Invitation for Bids to Modernise the South African Schools Administration and Management System

NECT/2019/08/001: Supply, implement, maintain and support a cost-effective Commercial Off-The-Shelf (COTS) software solution to replace the current South African School Administration and Management System (SA-SAMS) to the Department of Basic Education (DBE), North West Provincial Education, and Free State Provincial Education.

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Kindly submit the Bid document
only during office hours (08h00 to 16h30) to the
NECT Offices,
Ground Floor, Block D, Lakefield Office Park,
272 West Avenue, Centurion, 0163

Map

The NECT is dedicated to strengthening partnerships between government and education stakeholders in order to achieve South Africa’s national goals for basic education. The NECT acting on behalf of the Department of Basic Education is seeking an innovative approach towards the National and Provincial implementation of a School Administration and Management System that will replace the current solution and will meet future needs for administration and management.

The supply, implement, maintain and support a cost-effective Commercial Off-The-Shelf software solution will replace the current South African School Administration and Management System (SA-SAMS) to the Department of Basic Education, North West Provincial Education, and Free State Provincial Education.

Download the documents here

The interested Bidders may download the Request for Bid (NECT/2019/08/001) documents from the links below.

  1. NECT SA-SAMS RFB Document ( Word | PDF )
  2. Appendix 1 – Bid Technical Response Template
  3. Appendix 2 (part A) – Bid Pricing Response Template
  4. Appendix 2 (part B) – Bid Pricing Response Template
  5. Appendix 3 – Schools List
  6. Bid Briefing Presentation
  7. Bid Briefing Attendance Register

Frequently Asked Questions

Please see questions submitted (and their responses) below or download them here. To submit a question, please email sasams@nect.org.za

General

Q

Are Learners going to utilize communication or any other features?

A

Our understanding of your question is, “are learners going to interact with the system” This requirement is not in the scope. However, learners and parents will receive notification (messages) that will emanate from either the workflow process or communication for the school or educator

Q

Should this implementation be successful will this be rolled out to the remaining seven provinces.

A

The scope of work in Section 3 point 21.1.2 defines the out of scope items, however the DBE will decide on the rollout of the remaining 7 provinces.

Q

Will it be possible to make use of the current EMIS Support Personnel that are currently supporting the SA-SAMS system in the circuits to train the schools in the use of the new system after they have received training /certification on the use of the new system.

A

The bidder is advised to propose a comprehensive training strategy, approach plan with regards to the requirements. The bidder is free to provide an innovative cost-effective sustainable solution for consideration.

Q

Will the department make facilities available for training including (i) Venues (ii) Computers (iii) Internet Connectivity etc.?

A

Dependent on the training strategy and approach of the bidder, all training facilities (venue, computers, connectivity) will be made available.

Q

Can we do the demo and the screenshots in English due to the short time and show that the system is capable of handling multiple languages and changing the labels to multiple languages.

A

There is no requirement for the demo to be in multiple languages.

Q

Why is the NECT publishing a tender that is similar in nature, to the SITA tender which was published in 2018 but not concluded?

A

The SITA tender process is a separate process from the NECT tender process. All queries regarding the SITA process must be directed to the SITA tender office.

Q

Is there a digital strategy that is being followed to inform future functionality for the projected solution?

A

The DBE is currently finalising a Digital Strategy that forms part of the ICT Strategy, to which the solution design principles are aligned.

Q

Will the NECT circulate the Briefing Session attendance register if organisations would like to collaborate on delivering the solution?

A

The attendance register is available on the website:

Bid Briefing Attendance Register

Q

Is it illegal to have tender processes open in parallel?

A

All queries regarding the SITA process must be directed to the SITA Tender office.

Q

Is it feasible for any company only becoming aware of this solution specification to deliver the required in just 5 weeks?

A

The Bid was Published on 16th August 2019 and will close on the 27th September. This is 6 weeks in total and yes, it is feasible for a service provider to fulfil the requirements of both the demo and the technical response. Both the Technical requirements and the demo require a COTS solution, and this is in line with the requirement of the specification.

