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1. Assignment: The National Lotteries Commission requires the
TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR CISCO NETWORK
MAINTANANCE SERVICES
appointment of a service provider to render CISCO
Network Maintenance Services
2. Name of the responsible office: ICT Division
3.Telephone: 012 432 1308
4.Email: [email protected]
5. Attention: Bongani Ubisi
6. Description of Service: CISCO Network Maintenance Services
7.Bid No: RFP/ NLC-B01
8. Proposal Submission: The Supply Chain Management, National Lotteries
Commission, Block D, 333 Grosvenor Street,
Hatfield, Pretoria, 0083
9. Closing Date: 22 August 2017
10. Closing Time: 11:00
1. GENERAL / BACKGROUND
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The National Lotteries Commission (NLC) has commissioned an MPLS network that interconnects
Head Office in Gauteng, Hatfield and Provincial Offices (located in Polokwane, Welkom, Durban,
East London, Kimberley, Cape Town and Mahikeng). The services that form part of the current
MPLS network include video conferencing, VoiP PBX, applications and internet access across the
network infrastructure.
NLC intends to appoint a service provider to render specialised Cisco Network Maintenance services.
2. SCOPE OF WORK
The work to be undertaken in order to deliver a functional service to the NLC incorporates the following project activities:
2.1. Assess current network environment for head office and provincial offices:
2.1.1. Optimize existing CISCO network hardware configurations (Switches and Routers).
2.1.2. Optimize network capacity (data, voice, and video) traffic within provincial offices (QOS).
2.1.3. Optimize currently configured WIFI access points at head office and provincial offices with
provision of separate guest WIFI access.
2.1.4. Firmware and software patch upgrades across all CISCO switches, routers and wireless
access points.
2.1.5. Identify and resolve possible security vulnerabilities.
2.2. Prepare network blueprint diagrams and related environment documentation.
2.3. Propose monitoring tools, which includes reporting, and applications for proactive network
maintenance.
3. DURATION OF APPOINTMENT
The envisaged services and associated SLA duration are to be rendered for a period of 3 months from the date of formal appointment.
4. PAYMENT TERMS
The NLC undertakes to pay valid tax invoices in full within thirty (30) days of receipt of invoice after
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rendering of the required service.
5. VALIDITY5.1. A Proposal shall remain valid for thirty (30) days after the closing date of the submission for
proposals. A Proposal which is valid for a shorter period may be rejected by the NLC for non-responsiveness.
5.2. In exceptional circumstances, the NLC may solicit the bidder’s consent to an extension of the period of the validity of the bid. The request and responses thereto shall be made in writing. A bidder that has been granted the request will neither be required nor permitted to modify the Proposal.
6. COMPULSORY INFORMATION SESSION
There is no compulsory briefing session for this bid.
7. EVALUATION CRITERIA
The NLC will evaluate all proposals in terms of the Preferential Procurement Policy Framework Act.
No. 5 of 2000 (PPPFA). A 3 phase evaluation criteria will be considered in evaluating the bid, being:
Phase 1: Pre-Qualification Criteria (Mandatory Requirements)
Bidders must submit all the below mentioned requirements. Bids with deviations from the requirements
/conditions, will be eliminated from further consideration.
Original Valid Tax Clearance Certificate
Original signed standard bid documents
Phase 2: Functional/technical Evaluation
Only bidders that have met the pre-qualification criteria will be evaluated for functional evaluation. In this
phase the evaluation will be based on the bidders’ responses in respect of the bid proposal (evaluated on the
minimum functional specifications). Prospective bidders who score a minimum of 70 points or more will be
considered for the next phase 3 (Price and BBBEE status level contributor).
