REQUEST FOR PROPOSALS (RFP):
PROCUREMENT OF LOCAL AREA NETWORK FOR THREE (03) SCHOOLS
1. DETAILS OF THE RFP
RFP NO / CS/SCM/R15-16/53RFP FOR / Procurement of Local Area Network for three (03) schools
SUBMISSION DEADLINE / 18 March 2016
RFP SUBMISSION DATE / Corner Mirriam Makeba & President Street, Newtown,
Johannesburg, 2017
2. BACKGROUND INFORMATION
2.1. The Sci-Bono Discovery Centre is an independent Non Profit Company set up by the Gauteng Department of Education. It is a flagship science centre located in Newtown, Johannesburg. Sci-Bono’s goal is to enhance interest and learning in mathematics, science and technology. Sci-Bono works closely with, and on behalf of, the Gauteng Department of Education (GDE), to enhance curriculum delivery in schools.
3. PURPOSE AND BACKGROUND
3.1. In pursuit of the GDE’s ICT Strategy and ensuring proper implementation of transformational objectives and utilisation of ICT tools in the process, A local content micro-cloud server solution will be implemented in each school, with the objective of ensuring a high speed delivery of digitized content to the teacher and student devices, irrespective of Internet connectivity, bandwidth or LAN Wi-Fi connectivity. All content should be accessed via an Internet Web Browser, creating a great user experience, similar in all aspects to accessing content on the Internet.
3.2. The purpose of this Request for Proposal (RFP) is to solicit proposals from reputable service providers for the Procurement of Wireless Networking LAN for the GDE e-Learning schools.
4. SPECIFICATIONS
4.1. Bidders must submit a quote that meets the requirement of the below-mentioned specifications for the:
4.1.1 OVERVIEW
1) The computer network should consist of both wired and wireless access points.
2) The network should be able to handle the simultaneous connection and management of all wireless and fixed computer devices to be used in the school including (but not limited to) one tablet per student, teachers tablets and laptops, PC’s, printers and other networkable IT equipment.
3) The network should be designed so that, when being utilised by all students during the normal school day, the network speed is adequate for normal teaching requirements.
4) The wireless network should cover the insides of every classroom, laboratory and office (all the areas mentioned in the electrical scoping document and/or addendums) as well as the external areas between classrooms (excluding the sports fields).
5) The wired network should be to all the points identified in the electrical scoping document and/or addendums.
6) The network should include management software enabling remote management of the system.
4.1.2 DESIGN
The Network should incorporate:
1) An Access Controller (AC) mounted in the Server Rack based in the Server room located in the Administration block. The AC should include Network Management Software.
2) Switch/s should be located in each classroom block as required (in IT Support/Control Rooms and other identified locations). The classroom block should be linked to the AC by fibre optic cable and by Cat6 cable to provide redundancy as per the electrical scoping document.
3) The switch/s (as appropriate) should connect via CAT6 cable to the Wireless Access Points (WAPS) and classroom/laboratory etc. wired network points. If preferred, additional 10/100/1000T switches may be located in classroom/laboratory store rooms to reduce the CAT6 cabling required.
4) Each classroom should be covered by a WAP capable of handling all wireless users in that classroom. Each classroom/laboratory etc. should also have 3 wired network points in the front (one for the teacher and two for connection to other networkable devices).
5) The network must be configured in such a manner (especially conduit and sleeves) that required maintenance can be done with ease in case of any equipment failure, i.e. fibre optic cable, CAT6 cable, switches, etc.
4.1.3 ACCESS CONTROLLER (AC) SPECIFICATIONS
1) Rack Mountable Layer 3 Controller
2) 10 Gbit/s optical uplink capability
3) Connectors to allow fibre and CAT6 (for redundancy) connection to L2 Switches based in IT Support/Control Rooms in Classroom blocks
4) Conforms to 802.11a/b/g/n standards
5) Provides both wired and wireless aggregation services
6) Includes centralized network management application (NMS) that allows:
a) Optimization of network performance
b) Intelligent radio management
c) Load balancing
d) Roaming between AP’s
e) Control of security policies and data-forwarding modes for both wired and wireless access.
7) Includes PoE (Power over Ethernet) capability in order to power AP’s if required.
