Professional Services Tenders

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i. The bidder must provide assurance/guarantee to the integrity and safe keeping of the information (that it will not amended/corrupted/distributed/permanently stored/copied by the service provider) for the duration of the contract and thereafter; ii. CIPC reserves the right to negotiate with the successful bidder on price; iii. Travel between the consultant’s home, place of work to the dti Campus (CIPC) will not be for the account of CIPC, including any other disbursements unless agreed to in writing by CIPC prior to the expense being incurred; iv. Government Procurement General Conditions of Contract (GCC) as issued by National Treasury will be applicable on all instances. The general conditions are available on the National Treasury website (www.treasury.gov.za); v. No advance payment will be made. Payment would be made in terms of the deliverables or other unless otherwise agreed upon by CIPC and the successful bidder. CIPC will pay within the prescribed period according to PFMA; vi. The price quoted by the prospective service provider must include Value Added Tax (VAT); vii. The successful bidder must at all times comply with CIPC’s policies and procedures as well as maintain a high level of confidentiality of information; viii. The successful bidder must ensure that the information provided by CIPC during the contract period is not transferred/copied/corrupted/amended in whole or in part by or on behalf of another party; ix. Further, the successful bidder may not keep the provided information by way of storing/copy/transferring of such information internally or to another party in whole or part relating to companies and/or close corporation; x. As such all information, documents, programs and reports must be regarded as confidential and may not be made available to any unauthorized person or institution without the written consent of the Commissioner and/or his/her delegate; xi. The service provider will therefore be required to sign a Declaration of Secrecy with CIPC. At the end of the contract period or termination of the contract, all information provided by CIPC will become the property of CIPC and the service provider may not keep any copy /store/reproduce/sell/distribute the whole or any part of the information provided by CIPC unless authorized in terms of the Declaration of Secrecy; xii. The Service Provider (successful bidder) will be required to sign a Service Level Agreement with CIPC prior to the commencement of the contract; and xiii. Compliance with PFMA regulations in terms of the safeguarding of assets and adequate access control must be guaranteed. Assets include all infrastructure, software, documents, backup media and information that will be hosted at the Offsite ICT Recovery Site. These security measures must be specified in the SLA. xiv. As the commencement of this contract is of critical importance, it is imperative that the prospective Service Provider has resources that are available immediately. Failure to commence with this contract immediately from date of notification by CIPC could invalidate the prospective Service Provider’s proposal. xv. The Service Provider shall be required to provide training & skills transfer for the services as per paragraph 3 of this document. xvi. Service Provider shall provide CIPC with all the license documentation that CIPC is entitled to as per the costing of the licenses. xvii. The Service Provider shall be required to provide training & skills transfer for the services as per paragraph 3 of this document. xviii. Bidders shall be subjected requested to demonstrate all claims made in the proposal. XBRL-Taxanomy ToR of 20 xix. The resources that a bidder supply will be subjected to an assessment results which will determine the suitability of the service provider to implement against the assignment of the ToR. Failure to provide suitable candidates will lead to cancellation of award of the tender. xx. CIPC reserves the right not to make this appointment 12. EVALUATION PROCESS (Criteria) The evaluation process will be done in accordance with the following criteria: Bids will be evaluated in accordance with the 80/20 preference point system contemplated in the Preferential Procurement Policy Framework Act (Act ). 12.1. Evaluation (Phases) The evaluation will be completed in 3 phases: Phase 1: Compliance to minimum requirements Phase 2: Functional Evaluation Phase 3: Price Evaluation 12.2. PHASE 1: COMPLIANCE TO MINIMUM REQUIREMENTS AND MANDATORY REQUIREMENTS During Phase 1 all bidders will be evaluated to ensure compliance to minimum document requirements. Without limiting the generality of the CIPC‘s other critical requirements for this Bid, bidder(s) must submit the documents listed in the Table below. All documents must be completed and signed by the duly authorized representative of the prospective bidder(s). During this phase Bidders’ response will be evaluated based on compliance with the listed administration and mandatory bid requirements. All bidders that comply with the minimum requirements will advance to Phase 2. BIDDERS TO COMPLETE THE TABLE BELOW Item Document that must be submitted Compliance Non-submission may result in disqualification No provide ANSWER: Yes /No 1. Invitation to Bid – SBD 1 Complete and sign the supplied pro forma document. 2. Tax Status – SBD1 Bidders must submit Tax Clearance Certificate (TCC) PIN The TCS PIN will be used for the verification of tax compliance status a Bidder 3. Declaration of Interest –SBD 4 Complete and sign the supplied pro forma document. 