CRITERIA WEIGHT
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Company Experience
Evidence in the form of reference letters must be included: similar projects
1. One project within the last 3 years2. Two projects within the last 3 years3. Three projects within the last 3 years4. Four projects within the last 3 years5. Five or more projects within the last 3 years
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Members Experience
Score will be based on technical qualifications of key personnel including Project Manager and Cisco Engineers:
1. Technical experience of the project team but none of the listed levels below.
2. Cisco Certified Engineers CCNP Level as part of the project team 1-2 Years’ experience
3. Cisco Engineers CCIE level as part of the project team 2-3 Years’ experience
4. Cisco Engineers CCIE level as part of the project team. More than 3 Years’ experience
5. Cisco Engineers CCIE level as part of the project team. More than 5 Years’ experience
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Project Plan / Methodology
MS Project Schedule/Program1. Work Plan or project schedule not provided;2. Work plan or project schedule shows estimated start and finish
dates. only ;3. Work plan or project schedule shows estimated start and finish
dates, major milestones and critical path4. Work plan or project schedule shows estimated start and finish
dates, major milestones and critical path and estimated duration and logic to reach works completion; and
5. Work plan or project schedule shows estimated start and finish
dates, major milestones and critical path and estimated duration
and logic to reach works completion. Work plan or project
schedule also contains information on execution integration and
redundancy for unforeseen delays or occurrences
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Service Level Agreement 25
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Outline the framework on which the NLC will receive support and
assistance.
Total 100%
Phase 3: The 80/20 Principle based on Price and BBBEE status level contributor.
Points will be awarded to a bidder for attaining the B-BBEE status level of contributor in accordance with
the table below:
B-BBEE Status Level of Contributor Number of Points (80/20 system)
1 202 183 144 125 86 67 48 2
Non-Compliant contributor 0
Other Conditions:
Only bidders who obtain at least 70 % under Functional/Technical Evaluation will be considered for
further evaluation on phase 2.
Bidders are kindly requested to submit an original document only
Bidders are further requested to provide separate financial and technical proposals. Bidders are requested to attend a compulsory briefing session.
Bidders are requested to provide a clear agreement regarding joint venture/consortia. The percentage
involvement of each company in the joint venture agreement should be indicated on the agreement.
A trust, consortium or joint venture must submit a consolidated B-BBEE Status Level Verification
Certificate for every separate bid.
Bidders are required to submit original and valid B-BBEE Status Level Verification Certificates or
certified copies thereof together with their bids, to substantiate their B-BBEE rating claims.
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A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents
that such a bidder intends sub-contracting more than 25% of the value of the contract to any other
enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the
intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.
A person awarded a contract may not sub-contract more than 25% of the value of the contract to any
other enterprise that does not have an equal or higher B-BBEE status level than the person
concerned, unless the contract is sub-contracted to an EME that has the capability and ability to
execute the sub-contract.
Fraudulent practices shall result in immediate disqualification
NLC is under no obligation to accept any bid and reserves its right not to proceed with the
appointment of any service provider that responded to the invitation to submit proposals, for
whatever reasons it may consider appropriate.
8. Late Bids
Bids received late shall not be considered. A bid will be considered late if it arrived one second after
11:00am or any time thereafter. The tender (bid) box shall be locked at exactly 11:00am and bids
arriving late will not be considered under any circumstances. Bidders are therefore strongly advised
to ensure that bids are dispatched allowing enough time for any unforeseen events that may delay the
delivery of the bid.
9. Clarification / Enquiries
Telephonic request for clarification will not be considered. Any clarification required by a bidder
regarding the meaning or interpretation of the Terms of Reference or any other aspects concerning
the bid is to be requested in writing (letter, facsimile or e-mail) from the following contact persons.
The bid reference number should be mentioned in all correspondence.
10. Bid Enquiries
Name and Surname: Maureen Senyatsi
E-mail: [email protected]
Tel: 012 432 1308.
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11. Technical Enquiries
Name and Surname: Wabile Motswasele
E-mail: [email protected]
Tel: 012 432 1516.
Enquiries received will be responded to within two (2) working days of receiving the enquiry.
THE NLC IS NOT OBLIGED TO ACCEPT THE LOWEST OR ANY BIDS AND
RESERVES THE RIGHT TO ACCEPT ANY BIDS IN WHOLE OR PART.
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