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NOTICE OF TENDER AND INVITATION TO TENDER

The Eastern Cape Development Corporation wishes through this RFP to engage once again service providers that are accredited as SAP ERP implementation partners for the implementation of the latest SAP ERP within reasonable time frame not exceeding 12 months from the project start date. ECDC would like to request bidders to submit two proposals with separate pricing options on the following:

A) Proposal for the implementation of the latest SAP ERP ECC6 platform (e.g. older version of SAP ERP such as ECC6 EHP8)

B) Proposal for the implementation of the most recent version of S/4 HANA platform (e.g. new version of SAP ERP such as S/4 HANA 1610)

Tender Reference No. and Description

Compulsory Briefing Meeting Closing Date / Time

Bid No: ECDC/ELN/276/022017

Appointment of the SAP ERP Implementation Partner.

14 March 2017 at 10:00 at ECDC Head Office at ECDC House, Ocean Terrace Park, Moore Street, Quigney, East London,

28 March 2017 at 12:00

ECDC Head Office at ECDC House, Ocean Terrace Park, Moore Street, Quigney, East London,

EVALUATION CRITERIA: All bids will be evaluated in three (3) stages as follows:

Functionality: bidders must score a minimum of 80% in order to proceed to next stage; and

Bidders that pass the minimum requirement will be invited for presentation

90/10 Preferential Procurement Points System : 90 points for Price and 10 points for BBBEE status level of Contribution.

MANDATORY REQUIREMENTS

Failure to meet the mandatory requirements will result in your bid being disqualified

Description Mandatory Requirements

1.

Service Provider to be registered on the National Treasury Central Supplier Database. The following information will be verified on the National Treasury Central Supplier Database:

Business Registration including details of directorship and membership,

Tax Compliance Status,

ID Number,

Tender Defaulting and Restriction Status.

Onus is on the Service Provider to make sure that all these are active and compliant on the CSD at the time of tender and award. Non - compliance of the Bidder will result the tender being non – responsive

Yes

2. Service Provider must be a valid and active SAP Accredited Partner (confirmation letter from SAP that is not older than a year). NB!! ECDC will also independently verify the Partner Accreditation.

Yes

3. Service Provider should submit a completed and signed pricing schedule with a permanent ink (NB!! 5 year equal installments clearly detailing capital and interest pricing to be completed in Annexure F)

Yes

4. Completed and signed attendance register to the compulsory mandatory briefing meeting

Yes

5. Annexure H - (SBD 4) : Declaration of interest (Bidder/Consortium Member); (Completed and Signed), listed companies are allowed to submit a board resolution mandating an authorized personnel to declare interest on behalf of all directors

Yes

6. Annexure I - (SBD 4) : Declaration of interest (to be completed by each director / trustee / member / shareholder of the bidder/ Consortium Member); (Completed and Signed)

Yes

7. Annexure J – (SBD 8) : Declaration of bidders past supply chain management practices; (Signed and Completed)

Yes

8. Annexure K – (SBD 9) : Certificate of independent Bid determination ); (Completed and Signed)

Yes

9. Resolution of the Board of Directors to Enter into a Consortium or Joint Venture Agreements

Yes

10. Letter of Authority of Signatory from each member firm and signed by all directors of each member firm;

Yes

11 Joint Venture Agreement signed by all Members who are Duly Authorised

Yes

12 Bidders should submit proof (signed contract with locally based SMME) that 30% of the work will be subcontracted to SMME

OR: Bidders should submit signed letter by duly authorised company representative that 30% of the value of the contract will be subcontracted to local SMMEs.

Bidders should submit signed letter by duly authorised company representative that 30% of the value of the contract will be subcontracted to local SMMEs.

Yes

KINDLY NOTE THAT FAILURE TO SUBMIT ALL THE REQUIRED DOCUMENTATION TOGETHER WITH THE PROPOSAL WILL RESULT IN YOUR PROPOSAL BEING REJECTED WITHOUT FURTHER CONSIDERATION OR NOTIFICATION

All queries related to this tender must be directed to Supply Chain Management in writing and

addressed to:

Contact Person: Mr Ntimela Sigadla at [email protected]

mailto:[email protected]

Head office: EAST LONDON T: (+27) 043 704 5600 • PORT ELIZABETH T: (+27) 04) 373 8260 • QUEENSTOWN T: (+27) 045 838 1910

MTHATHA T: (+27) 047 501 2200 • Satellite offices: KING WILLIAM'S TOWN T: (+27) 043 604 8800 • MOUNT AYLIFF T: (+27) 039 254 0584

BUTTERWORTH T: (+27)047 401 2700 • ALIWAL NORTH T: (+27)051 633 3007

Board Members: N Dladla (Chairperson) • N Dlulane (CEO) • S Sentwa (CFO)

• M Maqetuka • B Nqadolo • L Jiya • P Bosman • M Sishuba • S Thobela • N Siwahla-Madiba • M Damane • D Mbelani (Company Secretary)

/RFP/ELN276/022017

REQUEST FOR PROPOSALS (APPOINTMENT OF THE SAP ERP IMPLEMENTATION PARTNER)

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Bid Document to provide services for ECDC / RFP/ ELN276/022017

INDEX

Nr DETAILS PAGE

SECTION A

A Abbreviations 4

B Definitions 4

SECTION B – GENERAL INFORMATION

1.1 Bid Content 8

1.2 Estimated Timeline 8

1.3 Compulsory Briefing Session 8

1.4 Submission of bid documents 8

1.5. Preferential Procurement 8

1.6. Alteration or withdrawal of proposals 13

1.7. Cost for preparation of bid proposal 13

1.8. Ownership of proposals 13

1.9. Tax clearance certificate requirements 13

1.10. Confidentiality 13

1.11 Inventions Patent and Copy rights 14

1.12 Ethics 14

1.13 Competition 14

1.14 Cancellation of bid process 14

1.15 Interviews / Presentations 15

1.16 Contract Award 15

1.17 Disclaimer 15

1.18 Enquiries 15

SECTION C – TERMS OF REFERENCE

1. Background and Introduction 16

2. Scope of services required 18

3. Methodology 23

4. Required Capacity, Skills, Experience & Track Record 23

5. Responsibilities and duties 24

6. Obligation to perform and sub-contracting

24

7. Performance guarantee 24

8. Anti-dumping and countervailing duties and rights 24

9. ECDC facilities 25

10. Force majeure 25

11. Warranties 25

12. Spare parts 25

13. Insurance 25

14. Responsibility to perform 25

15. Duration of the contract 26

16. Payments and tax

26

SECTION D – REQUIRED DOCUMENTATION

A General bidder information 27

B Location 28

C Functionality - Profile 29

D Functionality - Experience 30

E Functionality - Services 31

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F Prices - services 32

G Preferential Points 34

H Bidders declaration of interest 35

I Bidders (shareholder’s etc.) declaration of interest 36

J Bidders declaration - past supply chain practices 37

K Certificate of independent bid declaration 38

L Supporting Documentation 39

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SECTION A:

A: ABBREVIATIONS

B-BBEE Broad-based Black Economic Empowerment

B-BBEEA Broad-based Black Economic Empowerment Act 53 of 2003

B-BBEE Codes Broad-based Black Economic Empowerment Codes of Good Practice-2007

CIDB Construction Industry Development Board

DTI Department of Trade and Industry

ECDC Eastern Cape Development Corporation

EME Exempt Micro Enterprise

ERP Enterprise Resource Planning

IRBA Independent Regulatory Board of Auditors

PCCA Prevention and Combating of Corrupt Activities Act 12 of 2004

PFMA Public Finance Management Act (Act 1 of 1999)

PPPFA Preferential Procurement Policy Framework Act (Act 5 of 2000)

QSE Qualifying Small Enterprise

RFI Request for Information

SABS South African Bureau of Standards

SANAS South African National Accreditation System

SARS South African Revenue Service

SASAE South African Standard on Assurance Engagements

SCM Supply chain management

SMME Small, Medium and Micro Enterprises

ToR Terms of Reference

B: DEFINITIONS

Acceptable tender Means any tender which, in all respects, complies with the specifications and conditions of tender as set out in the tender document.

Accreditation Body Means the South African National Accreditation System or any other entity appointed by the Minister from time to time whose function it is to:

Accrediting verification agencies

Developing, maintaining and enforcing of Verification Standards

Affordable Means (in terms of a PPP-Agreement) that the financial commitments to be incurred can be met by funds:

Designated within ECDC’s existing budget for the function to which the agreement relates; and

Destined for ECDC in accordance with the relevant Treasury’s future budgetary projections.

All applicable taxes Includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies.

B-BBEE status level of contributor

Means 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;

Bid Means a written offer or proposal to supply goods and/or provide services, submitted in response to the ECDC’s invitation to quote or submit proposals which includes advertised competitive bids, written price quotations or proposals.

Bid Specification A specification that lays down the characteristics of goods to be procured or their related processes and production methods, or the characteristics of services to be procured or their related operating methods, including the applicable administrative provisions, and a detailed requirement relating to conformity assessment procedures that an entity prescribes and shall include TOR for specialised services.

Black People Means 'African', 'Indian' and 'Coloured' people who are citizens of the Republic of South Africa by birth; or are citizens of the Republic of South Africa by naturalisation before the commencement date of the Constitution of South Africa Act (1993); or became citizens of the Republic of South Africa after the commencement of the of the Constitution of South Africa Act (1993), but who for the Apartheid policy that has been in place to that date, would have been entitled to acquire

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citizenship by naturalisation prior to that date.

