5) years after delivery of a specific model and parts for Component 1 and Component 2

Schedule 13: Provide AV Technician Training for Component 1 and Component 2

Onsite training to WITS Technician training as per university requirements. Tenderers ability to provide a training program with training manuals to include comprehensive operations of the system including integration of WITS System

Schedule 14: Roadmap and Strategic Intent for Component 1 and Component 2

What is the tenderers short/medium/long strategic intent and technology road map.

Schedule 15: Risk/Assumptions/Dependencies/Exclusions for Component 1 and Component 2

Provide details related to Backup, redundancy, assumptions you are making, dependencies, short comings etc. Indicate how business continuity is addressed.

Schedule 16: Integration for Component 1 and Component 2

Integration (Exposure to integrating from and to AV component)

Schedule 17.1: Promotion of Emerging Enterprise (EME or QSE) and/or 30% black female owned enterprise for Component 1 and Component 2

It is the University’s objective to promote participation of emerging enterprises through the award of this tender. Emerging enterprises are EMEs or QSEs or at least 30% Black Female Owned. a) Tenderer’s which themselves are emerging enterprises must submit a copy of their last 3 (three) years financial statements as proof of their annual turnover, and written confirmation thereof by an independent accountant, in addition to an affidavit or B-BBEE verification certificate. b) Their financials need to indicate that they are a going concern.

Bonus points will be allocated to EMEs and QSEs. It is at the University's discretion to include the EME/QSE plan in the contract for the awarded provider(s). The University reserves the right to request additional information related to B-BBEE or financials.

Schedule 17.2: Promotion of Emerging Enterprise (Non EME or QSE) and/or 30% black female owned enterprise for Component 1 and Component 2

Tender 19 T2.2


c) Bidders which are not themselves emerging enterprises are required to indicate all initiatives, programs, plans undertaken or committed by them to partner with emerging enterprises designed to support this WITS objective and which are currently in place or will be implemented within 2 (two) years of a contract awarded by WITS.

T.2.2 List of contract annexures

Returnable contract annexures that will be used for tender evaluation purposes and

will be incorporated into the contract

The Tenderer’s offer must be composed according to, and in the sequence of the Schedules / Annexures listed in the Table of Contents. The Tenderer must complete as applicable all of the attached returnable Annexures by complying with the below corresponding requirements and instructions.

Annexure 1: Scope of Work Tenderer’s cover letter

2) Tenderer’s executive summary 3) The Tenderer’s offer should include:

a) How the tenderer is able to meet the tender requirements, including differentiators that tenderer shows are advantages over other similar suppliers or in this field of expertise. Include here any relevant information, which is not covered in other sections and information, which you believe will help convince the University of your suitability as a supplier and your ability to add value.

Section 3: Pricing Schedule(s) (Annexure 3 A – Component 1) and (Annexure 3 B – Component 2)

The pricing the tenderer submits will be considered the tenderer’s final offer, which will be a Returnable that will become Annexure 3 Pricing and equipment schedule to the Contract. The spreadsheet that is Annexure 3 must be used to submit pricing and equipment as indicated in this tender invitation.

Tenderers must show the pricing information using the pricing template contained in Annexure 3. The Pricing and equipment schedule must be submitted in editable and printable softcopy in both the original Excel compatible (.xlsx) and .pdf formats.

The tenderer must provide analysed and total costs plus detailed descriptions of what is included in such costs for the selected component elements and/or design as required in the Scope of Work.

The pricing proposal should be accompanied by a detailed schedule of what is excluded from the pricing proposal and items the tenderer assumes the University will provide e.g. any resources, consumables, additional equipment etc

Price Adjustments/ Increases The annual increase is that all prices for goods and services shall remain fixed for the first 12 months of the awarded contract. Thereafter on the anniversary of the agreement, prices related to goods and services are allowed to be increased based on the lower of either the latest published CPI or the average CPI of the preceding 12 months and as agreed by the University in writing. Where applicable and provided the relevant supporting documentation is supplied, the successful Tenderer may request in writing from the University that its prices be adjusted due to changes in its costs caused by currency exchange rate fluctuations. Cost Savings The University expects the tenderer to be an active partner in generating ideas to reduce costs (including total cost of ownership) beyond only price reductions. Alternative cost reduction methods should be included in a separate spreadsheet.

PURCO SA Service Fee The successful tenderer agrees that it will provide for a 2% (two percent) service fee which is calculated on the total value of each monthly invoice issued by the successful tenderer to the University for the provision of the services (including any additional services and or goods). The successful tenderer agrees that it will send copies of its monthly invoice and statement to both PURCO SA and the University. Upon receipt of the successful tenderer’s invoice, PURCO SA will invoice the successful tenderer the 2% (two percent) service fee which is payable to PURCO SA by the successful tenderer within 30 (thirty) days of PURCO SA’s invoice date.

Section 4: Preference Documents

Tender 20 T2.2


Valid SANAS approved B-BBEE certificate (Verification certificate from a verification agency accredited by SANAS and recognized as an Accredited B-BBEE Verification Agency - (see http://home.sanas.co.za/?page_id=1021)

Attach a written declaration on company letterhead, which has been duly signed by the tenderer’s authorised signatory, with the following content:

I/we declare that the <<Tenderer Name>> enterprise is a Level ……… contributor as at the closing date of this tender and our financial year ends on ……………..Returnable contract annexures that will be used for tender evaluation purposes and will be incorporated into the contract

Section 5: Contract Deviations Any award made as a result of this Tender process will be governed by the regents of the Contract. If you take exception or wish to propose a deviation to any term or condition in the Contract, do so clearly and conspicuously below by referencing the specific clause number or the term or condition and by describing the exception or deviation. If you do not clearly and conspicuously take an exception or propose a deviation to a specific term or condition, you shall be bound by such term or condition in the event the award is made to you. The University reserves the right to in each instance to:

i) Accept the deviations or exceptions; or ii) Negotiate the deviations or exceptions; or iii) Reject a proposal with deviations or exceptions deemed unacceptable by the University at its

option and in the exercise of its sole discretion.

Please complete and submit the table below (if applicable):

Schedule 18: Contract Deviations

Clause No.

Mark with an X Proposal Detailed Motivation

Am

en

ded

Dele

ted

New

Part C1: Main Contract Terms and Conditions

Any award made to a successful tenderer pursuant to this tender will be conditional upon the University and the successful tenderer entering into an agreement to regulate the contractual relationship between the parties.

In the event that a Contract has been included in the RFP pack and the Tenderer does not accept all the terms and conditions contained in the Contract, or wishes to suggest additional and/or alternative terms, the tenderer must complete Section 5: Contract Deviations and submit Schedule 18 as indicated above to indicate which terms and conditions it rejects or wants to amend and propose a specific alternative in appropriate language.

For the avoidance of doubt, the tenderer’s “reserve the right to negotiate clauses/statements” or providing the tenderers own contract will not be considered by the University.

The rejection or amendment by the tenderer of any terms and conditions contained in the Contract may increase the risk to the University and will thus be taken into consideration when assessing the tenderer’s proposal.

The University reserves the right to refuse some or all proposed amendments made to the Contract.

Please note: The draft Contract will be made available after the compulsory briefing session at:

http://www.wits.ac.za/about-wits/tenders

Part C2: Annexures (refer Annexures listed in the Table of Contents above)

http://home.sanas.co.za/?page_id=1021

http://www.wits.ac.za/about-wits/tenders