TERMS OF REFERENCES FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CELLULAR AND MOBILEDATA SERVICES FOR A PERIOD OF TWO YEARS.

  1. ABOUT THE DEPARTMENT OF ARTS AND CULTURE (DAC)

The Department of Arts and Culture (DAC) operates from its National office in Pretoria.

Our vision is “We are a thriving arts, culture and heritage sector contributing to sustainable economic development, leveraging on partnerships for a socially cohesive nation.”

Our mission is “We enhance job creation by preserving, protecting and developing arts, culture and heritage to sustain our democracy and build our nation.”

In pursuance of the above, the DAC has the following strategic outcome oriented goals:

1.1Job creation: Create 150 000 decent jobs in arts, culture and heritage by March 2016

1.2Human capital development: Implement targeted programmes that are geared towards human capital development in the arts, culture and heritage sector by 2014

1.3Access to information: Enhance access by citizens and public institutions to accurate, reliable and timely information in their language of choice though the provision of archives, libraries and language services

1.4Linguistic diversity: Entrench linguistic diversity in a manner that facilitates equitable cultural expression by citizens and communities

1.5Development, and the protection and preservation of arts, culture and heritage: Enhance the capacity of the sector through equitable and sustainable development, and the protection and preservation of arts, culture and heritage through policy development, legislative promulgation and implementation

1.6Governance and accountability: Align public-sector art, culture and heritage institutions around a shared vision, a common mandate, and strong governance and accountability

For the DAC to achieve the above outcomes, it needs enabling technologies that will facilitate communication within the sector and to our broader stakeholders. The department would like to take advantage of offerings in the mobile technology space to enhance its service delivery channels. In this regard, a service provider to provide cellphone, voice and mobile data services for a period of two years is required.

  1. OBJECTIVE

2.1Department of Arts and Culture (DAC) seeks to appoint a Service Provider for the provision of cellular phones, voice and mobile datafor a period of two years.

  1. SCOPE AND DELIVERABLES

3.1.Delivery of handsets and accessories within 48 hours from receipt of an official order.

3.2.Provide insurancefor the handsets and accessories for Class 1 category only

3.3.Blacklisting of lost/stolen gadgets

3.4.Provide soft-lock at 80% and at 100% on specific lines

3.5.Repair of faulty handsets to be done within 15 days from receipt and be delivered to the department by the Service Provider.

3.6.International roaming must be activated within 24 hours from time of request.

3.7.The 3G cards must not have voice calls and messages.

3.8.Provide monthly management report on user profiles.

3.9.Upgrade of contract within 24 months for Class 2 and 3 from contract start date and upgrade of contracts within 12 months for executive management (Class 1) as per paragraph 7.1 below.

  1. PROJECT MANAGEMENT

4.1The Chief Financial Officer is the Project Sponsor;the ICT Unit will ensure that the contract is managed in linewith the Service Level Agreement to be concluded.

4.2Only written instructions from the Department must be accepted as official instruction from the department as per service level agreement. Deputy Director for IT Operations will be responsible for the management of this project and as such the successful Service Provider will give day-to-day progress and feedback to her/him.

4.3The appointed service provider will be required to provide a dedicated Project Manager during the initial phase who will be responsible to provide day-to-day progress report.

  1. FORMAT OF THE PROPOSAL

Two proposals are required from the bidders:-

5.1 Proposal #1: Corporate Contracts

The proposal should outline the service provider’s offering where an agreement of services exists between the service provider and the DAC and the department to bear all contract costs that are billable for cellphone and data costs. Only the Class 1 category employees will be on corporate contracts. All other employees will be only on split billing.

5.2 Proposal #2: Split Billing

The proposal should outline the service provider’s offering where an agreement of services exists between the service provider and the employees. A fixed cost will be paid to the service provider and any excess amount will be deducted from the employee. The DAC will provide letters of guarantee for employees listed by the credit bureau. The DAC will pay a cellphone subsidy directly to the service provider and any excess amount will be settled directly by the employee to the service provider.

