Appointment of a Professional Service Provider for the Supply and Installation/establishing of a Robust and Efficient Network Infrastructure in a New Office Building

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The appointed service provider should provide with the supply and installation/establishing of a robust and efficient network infrastructure in a new office building covering but not limited to the following: Network Infrastructure The network infrastructure should be designed to support high-speed data transfer and reliable connectivity. Hardware Requirements The hardware must be selected based on performance, reliability, and scalability: APPOINTMENT OF A PROFESSIONAL SERVICE PROVIDER FOR THE SUPPLY AND INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING Switches (similar or equivalent) • 2 x RUCKUS ICX 8200 Switch, 4810/100/1000 Mbps PoE+ ports, 425 GbE SFP28 stacking/uplink-ports (“or equivalent”) • 5 X RUCKUS ICX 8200 Switch, 4810/100/1000 Mbps ports, 425 GbE SFP28 stacking/uplink-ports • All SFP Modules must be included (“or equivalent”). • Monitoring and management software must be included for a 3-year licensing period • Switching should be connected via fibre between the two floors. All hardware to facilitate this connectivity must be provided. • The appointed supplier must setup the entire network infrastructure and configure all VLANS, AP’s, and monitoring software. • All switches must include manufacture warranty. • The appointed supplier must liaise with both internal IT as well the appointed ISP to ensure WAN connectivity. This includes a complete handover to the current LAN/WAN support provider. • Solution must be setup and designed for highest availability / failover. • All testing, documentation and handover on completion of the project. (Include a project management step and include in the pricing schedule as a line item) • A complete network diagram must accompany the final solution for internal documentation and audit purposes. (Include a project management step and include in the pricing schedule as a line item) *Bidders can submit an equivalent specification but must provide additional evidence from a neutral or third party source, e.g. Gartner report stating that the proposed solution is of Enterprise grade and comparable in performance, security, management, warranty and after sales support. Wi-Fi Access Points Wi-Fi access points must provide comprehensive coverage and support high-density environments: • 22 x RUCKUS R370 Wi-Fi 7 dual-band (5GHz and 2.4GHz concurrent) 802.11be entry-Level wireless access point (up to 256 concurrent clients), 2x2:2 streams (2.4GHz/5GHz), PoE support, (“or equivalent”). • 4 x RUCKUS R670 Wi-Fi 7 tri-band indoor concurrent wireless access point with 2x2 (2.4GHz) + 2x2 (5GHz) + 2x2 (6GHz) RF configuration. This will cater for higher density areas across the 2 floors, (“or equivalent”). • Ruckus professional subscription cloud license must be included for a 3-year period, (“or equivalent”). This must cover all AP’s and switches to allow for centralised management and monitoring. • All Access points must be configured to run PoE. • All mounting brackets must be included in the quotation. • Automated reporting must be configured. Cabling and Connectivity Cabling is a critical component of the network infrastructure, requiring careful planning and execution. The below requirements must be quoted on. • 175 x Installed network points (CAT 6) • 2 x 42U Cabinets • All brush and patch panels • Installation of complete solution including fibre connectivity between all floors. • Use Cat6 or higher category cables to support Gigabit Ethernet and future upgrades. • Implement structured cabling with proper labelling and full documentation for easy maintenance (cables and network points). • Ensure each desk has at least one ethernet port. • A complete network diagram showing each labelled point on floorplan. APPOINTMENT OF A PROFESSIONAL SERVICE PROVIDER FOR THE SUPPLY AND INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING Floor plans will be presented to all interested bidders upon receipt of the request made to the tenders@wrc.org.za mailbox, subject to signing a Non-Disclosure Agreement. Power Two x 42U racks must be included. Each rack must include a 10KvA rack mountable UPS with backup battery pack to ensure the solution is protected from power outages. 4. PROJEC MANAGEMENT REQUIREMENT • Bidders must provide a detail project management plan that outline project milestones, activities, and resources required to successfully implement the project. • A project shall clearly outline timelines from project inception and until the project closure. • Successful service provider is required to review and update the project plan with the WRC and obtain sign-off of the project plan. • Service provider must deliver all deliverables as per the project plan that is aligned to the tender scope. • Appointed service provider must be able to commence within a week upon appointment and complete the project within two (2) months, i.e. project complete by end of June 2026. 