confidential
STATE INFORMATION TECHNOLOGY AGENCY (SOC) LTD
Registration number 1999/001899/07
BID DOCUMENT
RFB Ref. No: / RFB 1448/2016:Description / Appointment of a Service Provider to Supply Media Monitoring Agency over a Period of Three (3) Years.
Closing Date for questions / queries / 23 September 2016
Bid Closing Details / Date:06 October 2016
Time:11H00 am
Venue: SITA Tender Office, Erasmuskloof, Pongola in Appolo.
Public Opening of bids / Date:10 October 2016
Time:12H00
Venue: SITA Tender Office, Erasmuskloof, Pongola in Appolo.
Bid Validity Period / 120 Days from the Closing Date
PROSPECTIVE BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE PRIOR TO SUBMITTING BIDS.
SECTION A
BIDDER’S DETAILS
1.1 Bidding structure
Indicate the type of bidding structure by marking with an ‘X’:Individual bidder
Joint Venture
Consortium
Subcontractors
Other
If the bid is submitted as a Consortium or Joint Venture or Sub Contracting Arrangement list the members of such Consortium or Joint Venture and Sub Contractors below:
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1.2 Bidder’s Information (includes bids submitted Individual or as a Consortium or Joint Venture)
Name of the prime bidderCompany Registration number
Date of registration
VAT registration number
Supplier size type (SMME or large)
Last financial year revenue (R)
Financial year end date
First time business with SITA (Y/N)
Number of existing running contract and total value
Total number of employee
Head office physical address
Head office postal address
Contact person (for this bid)
Telephone number
Fax number
E-mail address
Postal address (if different from Head Office address)
Physical address (if different from Head Office address)
1.3 Entity directorship
No. / Director name / Identity number1.
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3.
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6.
1.4 Entity ownership
Ownership category / % of ownershipBlack or historically disadvantage individual owned
Black women owned
Black youth owned
People living with disability
Military veteran
Other ownership
Total (100%)
1.5 Central Supplier Database (CSD) Requirements
It is a requirement that all bidders must be registered on the CSD at National Treasury prior to submitting a bid. The following information together with the CSD Registration Summary Report must be provided as confirmation as being registered on the CSD:
Description / NumberUnique registration reference number
Supplier number
1.6 Instructions on Bid Response submission
Bid responses must be submitted as follows:
Manner of submission / Bidder to tick √ to indicate that the bid response has been submitted in this sequenceOne (1) original file including pricing which must be submitted in a separate envelope
One (1) hard copy including pricing which must be submitted in a separate envelope
Two (2) electronic copies on compact disk (CD) in Portable Document Format (PDF) which must include Bid Document and Technical / Functionality Response file with the other disk containing pricing only
I certify that the information furnished on this form is true and correct.
I further accept that, in addition to cancellation of a contract, action may be taken against me should this declaration prove to be false.
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Name of bidder (duly authorised)
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Signature of bidder
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Date
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Capacity under which this bid is signed
Contents /SECTION A: BIDDER’S DETAILS 2
SECTION B: BID TERMS AND CONDITIONS 6
SECTION C: EVALUATION PROCESS 20
SECTION D: TECHNICAL SPECIFICATIONS / FUNCTIONAL REQUIREMENTS 27
SECTION E: Costing / Pricing 30
SECTION F: Standard Bid Documents (SBDs) 32
SECTION G: Government Procurement: General Conditions of Contract 53
SECTION H: Special Conditions of Contract 65
SECTION B
BID TERMS AND CONDITIONS
1. Confidential information disclosure notice
1.1 This document may contain confidential information that is the property of SITA (SOC) Ltd and the Client.
1.2 No part of the contents may be used, copied, disclosed or conveyed in whole or in part to any party in any manner whatsoever other than for preparing a proposal in response to this Bid, without prior written permission from SITA (SOC) Ltd and the Client.