Q

Why are you so specific on the ’how’ rather than focus on the ‘what’ the solution aims to achieve?

A

NECT consulted and engaged in deep-dive sessions with the current school and provincial SA-SAMS users and through this process the user requirements were documented and made very specific. The solution owner documented exactly what functionality is required. The Bidder is at liberty to propose and deliver an innovative solution. The Bidder must also ensure the business requirements are fulfilled while making the system user intuitive.

Q

Where does the legal landscape for this solution get defined? What happens if other IT companies lose their market share due to the winning Bidder and/or SMMEs. Will schools be allowed to choose what system to use for the purpose of their school administration?

A

These questions are not regarding the Bid. FEDSAS is encouraged to direct them to the Department of Education.

Q

Please can you clarify where you published this tender?

A

The SA-SAMS Invitation for Bids was published by the NECT in the Sunday Times on the 18th August2019. The Bid was also advertised on theNECTandSA-Tender.co.zawebsites.

Q

We are 3 companies as a group responding to the Tender. The Prime responder did not attend the mandatory briefing session however the other 2 partners attended the meeting and signed in also provided us with all the necessary feedback. From Section 5 point 26.2 “Attendance at compulsory briefing session” above it seems that we will not be able to respond as prime. Please indicate if 2 of the 3 partners attended the briefing if we will be able to Prime the tender?

A

In accordance to Section 8 Point 31 the definition of a Bidder is “Any enterprise, consortium, partnership, company, close corporation, firm or any other form of enterprise, legal or natural, which has been invited by NECT to submit a Bid in response to this Bid invitation.”

Section 5 point 26.2 “Attendance at compulsory briefing session” does not state that the Prime Bidder must attend the mandatory session but refers to the Bidder (as defined in Section 8 Point 31) who can be a minimum of one entity that has attended the mandatory session.

Q

Can we partner with two separate vendors and submit two separate bids for the solution?

A

The Bid guidelines does not restrict any Bidder to form partnerships with multiple organisations in the submission of Bids.

Q

In view of the new Pricing docs just received, please can we request an extension of the closing date.

A

Your request has been carefully considered.  Unfortunately the request for an extension based on the non-material correction in the pricing document for a cell that was incorrectly referenced as well as unlocking of a cell in a spreadsheet is not sufficient to warrant an extension.

Q

Request for Bid closing date extension.

A

The NECT together with its funding partners and the DBE have considered the request received for the extension of the Bid closing date. After deliberating on various factors and options, the NECT has decided not to extend the closing date for the NECT 2019/08/001 Bid.  The closing date of the NECT 2019/08/001 Bid remains 11h00 on the 27th of September 2019.

Q

Do non-prime consortium members have to submit CIPC, annual reports & TCC docs or just the priming entity?

A

Bidder is defined as “Any enterprise, consortium, partnership, company, close corporation, firm or any other form of enterprise, legal or natural, which has been invited by NECT to submit a Bid in response to this Bid invitation.”

Where the Bid requirements refer to the Bidder it would imply that the requirements refer to the definition of the Bidder.

Q

If a consortium member is a foreign company & does not have a CIPC registration certificate, will a foreign registration certificate be acceptable?

A

Bidder is defined as “Any enterprise, consortium, partnership, company, close corporation, firm or any other form of enterprise, legal or natural, which has been invited by NECT to submit a Bid in response to this Bid invitation.”

Where the Bid requirements refer to the Bidder it would imply that the requirements refer to the definition of the Bidder and all members of the consortium would require the relevant information to be supplied.

Q Can we include the geographic footprint & employees of a sub-contracted company in our international support & employee figures?
A The Bid requirement does not stipulate any restrictions.
Q Please confirm that a South African SMME that is priming a multiparty consortium bid response & submission can also participate as the SMME within that consortium? If so, is there any form of documentary evidence required to demonstrate that the SMME allocation has been properly done?
A

All requirements are defined within the Bid specifications and in the response template.