Broad based black empowerment

Means broad-based black empowerment means the empowerment of all black people including women, workers, youth, people with disabilities and people living in rural areas through diverse but integrated social-economic strategies that include, but are not limited to:

Increase the number of black people that manage, own and control enterprises and productive assets;

Facilitating ownership and management of enterprises and productive assets by communities, workers, cooperatives and other collective enterprises

Human resources and skills development

Achieving equitable representation in all occupational categories and levels in the workforce

Preferential procurement; and

Investment in enterprises that are owned or managed by black people.

Broad based black empowerment Act

Means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003)

Close family member

Shall mean:- member of the same household, parent (including adoptive parent), parent-in-law, son (including adoptive son), son-in-law, daughter (including adoptive daughter), daughter-in-law, step-parent, step-son, step-daughter, brother, sister, grandparent, grandchild, uncle, aunt, nephew, niece, the spouse or unmarried partner with relation to any of the person’s above.

Code of Ethics Refer to the ECDC Code of Ethics for Management and Staff as may be amended from time to time.

Comparative price Means the price after the factors of a non-firm price and all the unconditional discounts that can be utilised have been taken into consideration.

Consortium or joint venture

Means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

Contract Means the agreement that results from the acceptance of a bid by ECDC.

Designated sector Means a sector, sub-sector or industry that has been designated by the DTI in line with national development and industrial policies for local production, where on local produced goods or locally manufactured goods meet the stipulated minimum threshold for local production and content.

Duly sign Means a document that has been signed by the Chief Financial Officer or other legally responsible person nominated in writing by the Chief Executive, or senior member / person with management responsibility (close corporation, partnership or individual).

Exempt Micro Enterprise (EME)

Means an enterprise with a specified total annual revenue of less than the amount stipulated below per sector if and only if a certificate has been received issued by a registered auditor, accounting officer i.t.o. section 60(4) of the Close Corporation Act or an accredited verification agency.

Tourism sector – R2,5 million

Construction sector applicable to the Built Environment professional – R1.5 million

All other sector R5 million

Family member Means a husband or wife, any partner in a customary union according to indigenous law or any partner in a relationship where the parties live together in a manner resembling a marital partnership or a customary union; and

any person related to either one or both persons referred above within the second degree through a marriage, a customary union or a relationship or the third degree of consanguity.

Firm price Means 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 the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract.

Fronting Means a deliberate circumvention or attempted circumvention of the B-BBEE Act and the Codes. Fronting commonly involves reliance on data or claims of compliance based on misrepresentation of facts, whether made by the party claiming compliance or by any other person.

Functionality Means the measurement according to predetermined norms, as set out in the tender documents, of a service or commodity that is designed to be practical or useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of the tenderer.

Imported content Means 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 bidder or its subcontractors) and which costs are inclusive of the costs abroad (this includes labour or intellectual property costs), 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.

In the service of the state

Means:

an employee of any municipality who has a performance contract with the municipality and is employed on a permanent, temporary or short term basis.

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an employee or public servant of any national or provincial government as defined in terms of Public Services Act.

a member who –

is a councillor of any municipal council as defined in the Local Government Municipal Structures Act (Act No 117 of 1998);

is a politician serving in any provincial legislature; or

is a politician serving in the National Assembly or the National Council of Provinces;

a member of the board of directors of any municipal entity;

an employee and a member of a government owned entity as defined in the Public Finance Management Act (Act No 1 of 1999); and / or such other meaning ascribed to it by National Legislation from time to time.

Local content Means a portion of the tender price which is not included in the imported content, provided that local manufacture does take place.

Non-firm prices Means all prices other than “firm” prices

Person Includes a juristic person.

Price Quotation An estimate describing the product, stating its price, time of shipment, and specifies the terms of the sale and terms of the payment.

Property Includes all movable and immovable property and intellectual property belonging to ECDC.

Public Private partnership

Means a commercial transaction between ECDC and a private party in terms of which:

the private party either performs a function o.b.o. ECDC for a specified or indefinite period, or acquires the use of state property for its own commercial purposes for a specified or indefinite period;

the private party receives a benefit for performing the function or by utilising state property, either by way of:

compensation from a revenue fund charges or fees collected by the private party from users or customers of a service provider to them; or a combination of such compensation and such charges or fees

Qualifying small entity

Means a qualifying small entity that qualifies for measurement under the QSE B-BBEE scorecard with a turnover of between R5-R35 million.

Rand value Means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties.

Related enterprise Means an entity controlled by a measured entity whether directly or indirectly controlled by the natural persons who have direct or indirect control over that measured entity or the immediate family of those natural persons.

Service Level Agreement

Shall have the same meaning assigned as “Contract”

Shareholder Means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.

State Means:

any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the PFMA

any municipality or municipal entity

national Assembly or the national Council of Provinces; or parliament

Stipulated minimum threshold

Means that portion of local production and content as determined by the DTI

Sub-Contract Means 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.

Sub-contracting to local SMME

Means subcontracting 30% of the contract value to South African based Small Medium and Micro Enterprises (SMME) that are also classified as EMEs or QSEs, Co-operatives, Township and Rural enterprises in line with the revised Preferential Procurement Regulations gazetted on the 20

th of January 2017 with special reference to

section 9.1 of the Preferential Procurement Regulations of 2017.

Tender The same meaning is assigned as ‘Bid” above.

Threshold Shall mean the financial limits on the value of goods or services to be procured as set and prescribed in this policy which shall determine the manner in which these goods and services will be procured

Total revenue Means the total income of an entity from its operations as determined under South African Generally Accepted Accounting Practice.

Trust Means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person.

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Trustee Means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

Value for Money Means that the item (public-private partnership agreement) results in a net benefit to ECDC defined in terms of cost, price, quality, quantity, or risk transfer, or a combination thereof.

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SECTION B

1. General Information 1.1 Description of the bid content The ECDC concluded a RFI process which was the first step towards its Enterprise Resource Planning (ERP) implementation project in 2015. Through the RFI process the corporation has identified SAP ERP as a suitable product that meets its business requirements. The ECDC experienced delays due to the introduction of the new SAP platform S/4 HANA and to this effect the initial RFP process started that closed in 2016 was abandoned as the Corporation needed to make a business decision on the SAP platform it should adopt. In addition, the ECDC has made a decision finance the implementation cost over a 5 year period and has made this a mandatory bidding requirement instead of the normal direct payment for the delivery of the project. ECDC will only consider bidders that are able to finance the project cost through equal instalment payments over a 5 year period. It is important to note that the project is expected to be completed within 12 months and the payment is envisaged to be paid over a 5 year period. The Corporation wishes through this RFP to engage once again service providers that are accredited as SAP ERP implementation partners for the implementation of the latest SAP ERP within reasonable time frame not exceeding 12 months from the project start date. ECDC would like to request bidders to submit two proposals with separate pricing options on the following:

A) Proposal for the implementation of the latest SAP ERP ECC6 platform (e.g. older version of SAP ERP such as ECC6 EHP8) B) Proposal for the implementation of the most recent version of S/4 HANA platform (e.g. new version of SAP ERP such as S/4 HANA 1610)

NB!! ECDC reserves the right to choose any SAP technology platform and appoint a suitable bidder accordingly. ECDC will evaluate both platforms and therefore bidders are encouraged to submit proposals for both platforms. Bidders that submit a proposal for one platform will NOT be disqualified (i.e. Bidder that wish to submit a proposal for either (latest SAP ERP ECC6 or S/4 HANA) SAP platform are allowed, although it will be advantageous for bidders to submit proposals for both SAP platforms, where possible). 1.2 Estimated timeline

Activity Date Time

1 Placing of Advert 5 March 2017 10:00

2 Compulsory Briefing session for targeted bidders 14 March 2017 10:00

3 Final date of submission of proposals 28 March 2017 12:00

4 Evaluation process April 2017 N/A

5 Adjudication process April 2017 N/A

6 Award bid April 2017 N/A

1.3 Compulsory Briefing Session

Briefing session for this project will be held at: ECDC Head Office, ECDC House, Ocean Terrace Park, Moore Street, Quigney, East

London,

1.4 Submission of Bid Documents

All bid documents must be placed in sealed envelopes labelled clearly as follows:

Bid Reference Number: ECDC/RFP/ELN/276/022017, Delivered at: ECDC Head Office at ECDC House,

Ocean Terrace Park, Moore Street, Quigney, East London,

To be placed in the Bid Box on or before the final date and time of submission proposals indicated above in 1.2 (3) above

One original, duly signed (authorised representative) and firmly bound bid document inclusive of these terms and conditions and 1 soft copy of the original proposals are required to be submitted.

No faxed proposal or proposals sent via e-mail will be accepted. No late submissions will be eligible for consideration by ECDC.

The bid box is open on weekdays between 8h00 and 16h30.

1.5 Preferential Procurement

This bid is subject to the preferential procurement policy framework Act and the preferential procurement regulations 2017 as applicable to provincial government business enterprises as listed under schedule 3(d) of the Public Finance Management Act and the ECDC Procurement Policy as amended from time to time. Refer Section D for full disclosure requirements.

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EVALUATION PROCESS All proposals will be evaluated in 2 Stages:

Stage 1 Involves an evaluation of Functionality – At this stage Bidders must score a minimum score of 80% for functionality (services) before they will be evaluated in terms of pricing and preferential procurement points. NB!! Functionality will be evaluated in two parts:

Part 1 – Evaluation of submitted proposals (information will be verified)

Part 2 – Bidders that comply with the mandatory requirements will be invited for interviews/presentation in order to afford the ECDC an opportunity to interrogate further some aspects of the functionality. During this process, special focus will be given to the capacity and capability with regards to availability of relevant technical resources, project plan, approach and methodology, clarity and impact of bidders’ assumptions especially to project timelines and costing. Further details and relevant information to prepare for Part 2 will be provided to the bidders.

