Supply and delivery of a video conferencing solution including support and maintenance for a period of 5 years

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{"name":"MS Team","email":"[email protected]","phone":"0532463855","department":null,"address":"IDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO"}

Returnable Documents: List of Returnable Documents The tenderer must complete the following returnable documents: The bidder must complete the following returnable documents: Completed (tick) Form A1: SBD 1 Form A2: Certificate of Authority for Signatory Form A3: Certificate of Authority for Joint Ventures (where applicable) Form A4: Declaration of Tenderer’s current status of any debt outstanding with SANRAL Form A5: Domestic Prominent Influential Persons (DPIP) OR Foreign Prominent Public Officials (FPPO) Form A6: Certificate of Fronting practices Form A7: Registration on National Treasury Central Supplier Database (CSD) FORM A8: Declaration of Tenderer’s Litigation history Form A9: Valid Tax Clearance Pin issued by the South African Revenue Services. Form A10: Schedule of Deviations or Qualifications by Tenderer Form A11: SBD 4: Declaration of Interest Form A12: Bidders B-BBEE Verification Certificate Form A13: Protection of Personal information (POPIA) Form A14: Certificate of permission to conduct due diligence investigate Form A15: Declaration of tenderer’s past supply chain management practices Form A16: Schedule of possible Sub-contractors Form A17: Certificate of single tender submission Form A18: Specific Goals points claim form Form B1: Schedule of Bidder’s organisational experience and capabilities Form B2: Bidder’s letter of OEM/Distributors confirming status Form B3: CV’ of the Key personnel Form B4: Project Management Methodology and detailed approach and transition and handover to operations Form B5: Complete Technical compliance Table Form B6: Provide brochure of the proposed Solution Form B7: Provide a valid ISO 45001 certificate Form B8: Provide site visits attendance certificate Form B9: Provide proof of registration on CSD RFP NUMBER: NRA 2025/0132R: SUPPLY AND DELIVERY OF A VIDEO CONFERENCING SOLUTION INCLUDING SUPPORT AND MAINTENANCE FOR A PERIOD OF 5 YEARS Sensitivity - General of 68 CONTINUED VALIDITY OF RETURNABLE DOCUMENTS The successful Respondent will be required to ensure the validity of all returnable documents, including but not limited to its valid proof of B-BBEE status, for the duration of any contract emanating from this RFP. Should the Respondent be awarded the contract [the Agreement] and fail to present Sanral with such renewals as and when they become due, Sanral shall be entitled, in addition to any other rights and remedies that it may have in terms of the eventual Agreement, to terminate such Agreement immediately without any liability and without prejudice to any claims which Sanral may have for damages against the Respondent. Signed:................................................................................Date:............................................................. Name:...................................................................................Position....................................................... Tenderer:................................................................................................................................................... RFP NUMBER: NRA 2025/0132R: SUPPLY AND DELIVERY OF A VIDEO CONFERENCING SOLUTION INCLUDING SUPPORT AND MAINTENANCE FOR A PERIOD OF 5 YEARS Sensitivity - General of 68 FORM A2: CERTIFICATE OF AUTHORITY FOR SIGNATORY Notes to tenderer, The signatory for the tenderer shall confirm his/her authority thereto by attaching on the tendering company’s letterhead a duly signed and dated copy of the relevant resolution of the board of directors/partners. Submit a copy of the resolution on printed and bound hard copy and flash drive., In the event that the tenderer is a joint venture, a certificate is required from each member of the joint venture clearly setting out, authority for signatory,, undertaking to formally enter into a joint venture contract should an award be made to the joint venture,, The resolution below is given as an example of an acceptable format for authorisation, but submission of this page with the example completed shall not be accepted as authorisation of the tenderer’s signatory., In the event that authorisation is for more than one project, then all projects shall be listed in the copy of the resolution of the Board of Directors/Partners. By resolution of the board of directors/partners passed at a meeting held on ......................................... Mr/Ms...........................................whose signature appears below, has been duly authorised to sign all documents in connection with the tender for contract no: .NRA 2025/0132: SUPPLY AND DELIVERY OF A VIDEO CONFERENCING SOLUTION INCLUDING SUPPORT AND MAINTENANCE FOR A PERIOD OF 5 YEARS .................................................................................................................................................................. .................................................................................................................................................................. and any contract which may arise therefrom on behalf of (enter name of tenderer in block capitals) .... .................................................................................................................................................................. SIGNED ON BEHALF OF THE COMPANY: ........................................................................................... .................................................................................................................................................................. IN HIS/HER CAPACITY AS: ...................................................................................................................... Proforma DATE: ....................................................................................................................................................... SIGNATURE OF SIGNATORY: ............................................................................................................... WITNESSES: ................................................. ...................................... SIGNATURE SIGNATURE .................................... ...................................... NAME (print) NAME (print) Signed:...............................................Date:............................................................. Name:..............................................Position....................................................... Tenderer:.............................................................................................................. RFP NUMBER: NRA 2025/0132R: SUPPLY AND DELIVERY OF A VIDEO CONFERENCING SOLUTION INCLUDING SUPPORT AND MAINTENANCE FOR A PERIOD OF 5 YEARS Sensitivity - General of 68 FORM A2: CERTIFICATE OF AUTHORITY FOR SIGNATORY Notes to tenderer, In the event that authorisation is for more than one project, then all projects shall be listed in the copy of the resolution of the Board of Directors/Partners. By resolution of the board of directors/partners passed at a meeting held on ......................................... Mr/Ms...........................................whose signature appears below, has been duly authorised to sign all documents in connection with the tender for contract no. : NRA 2025/0132: SUPPLY AND DELIVERY OF A VIDEO CONFERENCING SOLUTION INCLUDING SUPPORT AND MAINTENANCE FOR A PERIOD OF 5 YEARS .................................................................................................................................................................. .................................................................................................................................................................. and any contract which may arise therefrom on behalf of (enter name of tenderer in block capitals) .... .................................................................................................................................................................. SIGNED ON BEHALF OF THE COMPANY: ........................................................................................... .................................................................................................................................................................. IN HIS/HER CAPACITY AS: ...................................................................................................................... Proforma DATE: ....................................................................................................................................................... SIGNATURE OF SIGNATORY: ............................................................................................................... WITNESSES: ................................................. ...................................... SIGNATURE SIGNATURE .................................... ...................................... NAME (print) NAME (print) RFP NUMBER: NRA 2025/0132R: SUPPLY AND DELIVERY OF A VIDEO CONFERENCING SOLUTION INCLUDING SUPPORT AND MAINTENANCE FOR A PERIOD OF 5 YEARS Sensitivity - General of 68 FORM A3: JOINT VENTURE AGREEMENT Bidder Name Contact Detail (Name, Cellphone, Share % in the JV Email) Lead Bidder: Total 100 Tenderer: In the event of a Joint Venture, attach to this form a signed and properly completed Joint Venture Agreement Lead Bidder shall have Majority share certificate. Signed:............................................Date:............................................................. Name:...........................................Position....................................................... Tenderer:.............................................................................................................. RFP NUMBER: NRA 2025/0132R: SUPPLY AND DELIVERY OF A VIDEO CONFERENCING SOLUTION INCLUDING SUPPORT AND MAINTENANCE FOR A PERIOD OF 5 YEARS Sensitivity - General of 68 FORM A4: DECLARATION OF TENDERER’S CURRENT STATUS OF ANY DEBT OUTSTANDING TO SANRAL Notes to tenderer, The signatory for the tenderer (as per Form A2) shall complete and sign this form declaring the current status of (any) debt outstanding to SANRAL., In the event that the tenderer is a Joint Venture, a declaration is required from each member of the Joint Venture. I, the undersigned, .............................................................................................................. declare that: (i) the tenderer or any of its Directors/Members do not have any debt outstanding to SANRAL, other than what is listed below: ........................................................................................................................................................ ........................................................................................................................................................ ........................................................................................................................................................ ........................................................................................................................................................ (ii) the tenderer and/or any of its Directors/Members freely, voluntarily and without undue duress unconditionally authorises SANRAL to set off any debts agreed to which is due and payable by the tenderer or any of its Directors/Members in terms of this declaration against any moneys due to the tenderer or any of its Directors/Members. (iii) to the best of my knowledge the above information is true and accurate. Signed and sworn before me at ................................................................ on the ........... day of ................................................ 20........... .................................................................