1.3 All copyright and intellectual property herein vests with SITA (SOC) Ltd and its Client.
2. Introduction
2.1 Requirement Definition
The Public Relations unit requires the services of a reputable media monitoring agency to provide on-going media alerts and reports on SITA and its environment. The services of a media monitoring agency will enable SITA to know what other ICT organisations are doing out there, what the Ministry says in the media space and what the media is saying about SITA and in that way be prepared and craft messages that can respond to the media landscape professionally.
Implementing and sharing of the media trends and how SITA is performing in the media environment will bring in a level of professionalism in managing SITA’s reputation. It will bring in new insights that will enable SITA to communicate better, focusing on the customer centricity mentality through the implementation of a robust reputation management programme. The media reports will pick up on insights that can be brought into the organisation to help contribute towards the innovation drive in the organisation.
2.2 Scope
The successful bidder must be able to monitor and comprehensively cover the media environment related specifically to the ICT sector. In providing this service, the service provider should also:
· Have the appropriate technological infrastructure (hereafter referred to as infrastructure re) and human resources capacity to deliver qualitative analysis and written reports
· Identify, notify and analyse media coverage and trends that relate to or can potentially affect the organisation as a whole, any business section thereof or that of its leadership which includes:
o All notifications on any coverage related to SITA and the ICT industry to be submitted daily, electronically
o All information to be hosted on a confidential website that can be accessed by SITA.
o Have capabilities to send all information to recipients as determined by SITA
o Development of a SITA database of all journalists – with contact details within a month of coming on board.
o In the wake of SITA participating in social media another database of influencers and trend setters in the ICT space to be developed
GENERAL MEDIA MONITORING AND REPORTING OF TRADITIONAL MEDIA AND SOCIAL MEDIA
· Identify core messages that were covered by the leadership and representatives of SITA in print, broadcast, online and social media coverage including positive, negative and neutral coverage and comments of all coverage received
· Daily coverage of trends of all SITA related activity in the media including the DTPS (Department of Telecommunications and Postal Services), ICT developments in the public sector, international ICT, in all local media including community and regional publications
· All reports should provide the frequency of coverage, coverage breakdown in terms of media medium importance, breakdown of coverage by journalists, Return on investment estimations in relation to coverage (Advertising Value Equivalent)
· Electronic reports should be supplied weekly, monthly, quarterly and annually
· All media monitoring reports to be supplied by the appointed service provider and accountability of this report must be with the appointed service provider
REPUTATIONAL ANALYSIS AND REPORT
· Produce a narrative and highly qualitative media analysis report of the impact on the organisation’s reputation, including analysing any SITA related opinions on social media.
· Electronic reports should be supplied monthly, quarterly and annually
2.3 Queries
2.3.1 Should it be necessary for a bidder to obtain clarity on any matter arising from or referred to in this RFB document, the bidder must refer queries, in writing, to this e-mail address listed below and . SITA reserves the right to place responses to such queries on the website.
3. Definitions
3.1 The State Information Technology Agency SOC Ltd [hereinafter referred to as SITA] is a company with limited liability duly incorporated in accordance with the Companies Act of the Republic of South Africa, company registration number 1999/001899/30, and in terms of the State Information Technology Agency Act No. 88 of 1998 [Hereinafter referred to as “SITA Act”] as amended by SITA Amendment Act (Act 38 of 2002).
3.2 SITA is mandated in accordance with section 7(g) of the Act to render Information and Communications Technology (ICT) services to government departments, and to act as the procurement agency of the Government.
3.3 “Acceptable Bid” - any bid, which, in all respects, complies with the specifications and conditions of the RFB as set out in this document.
3.4 “B-BBEE” – broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act.
3.5 “B-BBEE status level of contributor” - the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act.
3.6 “Bid” - a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods through price quotations, advertised bidding processes or proposals.
3.7 “Bidders” - any enterprise, consortium or person, partnership, company, close corporation, firm or any other form of enterprise or person, legal or natural, which has been invited by SITA to submit a bid in response to this bid invitation.
3.8 “Broad-Based Black Economic Empowerment Act” – the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003).