Stage 2 Preferential Procurement Points

MANDATORY REQUIREMENTS

Failure to meet the mandatory requirements will result in your bid being disqualified:

Description Mandatory Requirements

1.

Service Provider to be registered on the National Treasury Central Supplier Database. The following information will be verified on the National Treasury Central Supplier Database:

Business Registration including details of directorship and membership,

Tax Compliance Status,

ID Number,

Tender Defaulting and Restriction Status.

Onus is on the Service Provider to make sure that all these are active and compliant on the CSD at the time of tender and award. Non - compliance of the Bidder will result the tender being non – responsive

Yes

2. Service Provider must be a valid and active SAP Accredited Partner (confirmation letter from SAP that is not older than a year). NB!! ECDC will also independently verify the Partner Accreditation.

Yes

3. Service Provider should submit a completed and signed pricing schedule with a permanent ink (NB!! 5 year equal installments clearly detailing capital and interest pricing to be completed in Annexure F)

Yes

4. Completed and signed attendance register to the compulsory mandatory briefing meeting

Yes

5. Annexure H - (SBD 4) : Declaration of interest (Bidder/Consortium Member); (Completed and Signed), listed companies are allowed to submit a board resolution mandating an authorized personnel to declare interest on behalf of all directors

Completed)

Yes

6. Annexure I - (SBD 4) : Declaration of interest (to be completed by each director / trustee / member / shareholder of the bidder/ Consortium Member); (Completed and Signed)

Yes

7. Annexure J – (SBD 8) : Declaration of bidders past supply chain management practices; (Signed and Completed)

Yes

8. Annexure K – (SBD 9) : Certificate of independent Bid determination ); (Completed and Signed)

Yes

9. Resolution of the Board of Directors to Enter into a Consortium or Joint Venture Agreements

Yes

10. Letter of Authority of Signatory from each member firm and signed by all directors of each member firm;

Yes

11. Joint Venture Agreement signed by all Members who are Duly Authorised Yes

12. Bidders should submit proof (signed contract with locally based SMME) that 30% of the work will be subcontracted to SMME

OR:

Bidders should submit signed letter by duly authorised company representative that 30% of the value of the contract will be subcontracted to local SMMEs.

Yes

KINDLY NOTE THAT FAILURE TO SUBMIT ALL THE REQUIRED DOCUMENTATION TOGETHER WITH THE PROPOSAL WILL RESULT IN YOUR PROPOSAL BEING REJECTED WITHOUT FURTHER CONSIDERATION OR NOTIFICATION

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EVALUATION CRITERIA

The RFP will be evaluated in its entirety, including an evaluation of the functionality listed below. Bidders meeting the criteria of 80% functionality will be considered for the next stage of preferential procurement. The ECDC reserves the right to visit the implementation sites of bidders should it be deemed necessary. NB!! In instance where no bidder achieves the minimum of 80%, ECDC retains the right to shortlist the two highest scoring bids close enough to the targeted minimum score of 80% for the second stage evaluation. STAGE 1

CRITERIA FOR FUNCTIONALITY (110 points)

Capacity and Capability

Human Resources: Submission of CVs with certified qualifications indicating experience and SAP certification levels for the following modules (Investment Management, Real Estate Management, Loans Management, Plant Maintenance, Project Management, Human Capital Management, Procurement, Financials, Customer Relationship Manager, Strategy Management, Sourcing and Business Intelligence), the scoring will be calculated based on average K levels.

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a SAP Investment Management

SAP Real Estate Management (core)

SAP Loans Management (core)

SAP Plant Maintenance

SAP Project Management

SAP Human Capital Management

SAP Procurement

SAP Financials

SAP Customer Relationship Manager

SAP Strategy Management

SAP Sourcing

SAP Business Intelligence

1 3 4 1 1 2 2 2 1 1 1 1

b Project Management : Submission of CVs with certified qualifications indicating experience in project management

PMP or PRINCE 2 or ASAP certified or project management qualification

Project Management experience

o Over 10 years’ experience

o 5 years and less than 10 years

5

1

4

2

Financial Resources:

Submission of the latest audited (not older than 12 months) annual financial statements (AFS) or letter from the registered

financial institution confirming access to finance and the letter should highlight the amount or value the bidder is qualifying for

(Finance Letter)

10

a Liquidity position / Finance Letter > R10 000 000 10

b Liquidity position / Finance Letter between R7 500 000 - R9 999 999

7

c Liquidity position / Finance Letter between R5 000 000 – R7 499 9999

5

Knowledge and Experience: General SAP ERP Implementation

Clear indication that the bidder has relevant knowledge and experience in implementing a SAP ERP System: Provide the list of SAP ERP

projects implemented detailing, project value, duration of the implementation and modules implemented supported by verifiable reference letters

signed by the client (in-complete letters will not be considered, i.e. a letter that is not signed by the client, does not detail modules implemented,

project value, duration of the project, etc. if any of the minim information is not provided the letter will be considered as in-complete and will not

be considered. It is therefore important for the bidder to ensure at minimum the requested information is fully provided in each letter that is

submitted)

a 5 reference letters or more for SAP ERP implementation

10

50

b 4 reference letters for SAP ERP implementation

8

c 3 reference letters for SAP ERP implementation

6

d Less than 3 reference letters for SAP ERP Implementation

0

Knowledge and Experience: SAP Real Estate Management Module Implementation

Clear indication that the bidder has relevant knowledge and experience in implementing the following SAP Real Estate Management module:

Provide the list of SAP ERP projects implemented detailing, project value, duration of the implementation and modules implemented supported

by verifiable reference letters signed by the client (in-complete letters will not be considered, i.e. a letter that is not signed by the client, does not

detail modules implemented, project value, duration of the project, etc. if any of the minim information is not provided the letter will be considered

as in-complete and will not be considered. It is therefore important for the bidder to ensure at minimum the requested information is fully

provided in each letter that is submitted)

a 5 reference letters or more for SAP Real Estate Management Module Implementation

10

b 4 reference letters for SAP Real Estate Management Module Implementation

8

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CRITERIA FOR FUNCTIONALITY (110 points)

c 3 reference letters for SAP Real Estate Management Module Implementation

6

d Less than 3 reference letters for SAP Real Estate Management Module Implementation

0

Knowledge and Experience: SAP Loans Management Module Implementation in a DFI

Clear indication that the bidder has relevant knowledge and experience in implementing the following SAP Loans Management Module: Provide

the list of SAP ERP projects implemented detailing, project value, duration of the implementation and modules implemented supported by

verifiable reference letters signed by the client:(in-complete letters will not be considered, i.e. a letter that is not signed by the client, does not

detail modules implemented, project value, duration of the project, etc. if any of the minim information is not provided the letter will be considered

as in-complete and will not be considered. It is therefore important for the bidder to ensure at minimum the requested information is fully

provided in each letter that is submitted)

a 3 or more reference letters for SAP Loans Management Module Implementation

30

b 2 reference letters for SAP Loans Management Module Implementation

20

c 1 reference letter for SAP Loans Management Module Implementation

5

Project Plan, Approach and Methodology 25

a Understanding of Terms of Reference and ECDC business requirements and proposed relevant modules taking into account already considered modules such as Investment Management, Real Estate Management, Loans Management, Plant Maintenance, Project Management, Human Capital Management, Procurement, Financials, Customer Relationship Manager, Strategy Management, Sourcing, Business Intelligence

b Recognizable project management methodology and approach. Stipulate deliverables on each phase of the project and the

envisaged governance structure for the project taking into account there is an existing project steering committee led by the

project owner. The detailed project schedule in MS Project clearly detailing major milestones, project cost per milestone and

envisaged project team assuming the project will not exceed 12 months and this should include training and handover of the

system as well as post implementation support.

c The bidder is expected to provide the project quality assurance and risk management approach, and risk register based on

experience on similar projects as well as the detailed project taken on requirement.

d Define the role that the implementation partner will play in the current Change programme demonstrating your understanding

of Change Management processes.

e The bidder should provide detailed technical environment for both hard ware and software as well as networking requirements

including estimated costing for the provision of infrastructure requirements that could support ECDC for 5 years for all SAP

environments (development, testing, QA, pre-production and production); licencing and maintenance of software

operating systems, databases, etc

f The bidder is required to provide detailed roles and responsibility matrix between themselves and ECDC at each stage of the

project

Total Points 110

Adequate proof (documents, agreements, curriculum vitae, qualifications, financial statements, specifications, standards, etc.) supporting the points claimed must be provided. Failure to submit adequate proof may result in no points being allocated. Please refer to section C for more details on bid specification) 1.5.2.1 Only bids that have achieved the minimum qualifying score for functionality will be evaluated further in terms of stage 2. 1.5.2.2 All bids that fail to achieve the minimum score will be disqualified. (In an instance where no bidder achieves the minimum score, the ECDC retains the right to shortlist the two highest scoring bids close enough to the targeted minimum score for the second stage evaluation.

1.5.2.3 The minimum qualifying score (in a percentage) for functionality shall be calculated as follows: Ps =So

Ms x100Where:

Ps = percentage scored for functionality by bid under consideration So = Total score for bid under consideration Ms = Maximum possible score

1.5.2.4 The percentages of each panel member shall be added and divided by the number of panel members to establish the average percentage obtained by each bidder for functionality.

