ESTABLISHMENT OF A PANEL - Construction Education

Returnable Documents:

• Bidder can supply seven (7) or more ICT Hardware Categories (20 Points) • Bidder can supply five (5) to six (6) ICT Hardware Categories (15 Points) • Bidder can supply three (3) to four (4) ICT Hardware Categories (10 Points) • Bidder can supply one (1) to two (2) ICT Hardware Categories (5 Points) 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68

9.1. PANEL ESTABLISHMENT DELIVERABLES Successful bidders appointed to the panel must provide the following upon panel establishment: • Signed panel agreement accepting terms and conditions • Comprehensive product catalogue with technical specifications • Pricing schedule for hardware categories • Evidence of manufacturer authorisations and partnerships • Details of warranty and support arrangements • Delivery and installation capabilities • Designated account manager and technical contact details 9.2. ONGOING SERVICE DELIVERABLES For each hardware procurement from the panel, suppliers must deliver: • Responsive quotation submission (within 3-5 working days of request) • Supply of genuine, new hardware with full manufacturer warranties • Delivery to CETA premises within agreed timeframes • On-site installation, configuration, and testing where required • Hardware documentation, drivers, and manufacturer guides • Asset tagging and documentation for CETA's asset register • Warranty registration and support activation • Knowledge transfer to CETA ICT staff where applicable • Removal and disposal of old equipment (where requested) 9.3. Reporting Requirements Panel members must provide: • Quarterly reports on deliveries and performance • Updated product catalogues and pricing (as changes occur) 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” • End-of-life notifications for hardware models • Warranty and support status reports • Incident and support tickets resolution reports 10. PROJECT DURATION 10.1. PANEL VALIDITY PERIOD The panel will be valid for a period of three (3) years from the date of appointment. Successful bidders’ membership to the panel will be subject to following for the full there (year) duration of the panel: • Satisfactory performance by panel member • Continued compliance with legislative and regulatory requirements by panel member • Market competitiveness of pricing and service levels of panel member 10.2. EARLY TERMINATION CETA reserves the right to terminate a supplier's panel membership with thirty (30) days written notice in cases of: • Poor performance or repeated non-compliance • Failure to maintain required authorisations or certifications • Breach of panel agreement terms and conditions • Uncompetitive pricing compared to market benchmarks • Material change/s in supplier's business status or ownership 10.3. PANEL REVIEW CETA will conduct annual reviews of panel performance and may: • Remove underperforming suppliers from the panel • Adjust hardware categories based on changing requirements • Renegotiate pricing and service levels (If required) • Update technical specifications and requirements (If required) 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” 11. PRICING SCHEDULE (NOT APPLICABLE) 11.1. RATIONALE FOR EXCLUSION OF PRICING SCHEDULE In accordance with the nature of this procurement, no pricing schedule is required as part of the bid submission for appointment to the ICT Hardware Panel. 11.2. PANEL PROCUREMENT APPROACH This Request for Proposal (RFP) seeks to establish a panel of pre-qualified service providers rather than awarding a single contract for predetermined goods or services. The panel approach is specifically designed to accommodate CETA's dynamic and evolving ICT hardware requirements over the contract period. 11.3. QUOTE-BASED PRICING METHODOLOGY Successful bidders appointed to the ICT Hardware Panel will be required to submit competitive quotations on a case-by-case basis in response to specific ICT hardware requirements as and when they arise. This methodology ensures that: • Market-Related Pricing: CETA obtains current market-related prices at the time of each procurement requirement, reflecting real-time market conditions, technological advancements, and exchange rate fluctuations • Specification-Specific Costing: Quotations will be tailored to the exact technical specifications, quantities, and delivery requirements of each individual procurement need • Competitive Tension: Panel members will compete amongst themselves for each quotation request, ensuring value for money and cost-effectiveness for CETA • Flexibility and Responsiveness: CETA retains the flexibility to procure hardware according to operational needs without being bound to outdated pricing structures • Technology Obsolescence Management: Given the rapid pace of technological change in the ICT sector, fixed pricing schedules risk becoming obsolete or uncompetitive during the contract term 11.4. PROCUREMENT PROCESS FOLLOWING PANEL ESTABLISHMENT Once the ICT Hardware Panel has been established, CETA's procurement process for ICT hardware will follow this procedure: 1. CETA