5. TENDER DELIVERABLES Successful service provider must: • Define a detailed project plan and obtain approval from WRC before commencing with the project. • Procure, supply and implement network infrastructure as outlined in the project scope and pricing schedule. • Provide weekly project progress report to WRC. • Conduct networking testing for all network points, switches, routers configure on the new offices. • Provide detailed document network diagram for the entire network infrastructure implemented at the new offices. • Document handover document and present them to WRC for review and acceptance. • Document and present project closure report that clearly stipulates whether all project deliverables were delivered and met defined specifications. 6. PERIOD / DURATION OF PROJECT / ASSIGNMENT The project is expected to be completed on or before end of June 2026. Appointed service provider must be able to commence within a week upon appointment and complete the project within two (2) months, i.e. project complete by end of June 2026. • The solution must make provision for any brake fix items for a period of 12 months post implementation. • All quotations must include the entire setup cost (parts, spares, implementation, project management, post implementation fixes and travel). 7. THE SPECIFIC GOALS ALLOCATED POINTS IN TERMS OF THIS TENDER - B-BBEE STATUS LEVEL OF CONTRIBUTOR 80/20 points system shall be applied for this project in line with applied Preferential Procurement Regulations 2022. 8. EVALUATION CRITERIA The bid will be evaluated in accordance with the PPPFMA as follows: 8.1 Phase 1: Compliance to minimum requirements - bidders are requested to submit the information as listed under phase 1 for admin and verification for compliance purposes. 8.2 Phase 2: Pre-qualification evaluation phase - Only bidders that fully complied with the pre-qualification requirements shall progress to the next phase of evaluation. Failure to fully meet the set pre-qualification requirements will be eliminated. APPOINTMENT OF A PROFESSIONAL SERVICE PROVIDER FOR THE SUPPLY AND INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING 8.3 Phase 3: Functional evaluation phase as listed in 8.3 below – Only bidders that fully complied with the minimum set threshold of 75% in this phase shall progress to the next phase of evaluation. Failure to fully meet the set requirements will be eliminated. 8.4 Phase 4: Pricing and Specific Goals – Only bidders that progressed from the above phase 3 will be eligible for further evaluation under this phase. Bidder who obtains the highest points shall be recommended for award. 8.5 PHASE 1: SCREENING OF MINIMUM REQUIREMENT CRITERIA In this phase all bids received will be verified for compliance and completeness of the submitted proposal. No bidders shall be eliminated under this phase, as the requested information is for administrative purposes. Where clarity or further information is needed, the WRC reserves the right to request such information for clarity purposes and compliance verification purposes. • Bid forms must be properly received on the bid closing date and time specified on the invitation, fully completed, dated, and signed in ink. Late bids will not be accepted for consideration. • Bid forms must be properly fully completed, dated, signed in ink, and initial every page of the bid. • Submission of the bid document must be bonded and is without tearing any pages off. • Invitation to Bid (SBD 1) must be fully completed, • Submission of a Supplier SARS Tax Compliance Status Verification PIN to enable Water Research Commission to verify Tax Compliance status on SARS eFilling. NB: Bidders whom their Tax matters are not in order will not be considered for this bid. • Submission of fully completed Pricing Schedule • Submission of fully completed SBD 4 (Declaration of Interest), • Submission of fully completed SBD 6.1 (Preference Claim Certificate), • Submission of the original or certified B-BBEE Status Level Verification Certificate or original B-BBEE Sworn Affidavit in case of EME and QSE) • Business Registration Certificate e.g. CK 1, certificate of incorporation • Familiarise yourself and initial every page of the General Condition of Contract • Submission of Central Supplier Database (CSD) Compliance History Report. 8.1 PHASE 2: PRE-QUALIFICATION EVALUATION PHASE Bidders are required to submit the below listed requirements in order to comply with Phase 2 of the evaluation; failure to comply with the pre-qualification shall lead to immediate elimination. Only bidders who complied with the listed requirements will proceed to the next phase (3) of evaluation. 8.1.1 A minimum of a Ruckus Certified Solution Provider for the proposed hardware – A minimum of a certification of accreditation or certification is required. A letter or proof of certification from either the reseller, manufacturer or distributor. 