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1.5.3 Stage 2 – Evaluation Criteria Preference points for this bid shall be awarded for price and the B-BBEE Status Level of Contribution. The maximum points for this bid are allocated as follows:

CRITERIA POINTS

Price 90

B-BBEE status level of contribution 10

TOTAL POINTS 100

1.5.3.1 The bidder obtaining the highest number of total points will be awarded the contract. 1.5.3.2 Preference points shall be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm

prices and all unconditional discounts;. 1.5.3.3 Points scored will be rounded off to the nearest 2 decimal places. 1.5.3.4 In the event that two or more bids have scored equal total points, the successful bid will be the one scoring the highest number of

preference points for B-BBEE. 1.5.3.5 However, when functionality is part of the evaluation process and two or more bids have scored equal points including equal preference

points for B-BBEE, the successful bid must be the one scoring the highest score for functionality. 1.5.3.6 Should two or more bids be equal in all respects, the award shall be decided by the drawing of lots. 1.5.3.7 Points awarded for price based will be based on the 80/20 or 90/10 Preference point systems 1.5.3.8 A maximum of 80 or 90 points is allocated for price on the following basis:

DETAILS 80/20 PREFERENCE POINT SYSTEM 90/10 PREFERENCE POINT SYSTEM

Rand value (competitive bids or quotations) all applicable taxes included.

Equal and above R30 000 to R1 million.

Below R30 000 if and when considered to be appropriate

Rand value greater than R 1 000 000.

Formulae

Ps = Points scored for comparative price of bid / offer under consideration

Pt = Comparative price of bid / offer under consideration

Pmin = Comparative price of lowest acceptable bid / offer

1.5.3.9 A maximum of 20 or 10 points will be awarded for B-BBEE Status Level of Contribution 1.5.3.10 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for

attaining the B-BBEE status level of contribution in accordance with the table below:

B-BBEE STATUS LEVEL OF CONTRIBUTOR NUMBER OF POINTS (90/10 system) NUMBER OF POINTS (80/20 system)

1 10 20

2 9 18

3 8 16

4 5 12

5 4 8

6 3 6

7 2 4

8 1 2

Non-compliant contributor 0 0

min

min180

P

PPtPs

min

min190

P

PPtPs

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1.5.3.11 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.

1.5.3.12 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof,

substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS. 1.5.3.13 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits

their B-BBEE status level certificate. 1.5.3.14 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity

submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.

1.5.3.15 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard

contained in the B-BBEE Codes of Good Practice. 1.6 Alteration or withdrawal of Proposals

Bidders may withdraw their proposal by written notification on or before the date Specified for the evaluation of Bids 1.7 Costs for preparation of Proposals/presentations

The costs incurred by Bidders in respect of the attendance of any briefing or presentation meetings if necessary or costs incurred in preparing any proposal will be borne by the Bidder and the ECDC shall in no way be liable to reimburse such costs incurred.

1.8 Ownership of Proposals and presentations

The ECDC shall on receipt of any proposal relating to this request, and submitted in accordance with the procedure set out herein, shall become the owner thereof and the ECDC shall not be obliged to return any proposal.

1.9 Tax Clearance Certificate requirements

It is a condition of all bids inclusive of foreign bidders / individuals) that the South African taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations

1.10 Confidentiality 1.10.1 The entire process of calling for Bids was initiated by the ECDC in terms of its procurement policy and is confidential. All deliberations in

respect of the acceptability or otherwise of the proposals shall be conducted in closed sessions and members of the Evaluation and Procurement Committee and prospective service providers are bound to treat all discussions as highly confidential.

1.10.2 The service provider shall not divulge directly or indirectly to any other person than a person employed by ECDC, make copies or extracts

of any of the information obtained during this assignment, while they may have access to ECDC’s trade secrets, confidential information which may include, specifications, plans, drawings, pattern, samples, written instructions, notes, memoranda, technical information, know-how or process or method or any other records of whatsoever nature without the written consent of ECDC and shall surrender all these items to ECDC on termination of the assignment or on demand of ECDC.

1.10.3 The service provider shall not be entitled to make use of the information whether for its own benefit or that of others, to make available or

derive any profit from any of the information or knowledge specifically related to the business or affairs of ECDC. 1.10.4 Any document, shall remain the property of ECDC and shall be returned (all copies) to ECDC on completion of the contract if so required

by ECDC. 1.11 Inventions Patent and Copy-Rights 1.11.1 The service provider cedes, assigns and transfers to ECDC all rights, title and interest in and to any and all copyright in all works and

inventions which relates to the business of ECDC (which includes, but is not limited to, methodologies and products) which arises within the course and scope of this services will be assigned to ECDC.

1.11.2 Provide ECDC the sole and exclusive right to alter and adapt the work. 1.11.3 The service provider shall indemnify ECDC against all third-party claims of infringement of patent, trademark, or industrial design rights

arising from use of the goods or any part thereof by ECDC. 1.12 Ethics 1.12.1 Any attempt by an interested Bidder to obtain confidential information, or enter into unlawful agreements with competitors or influence the

Evaluation and /or the Procurement Committee or the ECDC during the process of examining, evaluating and comparing Bids/Proposals or Quotations will lead to the rejection of its bid/quotation/proposal in its entirety.

1.12.2 The Bidder must declare any business or other interests it has with the ECDC or any employee of the ECDC, as per the declaration of

interest form annexed hereto marked in Section D; failing which the Bidder shall be automatically disqualified from further participation in the Bid or call for proposals. The disqualification will be applicable at any stage of the bidding and / or engagement process.

1.13 Competition 1.13.1 Bidders and their respective officers, employees and agents are prohibited from engaging in any collusive action with respect to the

bidding process which serves to limit competition amongst bidders.

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1.13.2 In general, the attention of bidders is drawn to Section 4(1) (b) (iii) of the Competition Act 1998 (Act No. 89 of 1998) (the Competition Act) that prohibits collusive biding.

1.13.3 An agreement between, or concerted practice by, firms, or a decision by an association of firms, is prohibited if it is between parties in a

horizontal relationship and if a bidder/s is / are or a contractor(s) was / were involved in collusive bidding. 1.13.4 If bidders have reason to believe that competition issues may arise from any submission of a response to this bid invitation they may

make, they are encouraged to discuss their position with the competition authorities before submitting response. 1.13.5 Any correspondence or process of any kind between bidders and the competition authorities must be documented in the responses to this

invitation to bid. 1.13.6 In this regard bidders are required to complete Annexure F, failing which the Bidder shall be automatically disqualified from further

participation in the Bid or call for proposals. The disqualification will be applicable at any stage of the bidding and / or engagement process.

1.13.7 If a bidder (s) or contractor (s), based on reasonable grounds or evidence obtained by ECDC, has /have engaged in the restrictive practice

referred to above, ECDC may refer the matter to the Competition Commission for investigation and possible imposition of an administrative penalty as contemplated in Section 59 of the Competition Act 89 of 1998.

1.13.8 If a bidder(s) or contractor(s) has / have been found guilty by the Competition Commission of the restrictive practice referred to above,

ECDC may in addition and without prejudice to any other remedy provided for, invalidate the bid(s) for such an item(s) offered, and / or terminate the contract in whole or part, and / or restrict the bidder(s) or contractor(s) for conducting business with the public sector for a period of not exceeding 10 9ten) years and / or claim damages form the bidder(s) / contractor(s) concerned.

1.14 Cancellation of Bid Process

The ECDC shall be entitled, within its sole and entire discretion, to cancel this Bid/Call for Proposals and/or Quotations at any time and shall notify the interested service providers accordingly. The ECDC shall in no way be liable for any damages whatsoever, including, without limitation, damages for loss of profit, in any way connected with the cancellation of this bid. The publication of the bid does not commit the ECDC to appoint any of the qualifying Bidders.

1.15 Part 2 of Stage 1 (includes information verification, interviews / presentations)

In terms of the bid evaluation process bidders will be called for interviews/presentation. At this stage the bidders will be invited to a venue as determined by ECDC. All transport and accommodation costs incurred by the bidder will be for the bidders account and will not be reimbursed in any way. Failure to attend a scheduled interview/presentation will lead to immediate disqualification from the bid process.

1.16 Contract award – proposal 1.16.1 The successful bidder will be notified of the bid award in writing by the Procurement Department. 1.16.2 The acceptance of any proposal shall only be confirmed with the conclusion of a final written signed service level agreement or any other

appropriate agreement between the ECDC and the successful Bidder, in terms of which the rights and duties of the parties are recorded, which agreement shall regulate the relationship between the ECDC and the Successful Bidder.

1.16.3 As a guideline regarding the content of the service level agreement, the bidder is referred to the general conditions of contract available on

the ECDC web-site. 1.16.4 Until such time that an appropriate agreement has been concluded in writing between the ECDC and the successful Bidder, no rights shall

be conferred nor shall any legitimate expectations be conferred to the successful Bidder to carry out the works or services provided for in this Bid.

1.16.5 The ECDC, the Accounting Officer and the Bid Committee (as the case may be) does not bind itself to accept either the lowest

(price),highest (points) or any other bid and reserves the right to accept the bid which it deems to be in the best interest of the Institution even if it implies a waiver by the ECDC, the Accounting Officer, or the Bid Committee, (as the case may be) of certain requirements which the ECDC, the Accounting Officer, the Bid Committee, (as the case may be) considers to be of minor importance and not complied with by the bidder.

1.16.6 The ECDC will not entertain any request of feedback before the final awarding of the contract. 1.17 Disclaimer 1.17.1 This Bid document has been prepared for the purpose of providing information to interested Bidders. The provision of any additional

information about the organization to Bidders, are disclosed and will be made available to enable the prospective Bidders to submit comprehensive proposals.