3.9 “Client” - means Government departments, provincial and local administrations that participate in SITA SCM processes.
3.10 “Comparative Price” - the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration.
3.11 “Consortium” - several entities joining forces as an umbrella entity to gain a strategic collaborative advantage by combining their expertise, capital, efforts, skills and knowledge for the purpose of executing this tender.
3.12 “Contractor Agent” - any person mandated by a Prime Contractor or consortium/joint venture to do business for and on behalf of, or to represent in a business transaction, the Prime Contractor and thereby acquire rights for the Prime Contractor or consortium/joint venture against SITA or an organ of state and incur obligations binding the Prime Contractor or consortium/joint venture in favour of SITA or an organ of state.
3.13 “Firm Price” - the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition or abolition of customs or excise duty and any other duty, levy or tax which, in terms of a law or regulation is binding on the contractor and demonstrably has influence on the price of any supplies or the rendering cost of any service, for the execution of a contract.
3.14 “Goods” – any work, equipment, machinery, tools, materials or anything of whatever nature to be rendered to SITA or SITA’s delegate by the Successful Bidder in terms of this bid.
3.15 “Imported Content” – that portion of the tender price represented by the cost of components, parts or materials which have been or are still to be imported (whether by the supplier or its subcontractors) and which costs are inclusive of the costs abroad, plus freight and other direct importation costs, such as landing costs, dock dues, import duty, sales duty or other similar tax or duty at the South African port of entry.
3.16 “Joint Venture” - (Project) two or more businesses joining together under a contractual agreement to conduct a specific business enterprise with both parties sharing profit and losses. The venture is for one specific project only, rather than for a continuing business relationship as in a strategic alliance. It is about sharing risk with others and providing one or more missing and needed assets and competencies.
3.17 “Local content” – that portion of the tender price which is not included in the imported content, provided that local manufacture does take place;
3.18 “Management” - in relation to an enterprise or business, means an activity inclusive of control, and performed on a daily basis, by any person who is a principal executive officer of the company, by whatever name that person may be designated, and whether or not that person is a director.
3.19 “Non-firm Price(s)” - all price(s) other than “firm” price(s).
3.20 “Organ of State” - a National Department or Provincial Administration as stipulated in Schedules 1 and 2 of the Public Service Act, Act 93 of 1994 (as amended).
3.21 “Person(s)” - a natural and/or juristic person(s).
3.22 “Prime Contractor” –any person (natural or juristic) who forwards an acceptable proposal in response to this RFB with the intention of being the main contractor should the proposal be awarded to him/her.
3.23 “Rand Value” - the total estimated value of a contract in South African currency, calculated at the time of invitations and includes all applicable taxes and excise duties.
3.24 “SMME” – bears the same meaning assigned to this expression in the National Small Business Act, 1996 (Act No. 102 of 1996).
3.25 “Sub-contract” – the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract.
3.26 “Subcontractor” - any person (natural or juristic) who is subcontracted a portion of an existing contract by a Prime Contractor.
3.27 “Successful Bidder” - the organisation or person with whom the order is placed and who is contracted to execute the work as detailed in the bid.
4. Acronyms and abbreviations
4.1 The following acronyms and abbreviations are used in this proposal and must be similarly used in the proposal submitted in response and shall have the meaning ascribed thereto below.
Abbreviations/acronyms / Description /B-BBEE / Broad-Based Black Economic Empowerment
BEE / Black Economic Empowerment
CPI / Consumer Price Index
ICT / Information Communication Technology
IRBA / Independent Regulatory Board for Auditors
IS / Information Systems
ISO / International Standard Organisation
IT / Information Technology
ITC / Information Technology Committee
NIPP / National Industrial Participation Programme
OEM / Original Equipment Manufacturer
PPPFA / Preferential Procurement Policy Framework Act
RFB / Request for Bid
RSA / Republic of South Africa
SITA / State Information Technology Agency SOC Ltd
SLA / Service Level Agreement
SSA / State Security Agency
URS / User Requirements Specification
5. General rules and instructions