8.1.2 If an equivalent solution is proposed, it is the responsibility of the supplier to provide the equivalent documentation (certification) for the gatekeeping criteria. 8.1.3 Professional Liability Insurance – provide proof of cover. APPOINTMENT OF A PROFESSIONAL SERVICE PROVIDER FOR THE SUPPLY AND INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING 8.3 PHASE THREE (3): EVALUATION OF BID RESPONSES USING THE TECHNICAL / FUNCTIONAL REQUIREMENTS: Criteria Evidence to be submitted for evaluation Weighting 6.3.1 Company Years of Experience providing Bidders to submit company profile clearly indicating the number TOTAL POINTS ALLOCATED FOR EXPERIENCE = 30 POINTS networking services. of years providing networking services. • 30 points = More than 10 years’ experience. • 25 Points = Above 8 up to 10 years of experience. • 20 Points = Above 6 up to 8 years of experience. • 15 Points = Above 4 up to 6 years of experience. • 10 Points = Up to 4 years of experience. • 0 points = No experience. 6.3.2 Provide detailed project Submit a project plan that outlines how the supply and implementation of network infrastructure in the office will be undertaken. implementation plan associated timeframes. DELIVERABLES/ ELEMENTS DESCRIPTION POINTS ALLOCATION (Include roles, responsibilities and 1. Project Plan & Timeframes - Provides a clear, detailed project plan. POINTS ALLOCATED FOR PROJECT PLAN: 20 POINTS dependencies, time allocation), with specific - Includes realistic and achievable to a detailed Architecture of proposed timeframes. • Fully detailed plan with logical sequencing and solution outlining all components. - Shows details activities to be realistic timelines, activities, resources, and undertaken to implement and test milestones = 20 Points A complete network diagram showing all network infrastructure at the new offices. • Plan provided outlines only timelines and components of the solution including • Switching setup / connectivity between milestones but not but lacks some detail such as floors activities per milestones with timelines and • Marked cabling diagram as per supplied resources required per activities. = 15 Points floor plan • Basic outline with vague or unrealistic timeframes • Access Points location = 10 Point • Project plan not addressed/ submitted = 0 Points 2. Coverage of Key Phases in Addresses all key phases: POINTS ALLOCATED FOR COVERING KEY PHASES IN the project plan clearly • Project planning THE PROJECT PLAN: 20 POINTS defined. • Client or relevant stakeholder • All project phases clearly defined and integrated engagement into the proposal = 20 Points. • Implementation • Most phases addressed but with limited • Monitoring or Evaluation integration or detail in the proposal = 15 Points. • Project Closure APPOINTMENT OF A PROFESSIONAL SERVICE PROVIDER FOR THE SUPPLY AND INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING • Few phases mentioned with minimal explanation in the proposal = 5 Points. • 0 – Not addressed = 0 Points. 6.3.3 Signed Reference letters from clients 5 reference letters showing institutional review work must be POINTS ALLOCATED FOR REFERENCE LETTERS: 30 POINTS (on client letterheads where applicable) for attached. whom similar work was conducted, specific The service provider should submit reference letters on the letter • One reference letter equals to = 10 points to Network Configuration and setup head of the referee and signed by the referee (not purchase order • Two reference letters equal to = 15 points (Switches, AP’s, Cabling) or contracts) to be allocated points under this criterion. • Three reference letters equal to = 20 points • Four reference letters equal to = 25 points • Information to be included in the NB: WRC reserves the right to directly afford questionnaires to • Five reference letters equal to = 30 points reference letter should meet the selected clients (references) to rate the service per the afforded following criteria: reference letter. • Letter must be in the client’s letterhead. • Letter signed by the client. • Letter to indicate the type of work/services rendered. • The letter to indicate whether the services rendered were satisfactory. • Contact details and email address Total weighting 100 Points Minimum Threshold 75% Minimum Qualification Threshold: Service providers are expected to meet a minimum 75% threshold on the above technical requirements. Only service provider/s who met the set minimum threshold on the technical evaluation phase will progress to the next phase of evaluation. Suppliers who fail to meet the set minimum threshold shall be considered non-responsive and shall be eliminated on technical evaluation. 