Q

Training: Will we be expected to train super users at Provincial level, including at school level?

A

The innovative training strategy will be proposed by the bidder for consideration by the NECT.

Q

Our Software licence fee is a is a Software as a service cost and thus there is no base fee for the software. Do we provide our Software as a service fee under "3. Support and Maintenance" tab as a "System based Licence" and then sate what the total cost will be for the annual SaaS?

A

Please use 1. Software Cost: B10.

Q

Any additional software development that is needed on the base software to get it in line with the tender specification, do we quote for the development cost thereof under "1. Software Cost"? And then if it does not have any effect on the SaaS fee charged, do we leave the Cost per licence blank?

A

Please use A, B and C Row 14 (1. Software Cost ) downwards and tabulate in detail your costing.

Q

Will the SaaS fee for the schools only become applicable in year 1 as there is no usage of the software in year 0?

A

We require a full fee. The principle or the most important part is that the bidder gives a true, clear and succinct picture of how they arrived at their costing.

Q

Does the required annual report have to be audited?

A

Yes

Technical Requirements

Q

Non-repudiation is to be provided only using digital certificate - if yes, can we utilize your existing digital certificate infrastructure.

A

Please note that the DBE does not have a digital certificate infrastructure.

Q

Does reverse proxy mean WAF (Web Proxy Firewall)? If so, can we utilize your existing WAF solution

A

The current SA-SAMS is not web-based and we suggest you build this into your solution.

Q

How do you intend providing services to schools that do not have an Internet connection?

A

The Bid specification requires a solution that can work both online and offline. This caters for schools without connectivity and allows the data to then be uploaded to the cloud when they are within a Wi-Fi vicinity. Please see Section 6: Technical Specification 29.5. Solution Approach.

Q

How many schools does not have Internet?

A

All schools in the North West and Free State have devices that allow them access to the internet for SA-SAMS only.

Q

What is the average Internet network speed for school that do have Internet connections?

A

The Department is currently conducting a detailed assessment on the state of the internet network speed. The bidder should consider and propose an optimised solution using low bandwidth for data uploads.

Q

Do you have existing Identity and Access Management solution in place? Can we leverage (IAM) for integration with the proposed application?

A

There is no Identity and Access Management solution in place.

Q

Kindly elaborate and provide "DBE security framework" details.

A

DBE uses MISS (Government Framework) and available on the DPSA website.

Q

For segregation of duties, we would like to know if you have Identity and Access Management (IAM) solution in place which can be utilized.

A

There is no Identity and Access Management (IAM) solution in place.

Q

Please can you confirm whether the technical infrastructure required for the proposed cloud-based solution is out of scope for the Bid? It appears that way, but clarity here would help.

A

In Section 6 point 29.6.2.11 the RFB reads “All technical cloud infrastructure and capacity will be provided and managed by SITA.” This would be out of scope for the Bidder to provide technical infrastructure.

Q

Are the servers and maintenance thereof required to host the software, internet connectivity at school level and school hardware (end user computers / laptops etc.) all out of scope for this Bid?

A

In Section 6 point 29.2.6.11 the RFB reads “Connectivity will be provided and managed by the PEDs.” Requirement ID G-14 requests “The Bidder must provide the minimum end user device specification for the Bidder’s proposed solution to operate optimally.” The provision of connectivity, hardware is indeed out of scope.

Q

Clarify COTS vs. Development Cycle (UAT)?

A

Implementation of the COTS solution will require configuration and integration. Testing the solution will be required and the Bid stipulates various other tests that must be completed as per the requirement in Section 6 Point 29.7.6.6 Requirement ID PE-09 to PE-11.

Q

Subsequent to the successful roll-out to the 2 pilot provinces. How will the licensing work for other provinces? How will licensing be structured, will the provinces undergo their own Bidding process for licensing fees? 