identifies a specific ICT hardware requirement 2. A Request for Quotation (RFQ) is issued to all appointed panel members specifying technical requirements, quantities, delivery timeframes, and evaluation criteria 3. Panel members submit competitive quotations within the stipulated timeframe 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” 4. Quotations are evaluated in accordance with CETA's Supply Chain Management procedures and applicable legislation 5. The panel member offering the best value for money is awarded the specific supply order 11.5. COMPLIANCE WITH PUBLIC SECTOR PROCUREMENT FRAMEWORK This approach aligns with sound supply chain management practices within the Public Finance Management Act (PFMA) framework and National Treasury Regulations, ensuring transparency, competitiveness, and value for money in each procurement transaction. Bidders are therefore advised that no pricing information is required at the panel appointment stage. Pricing competitiveness will be assessed during the quotation phase for each specific ICT hardware requirement. 12. ICT HARDWARE OWNERSHIP STATEMENT The Successful Bidder/s acknowledge and agree that: • Purchased Hardware: All ICT hardware purchased by the Construction Education and Training Authority (CETA) under this contract, including but not limited to servers, workstations, laptops, networking equipment, storage devices, peripherals, and any associated components, shall remain the sole and exclusive property of CETA from the point of delivery and acceptance. This ownership shall subsist throughout the duration of the contract period and shall continue in perpetuity following the termination, expiry, or conclusion of the contract for any reason whatsoever. • Subscription-based Hardware: Where hardware is supplied on a subscription, lease, or Hardware-as-a-Service basis, whilst the physical equipment may remain the property of the Successful Bidder/s, CETA shall retain full ownership of all data, configurations, and intellectual property residing on or generated through such hardware. Upon termination, expiry, or conclusion of the contract, the Successful Bidder/s shall facilitate the seamless migration of all CETA data and configurations to alternative infrastructure at no additional cost to CETA, and shall securely erase all CETA data from returned equipment in accordance with applicable data protection regulations. The Successful Bidder/s shall have no claim to any data, configurations, or intellectual property belonging to CETA, regardless of the hardware acquisition model. 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” 13. BIDDER SIGNATURE NB: Mandatory updates and enhancements to solutions developed during this project are to be considered on an annual basis by the appointed service provider and are to be specified/developed per the identified need of the CETA. Solution support and maintenance are to be rate-based and must be managed through a dedicated helpdesk as and where required. ......................................... ..................................................... Signature Date ........................................ ...................................................... Position Name of Bidder 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” 14. EVALUATION CRITERIA Please read all evaluation criteria requirements carefully. Failure to provide the requested information and or supporting content will result in a loss of evaluation criteria points. NOTE: Bidders are encouraged to carefully review the ten (10) ICT Hardware categories, honestly assess their capabilities, and provide comprehensive evidence for each category claimed. Quality of evidence is as important as quantity of categories claimed. 14.1. Criterion 1 – Functionality Functionality is worth 100 points. The minimum threshold is 70 points. Applicants who score less than 70 points on functionality will therefore be disqualified and those who score minimum threshold of 70 points and above will be listed in the panel. Bidders must provide cover pages in their bid response indicating which content relates to the following evaluation criteria: • Reference Letters • Years of Operation • Partnerships with OEM Manufacturers • Product Range • Delivery Lead Time • After-Sales Support • Warranty Services Functionality Evaluation Criteria: Reference Letters Bidders must have specific experience and submit contactable references of similar work Total – 5 undertaken. points Reference Letter Requirements • Reference Letters must be on a client’s letterhead with contactable details provided. • Reference letters with redacted, or otherwise illegible detail will result in them being found invalid and will not be considered for reference letter points. • Reference letters may not be more than five (5) years old from the date of publication of this tender. Note: CETA reserves the right to validate all reference letters provided by the Bidder. 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” Reference Letter Points Allocation: Points Awarded