8.4 PHASE 4: PRICE AND SPECIFIC GOALS Only bidders that progressed from the above phase 3 will be eligible for further evaluation under this phase. Bidder who obtains the highest points shall be recommended for award. Price Based on formula 80 points Specific Goals • Woman Owned Businesses, or Youth Owned Businesses, or Businesses 20 points owned by people with disabilities (5 points) • B-BBEE Certificate (15 points) TOTAL POINTS 100 POINTS APPOINTMENT OF A PROFESSIONAL SERVICE PROVIDER FOR THE SUPPLY AND INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING PROJECT PRICING SCHEDULE The bidders should submit their total project amount linked to the total cost per deliverables which shall be applicable for this bid: NB: The project total cost must be VAT inclusive and disbursement cost (where applicable). Section Item Specification / Details Qty Unit Unit Rate TOTAL Remarks (ZAR) (ZAR) Switching RUCKUS ICX 8200 RUCKUS ICX 8200 Switch, 4810/100/1000 Mbps PoE+ 2 each R R Include all SFPs, fibre PoE+ ports, 425 GbE SFP28 stacking/uplink-ports, 370 W PoE modules, licenses budget, three-year remote TAC support. (“or equivalent”). Switching RUCKUS ICX 8200 non- 4810/100/1000 Mbps ports, 425 GbE SFP28 stacking / 5 each R R Include all SFPs, fibre PoE uplink-ports, three-year remote TAC support. (“or modules, licenses equivalent”). Switching SFP Modules 10G DAC Cable - Stacking 1 lot R R Vendor to size per design 10 Gig Single Mode SFP Modules 1 Gig Single Mode SFP Modules Switching Fibre Patch Cords & LC-LC/LC-SC single-mode/multi-mode as per design 1 lot R R Per uplink and inter-rack Pigtails runs Switching Monitoring & Mgmt 3-year license for switch monitoring/management 1 lot R R Covers all 7 switches License (Switches) (Cloud/On-prem as proposed) Switching Network Setup & VLANs, L3, STP, QoS, HA/failover, testing & validation 1 lot R R Includes documentation Configuration & handover (Switches) Wi-Fi RUCKUS R370 AP Wi-Fi 7 dual-band 2.4/5GHz, 2x2:2, up to 256 clients, PoE 22 each R R Include mounting (“or equivalent”). brackets Wi-Fi RUCKUS R670 AP Wi-Fi 7 tri-band (2.4/5/6GHz), 2x2+2x2+2x2, PoE (“or 4 each R R High-density areas equivalent”). Wi-Fi and Cloud Subscription Ruckus professional cloud license – 3 years for centralized 1 lot R R Covers all APs & switches Switches (APs & Switches) mgmt & monitoring Wi-Fi AP Installation & Mounting brackets, cabling, RF tuning, coverage validation, 1 lot R R Includes heatmap Optimization reporting automation validation Cabling & CAT6 Points Installed 175x terminated, tested & labelled outlets (incl. faceplates, 175 point R R Include test results & Connectivity keystones) labels Cabling & Patch Panels CAT6 24/48-port patch panels with brush panels 1 lot R R Count to suit 175 points Connectivity APPOINTMENT OF A PROFESSIONAL SERVICE PROVIDER FOR THE SUPPLY AND INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING Cabling & 42U Cabinets Floor-standing 42U racks with ventilation, PDU, cable 2 each R R Include rack accessories Connectivity mgmt Cabling & Inter-floor Fibre Dual fibre runs between floors + trunking/ducting + 2 run R R For redundancy (A/B Connectivity Backbone termination paths) Cabling & Structured Cabling Routing, dressing, labelling, documentation 1 lot R R As-built docs & floorplan Connectivity Labour diagram Power Rack-mount UPS 10kVA rack-mount UPS + external battery pack; installation 2 each R R One per rack & commissioning Power Rack PDU Intelligent PDUs per rack (redundant A/B) 4 each R R Include rack accessories Professional Project Management Planning, coordination with internal IT & ISP, milestones & 1 lot R R Includes stakeholder Services reporting. liaison Professional Network Diagram & Detailed diagrams, floorplan labels, config backups, SOPs, 1 lot R R For audit & internal Services Documentation Heatmap records Professional Testing & Handover End-to-end testing, sign-off, training session 1 lot R R Include test sheets Services Compliance Equivalent Solution Neutral-source proof of enterprise grade equivalence 1 lot R R If proposing non-Ruckus Evidence (performance, security, management, warranty, support) Subtotal: R Contingency (10%): R VAT (15%): R Grand Total R APPOINTMENT OF A PROFESSIONAL SERVICE PROVIDER FOR THE SUPPLY AND INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING This bid will be evaluated on 80/20 preferential points. Criteria Weight Sub-criteria Total Price 80/100 Benchmark against lowest quote Specific Goal 20/100 Specific Goals points will be awarded to bidders according to their size of the firm as follows: • Woman or Youth or People with disability Owned Businesses: a. 5 points to be awarded to woman owned businesses (30% and above ownership %). • B-BBEE Certificate: a. 15 points to be awarded to bidders based on the BBBEE status level of contributor as indicated in the BBBEE accreditation certification in line with the table below. BBBEE LEVELS SCORES Level 1 15 Level 2 12 Level 3 8 Level 4 6 Level 5 2 4. CONTRACT PERFORMANCE 4.1. To improve project management and service provider performance, the WRC will conduct regular reviews of service delivery against the scope of work. This includes evaluating each project deliverable to determine whether the service was rendered in line with the agreed scope. The WRC reserves the right to cancel the contract should the service provider fail to perform optimally, after being given an opportunity to address poor performance or quality issues. 