A

The roll-out to the remaining 7 provinces is out of scope and is not part of the current tender (NECT/2019/08/001) as per the requirement in Section 3 Point 21.1.2

The DBE will decide on how to proceed with the roll out to other provinces post the successful implementation on the project.

Q

How did you arrive at the conclusion of utilising COTS vs. modernizing or upgrading the existing solution?

A

The existing solution runs on very old technology. The decision to replace the solution as opposed to upgrading was based on the technological strategy principles. The decision on COTS vs bespoke was taken based on the requirements and the long-term vision for the solution.

Q

What is the plan of action regarding the data on the existing system?

A

The current SA-SAMS data will be migrated onto the modernized system. The Bidder is required to present a data migration strategy and use ETL tools for mapping as per the requirement in Section 6 Point 29.7.6.5Requirement ID PE-08. Data migration processes will be tested during the development phase.

Q

The RFB focus on functional requirements and not on the goal to be achieved. How is the projected modernized solution accommodating for innovation?

A

The functional requirements for this system emanate from goals and objectives. The Bid focuses on a system and implementation that requires the Bidder to innovatively approach and deliver the system.

Q

Will NECT provide executables for SAMS?

A

The current SA-SAMS solution can be downloaded on the links provided in Section 4 Point 24.1

Q

What is the amount of data to be migrated?

A

The current database has + 400 GB containing historical data dating back to 2008. However, the full cohort of schools started to be uploaded in 2015. In earlier years, only pilot data was uploaded. It must also be noted that the database does not take all data from SA-SAMS, otherwise the current size of the database would have more than doubled.

Q

How far back does the data to be migrated go?

A

Provincial data spans from 3 to 12 years.

National data spans back to 2008.

Q

Can references on the solution components be from solutions implemented in other countries and not South Africa?

A

Bidder requirement BM-02 clearly states that the Bidder must have experience in implementation of the modules of the solution. The Bidder should also consider that the unmentioned reason for this requirement is to ensure that the Bidder has relevant resources with the necessary experience to deliver the solution.

RS – 01 requires experience in the South Africa public sector.

Q

Is the NECT firm on an open source solution, or will other OEMs vendors be accepted?

A

Open source solution is preferred; however, the Bid is open for OEMs as well.

Q

Why is the NECT not enhancing the current CEMIS system (in the Western Cape) which is already web based? And utilize the funds to be used for this solution to rather invest in the roll out of LMS to schools?

A

CEMIS is not an Integrated Management System but a reporting system. A few years ago, Western Cape undertook a project named “iSAMS” to develop their own Integrated School Administration and Management System.

Q

Could the NECT possibly provide more data on SA-SAMS dashboards and reports since this information is not currently documented?

A

The specification requires Dynamic and Static dashboards and reports, based on the data in the system. The data for dashboards and reports must be available to a user to configure reports and dashboards to meet current and future reporting needs as per the requirement in Section 6 Point 29.3.4.6 Req ID SRD-1 to SRD-10.

Q

Will the Bidder be responsible for the migration of data onto the modernized solution? And will the NECT be accountable to the data cleansing, reformatting and structuring process?

A

The Bidder will be responsible for the migration, however, an evaluation of the amount of data will be determined jointly during the design stage. The responsibility for data cleansing is not in scope for the Bidder.

Q

Can the Bidder assume that the current As-Is functional requirements in the RFB cover all requirements and that there will be no additional requirements during design?

A

The Bid covers all the requirements from the current system. Any new requirements will follow a change request process that must be approved by the SA-SAMS Project steering committee.

Q

Due to connectivity issues being experienced in schools, please confirm if the solution needs to be full off-line or just partial?

A

North West and Free State provincial education departments have informed the DBE that all schools have connectivity to upload data for SA-SAMS. No assessment of the quality of the connection has been conducted. The requirement is for the Bidder’s solution to work both online and offline as well as per the requirement in Section 6 Point 29.5.4.9 Requirement ID DI-04.

