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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 tenders@ecdc.co.za

    mailto:nmadubela@ecdc.co.za

  • 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)

  • Page 2 of 39

    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

  • Page 3 of 39

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

    F Prices - services 32

    G Preferential Points 34

    H Bidders declaration of interest 35

    I Bidders (shareholders etc.) declaration of interest 36

    J Bidders declaration - past supply chain practices 37

    K Certificate of independent bid declaration 38

    L Supporting Documentation 39

  • Page 4 of 39

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

    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 ECDCs existing budget for the function to which the agreement relates; and

    Destined for ECDC in accordance with the relevant Treasurys 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 pe

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