RFQ – SUPPLY, INSTALLATION, TESTING AND COMMISSIONING INFORMATION TECHNOLOGY EQUIPMENT (IT) AND RELATED SOFTWARE AS SPECIFIED
REQUEST FOR QUOTATION
REFQ No. APRM/RFQ/01/2019
Date Issued: 29th July 2019
Loan No: 2100155036916
Project ID No.: P-Z1-K00-084
IFB /Tender No: APRM/EP/002/2019
Close Date: 14th August 2019
Country: South Africa
TENDER NAME: SUPPLY, INSTALLATION, TESTING AND COMMISSIONING INFORMATION TECHNOLOGY EQUIPMENT (IT) AND RELATED SOFTWARE AS SPECIFIED.
1) BACKGROUND
African Peer Review Mechanism (APRM) has received Financing from the African Development Fund (ADF) towards the finance of the African Peer Review Mechanism Institutional Support Project (APRM-ISP). It is intended that part of the proceeds of this loan will be applied to eligible payments under the contract for Supply, Installation, and Testing and Commissioning of IT equipment at APRM Offices.
African Peer Review Mechanism (APRM) now invites sealed bids from eligible bidders for Supply, Installation, Testing and Commissioning of the IT equipment at APRM Offices.
2) PRELIMINARY/MANDATORY EVALUATION
| No | Item Description | YES/NO | REMARKS |
| 1 | Attach Manufacturer’s Authorization or Certificate confirming the bidder is Authorized and Certified to supply the equipment | ||
| 3 | Confirm that upgrading of the software does not void the warranty | ||
| 4 | Confirm after sales service and technical support – The firm shall have local presence, on the ground to handle emerging issues.
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| 5 | Attach valid Tax Compliance certificate
Certificate of registration with South Africa Revenue Services |
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| 6 | Financial Capacity of the firm- Attach Audited Accounts for the past 3 years 2015,2016 and 2017 If possible 2018
Also calculate the Net profit Margin = Net Profit /Total Revenue, above 0.1 is acceptable below that not acceptable. |
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| 7 | Experience of the firm
Similar contracts of undertaken in the past thee (3) years, state contract sum, attach copies of contracts and recommendation letters, describe the similarity in terms of technology. Should possess experience of client support, such as, a Help Desk or User Support Unit
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| Experience of the personnel- Attach relevant Certified CV and professional qualification of at least two ICT personnel to be engaged in the assignment
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Only bidders who met the above mandatory requirements shall be considered for technical evaluation
3) TECHNICAL SPECIFICATIONS
SPECIFICATIONS OF IT EQUIPMENT AND RELATED SOFTWARES
| MINIMUM SPECIFICATIONS
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BIDDERS MUST COMPLY WITH THE MINIMUM TECHNICAL REQUIREMENTS BEFORE BEING SUBJECTED TO FINANCIAL EVALUATION.
FOR UNIFORMITY OF BRAND BIDDERS MUST BID FOR THE FIVE LOTS. PARTIAL DELIVERY WILL NOT BE ALLOWED WITHIN A LOT
4) DELVERY PERIOD
Bidders are required to deliver the IT Equipment and related software within period of 30 days from the date of signing the contract. State the delivery Period. Time is of essence.
5) PAYMENT TERMS:
Payment shall be upon Supply Installation, testing, Commissioning and handover and the currency shall be in ZAR
6) CONFIDENTIALITY AND PROPRIETARY INTERESTS
The contractor shall not either during the term or after termination of the assignment, disclose any proprietary or confidential information related to the assigned service without prior written consent. Proprietary interests on all materials and documents prepared by the contractor under the assignment shall become and remain properties of the APRM.
7) GENERAL INFORMATION
Procurement of goods and services will be advertised on an equal opportunity APRM will enter into a contract with the successful bidder
8) FINANCIAL PROPOSAL
SUPPLY, INSTALLATION, TESTING AND COMMISSIONING INFORMATION TECHNOLOGY EQUIPMENT (IT) AND RELATED SOFTWARE
| No. | ITEM DESCRIPTION | QUANTITY | UNIT PRICE (ZAR) | TOTAL- ZAR |
| 1 | DESKTOP SYSTEM (IOS) | 2 | ||
| 2 | DESKTOP SYSTEMS (WINDOWS) | 2 | ||
| 3 | TABLET & NOTEBOOK (HYBRID) | 1 | ||
| 4 | TABLET (WINDOWS)
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| 5 | TABLET (IOS)
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SUBMISSION OF BIDS
Bids must be submitted through Email: [email protected] on or before [1100 hours] on [14th August 2019] and the bid price should be valid for a period of 90 days from the date of tender opening.