Q

Will the pilot schools be connectivity ready for the roll-out?

A

North West and Free State provincial education department has informed the DBE that all schools have connectivity to upload data for SA-SAMS.

Q

The Bid is detailed however there is no requirements around parent and teacher communication.

A

The SA-SAMS solution has a Communications module for all communication to parents/guardians as per the requirement in Section 6 Point 29.4.1.11; Requirement ID CC-01 to CC-19. The direct interaction with parents and learners is not in scope for this project.

Q

Please explain/provide more details on the rollout toolkit?

A

Since the rollout of the solution is on a cloud, the technology implementation is for a URL and/or an application to be downloaded. The physical rollout will be focused on training, marketing and communication, migration, support, etc. The toolkit will contain the full list of activities as a blueprint for the school, circuit, district and PED to implement the solution as per the requirement in Section 6 Point 29.6.2.1 Requirement ID US-09.

Q

Is the expectation that all schools in the 2 pilot provinces are trained, or is it just 80 are trained in each province at the end of phase 3 - 18 months?

A

The rollout toolkit will then be tested during Phase 2 (the first 2 months in that 6-month phase) in 20 schools across the North West and Free State provinces as detailed in Section 6 Point 29.7.3. The lessons learnt will be incorporated into the toolkits and process repeated in 40 and then 80 schools. The toolkits will then be distributed (month 2 to month 5 of phase 2) to all schools in the North West and Free State provinces for the rollout of the solution within the 18-month period.

Q

Functional requirements are very specific, but an off-the-shelf solution is required. This leaves off-the-shelf questionable, seems too defined and speaks to a specific brand or software. 

A

The requirements are very specific in terms of what functionality is required for the management of schools, learners, staff and the curriculum. The bidder is required to innovatively provide a solution that will deliver these requirements using their COTS solution. Should the Bidder feel that this bid focuses on a specific brand or software, the bidder must follow the guidelines set out in Section 1 Point 5.6

Q

Should a Bidder come up with the different alternatives to meet the solution overall goal, would they be allowed to propose a non-COTS solution to come up with the desired outcome?

A

The Bidders’ proposal must meet the Bid requirements.

Q

NECT is asking for COTS that is cloud based. Usually OSM hosts cloud capability, how will that be handled?

A

SITA will be hosting this solution in the SITA cloud. This is a requirement of the Bid.

Q

Would the Bidder be expected to just provide the training toolkit, or will they also be expected to be on-site to perform the hand holding?

A

The Bidder will be required to provide both the toolkit and support to all users in the North West and Free State. A user support structure has been established from the school, circuit, district, province and nationally.

Q

What are the requirements from a Change Management perspective?

A

As per Section 6 Point 29.7.8 Requirement ID IE-09, the requirement is a Change Management methodology and plan that is going to guide stakeholder engagement, communication and training.

These will be rolled-out to the Department of Basic Education (DBE), two pilot provinces of Free State and North-West. The user groups have already been identified in the two pilot provinces – and these will have to be supported and leveraged to roll-out the change management activities.

In addition – the training programme for the new solution will have to be developed and delivered to the identified schools and user groups, both at DBE and in the pilot provinces of Free State and North-West as per the RFB.

Q

On curriculum, what is the exact requirement for this regarding curriculum content and benchmarking?

A

As per Section 6 Point 24.4.4 Req. ID MC-01 to MC-20,the requirements are around the management of Curriculum (lesson plans, curriculum coverage, etc.), not the content of curriculum.

Q

GEN_RFB_25. Modernised SA-SAMS Solution Overview_25.2.1 Financial Management: How many financial management users will be using the system?

A

There are different functions that will be performed by the various roles in the school and PEDs for the financial module. An estimated minimum of two users per school and there are 2 272 schools in both pilot sites.

Q

TR_BTR_29.5.4.7. Acceptance Criteria_SAC-03

Can you please confirm if the design and implementation of a Data Warehouse capability is out of scope for this project?