  1. PRICING SCHEDULE

6.1.CELLULAR PHONES AND TABLET REQUIREMENTS

The proposal must be based on the following estimates and category of users:

Category of User / Quantity / Required Package / Package Specifications
Executive Management (Minister, Deputy Minister, Ministeral Advisors, DG, DDGs, CIO) / 13 / Class 1 /
  • Limitless minutes
  • Limitless SMS
  • Limitless data
  • Annual Upgrade of cellphones
  • Cellphone, Tablet and Data Card
  • Roaming
  • Multiple sim cards linked to one account for: Ipad, Smart Cellphone and Data Card
  • Insurance for Cellphone and Ipad

Senior Managers and Middle Managers and Specified Employees / 60 / Class 2 /
  • Limitless minutes
  • Limitless SMS
  • Mobile cellphone, Tablet and data card for SENIOR MANAGERS ONLY
  • Multiple sim cards linked to one account for Cellphone, Tablet and Data Card
  • Cellphone and Data Card for other employees
  • Data to be accessed via an APN
  • Roaming to be activated upon approval by DAC

Other employees / 140 / Class 3 /
  • Talk 500
  • Mobile cellphone
  • Data Card – specified employees ONLY
  • Data to be accessed via an APN
  • Roaming to be activated upon approval by DAC

6.2 DATA REQUIREMENTS

6.2.1 CORPORATE ACCESS POINT NAME (APN)

The DAC requires secure and efficient access to the internet and applications for its users. Users that are not in the office should be able to access working tools and resources through the use of a corporate APN, which should have the necessary security tools.

In this regard we require the design and implementation of an APN through which employees will access data via their laptops, cellphones, tablets and data cards. A shared 250 GB APN Data Bundle coupled with 4 Mbps Dedicated Internet Access is required.

A proposal for our data requirements should cover:-

  • APN Setup and data bundle
  • Security: Firewall, IPS and web content filter
  • Dedicated Internet Breakout

6.2.2 BLACKBERRY ENTERPRISE SERVER (BES)

The DAC currently has a Blackberry Enterprise Server. Services required are for the renewal of licenses for the BES as well as upgrade to the latest release.

6.3 VALUE ADDED SERVICES

  1. Service provider must provide a mobile app for DAC employees to monitor their own usage
  2. Softlocking
  3. Dedicated Account Manager
  4. Passport for roaming services
  5. Must provide an annual corporate bundle of SMS and MMS for digital messaging campaigns
  6. Management portal

6.4 OPTIONAL SERVICES

Mobile app development

  1. REQUIREMENTS FROM BIDDERS

The proposal must contain the following documents:-

1)Company profile.

2)Original and Valid Tax Clearance Certificate. As Departmental policy, Bidders who do not submit the Valid tax clearance certificate on the closing date will be disqualified.

3)VAT registration certificate.

4)An original, Valid and/or certified copy of B-BBEE status level certificate bearing SANAS logo from an accredited verification agency or qualified registered accountant/ auditor if EME. Failure to submit a valid B-BBEE certificate will result in zero preference points being awarded for B-BBEE.

5)Company registration documents (Proof of ownership/ shareholding certificate).

6)Certified ID copies of owners/ directors.

7)Valid contact details including e-mail address.

8)Bidders are requested to provide an original copy and 5 copies of all document plus 4 copies.

9)The company should include VAT in the costing.

10)End users can add or subtract any information that is not applicable to them.

11)Experience of participatory research should be included in the bid document.

12)Experience in executing similar projects including reference letters accompanied by contact details of referees should be included in the bid document.

13)Evidence of multi-stakeholder relations should be included in the bid document.

14)A certificate of attendance of the compulsory briefing session.

  1. CONTRACT DURATION

8.1The contract duration of all instruments/packages will be for aperiod of two years with cellphone annual upgrades for DAC executives and bi-annual upgrades for other employees.

8.2All contracts will commence after the delivery and activation of each cellphone line.

  1. EVALUATION CRITERIA

9.1DAC reserves the right not award the bid, or may award the contract as a whole to one Service Provider or to various Service Providers.

9.2Bidders will be invited to do a presentation on their proposals should DACdeem it necessary to do so. Such invitation will be honored at the bidder’s own expense.