4.1.4 SWITCH SPECIFICATIONS
1) Rack Mountable Layer 2 Switch
2) 10 Gigabit Ethernet uplink port for fibre connection to AC (also a CAT6 uplink port)
3) Sufficient 10/100/1000BASE-T ports for CAT6 connection to WAP’s and classroom data network points.
4) Includes PoE capability in order to power AP’s if required.
4.1.5 WIRELESS ACCESS POINT SPECIFICATIONS
1) Designed for small signal coverage area, high density of users and high capacity demands
2) Designed for either indoor or outdoor operation depending on location of AP
3) Controller based (Fit AP’s)
4) Conforms to 802.11a/b/g/n standards
5) Dual band (2.4 GHz and 5 GHz)
6) Integrated antennas
7) Supports both PoE and wired power options (from Classroom Storerooms or from IT Support/Control Rooms)
8) To be installed with wired power or PoE Injectors in order to achieve optimal performance over required distances.
5. MINIMUM REQUIREMENTS
5.1. Bidders must supply Sci-Bono with the below-mentioned minimum requirements; failing to provide these requirements shall constitute automatically disqualification:
1) A Formal Written Quotation;
2) A fully completed Quotation Form( To be obtained from the Sci-bono website);
3) A Certification of Registration;
4) A Valid SARS Tax Clearance Certificate;
5) Declaration Forms (SBD 4, SBD 8 & SBD 9) to be attached or obtained from the Sci-Bono website;
6) An Original BBBEE Rating Certificate or certified copy;
7) Abridged project proposal that depicts the proposed project methodology, approach, and implementation plan.
8) Curriculum Vitae of the lead employee.
9) Qualified technicians or Engineers to conduct installations and technical support (provide certificates as proof).
5.2. REFERENCES
5.2.1. Bidders must further supply Sci-Bono Discovery Centre at most with two (2) contactable references where the bidder has delivered the similar services by simply stating the following:
· Name of client
· Position
· Contact telephone numbers
· Dates and Work performed.
5.2.2. The failure to provide the above shall constitute a disqualification as it shall be deemed that the bidder does not have the required experience.
6. PRICING SCHEDULE AND DELIVERY
6.1. GENERAL PRICING FEE
1) The bidder must provide a clear and unambiguous price schedule (quotation).
2) All disbursements and related costs shall be provided separately, if any, and may be negotiated during the project implementation period.
3) Only unconditional discounts shall be accepted. All discounts granted must be specified on the Quotation Form.
6.2. DELIVERY
1) The delivery address shall be delivered at Sci-Bono Discovery Center. Any changes for the delivery will be communicated with the successful bidders.
2) Service providers must confirm the availability of stock and the delivery date. Failing to provide this information may result to the disqualification of the tenderer’s bid.
7. CONDITIONS FOR SHORT LISTING
7.1. Proposals submitted will be evaluated using a system Method 4 (Financial Offer, Quality and Preference) in line with Section 7.3 (Table 5: Standard Tender Evaluation Method) prescribed by Sci-Bono’s Supply Chain Management Policy.
7.2. All bids shall be subjected to the preliminary evaluation process. Bidders who shall not meet the minimum requirements (item 5) set by this RFP shall automatically disqualified and shall not be evaluated for functionality, price and preference.
7.2.1. Service providers are required to submit all documents specified on item 4.1 of this RFP, otherwise failure to submit all documents shall consititute disqualification.