A

All Data will be stored in the Master Data Management solution that is required in the Core System product. There is no need for a Data Warehouse because from the MDM the dashboards and reports required for solution will be provided. 

Q

TR_RFB_19.1. Bid Response Evaluation Future Plans (N-FP)

Can you please clarify the time period for the delivery of the requirements that are marked as Future Plan? Our understanding is that this would not be expected to be delivered during Phase 1 of the project and therefore costing for it will not be included in our response.

A

The definition of Future Plans (N-FP) - The Bidder is required to explain how they will provide a short-term solution and a roadmap of when their solution will be compliant. The NECT cannot determine the final date of the solution, this the Bidder must provide.

Q

TR_BTR_29.4.2. Manage Learner_ML-13

Can you please confirm if a Communications Portal (for learners & parents) is required to be implemented in Phase 1?

A

ML-13 requires the functionality to view assigned subjects and learner assessment marks as a learner or parent user. However, the communication and notifications via a communication portal to the learner and parent user is not required by the solution.

Q

TR_BTR_DR-10

Please could you clarify what is meant by "External User Profiles Provides extensive functionality to track external user interests and potential conflicts of interest and use those criteria to assign data for review."?

A

 External users to schools (e.g. Circuit or District Managers, Curriculum Advisors etc.) can track tasks and activities with the functions of the school or curriculum progress. These users can also intervene to provide data/remedial tasks to end users.

Q

TR_BTR_FM-06

What is meant by end-to-end purchase requisition to payment (Do they want the requisition system to be item-based or just broadly amount based?)

A

 Management of the Supply Chain Management process from requisition of an product to supplier payment. For example, a school may require A4 paper, this process must manage the requisition for the A4 paper, internal school approval, PO with the supplier, delivery of good and processing of payment.

Q

Our Software licence fee is a Software as a service cost and thus there is no base fee for the software. Do we provide our Software as a service fee under "3. Support and Maintenance" tab as a "System based Licence" and then sate what the total cost will be for the annual SaaS?

A

Please use 1. Software Cost: B10.

Q

Any additional software development that is needed on the base software to get it in line with the tender specification, do we quote for the development cost thereof under "1. Software Cost"? And then if it does not have any effect on the SaaS fee charged, do we leave the Cost per licence blank?

A

Please use A, B and C Row 14 (1. Software Cost) downwards and tabulate in detail your costing.

Q

The submission of the case study required that it must be submitted in Envelope 1. Is there any requirement for the case study to be submitted in a document format or is Audio and Video sufficient?

A

Bidders are requested to include instructions on how to run the self-explanatory demonstration. Bidders are encouraged to ensure that the narrated demonstration good audio and video quality.  The EMD should run on a standard computer that uses:

  • a 32-bit operating system Windows 10
  • Microsoft 2010,
  • RAM 4.00GB. 

Pricing Requirements

Q

Will the cost of transport and accommodation of staff that require training at a central venue be covered by the provinces as this is almost an impossible task to plan/cost for this from a supplier’s perspective?

A

The Bidder is advised to propose a comprehensive training strategy, approach plan with regards to the requirements. The Bidder is free to provide an innovative cost-effective sustainable solution for consideration.

Q

Will the NECT be making refreshments (water, lunch) available to the staff that will be trained?

A

The Bidder is advised to propose a comprehensive training strategy and approach plan with regards to the requirements. The Bidder is free to provide an innovative cost-effective sustainable solution for consideration.

Q

Adjudication of price, will the NECT use the Preferential Procurement Policy Framework Act and will it be an 80/20 or a 90/10 system?

A

The NECT has adopted government initiatives (B-BBEE) in the tender procurement process. NECT is following the 90/10 process, as per the requirement in Section 2 Point 18.5.

Q

Will the SaaS fee for the schools only become applicable in year 1 as there is no usage of the software in year 0?

A

We require a full fee. The principle or the most important part is that the bidder gives a true, clear and succinct picture of how they arrived at their costing.