1.17.2 Interested Bidders are accordingly required to conduct their own due diligence in respect of the ECDC and its business operations and the

nature and scope of the services required. 1.17.3 The ECDC accepts no responsibility for the fairness, accuracy or completeness of any information or opinions, for any errors, omissions or

misstatements, negligent otherwise, made by any person in this Bid document or at any Compulsory briefing session 1.17.4 The ECDC accepts no liability for any loss incurred by any person(s) due to events or action taken as a consequence of the preparation

and dissemination of this bid request. 1.17.5 Except in cases of criminal negligence or wilful misconduct, and in the case of infringement the bidder shall not be liable to ECDC,

whether in contract, tort, or otherwise, for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the bidder to pay penalties and/or damages to ECDC; and

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1.17.6 The aggregate liability of the bidder to ECDC, whether under the contract, in tort or otherwise, shall not exceed the total contract price,

provided that this limitation shall not apply to the cost of repairing or replacing defective equipment. 1.18 Enquiries

Details Bidding Procedure

Department Procurement Department

Contact person Ntimela Sigadla

E-mail address [email protected]

SECTION C

TERMS OF REFERENCE / BID SPECIFICATIONS

1. Background and Introduction

The ECDC’s mandate stems from its founding legislation, the Eastern Cape Development Corporation Act (Act 2 of 1997) and is led by

the economic development priorities of the provincial government, as detailed in the new Provincial Development Programmes (PDP),

Eastern Cape Provincial Industrial Development Strategy (PIDS), Policy Statements and Budget Speech of the Member of the Executive

Council (MEC) for Finance and Economic Development, Environmental Affairs and Tourism (DEDEAT).

The ECDC is a listed provincial government enterprise under schedule 3D in terms of the PFMA.

The ECDC Act preamble states that the Corporation will “plan, finance, co-ordinate, market, promote and implement development of the

Province and its people in the fields of industry, commerce, agriculture, transport and finance”.

The ECDC’s has set itself two (2) priority areas in order to ensure alignment with legislation. These are:

Stimulating economic activity through focused investment in vital sectors of the Eastern Cape economy

Optimising all resources to maximise investment returns and attain financial sustainability.

To be a development finance corporation for the promotion of economic growth in the Eastern Cape, the corporation renders a variety of

services related to the following operational areas:

Development Finance and Business Support

Innovation, Trade and Investment Promotion and Co-ordination

Strategic Projects (Infrastructure)

Property Management and Development

ECDC Subsidiaries

1.1 ECDC Value Chain

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1.2 Problem Statement

Over the past 20 years the ECDC has created and maintained a fit for purpose municipal based system supported by R-DATA in Cape

Town. The system runs on the Progress Database system and codenamed PROMUN. This initial system has evolved to the currently

hosted HP VMware servers running OpenEdge 10.1. However, the ECDC has identified a need to integrate and streamline its operations.

The disparate Business Applications pose a number of challenges for ECDC, including but not limited to:

o Workflow bottlenecks

o Operational inefficiencies

o Data integrity

A number of operational reviews and ERP option assessments for the establishment of integrated business application environment have

been undertaken. Subsequently a decision to develop a Business Case for an ERP Solution was agreed upon and needs to be

formulated for consideration and approval by the ECDC Board.

The ECDC is at a stage of identifying and selecting the most fitting ERP system that will meet its system integration requirements which

will ultimately address its business challenges and requirements. This RFQ is aimed at forming the basis for the ERP selection.

Current Scenario

The ECDC runs over 10 non-integrated business systems or applications that support a number of business functions. The list of the

current systems, their core purpose and supported Business Functions, is shown the table below:

System Name Main Purpose Supported Business

Functions Technical Specifications

PROMUN Loans Data

Financial Management

Customer Information

Loans

Finance

Procurement

Windows Server 2008Std 64 bit

Open Edge (Progress) RDBMS

NICOR Property Data

Customer Information

Property related Finance Data

Properties

Finance


Open Edge (Progress) RDBMS

HR Focus HR Administration

Payroll

Personnel Management

HR


SQL Server RDBMS

MS SharePoint Service Desk system

Intranet and Basic information sharing

IT Help Desk


SQL Server RDBMS

ACT Limited Customer Data Management Government Funded

Programmes

Windows Server 2008Std 64 bit SQL

Server RDBMS

TEAMMATE Auditing

Internal Audit Windows Server 2008Std 64 bit SQL

Server RDBMS

CASEWARE

Audit and Financial Software Financial Statements Windows 7 standalone

Enterprise Risk

Management system

(System TBC)

Enterprise Risk Planning and

Management

Strategy, Performance

Management and Risk

TBC

Microsoft Outlook Electronic Communication and

Scheduling Meetings

Entire Organisation Windows Server 2008Std 64 bit

SQL Server RDBMS

Other notable facts about the current application architecture are given below:

There is no integration at all amongst the systems

Data extraction from one system to another is conducted manually using Excel

All databases are centralised, with the exception of the ACT

There is no Data Warehouse

There is no Management Information System

Data input is centralised for ALL systems

All systems have client server based processing

All systems are supported by the respective external vendors

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2. Scope of Services Required

2.1 Solution Function

The bidder is expected to assess the current ECDC environment as described in this document (Background, Value Chain, Problem Statement and Annexure 1 - ECDC Functional Requirements, Annexure 2 - Licences), and propose a solution that will address the ECDC system needs. The scope of solution must include all the following licensed SAP Modules:

SAP Investment Management

SAP Real Estate Management

SAP Loans Management

SAP Plant Maintenance

SAP Project Management

SAP Human Capital Management

SAP Procurement

SAP Financials

SAP Customer Relationship Manager

SAP Strategy Management

SAP Sourcing

SAP Business Intelligence

2.2 Change Management

The introduction of new solution will present changes to current functioning of the business. The business need to be assisted in transitioning from current functioning to new way of doing things. The bidder should clearly identify the approach towards change management (covering areas such as, but not limited to communication, awareness, and impact management), including approaches, methodology, processes, or tools to be used taking into account that there is already a change initiative underway.

2.3 Communication and project reporting The bidder must provide the communication approach/plan for the project team and the reporting procedures and timelines, for the duration of the project.

2.4 Project scope and plan The bibber is expected provide a detailed scope and high-level plan on how the solution will be implemented.

2.5 Data conversion and migration plan

It is expected that data manual and electronic format will need to be converted and migrated from the old system to the new system, The plan should detail the data extraction from the current system and data scrubbing, pre-processing, overall conversion, and to import to the new system.

2.6 System documentation and testing

The bidder is expected to describe their testing methods anticipated to be performed, and any other documentation related to such testing (e.g. System testing, Integration testing, Stress performance testing, User acceptance testing).

2.7 Report development

The bidder must provide the description of various methods of reporting including business intelligence, and methods for ECDC to develop required custom and standard reports during and after implementation. .

2.8 Training Plan The bidder is expected to provide end user, functional and technical training to ECDC users and technical team on the utilisation and support of the new system. The implementer will provide the system training environment, the training manuals and the training will take place at ECDC, using the everyday tools as recommended in the technical requirements section. The bidder must provide details and the requirements for the training of ECDC in using the new system including general timelines for all type of envisaged training (where training is recommended to be outside ECDC, the bidder should include costing for such). The bidder will provide a Train the Trainer approach, to train the team leaders and process owners, who will later assist their staff during their staff training. The ends user training will be performed by the bidder together with the relevant ECDC process owners (or team lead) for the new system. Any other online training assistance should be indicated together with their infrastructure and administrative responsibilities as well as their licences where applicable.

2.9 Managing go live

The bidder must provide a detail list of specific activities and requirements for go live phase including infrastructure requirements. As part of managing go live, it is envisaged that there will be a parallel run with the existing systems for a period of three months or more depending on when the potential bidder concludes the implementation, the bidder should details how the parallel run will be managed and propose a suitable approach for such.

2.10Post go-live support

It is expected that the implementer will provide handholding, and onsite support after go-live, to address user queries, fixing bugs, and updates, and other necessary activities to assist the business in the use of new system. This will include among other processes on how to logging requests, recording resolution, etc. A detailed approach is required to describe the activities in this phase. Include proposal here for graduates

2.11 On-going support services

The bidder must provide of any other support options needed by the business (ECDC), after implementation 9e.g. telephone support, Help Desk Services, Toll Free Support Line, Online Knowledge base, Any other User Group, etc.) Provide your detail support model, including relevant support cost structures.

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2.12 Knowledge Transfer

It is expected that knowledge transfer occurs during the implementation. The bidder is required to provide their knowledge transfer approach, and to ensure the users will continue supporting the business after the completion of the project.

2.13 Technical and hardware requirements

The bidder must provide a detailed hardware and software requirement, including the detailed configuration of the proposed Development, Test, QA, Pre-production and Production server environment as per the business and technical requirements. The proposed hardware should be able to support business for the period of 5 years post implementation of the system. Describe the proposed and recommended computer hardware, storage and database environment most suitable for a SAP solution deployment. .

2.14 Network requirements The detailed network requirements for the proposed system should be provided as part of the submission taking into account web based services for staff and customers that maybe introduced through the implementation of a SAP solution.

2.15 Software requirements The bidder is required to produce the License and Maintenance agreements sample, for all the components of the solution, such as

hardware, software, operating systems, database, etc.

2.16 ECDC current functional areas The Annexure 1 provided the current ECDC functions requirements and the bidders are required to ensure that the SAP ERP modules

covers the functional requirements. Any other functions not indicated in the list should be covered as part of the user requirements

gathering during the initial stages of the project.

2.17 Documentation and deliverables The implementer is required to produce among other the following documentation during the implementation of the system guided by the SDLC, Solution Deployment Approach and/or PMLC the bidder will proposed

a) Project Charter

b) Project Plan

c) Business Process As-Is

d) Business Process To-Be, in blue print document or similar

e) Functional specification

f) Technical Specification document

g) System security specification

h) Technical (hardware and Network) requirements and plan

i) Data Migration Strategy

j) All User guides ( User Training Manuals, Technical Manuals)

k) Unit , user testing and integration test scripts

l) Installation procedure document

m) System administrator’s routine maintenance procedure document( MS copy and PDF)

n) Any other as required by the SAP ERP implementation process

o) The document must be provided in hardcopy and electronic copy

2.18 Roles and responsibilities The bidder is requires to provide a detail matrix indicating the roles and responsibilities of the project implementation team including

ECDC project team for the duration of the project.