Bids will be opened in the presence of bidders’ representatives who choose to attend at [1100 hours 14th August 2019] at the offices of:
For any clarification may contact:
Project Coordinator
African Peer Review Mechanism
Private Bag x09, Halfway House, 1685
Physical Address: 230 15th Street, Randjies Park, 1st Floor
Midrand, South Africa
Tel: +27 11 256 3400/01/29
Fax: +2711 256 3456
E-mail: [email protected]
FAQ
| Clarification on E- Software bid | ||
| # | Questions | APRM responses |
| 1 | Is there any preference for proprietary S/W or open source solution? Which is preferred? | APRM is indifferent towards this. Service provider to propose |
| 2 | What is the expected duration of Preservation? | 10 years |
| 3 | What is the expected duration of Archival? | 5 years |
| 4 | What is the expected count of report? | Multiple reports per country per year |
| 5 | We understand that current scope does not consider BI reporting. Please confirm | We will require some form of BI reporting, extend will be confirmed during project scoping |
| 6 | Please provide more detailing on the functionality of the mobile application. | Same function as the online platform where possible |
| 7 | We understand only 1 mobile application is required. Please confirm | Yes |
| 8 | What type of mobile app is required? native or hybrid? If native we understand only android App is required to be developed. Please confirm | All platforms |
| 9 | The RFP makes reference to disaster recovery and backup–> We understand only system development is part of the scope . Infra and system maintenance is out of scope | Infrastructure APRM’s responsibility, the rest that of the service provider for the duration of the project |
| 10 | In terms of M&E: What are the standard APRM metrics? | Will be agreed with the appointed service provider |
| 11 | Please provide more detailing on selected indicators (NPoA’s, SDGs, and AU Agenda 2063). | Will be provided to the appointed service provider |
| 12 | Electronic Library:What is meant by digitisation of documentation ? We understand documents are available in electronic format and no scanning or data entry is required. Please confirm | APRM responsible for digitisation, service provider responsible for designing the framework for storing data, Meta data and indexing. |
| 13 | We understand there is no requirement of data migration. Please confirm. | Correct |
| 14 | Is there any requirement of integrating with any other system? Please provide details | Must be compatible with Microsoft products and it must allow for future interface to AU etc. |
| 15 | We understand that helpdesk support is out of the scope. Please confirm | Correct |
| 16 | Please provide the no. of users who will be using the system. | No limit |
| 17 | Please provide the concurrency of user using the system | APRM cannot limit users and the system must allow a significant number of users per country simultaneously |
| 18 | How many users are required to be trained? | APRM Continental Secretariat staff at the secretariat. |
| 19 | How many training sessions need to be conducted? | Service provider must ensure APRM staff is able to manage the system independently |
| 20 | We understand training will happen centrally ? Please let us know the location of where the training will take place. | APRM Continental Secretariat Midrand |
| 21 | In the timeline on the 6th month it is shown that there will be a pilot. What is the duration of the pilot? 1 month, 3 month or 6 month? Please confirm. | As per TOR, 3 months |
| 22 | Will commissioning happen after pilot? This means that commissioning can’t happen on the 6th month . Please provide the expected date of commissioning. | Will be done at the end of piloting |
| 23 | Please confirm how the 10% support payments will be made ? Will It be monthly or Quarterly . | Once off payment |
| 24 | Is this an L1 bid or QCBS . If QCBS what is the ratio of technical and financial? | QCBS 80/20 |
| 25 | System capabilities would mean that the system is capable of rendering JPEG / Video formats etc. Please confirm | Yes |
| 26 | Does access to remote content also mean FTP sites? | Yes |
| 27 | What does strengthen communication and collaboration between and among ARPM members mean? Are there any specific requirements around this? | Yes, through accessibility, integration and user friendly software |
| 28 | What does “Develop packaging designs and migration plans” mean? | Service provider to propose |
| 29 | Is it correct to assume that the users will be part of an existing Active Directory? | Yes plus new users |
| 30 | How will the automatic progress be measured and what is the metrics – “Capability to automatically measure progress on the implementation of National Plan of Action using standard APRM metrics” ? | Will be based on the information given to the appointed service provider, e.g. Live updates |
| 32 | What are the anti-plagarism guidelines? | As per international standards |
| 33 | What is ARPM’s existing infrastructure? | Infrastructure will be assessed with the appointed service provider and upgraded accordingly |
| 34 | What is expected from Moodle and Blackboard? Should they be integrated with the solution or can we propose alternative LMS? | Complete E-learning system. Yes, service provider can propose alternatives |
Clarification on E- Software bid
[pdf-embedder url="https://www.aprm-au.org/wp-content/uploads/2019/07/E-Sofware-Clarification-2-Dated-06th-August-2019-Reviewed.pdf" title="E- Sofware Clarification 2 Dated 06th August 2019 Reviewed"]