Q

PR_BPRB_2_appendix-2-part-b-bid-response-pricing-templatefinal-v3-18-sept-19_Sheet - 2. Implementation Cost:

The scope of the tender makes provision for 4 phases, but the costing only applies to 3 phases. Should this not be aligned? We plan according to the tender rollout-plan, but the pricing sheet is somewhat different.

A

 Please refer to point 21.1 (figure 4) which shows the delivery timeline for the project. However, in the pricing schedule phase 2 and phase 3 have been combined for pricing purposes.

Q

Software as a Service fee:
If we charge a Software as a Service fee for the use of the software for the duration of this tender, that mean that it will rather be considered a monthly fee for the duration and not an upfront payment which will then be included as a License fee in 3. Support and Maintenance.

A

 This is correct.

Q

 Does the NECT rather suggest we charge the full software as a service fee for the duration of this tender as an upfront cost under 1. Software Cost and thus no license fee? It is important that after the tender scope, there will still be an annual SaaS fee payable for the use of the software.

A

 This is your call, you can use either or a mix, please ensure that in your pricing response this is made very clear.

Q

Development costs:
What is the difference between "Development and configuration" under tab 2? Implementation Cost VS Software cost under tab 1. Software Cost

A

Total software costs relate to the cost of COTS solution proposed in (see A10, 1. Software Cost), A13 refers to any additional anticipated software costs that may be incurred, should your COTS solution need to be supplemented to meet the full requirements. 

Supply Chain Management

Q

Does the 10% letter of guarantee does not exclude start-up companies?

A

After careful consideration and re-evaluation of the risk mitigation approach especially at the potential exclusion of SMMEs, the NECT has decided that the Letter of Guarantee for the 10% access to capital will be a pre-award requirement and as such be moved to “Section 1 Point 9 General Conditions of Bid and Conditions of Contract”

Q

The 30% allocation to the SMME doesn’t grow SMMEs.

A

The Bid requirements are clear on the 30% SMME as per Section 1 Point 9.15. The NECT will ensure that there is a contractual obligation however, the Bidder must manage this within themselves.

Q

Would it be possible for the NECT to limit all companies to use the SMMEs that attended this mandatory briefing session?

A

The NECT cannot restrict any Bidder or SMME to use any specific company.

The attendance register will be available on the website and all attendees are free to contact each other.

Q

30% SMME requirement, clarify the nature of the SMME involvement and if restricted to SA companies or includes international SMMEs?

A

The requirement to utilize SMMEs is to empower local companies. One Bidder is one company or a partnership, all these need to have 30% of business to a South African SMME.

Q

Please clarify section 9 clause 9.15 requiring that: “a) the Prime Bidder (OSM or Solution Developer)must act as the Prime Contractor;”

If, for example, the prime bidder has an OSM letter from the solution developer (as per section 27.1, Req ID BM-01):

a) will that be acceptable in terms of the contracting structure?

b) Will it be acceptable if the prime bidder is not the OSM, but has a letter from the manufacturer to distribute or resell the solution? (as section 9.15 and section 27.1 can be interpreted differently).

c) Should the prime bidder in all cases be the OSM or solution developer? For example, if the bid consortium comprises of the original solution developer together with other parties where one of the other parties is the prime bidder. Would this be an acceptable contracting structure?

A

In Section 8, DEFINITIONS, ACRONYMS AND ABBREVIATIONS

The prime contractor is defined as “any person (natural or juristic) who forwards an acceptable proposal in response to this Bid with the intention of being the main contractor should the proposal be awarded to him/her.”

What it means is that:

1. The Prime Bidder who submitted the Bid will be the organisation that the NECT will contract with. (Not all companies in the Consortium);

2. Any Consortium needs to inform NECT in the requirements of the Bid who the Prime Bidder/Contractor is; and

3. A consortium will as a result have their agreements amongst themselves.

In conclusion the bidders must select their Prime bidder. No restrictions of who the prime bidder is as long as they qualify for requirements as per the Bid.