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2.19 ECDC Functional Areas

See below table

Functional Area Sub-Functional Area Functions

LOANS Basic Loans Online application receipt

Application data capture screen

Customer Unique Identifier (Primary Key)

Automated Notification to applicant via email or SMS

Customer Detail Verification i.e. ID Number

Pre-check customer existence on database

Online application pre-screening & scoring

Automated Pre-screen notification to applicant via email or SMS

Online interview capture screen

Scan and attach supporting documents

Conduct Preliminary Credit Vetting

Conduct Behavioural Scoring

Save application and submit into workflow

Auto notification to customer

Commercial and Construction Loans Online application receipt

Application data capture screen






Capture Tax Clearance expiry date & and validate

Capture Director details

Check Director existence on database

Verify Company Existence

Verify Director Details

Verify Validity of Tender/Order and details thereof

Conduct Credit Checks of Directors

Conduct Credit Checks of Company

Scan and attach all application supporting document

Submit to Workflow and Post collection/Post Service

Loan Implementation Capture and Register Collateral

Capture and Manager Cessions

Capture Creditor Details

Create Payment Requisition

Approve Payment Requisition

Attach all supporting documentation

Submit to workflow for approval and disbursement

BUSINESS SUPPORT Non-Financial Support Search database for existence of applicant

Create New Business Support applicant

Assign unique identifier to application

Auto notify applicant via email of SMS

Score Business Concept using standard checklist

Set meeting and auto notify applicant

Capture desktop research findings

Search database for similar concepts

Schedule review and follow-ups

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Auto notify customer

Manage customer throughout support lifecycle

PROPERTY MANAGEMENT Lease Management Application data capture screen






Automated Pre-screen notification to applicant via email or SMS

Online interview capture screen

Scan and attach supporting documents

Conduct Preliminary Credit Vetting

Conduct Behavioural Scoring

Update waiting list and save application and submit into workflow

Auto notification to customer

Auto Notify of application outcomes via email or SMS

Conduct Lease –In and Lease-Out

Manage Rentals

Manage Renewals

Manage Rates and Taxes

Upload signed lease agreement

Capture lease terms i.e. expiry dates, review dates etc.

Workflow to Finance for invoicing

Receive payment and auto update client records

Scan and attach all supporting documents

Facilities Management Schedule maintenance

Capture Inspection Findings

Conduct Inspections and update system accordingly

Manage Maintenance & Repairs Service Provider

Manage service provider payments and auto update finance records accordingly

Close Maintenance & Repairs record

Scan and attach all supporting documents

Sales and Marketing Notify tenants and public of intent to sale

Receive & record expression of interest from the prospective buyer

Verify status of current valuation and commission valuation of the property

Receive and update valuations and advise tenants of the value and rental balance

Auto notify the prospective buyer & Prepare deed of sale

Auto Forward the original deed of sale to the prospective buyer for signature

Receive, check and forward the original deed of sale for signature

Receive signed original deed of sale forward to Attorneys to facilitate transfers

Receive payment of purchase price and reconcile realisation account prior delisting process

Prepare and distribute delisting memo to relevant official to account for the sale

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accordingly

Upload all supporting document and close sales record

GOVERNMENT FUNDED PROJECTS Property Development Capture data for identified property or land

Prepare TOR document

Update on outcomes of RFP Process

Conduct Investment Planning

Manage Construction Project

Manage Property Acquisition

Manage Property Disposal

Manage Customer Relationship Information

Manage Project and Events

Pipeline Projects

SUPPORT FUNCTIONS Legal Services Auto notification via Workflow for pending actions

Manage Debt Collection

Manage Contracts

Credit Risk Auto notification via Workflow for pending actions

Conduct Credit Vetting

Finance Manage Accounts Payables (Procure to pay)

Manage Accounts Receivables

Cash Management

Manage General Ledger

Bill customers

Conduct Financial Planning and Budgeting

Conduct Financial Controlling

Manage Assets

Procurement Manage vendors

Manage orders

Source services

Manage Inventory

Manage RFPs

Human Resources HR Administration

Conduct Recruitment and Selection

Conduct Performance Management

Conduct Organisation Development

Manage Employee Benefits

Manage Compensation and associated benefits

Manage Employee Development

Strategy and Performance Manage Organisational Strategy

OTHER Special Projects Plan and Manage projects

REPORTING CAPABILITIES All Functions User Custom reports

Intelligent reports

Pre-defined and scheduled reporting

Standard report

Costing

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3. METHODOLOGY The interested Bidders must outline the methodology it intends adopting to meet the deliverables specified above and demonstrate in their proposal;

3.1 Proposed Implementation Approach The bidder must provide a detailed project implementation approach, including the system development lifecycle, the implementation procedure. The bidder is to provide a proposed implementation approach and strategy for the implementation of SAP ERP for ECDC. The approach must follow the SAP ERP implementation approach and also covering the following elements:

3.2 Project Management (including the Methodology) Approach The interested service provide must outline the methodology it intends adopting to meet the ECDC business requirements and demonstrate in their proposal how they can complete the project within reasonable period not exceeding 12 months (including parallel run of the SAP system and existing systems for a minimum of three months) based on the approach they will adopt. The response on project management approach and methodology should provide details on the following:

Full understanding of the ECDC requirements

Recognizable project management methodology and approach stipulation deliverables on each phase of the project and the envisaged governance structure for the project taking into account there is an existing project steering committee led by the project owner.

The detailed project schedule in MS Project clearly detailing major milestones assuming the project will start from the 1st of June

2017.

The project plan and approach should include training and handover of the system and the approach or methodology on how this will be executed

The project plan should take into account data readiness, system customization and testing

The plan should detail possible risks and mitigation plans based on prior experience on common risks when taking on such a project within the stipulated time frames (i.e. project risk register)

Detail clear requirements and dependencies that will enable the take on of the project within the expected time frames

The bidder is expected to provide the project quality assurance and risk management approach. 4. REQUIRED CAPACITY, QUALIFICATIONS, EXPERIENCE & TRACK RECORD Interested Service Providers must demonstrate the following in their proposal 4.1 Capacity - Bidders must demonstrate that: 4.1.1 It has adequate human resources and personnel to dedicate to the needs of the project; 4.1.2 It has adequate financial resources i.e. it is financially stable and has sound financial systems in place; a copy of the latest audited annual

financial statements (AFS) of the company must be attached. 4.2 Qualifications - Bidders must demonstrate that: 4.2.1 The managers / team members assigned to this Bid has necessary or related qualifications in:

Project management

Business Analysis

SAP Certification for proposed modules

Data management skills

Change management experts

Technical Skills including infrastructure, databases, and hardware

Business Intelligence and report writing

SAP development skills (i.e. BASIS)

CV’s and proof of qualifications of the team envisaged to work on the project must be attached. 4.3 Experience & Track Records - Bidders must demonstrate that: 4.3.1 The bidder should provide detailed list of at least 5 similar projects and preferably within the Development Finance Institution (DFI). In

each project the bidder should indicate what modules they have implemented and cross reference such modules to the ECDC requirements. The bidder is expected to get reference letter for such project where the reference letter it will be indicated by the client which modules were successfully implemented and how long it took to have these modules implemented and operational.

4.3.2 Special points will be allocated for Loans and Real Estate management modules, the bidder should describe in detail where they have

implemented modules of the system that meet loans and property management requirements 4.3.3 Each module will be evaluated to ensure that over and about the overall experience, the bidder has the requisite skill set and experience

to implement all the modules relevant and best meet ECDC business requirements. 4.3.4 Must submit at least 3 written letters of reference from previous clients of similar work done and will be scored accordingly

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CONDITIONS SPECIFIC TO THIS BID

5. Responsibilities and duties 5.1 Notwithstanding the fact that a description of the services have been provided above, ECDC shall be entitled to request additional

services related to deliverables required to ensure the successful completion of the services set out above on such further terms and conditions as may be agreed between the parties in writing.

5.2 The service provider shall at all times faithfully and timeously carry out and perform the Services and shall use its best endeavours to

properly conduct, improve, extend and develop the business of ECDC in the provisioning of the services. 5.3 The Services shall as part of his duties, attend such meetings as may be required by ECDC from time to time and submit weekly or

monthly progress reports on the services as may be required and requested by ECDC. 6. Obligation to perform and sub-contracting 6.1 The bidder shall notify ECDC in writing of all subcontracts awarded under this contract if not already specified in the bid. Such notification,

in the original bid or later, shall not relieve the bidder from any liability or obligation under the contract. 6.2 The bidder shall not assign, in whole or in part, its obligations to perform under the contract, except with ECDC’s prior written consent. 7. Performance guarantee 7.1 Within thirty (30) days of receipt of the notification of contract award, the successful bidder shall furnish to ECDC the performance security

of the amount specified above. 7.2 The proceeds of the performance security shall be payable to ECDC as compensation for any loss resulting from the bidder’s fa ilure to

complete his obligations under the contract. 7.3 The performance security shall be denominated in the currency of the contract or in a freely convertible currency acceptable to ECDC and

shall be in one of the following forms: 7.3.1 A bank guarantee or an irrevocable letter of credit issued by a reputable bank located in South Africa, acceptable to ECDC, in the form

provided in the bid documents or another form acceptable to ECDC; or 7.3.2 A cashier’s or certified cheque 7.4 The performance security will be discharged by ECDC and returned to the bidder not later than thirty (30) days following the date of

completion of the bidder’s performance obligations under the contract, including any warranty obligations, unless otherwise specified in SCC.