BUSINESS PLANNING: Visibility of CETA's requirements enables resource planning and inventory management RELATIONSHIP BUILDING: Opportunity to build long-term relationship with CETA and demonstrate value REFERENCE CREDIBILITY: Panel membership provides credible reference for other public sector opportunities EQUITABLE OPPORTUNITIES: Rotation system ensures fair distribution of orders 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” amongst panel members PERFORMANCE RECOGNITION: High performers receive preferential consideration and public recognition CETA ICT ENVIRONMENT 5.1. CLOUD FIRST STRATEGY CETA has adopted a cloud-first strategy for its ICT infrastructure, characterised by: Predominantly cloud-based operations utilising Microsoft Azure and Microsoft 365 Cloud-hosted business applications and services Software-as-a-Service (SaaS) solutions for core business functions Cloud-based backup and disaster recovery solutions Modern authentication and identity management through Microsoft Identity 5.2. MINIMAL ON-PREMISE INFRASTRUCTURE Consistent with CETA's cloud-first strategy, on-premise infrastructure is minimal and maintained primarily for legacy support and potential development environments: Legacy on-premise servers (currently inactive) reserved for potential future development and test environments, not production workloads Physical network infrastructure including managed switches, routers, wireless access points, and firewalls operating on a unified cloud-managed network platform Minimal local storage for transitional or backup purposes 5.3. CLOUD INFRASTRUCTURE TECHNOLOGY CETA operates a cloud-first infrastructure model with minimal on-premise hardware: Cloud services (Microsoft Azure and Microsoft 365) for all production workloads and business applications Minimal on-premise hardware limited to network infrastructure, end-user devices, and 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” legacy servers for potential development/test use only No production server workloads on-premise. All production systems hosted in cloud Network infrastructure connecting end-user devices to cloud environments This cloud-first approach significantly reduces the scope of server hardware requirements, with any on-premise servers procured solely for development, testing, or quality assurance scenarios, not for production operations. 5.4. CURRENT CETA HARDWARE ENVIRONMENT CETA's current hardware environment reflects the cloud-first strategy and includes: Approximately 200-250 laptop computers for staff (primary hardware focus) Legacy physical servers (currently inactive) retained for potential development and test environments Unified cloud-managed network infrastructure including managed switches, wireless access points, security appliances, and routers with centralised cloud-based monitoring and management Minimal network-attached storage (NAS) for local backup and transitional storage Uninterruptible power supply (UPS) systems for critical network infrastructure Imaging and scanning devices (Multifunction printers covered under existing contract) Video conferencing equipment and collaboration devices Monitors, keyboards, mice, and other peripherals Mobile devices including smartphones and tablets (Cellular devices covered under existing contract) 5.5. CETA ICT HARDWARE REQUIREMENTS CONTEXT CETA's ICT hardware requirements, aligned with the cloud-first strategy, encompass: PRIMARY FOCUS: End-user computing devices (laptops, tablets) for approximately 200- 250 users MINIMAL SERVER HARDWARE: Limited to development and test environments only (not production workloads) NETWORK INFRASTRUCTURE: Equipment for LAN, WAN, and wireless connectivity to cloud services, with mandatory compatibility with existing unified cloud-managed network 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” platform Minimal storage devices for local backup and transitional storage Security hardware including firewalls and network security appliances integrated with existing network management Peripherals including monitors and input devices (printers/MFDs excluded - existing contract) Power protection equipment (UPS) for critical network infrastructure Collaboration equipment for meetings and remote working Mobile computing devices for field operations and remote work Specialised hardware for specific business functions as required 5.6. CURRENT ICT HARDWARE PRESENT IN THE CETA IMPORTANT DISCLAIMER: The following information is provided for transparency and to assist bidders in understanding CETA's current environment. Bidders are NOT restricted to these brands and may propose alternative manufacturers and models, provided they meet or exceed current hardware specifications. Evaluation will be based on technical merit, compatibility, value for money, and compliance with specifications outlined in this document, not on brand alignment with existing equipment. CETA currently uses the following hardware brands in its environment: End-User Computing Devices: HP (Hewlett-Packard) laptops Dell laptops Lenovo laptops Apple Laptops Apple Tablets Tablets (Multiple Brands running Android) Network