Q

Do non-prime consortium members have to submit CIPC, annual reports & TCC documents or is just the prime entity?

A

Bidder is defined as “Any enterprise, consortium, partnership, company, close corporation, firm or any other form of enterprise, legal or natural, which has been invited by NECT to submit a Bid in response to this Bid invitation.”

Where the Bid requirements refer to the Bidder this would imply that the requirements refer to the definition of the Bidder.

Q

 If a consortium member is a foreign company & does not have a CIPC registration certificate, will a foreign registration certificate be acceptable?

A

Bidder is defined as “Any enterprise, consortium, partnership, company, close corporation, firm or any other form of enterprise, legal or natural, which has been invited by NECT to submit a Bid in response to this Bid invitation.”

Where the Bid requirements refer to the Bidder is would imply that the requirements refer to the definition of the Bidder and all members of the consortium would require the relevant information to be supplied.

Q

 Please confirm that a South African SMME that is priming a multiparty consortium bid response & submission can also participate as the SMME within that consortium? If so, is there any form of documentary evidence required to demonstrate that the SMME allocation has been properly done?

A

 All requirements are defined within the Bid specifications and in the response template.

Q

 Can a subcontractor to a bid prime &/or consortium provide a letter of guarantee on behalf of the prime &/or consortium as a whole?

A

 Please refer to the FAQ’s (Download FAQs) and email sent out on the 28th August 2019 at 10h03 regarding your query below.

Q

 If the bidding entity is an unincorporated JV, does it require its own BEE certificate, or can all the JV members submit their own existing individual BEE certificates?

A

 If the bidding entity (unincorporated JV) has a its own BEE certificate, then this should be supplied.  If not, then each JV members submit their own existing individual BEE certificates

Q

 If the bidding entity is an unincorporated JV, does it require its own annual report, or can all the JV members submit their own existing individual annual reports?

A

 If the bidding entity (unincorporated JV) has a its own annual report, then this should be supplied.  If not, all members must submit their annual report.
Q  We previously asked if all members of a consortium must submit CIPC, annual reports & TCC documents. The response was to send us a definition of the “Bidder”. This response was unhelpful as it doesn’t clarify which party that has “been invited to submit a Bid in response to this Bid invitation”. Is it possible to simply say “yes”, all consortium members must submit the required documents” or “no”, only the prime must submit the required documents” or “no”, any member of the consortium can submit the required documents”? Please just be clear with whatever the answer is.
A Yes, all consortium members must submit the required documents.
Q

TR_BTR_19.1_Evaluation

For the evaluation of the bid, all elements are evaluated based on the required level of compliance. Could you perhaps indicate what % point allocation is given in the evaluation to the different levels to give us a better understanding of how the evaluation will be done?

A

There are no allocation percentages for compliance.  The bid document specifies in Section 2 Point 19.1 page 23 the following:

  • Fully Compliant (FC); (your system meets all the requirements as per the bid)
  • Partially Compliant (PC) (Bidders are required to explain what is not compliant and how the Bidder intends to ensure the requirement is fulfilled.);
  • Solution modification required (N-M) (The Bidder must provide timelines on how the Bidder intends to fulfil this requirement with the project timelines.  The costs must be clearly indicated and included in Envelope Two – Appendix 2 Part B Bidder Response Pricing Template);
  • 3rd Party provision necessary (N-3rd) (The Bidder must provide supplier detail, licensing details, previous experience of this integration.  Timelines on how the Bidder intends to fulfil this requirement with the project timelines.  The costs must be clearly indicated and included in Envelope Two – Appendix 2 Part B Bidder Response Pricing Template);
  • Future-Plans (N-FP) (The Bidder is required to explain how they will provide a short-term solution and a roadmap of when their solution will be compliant); and
  • Non-Compliant (NC) (The Bidder is required to explain what is not compliant).

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