4. Declaration of Bidder’s Past Supply Chain Management Complete and sign the supplied pro forma document. Practices – SBD 8 5. Certificate of Independent Bid Determination – SBD 9 Complete and sign the supplied pro forma document. Completion in full of the Request for Proposal documents Bidder to complete and sign documents 6. BIDDERS TO SUBMIT VALID AND COMPLIANT B-BBEE VALID AND COMPLIANT B-BBEE Certificate (Compulsory) Certificate (Compulsory). Latest valid BBBEE certificate- SANAS Accredited or sworn affidavit for EME/QSE signed by FAILURE TO SUBMIT WILL IMMEDIATELY DISQUALIFY YOUR BID the deponent and the Commissioner of Oath FAILURE TO SUBMIT WILL IMMEDIATELY DISQUALIFY YOUR BID. THIS DISQUALIFICATION DOES NOT APPLY TO NON- SOUTH AFRICAN BIDDERS 7. Registration on Central Supplier Database (CSD) Compulsory The Service Provider is encouraged to be registered as a service provider on the Central Supplier Note: Important: Bidders to submit valid and compliant B-BBEE Database (CSD). Visit https://secure.csd.gov.za/ to obtain your. Vendor number. Certificate as well as the CSD report. The BBBEE certificate- Submit PROOF of registration on the Central Supplier Database (CSD Report) SANAS Accredited or sworn affidavit for EME/QSE is the primary verification document to claim points for specific goals for this SUBMIT SUPPLIER UNIQUE REFERENCE NUMBER bid. Failure to submit a compliant B-BBEE certificate will result in disqualification. 8. NB: Pricing Schedule: Submit full details of the Price Proposal in a separate SEALED envelope. Compliance to -19- ANNEXURE “A” Price must be carried over to BOTH SBD 3.3 (Pricing Schedule) and SBD FORM1: (Invitation for Bids). The Total Bid Amount (CEILING AMOUNT) will be used for the evaluation of bids therefore FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL it must be inclusive of all costs for the duration of the contract) IMMEDIATELY DISQUALIFY A BIDDER. FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL IMMEDIATELY DISQUALIFY A BIDDER. XBRL –Taxanomy TOR ToR of 20 9. IMPORTANT: SUBMISSION OF USB . Bidders must submit a USB with their proposal- 1 copy of the original document . USB to be submitted in pdf format and to be read only REFER TO . All documents to be signed and bidders initial each page . Bidders must check that USB sticks open, are readable, and contain no blank pages, BIDDERS TO READ AND UNDERSTAND THE CONDITIONS documents, or folders. Ensure that each folder created is numbered and avoid clustering STATED FROM OF THIS TOR folders with many documents rather create separate folders. . No password protected USB allowed. Do not submit CDS FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL . Bidders will be disqualified should the requirements mentioned on and 6 not complied with. IMMEDIATELY DISQUALIFY A BIDDER. . Important: The USB will be used for evaluation purposes up to tender award, so all documents must be included in the USB, including SBD forms, technical proposal mandatory documents etc.. . FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL IMMEDIATELY DISQUALIFY A BIDDER. 10. Note: All prospective bidders will be expected to attend a FAILURE TO ATTEND THE COMPULSORY BRIEFING SESSION WILL RENDER YOUR BID mandatory briefing session/site visit as determined by the BEING DISQUALIFIED CIPC where questions will be addressed by a panel of the CIPC. 11. Mandatory Requirement: OEM Certificates/Partnership letters • The letter or a testimonial must be submitted in order to proceed to the for the proposed solution. (bidders to submit relevant accreditation certificate/letter) – The letter or a testimonial must be submitted in order to proceed to the If the bidder is the owner of the taxonomy development tool a next phase (phase 2). Bidders to ensure that a letter/ testimonial letter should be provided that confirms they are providing the CIPC with a valid license to use the tool. /certification etc. addressing this requirement is attached. • All bidders are required to comply with this requirement. If they are not the owner of the tool, they need to provide a letter from the owner of the tool stating the bidder is an authorized re- • Should there be no letter/ testimonial /certification etc attached the bid will seller of the tool and that the CIPC will be provided with a valid immediately be disqualified. license to use the tool.which indicates that they are accredited for product/Solution/Systems/Technology manufacturer • The letter/ testimonial /certification must be signed dated by authorized /owner authorising the resale or support of the proposed representative Product/Solution/System/Technology. • It should state expiry date or validity FAILURE TO COMPLY AND SUBMIT 12. BIDDERS TO INDICATE IF THEY READ AND UNDERSTOOD FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL IMMEDIATELY DISQUALIFY A THE CONDITIONS STATED IN TO OF THIS TOR BIDDER. XBRL-Taxanomy ToR of 20 12.3. Phase 2: Functional Evaluation and Compliance to specification All bidders that advance to Phase 2 will be evaluated by a panel to determine compliance to the functional requirements of the bid. The functional evaluation will be rated out of 100 points and will be determined as follows: EVALUATION CRITERIA Rating Weight Total 1 2 3 4 5 1 Technical Expertise 25 Demonstrated expertise with taxonomy development and updates in line with the IFRS and other financial reporting standards (e.g. development and addition of required extensions, requirements analysis, functional and technical specifications). Submit an: • abridged company profile outlining your taxonomy updates