8. TECHNICAL EVALUATION
8.1. All proposals / bids that will qualify (accepted) during the preliminary evaluation stage shall be evaluated for fuctionality or technicality. The functionality evaluation criterion shall be as follows:
CRITERIA / SCORE RANGE / POINTSApproach Paper as per the BOM
(30) / PROPOSED APPROACH AND METHODOLOGY / SCORE / 30
No understanding of PROJECT
/ 0
Demonstrate understanding of PROJECT, clear timelines / 10
Demonstrate understanding of PROJECT, clear timelines, targets / 20
Demonstrate understanding of PROJECT, clear timelines, targets, and engagement strategy / 30
Project and Implementation Plan/OEM Product Support 3 years
(30) / APPROPRIATENESS OF SUGGESTED DELIVERY SCHEDULE INDICATING TARGETS AND TIME FRAMES PER FINANCIAL YEAR AND ABILITY TO REACH AND EXCEED THE SET TARGETS / SCORE / 30
No understanding of the PROJECT / 0
Demonstrate understanding of PROJECT and clear timelines. / 10
Demonstrate understanding of PROJECT, clear timelines, and targets. / 20
Demonstrate understanding of PROJECT, clear timelines, targets, and engagement strategy. / 30
Organization, Staffing and Physical Resources/ Qualified technicians or Engineers
(20) / VERIFIABLE OF SUPPORTING DOCUMENTS OF RESOURCES TO BE DEPLOYED IN THE PROJECT / SCORE / 20
None / 0
Poor: Staffing, and assets / 5
Satisfactory: Staffing, infrastructure, and assets machinery, tools. / 10
Good: Project manager, staffing, infrastructure and assets) / 15
Very Good: Very good resources (clear organogram with a project manager and qualified staffing, infrastructure, financial and assets. / 20
Tenderer's Experience
(20) / COMPANY’S EXPERIENCE IN APPLYING THE SIMILAR PROJECT OR EXPERIENCE OF THE PROJECT LEADER / LEAD EMPLOYEE / SCORE / 20
0 – 2 years / 0
2 – 5 years / 5
4 – 5 years / 10
5 – 8 years / 15
8 years and above / 20
TOTAL / 100
8.2 Any proposal / bid that scores less than 60% shall be disqualified and shall not be evaluated for price and B-BBEE.
9. PRICE EVALUATION
9.1 The proposals / bids shall be evaluated using the 90/10 preference point scoring system Where a 90/10 preference point system, which will be calculated be calculated as follows:
Where:
Ps = Point scored for comparative price of bid under consideration;
Pt = Comparative price of bid under consideration; and
Pmin = Comparative price of the lowest acceptable bid.
10. POINTS FOR B-BBEE
10.1 A 90/10 preference points scoring system (B-BBEE points) shall apply and shall be awarded as follows:
B-BBEE Status Level of Contributor / Number of points1 / 10
2 / 9
3 / 8
4 / 5
5 / 4
6 / 3
7 / 2
8 / 1
Non-compliant contributor / 0
11.AWARD CRITERIA
11.1The bidder with the highest number of points shall be awarded the contract, unless there are factors that may lead to a different decision.
11.2 In the event of two or more bids score equal points s, the bid will be awarded to the bidder scoring the highest points on B-BBEE or preference.
11.3 However in the event the two or more bids have equal B-BBEE points, the tender will be awarded to the bidder with the highest points on functionality, if applicable.
12. CLOSING DATE AND TIME
12.1. Submissions should be hand delivered by hand on or before 18 March 2016 at 12:00, deposited into the tender box marked “PROCUREMENT OF LOCAL AREA NETWORK (LAN)”. NO LATE PROPOSALS / BIDS shall be accepted. Late proposals / bids shall be immediately returned to the bidders. All documents must be to Corner of Mirriam Makeba & President Street, Johannesburg, 2107.
12.2. A compulsory briefing will be held on the 15 March 2016 at 10:00 at Sci-Bono Discovery Centre. Service providers who shall not attend the compulsory briefing shall not be eligible to submit the tender. (Bill of Materials (BOM) will be emailed to all the service providers who has attended the compulsory briefing after the meeting).
12.3. All correspondences shall be done by e-mail ; no telephonic correspondences shall be done before and after the closing of bid. Bidders may be informed in writing of the outcome of the bid adjudication process.
13. DISCLAIMER
13.1. Sci-Bono reserves the right to accept or reject any variation, deviation, tender offer or alternative offer and may cancel the tender process and reject all tender offers at any time before the formation of a contract.
13.2. Sci-Bono reserves the right to award a contract to multiple service provider(s) should it be deemed necessary.
13.3. Sci-Bono reserves the right not to appoint a provider, to accept and/or award the whole or any portion of the tender, and is also not obliged to provide reasons for the rejection of any tender.
13.4. Sci-Bono will not incur any liability to a tenderer for such cancellation and rejection, but will give written reason for action upon request to do so.
RFP: Local Area network (LAN) for Phase 3 Page 2