Infrastructure: Cisco Meraki: o Wireless Access Points 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” o Network switches o Security Firewalls Unified cloud-managed platform for all network devices (Azure) Key Considerations for Bidders: ALTERNATIVE BRANDS WELCOME: Bidders may propose equipment from any manufacturer provided it meets the technical specifications, quality standards, and compatibility requirements outlined in this RFP NETWORK EQUIPMENT: Proposed solutions must be compatible with CETA's existing unified cloud-managed network platform. Bidders proposing alternative network equipment brands must demonstrate seamless interoperability and integration capabilities END-USER DEVICES: Bidders may propose any reputable brands that meet the technical specifications for performance, reliability, warranty, Windows 11 compatibility and Microsoft 365 compatibility EVALUATION FOCUS: Technical merit, total cost of ownership, compatibility, support quality, B-BBEE contribution, and value for money—not brand alignment with existing equipment MIXED ENVIRONMENT: CETA operates in a multi-vendor environment and is open to best-of-breed solutions across all hardware categories IMPORTANT - Interoperability and Compatibility: Bidders must note that CETA requires network infrastructure hardware to be compatible and interoperable with existing network management systems and infrastructure. Evaluation criteria will include assessment of seamless integration capabilities with CETA's current environment. 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” SCOPE OF ICT HARDWARE CETA seeks to establish a panel of suppliers across the following ten (10) ICT hardware categories: Ref Category Hardware 1 End-User Computing Devices Workstations Tablets 2 Server Hardware (Dev/Test Only) Rack servers Tower servers for development and test environments only (not for production workloads) 3 Network Infrastructure Equipment Wireless access points Network controllers Load balancers 4 Storage Devices and Systems NAS (Network Attached Storage) SAN (Storage Area Network) External storage Backup appliances Storage arrays 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” Ref Category Hardware 5 Security Hardware Hardware firewalls VPN (Virtual Private Network) concentrators IDS/IPS (Intrusion Detection System / Intrusion Prevention System) appliances Secure authentication devices Biometric systems 6 Peripherals and Accessories Docking stations Adapters 7 Imaging and Specialised Printing Scanners Devices Label printers 3D printers (incl. Filament / Resin / Powder) Receipt printers Desktop printers (Excluding multifunction printers covered under existing contract) 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” Ref Category Hardware 8 Power and Environmental Systems UPS (Uninterrupted Power Supply) systems Power distribution units (PDUs) Cooling systems Cabinets 9 Collaboration and Audio Visual (AV) Video conferencing systems Equipment Interactive displays Microphones Cameras 10 Specialised and Emerging Hardware IoT (Internet of Things) devices Edge computing devices AI/ML (Artificial Intelligence / Machine Learning) accelerators Specialised appliances Industry-specific equipment Bidders are encouraged to showcase any additional offerings relating to ICT Hardware, not specifically outlined above, in their response to this tender. GEOGRAPHICAL COVERAGE The panel must provide hardware supply, delivery, and installation services to CETA's office locations: Head Office (Midrand) Gauteng (Pretoria West) Limpopo (Polokwane Central) Mpumalanga (Nelspruit) 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society” Eastern Cape (East London) Free State (Bloemfontein) KwaZulu Natal (Durban) Northwest (Mahikeng) Northwest (Klerksdorp) Western Cape (Cape Town) Northern Cape (Kimberly) Suppliers must have capability to deliver nationally across South Africa, with on-site installation and support services where required. ICT HARDWARE SCOPE EXCLUSIONS The following are explicitly excluded from the scope of this panel: MULTIFUNCTION PRINTERS/COPIERS: CETA has an existing contract with a supplier for multifunction printing and copying devices. These devices are excluded from Category 7 and from this panel procurement. PRODUCTION SERVERS: CETA operates a cloud-first strategy with all production workloads hosted in Microsoft Azure. Production server hardware is not required. Server procurement under this panel is limited to minimal quantities for development and test environments only. SOFTWARE LICENCES: This panel covers hardware only. Software licences, including operating systems, applications, and cloud services, are procured though separate arrangements. TELECOMMUNICATIONS: Cellular contracts, data contracts, and telecommunications services are excluded and procured through separate arrangements. CONSUMABLES: Printer toner, paper, and other consumables are procured through separate contracts. 52 14th Road, Noordwyk, Midrand, 1687 +27 11 265 5901 scmtenders@ceta.co.za www.ceta.org.za of 68 Request For Proposal “Developing Skills. Serving Society”