7.5 Notwithstanding the provisions above, the bidder shall not be liable for forfeiture of its performance security, damages, or termination for

default if and to the extent that his delay in performance or other failure to perform his obligations under the contract is the result of an event of force majeure.

8. Anti-dumping and countervailing duties and rights 8.1 When, after the date of bid, provisional payments are required, or anti-dumping or countervailing duties are imposed, or the amount of a

provisional payment or anti-dumping or countervailing right is increased in respect of any dumped or subsidized import, ECDC is not liable for any amount so required or imposed, or for the amount of any such increase. When, after the said date, such a provisional payment is no longer required or any such anti-dumping or countervailing right is abolished, or where the amount of such provisional payment or any such right is reduced, any such favourable difference shall on demand be paid forthwith by the contractor to ECDC or ECDC may deduct such amounts from moneys (if any) which may otherwise be due to the contractor in regard to supplies or services which he delivered or rendered, or is to deliver or render in terms of the contract or any other contract or any other amount which may be due to him.

9. ECDC facilities 9.1 Unless otherwise agreed in writing by ECDC, the Service Provider will work from its own office and provide its own facilities, such as

transport, telephone, cell phone, fax and computer facilities to perform the services. 9.2 The service provider may use certain facilities made available by ECDC to assist in performing the services, including but not limited to

computer facilities, telephone and fax facilities and stationery. In this regard the service provider agrees to: 9.2.1 Abide by the health, safety and security measures as prescribed by ECDC from time to time; 9.2.2 To use such accommodation and facilities entirely at his own risk and ECDC shall not be liable for any loss or damage whatsoever and

howsoever caused arising out of or in connection with the use of these items, other than loss or damage caused as a result of ECDC’s own wilful misconduct.

10. Force majeure 10.1 If a force majeure situation arises, the bidder shall promptly notify ECDC in writing of such condition and the cause thereof. Unless

otherwise directed by ECDC in writing, the bidder shall continue to perform its obligations under the contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the force majeure event.

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11. Warranties 11.1 The bidder warrants that the services supplied under the contract incorporate all recent improvements in design and materials unless

provided otherwise in the contract. The bidder further warrants that all designs etc supplied under this contract shall have no defect, arising from design, materials, or workmanship (except when the design and/or material is required by ECDC’s specifications) or from any act or omission of the bidder, that may develop under normal use of the supplied goods in the conditions prevailing in the country of final destination.

11.2 This warranty shall remain valid for twelve (12) months after the services or any portion thereof as the case may be, have been delivered

to and accepted at the final destination indicated in the contract, or for eighteen (18) months after the date of shipment from the port or place of loading in the source country, whichever period concludes earlier, unless specified otherwise in SCC.

11.3 ECDC shall promptly notify the bidder in writing of any claims arising under this warranty. 11.4 Upon receipt of such notice, the bidder shall, within the period specified and with all reasonable speed, repair or replace the defective

goods or parts thereof, without costs to ECDC. 11.5 If the bidder, having been notified, fails to remedy the defect(s) within the period specified above, ECDC may proceed to take such

remedial action as may be necessary, at the bidder’s risk and expense and without prejudice to any other rights which ECDC may have against the bidder under the contract.

12. Spare parts 12.1 The bidder may be required to provide any or all of the following materials, notifications, and information pertaining to spare parts

manufactured or distributed by the bidder: 12.1.1 Such spare parts as ECDC may elect to purchase from the bidder, provided that this election shall not relieve the bidder of any warranty

obligations under the contract; and 12.1.2 In the event of termination of production of the spare parts: 12.1.2.1 Advance notification to ECDC of the pending termination, in sufficient time to permit ECDC to procure needed requirements; and 12.1.2.2 Following such termination, furnishing at no cost to ECDC, the blueprints, drawings, and specifications of the spare parts, if requested. 13. Insurance 13.1 The service provider shall be fully insured in a freely convertible currency against loss or damage incidental to the service provided –

public liability. 14. Responsibility to perform 14.1 Delivery of the goods and performance of services shall be made by the bidder in accordance with the time schedule prescribed by ECDC

in the contract. 14.2 If at any time during performance of the contract, the bidder or its subcontractor(s) should encounter conditions impeding timely delivery of

the goods and performance of services, the bidder shall promptly notify ECDC in writing of the fact of the delay, it’s likely duration and its cause(s). As soon as practicable after receipt of the bidder’s notice, ECDC shall evaluate the situation and may at his discretion extend the bidder’s time for performance, with or without the imposition of penalties, in which case the extension shall be ratified by the parties by amendment of contract.

14.3 ECDC reserves the right to procure outside of the contract small quantities or to have minor essential services executed if an emergency

arises, the bidder’s point of supply is not situated at or near the place where the supplies are required, or the bidder’s services are not readily available.

14.4 A delay by the bidder in the performance of its delivery obligations may render the bidder liable to the imposition of penalties, unless an

extension of time is agreed upon without the application of penalties. 14.5 ECDC shall, without prejudice to its other remedies under the contract, deduct from the contract price, as a penalty, a sum calculated on

the delivered price of the delayed goods or unperformed services using the current prime interest rate calculated for each day of the delay until actual delivery or performance.

14.6 ECDC may also consider termination of the contract. 15. Duration of the contract 15.1 It is anticipated that the appointment will be made during April / May 2017 dependant on statutory approvals and the service provider will

be expected to be available and start immediately as soon as a Service Level Agreement is signed by the end of May 2017. It is envisaged that the contract will be for 5 years and the project will be implemented within 12 months from the start date.

15.2 The successful Bidder shall be required to complete and submit the signed SLA by mid May 2017 15.3 Upon any delay beyond the delivery period in the case of a supplies contract, ECDC shall, without cancelling the contract, be entitled to

purchase supplies of a similar quality and up to the same quantity in substitution of the goods not supplied in conformity with the contract and to return any goods delivered later at the bidder’s expense and risk, or to cancel the contract and buy such goods as may be required to complete the contract and without prejudice to his other rights, be entitled to claim damages from the bidder.

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16 Payments and tax 16.1 Payments shall only be made in accordance with the fees as quoted in this documentation. Prices charged by the bidder for goods

delivered and services performed under the contract shall not vary from the prices quoted by the bidder in this bid, with the exception of any price adjustments authorized at ECDC’s request for bid validity extension, as the case may be.

16.2 ECDC will reimburse the service provider for expenses and disbursements incurred subject to the submission of satisfactory proof that

such expenses and disbursements have been incurred and subject to it being within the budget as indicated in this documentation. 16.3 The service provider shall from time to time during this contract duration furnish ECDC with a VAT compliant tax invoice accompanied by

a copy of the delivery note and upon fulfilment of other obligations stipulated in the contract. Each invoice must be accompanied by a detailed timesheet and expense claim forms substantiating the amount claimed.

16.4 Payments shall be made promptly by ECDC in Rand, but in no case later than thirty (30) days after submission of a VAT compliant tax

invoice and supporting documentation by the service provider if the services have been properly executed as agreed. 16.5 The service provider shall retain all proof of expenditure and maintain such accounts and records as are reasonable necessary, claimed

above, should ECDC require an audit to substantiate that expenditure and allows ECDC’s own personnel or an independent auditor access to those records.

16.6 Should the above audit reveal that ECDC has been overcharged, the Service Provider will reimburse the ECDC the amount overcharged

within 30 days inclusive of interest calculated at prime plus 2% per annum; 16.7 A foreign bidder shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed outside the Republic

of South Africa. 16.8 A local bidder shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted goods to ECDC.

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Bid document to provide services for ECDC / RFP/ ELN276/022017

SECTION D

REQUIRED DOCUMENTATION

Annexure A: General Bidder Information

1 Legal Name 9 Mobile number

2 Trading Name 10 Fax Number

3 Registration Number

11 e-Mail address

4 Physical address

12 VAT number

5 Postal address

13 Web site address

6 Contact person 14 BBBEE level/status (as per DTI codes)

7 Title 15 Date of Inception

8 Landline number 16 Years’ in Operation / Experience

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Annexure B: Location

1 Where is the Bidder’s main office?

Other offices:

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STAGE 1: FUNCTIONALITY INFORMATION (SERVICES)

Annexure C: Profile

1 How many full time staff will be involved in this project?

2 Provide the names of the full time staff members and indicate the portfolios for which they are responsible.

Name of staff member Designation Qualifications and Years’ Experience (indicate with Y/N & no. of years) Attach certified proof of qualifications and CVs

3. Comments:

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Annexure D: Experience

1 Provide details of the Company’s experience in working on similar projects (maximum of 5).

Projects Completed Date Completed Method Used Approximate Cost Contactable References

2 Comments:

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Annexure E: Services

1 Below is a list of services. Please tick those services that the Company is able to provide and indicate whether these services are provided from in-house resources or contracted in from partners/service providers.

Service In-house Out-sourced Approx. % of revenue generated from this service in past 12 months

Key institution for whom this service is currently provided

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Annexure F: Pricing Schedule Professional Services

Bidders are required to expressly cover their proposed fee/price and disbursement structure based on the activities they propose undertaking to provide the services requested in this call for proposals.

The ECDC reserves the right to negotiate any aspect of the proposed fees/pricing and disbursements with the preferred Bidder and shall not be bound to the fees/pricing and disbursements submitted by any Bidder.

The Bid Fees/Prices must remain valid for a period of 90 days from date of closure of bid.

ECDC reserves the right to request the Bidder’s latest audited financial statements in order to ascertain financial stability of the Bidder prior to award of the bid. Failure by the Bidder to provide the latest audited financial statements may invalidate the bid.