4.2. Schedule of payments linked to key outputs. 5. SUPPLIER DUE DILIGENCE WRC reserves the right to conduct supplier due diligence prior to the final award or at any time during the contract period. This may include requests for additional information where necessary. 6. CONFIDENTIALITY All information related to this RFP is to be treated with strict confidence. In this regard Respondents are required to certify that they have acquainted themselves with the Non-Disclosure Agreement. All information related to a subsequent contract, both during and after completion thereof, will be treated with strict confidence and subject to signing of Non-Disclosure Agreement. Should the need however arise to divulge any information related to this RFP or the subsequent contract, written approval must be obtained from WRC. 7. LIMITATION OF LIABILITY A bidder participates in this bid process entirely at its own risk and cost. WRC shall not be liable to compensate a bidder on any grounds whatsoever for any costs incurred or any damages suffered as a result of the Bidder’s participation in this Bid process. Annex C: PRICING SCHEDULE – FIRM PRICE This annexure should be completed and signed by the Bidder’s authorised personnel as indicated below: 1 Please indicate your total bid price here: R............................................................................................................................ (Total Bid Amount – All Inclusive) 2 Important: It is mandatory to indicate your total bid price as requested above. This price must be the same as the total bid price you submit in your pricing schedule. Should the total bid prices differ, the one indicated above shall be considered the correct price. 3 NOTE: All prices must be VAT inclusive (15% - where applicable) and must be quoted in South African Rand (ZAR). 4 Are the rates quoted firm for the full period of the contract? YES NO5 Mandatory: Price must be fixed for the duration of the bid validity. WRC005-2025/26 APPOINTMENT OF A SERVICE PROVIDER FOR THE SUPPLY AND 28 INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING Annex D: PRICING SCHEDULE – DECLARATION Price Declaration Form To: WRC, Having read through and examined the Tender Document, Tender no. WRC-005-2025/26 the General Conditions, The Requirement and all other Annexes to the Tender Document, we offer for the APPOINTMENT OF A PROFESSIONAL SERVICE PROVIDER TO CONDUCT AN INDEPENDENT INSTITUTIONAL ASSESSMENT OF THE WATER RESEARCH COMMISSION (WRC) ORGANISATIONAL OPERATING MODEL, for the total tendered contract sum of: R_________________________________________(including VAT). In Words: _________________________________ ___________________________________________________________________________________ (including VAT) We confirm that this price covers all activities associated with the rendering of the APPOINTMENT OF A SERVICE PROVIDER FOR THE SUPPLY AND INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING. We undertake to hold this offer open for acceptance for a period of 120 days from the date of submission of offers. We further undertake that upon final acceptance of our offer, we will commence with delivery when required to do so by the Client. Moreover, we agree that until formal Contract Documents have been prepared and executed, this Form of Tender, together with a written acceptance from the Client shall constitute a binding agreement between us, governed by the terms and conditions set out in this Request for Proposals. We understand that you are not bound to accept the lowest or any offer and that we must bear all costs which we have incurred in connection with preparing and submitting this tender. We hereby undertake for the period during which this tender remains open for acceptance not to divulge to any persons, other than the persons to which the tender is submitted, any information relating to the submission of this tender or the details therein except where such is necessary for the submission of this tender. SIGNED DATE (Print name of signatory) Designation FOR AND ON BEHALF OF: COMPANY NAME Tel No Email Cell No WRC005-2025/26 APPOINTMENT OF A SERVICE PROVIDER FOR THE SUPPLY AND 29 INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING Annex E : Attach a valid Supplier SARS Tax Compliance Status Verification PIN to enable Water Research Commission to verify Tax Compliance status on SARS eFiling WRC005-2025/26 APPOINTMENT OF A SERVICE PROVIDER FOR THE SUPPLY AND 30 INSTALLATION/ESTABLISHING OF A ROBUST AND EFFICIENT NETWORK INFRASTRUCTURE IN A NEW OFFICE BUILDING

No specific requirements found B-BBEE Minimum Level: 1