expertise (e.g. mentioning of clients worked for, taxonomies implemented or updated and outcome of projects), • outlining of ability for conduct regular reviews of changes applicable to taxonomies developed (e.g. annual updates of the IFRS taxonomy released by the International Accounting Standards Board – IASB) • outlining of experience with source approval for new or revised taxonomies (e.g. with XBRL International) • outlining of ability to apply approved changes for the CIPC taxonomy in line with the international financial reporting standards (e.g. IFRS by IASB and GRAP by South African Accounting Standards Board), Financial Reporting Standards Council (FRSC) and Companies Act developments (including successful gap analysis to determine differences between the current CIPC taxonomy and new releases of IFRS and/or GRAP, project planning and execution). Incorporate ESG (ISSB’s IFRS S1 and IFRS S2) Taxonomy into our CIPC Base Taxonomy, GRI (where applicable), as well as other taxonomy input from fellow-regulators for a multi-regulator entry point (where applicable) as an initiative to address sustainability and climate-related reporting Ratings to be awarded as follows 1. Score = 1: No demonstration of technical expertise (could not provide details on any of the required submissions) 2. Score = 2: Insufficient details provided/ information not fully compliant (could only provide details on some of the required submissions) 3. Score = 3: Sufficient demonstration covering the above requirement. (could provide details on all of the required submissions for at least one client) 4. Score = 4: Detailed relevant demonstration indicating experience with additional relevant information on subject. (could provide details on all of the required submissions for multiple clients) 5. Score = 5: Detailed relevant demonstration indicating experience with additional relevant information on subject with examples of work done. (could provide details on all of the required submissions for multiple clients including the specific accounting standards used by the CIPC namely IFRS and GRAP) Total 100 XBRL –Taxanomy TOR ToR of 20 EVALUATION CRITERIA Rating Weight Total 1 2 3 4 5 2 Training Plan 25 • Provide details on training to be provided to CIPC resource(s) and tool for future independent maintenance and development of taxonomies by the CIPC. The training plan should incorporate the following elements: • Provisioning of a taxonomy development tool (software) mentioning platform requirements for CIPC to utilize the tool from within CIPC environment, as well as potential licensing requirements for continuous future use, upgrades, and support. • Training of 1 – 5 CIPC resource(s) on technical aspects of taxonomies in general as well as specific training on how to utilize the tool. Breakdown of training content / deliverables. Time estimation required for training (e.g. number of hours required for general taxonomy aspects and number of hours required for utilizing the tool) Ratings to be awarded as follows 1. Score = 1: No training plan provided 2. Score = 2:Insufficient details provided/ information not fully compliant Only some of the required elements included in the plan) 3. Score = 3: Training details provided according to the requirement. (all required elements mentioned in plan without exact details) 4. Score = 4:Detailed training and development information with training plan (all required elements covered with exact breakdown of details) 5. Score = 5:Detailed training and development information with training plan with samples/ materials (all required elements covered with exact breakdown of details including relevant training documentation and / or proof of similar training done for other clients) 3. Company Competency Testimonials 25 Provide at least one (1) or more letters/testimonials from references or organizations that you have delivered this type of service to in the past 5 years. The reference should be for similar services Ratings to be awarded as follows 1. Score = 1: No letter or Very poor testimonial provided or content not relevant 2. Score = 2: Not satisfactory performance, content not relevant or not meeting all requirements of this bid 3. Score = 3: Satisfactory performance based on minimum requirements or expectations from clients 4. Score = 4: Slightly better performance than minimum requirements or expectations from client 5. Score = 5: Excellent performance far beyond minimum requirements or expectations from client Total 100 XBRL-Taxanomy ToR of 20 EVALUATION CRITERIA Rating Weight Total 1 2 3 4 5 4 Resource Competency CVs 25 Provide CVs of the people who will be working on the project, clearly setting out their respective roles. E.g. Project Leader, Researchers, IFRS Experts etc. and time required. The CV’s must indicate the experience and success in development and/or maintenance of XBRL taxonomies Ratings to be awarded as follows 1. Score = 1: Relevant Experience less than or equal to 2 years. 2. Score = 2: Relevant Experience greater than 2 years, but not more than 3 years. 3. Score = 3: Relevant Experience greater than 3 years, but not more than 6 years. 4. Score = 4: Relevant Experience greater than 6 years, but not more than 8 years. 5. Score = 5: Relevant Experience greater than 8 years. Total 100 Note: 1. Functionality will count out of 100 points. Bidders must achieve a minimum score of 60 points out of 100 on the functionality evaluation to proceed to the next phase. 2. BIDDERS THAT ACHIEVE LESS THAN 60 POINTS ON FUNCTIONALITY WILL BE DISQUALIFIED FOR FURTHER

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