NO / CRITERIA / WEIGHT / POINTS / TOTAL
1 / Experience in executing related projects
  • Project team/resources to be utilized in the execution for the project.
  • Provide team’s qualifications and experience.
  • Management involvement on contract.
  • Technical expertise within the company
/ 20 / Poor 0 - 3
Below average 4 - 7
Average 8 - 11
Above average 12 -15
Good 16 -20
2 / Methodology
  • Contract management
  • Reporting
  • Financial management
  • Project management
/ 20 / Poor 0 - 3
Below average 4 - 7
Average 8 - 11
Above average 12- 15 Good 16- 20
3 / Infrastructure
  • National delivery capability
  • Network coverage nationally and international coverage through agreements with other telcos
  • Infrastructure to set up and maintain Access Point Network (APN)
  • Call centre capacity
  • Wide range of cell phones
  • Mobile App for employees
/ 40 / Poor 0 – 8
Below average 9 - 16
Average 17 - 24
Above average 25 - 32
Good 33 - 40
4 / Track Record
  • Three references of similar work undertaken clearly indicating the role played by the service provider
  • Letters of Reference from three recent customers
/ 20 / Poor 0–3
Below average 4- 7
Average 8 - 11
Above average 12 -15
Good 16-20
TOTAL FUNCTIONALITY POINTS OUT OF 100 / 100

The evaluation of submitted bids will be conducted as follows:

  • The 90/10 principle in terms of the Preferential Procurement Policy Framework Act, 2000 (Act No. 5 of 2000) shall apply in this bid. The lowest acceptable bid will score 90 points for price and remaining 10 points for Broad-Based Black Economic Empowerment (B-BBEE) status level of contribution.
  • Prospective bidders will have to score at least 60 out of 100 points allocated for functionality before the company’s proposal will be considered for pricing.
  • With regards to functionality the following criteria will be applicable and the maximum weight of each criterion is indicated.
  1. COMPULSORY BRIEFING SESSION

A compulsory briefing session will be held in the offices of the Department of Arts and Culture after the advertising of the bid. The venue will be:

Department of Arts and Culture

Kingsley Centre, Events Hall, Ground Floor

481 Cnr Stanza Bopape & Cnr Steve Biko Street

Arcadia

PRETORIA

Date: 26 September 2014

Time: 10h00

  1. CONFIDENTIALITY

The Service provider agrees to keep confidential all records and information of, or related to the Department obtained in any manner whatsoever by the Service provider, and not to disclose such records or information to any third party without the Department’s prior written consent. The Service Provider will be expected to sign a confidentiality agreement with DAC before commencement of the project.

  1. TERMS AND CONDITIONS

12.1Awarding of the bid will be subject to the service provider’s acceptance of the DAC

Supply Chain Management Terms and Conditions.

12.2The appointed Service Provider will enter into a service level agreement with the

Department, prior to the commencement of the contract.

12.3The Department reserves the right to terminate the contract in the event that there

is clear evidence of non-performance, by the service provide.

12.4The service provider will be required to notify the end-user/Department in writing of

the expiry of the service rental period eight(8) weeks prior to the expiry of the

agreement.

12.5This proposal is not an offer to purchase any services or materials, and the

Department of Arts and Culture will not incur or be liable for any costs associated

with the preparation of this proposal.

12.6This request for proposals has been prepared by DAC and is being furnished to

those potential suppliers who might prepare a proposal to address the business

requirements. The information contained in this request for proposal has been

prepared to guide interested parties in making their own evaluation, and does not

purport to contain all the information that a supplier may require. While every

attempt will be made to provide thorough, accurate information, DAC shall have no

liability for any inaccuracies that may be contained in this proposal, or any

accidental omissions from this proposal. Nothing contained in this proposal can be

relied upon as a commitment, guarantee or representation regarding future events

or performance.

13. METHOD OF PAYMENT

13.1Payment in respect of deliverables will take place in terms of an agreed project plan

and service level agreement.

13.2Invoices must clearly indicate the cell phone number, name of user, monthly call

limit and cost centre.

13.3All payments will be made, not later than thirty (30) days after receipt of the

invoices provided there is no dispute on the invoice.

13.4Invoices must be addressed to:

The Chief Financial Officer

C/O Auxiliary Services

Department of Arts and Culture

Private bag X897

PRETORIA

0001

Or delivered to:

481 Cnr Stanza Bopape & Cnr Steve Biko Street

Arcadia

PRETORIA

  1. REQUEST FOR FURTHER INFORMATION

All enquiries regarding the bid may be directed to the following:

14.1For technical aspects:

Mr Seaparo Phala: Information Technology

Tel 012 441 3026

14.2For bid enquiries, please contract:

For further information please contact Mrs R Zulu at Tel: 012441 3089 or E-mail or Mr T Thubisi at Tel: 012441 3504 or E-mail: .

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TOR: Cellphones, Mobile and Data Solutions

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