KINDLY NOTE THAT A FAILURE TO EXPRESSLY COVER THIS IN YOUR PROPOSAL WILL RESULT IN YOUR PROPOSAL BEING REJECTED WITHOUT FURTHER CONSIDERATION

Item nr Description Bid Price in ZAR inclusive of all applicable taxes1

Bidders are required to indicate a ceiling price based on the total estimated time for completion of all phases and including all expenses inclusive of all applicable taxes for the project.

Ceiling price R

Persons who will be involved in the project and rates applicable (Certified invoices must be rendered in term hereof)

Person Position Hourly Rate (R) Daily rate (R)

Phases according to which the project will be completed, cost per phase and man-days to be spent

Phases Man-Days Total Cost per phase (R)

Travel expenses (specify, for example rate/km and total km, class of air travel, etc.). Only actual costs are recoverable. Proof of the expenses incurred must accompany certified invoices.

Description of expense Quantity Rate (R) Total costs (R)

TOTAL R

Other expenses, for example accommodation (specify, e.g. Three star hotel, bed and breakfast, telephone cost, reproduction cost, etc.). On basis of these particulars, certified invoices will be checked for correctness. Proof of the expenses must accompany invoices.

Description of expense Quantity Rate (R) Total costs (R)

TOTAL R

1 all applicable taxes includes value-added-tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development

levies.

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Period required for commencement with project after acceptance of bid

Estimated man-days for completion of project

Are the rates quoted firm for the full period of contract? Yes No

If not firm for the full period, provide details of the basis on which adjustments will be applied for, for example consumer price index.

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Annexure G: Preference Point Claim in terms of the Preferential Procurement Regulations 2011

Before completing this form, bidders must study the general conditions, definitions and directives applicable in respect of B-BBEE, as prescribed in the preferential procurement regulations, 2011.

Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.ECDC reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required.

Describe Principal Business Activities:

Company Classification – refer Standard Company Classification Code and Description

Total number of years the company/firm has been in business?

B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF ABOVE PARAGRAPHS

(Points claimed must be in accordance with the table reflected in this document and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).

B-BBEE Status Level of Contribution: Points claimed (maximum of 10 or 20 points)

Will any portion of the contract be sub-contracted? Yes No

If yes,

what percentage of the contract will be subcontracted? %

(ii) the name of the sub-contractor

(iii) the B-BBEE status level of the sub-contractor

(iv) whether the sub-contractor is an EME? Yes No

I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contribution indicated above declaration supported by a certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that:

The information furnished is true and correct;

The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form.

In the event of a contract being awarded as a result of points claimed as shown above the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct;

If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have –disqualify the person from the bidding process;

recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct; cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; restrict the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and forward the matter for criminal prosecution

SIGNATURE OF BIDDER DATE

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Annexure H: Declaration of interest (bidder)

Any legal person, including persons employed by ECDC and the state, or persons having a kinship with persons employed by ECDC and the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised competitive bid, a limited bid, a proposal or written price quotation). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where- the bidder is employed by ECDC and the state; and/or the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

In order to give effect to the above, the following questionnaires must be completed and submitted with the bid by both the bidder or authorised representative of the bidder (Questionnaire A) and each director / trustee / member / shareholder (Questionnaire B) must complete the attached questionnaire;

Are you or any person connected with the bidder presently employed by ECDC or the state? Yes No

If yes furnish the following details:

Name of person / director / trustee / shareholder/ member:

Name of state institution at which you or the person connected to the bidder is employed :

Position occupied in the said institution:

Any other particulars:

If you are presently employed by ECDC or the state, did you obtain the appropriate authority to undertake remunerative work outside employment in the public sector?

Yes No

If yes, did you attach proof of such authority to the bid document? Yes No

(Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.

If no, furnish reasons for non-submission of such proof:

Did you or your spouse, or any of the company’s directors / trustees / shareholders / members or their spouses conduct business with ECDC or the state in the previous twelve months?

Yes No

If so, furnish particulars:

Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by ECDC and who may be involved with the evaluation and or adjudication of this bid?

Yes No


Are you, or any person connected with the bidder aware of any relationship (family, friend, other) between any other bidder and any person employed by ECDC who may be involved with the evaluation and or adjudication of this bid?

Yes No


Do you or any of the directors / trustees / shareholders / members of the company have any interest in any other related companies whether or not they are bidding for this contract?

Yes No

If so, furnish particulars

The full details of all directors / trustees / members / shareholders must be provided.

Full Name Identity Number Personal Income Tax Reference Number

State Employee Number / Personal Number (if applicable)

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Annexure I: Declaration of interest (to be completed by each director / trustee / member / shareholder mention above)

Details Details to be provided

Full Name of director / trustee / member / shareholder

Identity Number:

Position occupied in the Company (director, trustee, shareholder, member)

Are you or any person connected with the bidder presently employed by ECDC or the state? Yes No

If yes furnish the following details:

Name of person / director / trustee / shareholder/ member:

Name of state institution at which you or the person connected to the bidder is employed :

Position occupied in the state institution:

Any other particulars:

If you are presently employed by ECDC or the state, did you obtain the appropriate authority to undertake remunerative work outside employment in the public sector?

Yes No

If yes, did you attach proof of such authority to the bid document? Yes No

Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.

If no, furnish reasons for non-submission of such proof:

Did you or your spouse, or any of the company’s directors / trustees / shareholders / members or their spouses conduct business with ECDC or the state in the previous twelve months?

Yes No


Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by ECDC who may be involved with the evaluation and or adjudication of this bid?

Yes No


Are you, or any person connected with the bidder aware of any relationship (family, friend, other) between any other bidder and any person employed by ECDC who may be involved with the evaluation and or adjudication of this bid?

Yes No


Do you or any of the directors / trustees / shareholders / members of the company have any interest in any other related companies whether or not they are bidding for this contract?

Yes No

If so, furnish particulars

DECLARATION I, the undersigned, certify that the information furnished above is correct. I accept that ECDC may reject the bid or act against me should this declaration prove to be false.

SIGNATURE DATE

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Annexure J: Declaration of bidders past supply chain management practices

This declaration will be used to ensure that when goods and services are being procured, all reasonable steps were taken to combat the

Abuse of the supply chain management system.

The bid of any bidder may be disregarded if that bidder, or any of its directors have-abused ECDC’s supply chain management system;

committed fraud or any other improper conduct in relation to such system; or

failed to perform on any previous contract.

In order to give effect to the above, the following questionnaire must be completed and submitted with the bid

Have you (bidder and directors) been listed on the National Treasury’s Database of Restricted Bidders as companies or persons prohibited from doing business with the public sector?

Yes No


Have you (bidder or any of directors) been listed on the Register for Bid Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?

Yes No


Have you (bidder or any of the directors) convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years?

Yes No


Was any contract between you (the bidder) and any organ of state including ECDC terminated during the past five years on account of failure to perform on or comply with the contract?

Yes No


I /we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the information provided above is true and correct and that I / we acknowledge that ECDC may, in addition to any other remedy it may have –

cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; forward the matter for criminal prosecution


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Annexure K: Certificate of independent Bid determination

Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement between, or concerted practice by, firms, or a decision by an association of firms, if it is between parties in a horizontal relationship and if it involves collusive bidding (or bid rigging

2).

Collusive bidding is a pe se prohibition meaning that it cannot be justified under any grounds.

I, the undersigned, in submitting the accompanying bid do hereby make the following statements that I certify to be true and complete in every respect:

I have read and I understand the contents of this Certificate;

I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect;

I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder;

Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign the bid, on behalf of the bidder;

For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same line of business as the bidder

The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding.

In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:

prices;

geographical area where product or service will be rendered (market allocation)

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and conditions of the bid; or

(f) bidding with the intention not to win the bid.

In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.

The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.


2 Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower

the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.

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Annexure L: Supporting Documentation (checklist)

Interested service providers must attach with the submission of their Bids the following information:

Item Description of Document Check (Yes/No) Disqualification

1 Is the bid envelope sealed? Yes No Yes

2 Is the bid number and details on outside of envelope? Yes No No

3 Are 5 soft copies submitted? Yes No No

4 Is an original and valid Tax Clearance Certificate submitted? Yes No Yes

5 Is the bid declaration forms sufficiently completed and signed by all applicable parties– Section D?

Yes No

Yes

6 Has the bidders questionnaire been duly completed (all sections) – Annexure A-B?

Yes No

Yes

6.1 Are company registration documents submitted? Yes No Yes

6.2 Is the Business Profile submitted? Yes No Yes

6.3 Are the latest abridged annual financial statements submitted? Yes No

Yes

6.4 Is the proof of professional indemnity insurance submitted (if required)? Yes No Yes

6.5 Are 3 letters of reference from previous clients submitted? Yes No Yes

6.6 Are certified proof of qualifications, organogram and CVs submitted? Yes No

Yes

6.7 Qualifications of the team working on the assignment Yes No Yes

6.8 Does the submission contain an explanation of the full scope of work in terms of the specification?

Yes No Yes

6.9

List of similar projects setting out the nature of the projects and the date completed, short summary of the methodology used to tackle the project and related costing.

Yes No

Yes

7 Is the Pricing Schedule completed and signed- Annexure F? Yes No Yes

8 Is the Preferential Points Claim form completed and supported documentation attached – Annexure G?

Yes No

No

8.1 Has the B-BBEE status level verification certificate attached. Yes No No

9 Is the bidder’s declaration completed and duly signed - Annexure H Yes No Yes

9.1 Is the declaration of all the shareholder’s / members completed and duly signed. Annexure I?

Yes No Yes

10 Is the bidder’s declaration of past supply chain practices form completed in full and duly signed – Annexure J?

Yes No

Yes

11 Is the certificate of independent bid declaration completed and duly signed – Annexure K?

Yes No

Yes

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