The South African National Roads Agency SOC Limited (SANRAL) is soliciting tenders from qualified

Service Provider/s that will offer the Supply, Installation, Commissioning and Maintenance of fixed and/or

mobile video conferencing Solution. The solution must be able to integrate with Microsoft Teams running

on Microsoft Teams Room License to provide high quality video conferencing capabilities with support

services for five (5) years.

Tenderers are requested to inspect respective boardrooms at all regions before submitting the tender. Floor

plans for all the boardrooms will be provided as an Annexture: appointments for the site inspections are

scheduled as indicated in Table 1. The purpose of the site visits is to ensure that the solution is fit for video

conferencing within the different boardrooms at each location.

2. Executive overview

Sanral seek to appoint a Service Provider for the supply, installation, commissioning and Maintenance of

fixed and/or mobile video conferencing Solution. The solution must be able to integrate with Microsoft

Teams running on Microsoft Teams Room License to provide high quality video conferencing capabilities

with support services for five (5) years.

3. Scope of requirements

Table 1 – SANRAL OFFICES

SANRAL Offices CIty Physical Address Contact Number

Head Office (HO) Pretoria 48 Tambotie Avenue Val de 061 647 0349

Grace

Gauteng Provincial Pretoria 38 Ida Street Menlo Park 066 303 9506

Office (GP)

Kwa Zulu Natal Pietermaritzburg 58 Van Eck Place Mkondeni 082 929 2230

Provincial Office Kwazulu Natal

(Kznp)

Eastern Cape Port Elizabeth 20 Shoreward Drive, 082 929 0512

Provincial Office Baywest

(Ecp)

Western Cape Belville 1 Havenga Street Oakdale 071 685 8474

Provincial Office Bellville

(Wcp)

SANRAL Operations Centurion 36 Assegaai Wood Street, 061 647 0349

Centre (COC) Rooihuiskraal

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Free State Bloemfontein College Court, 195 Nelson 061 647 0349

Provincial Office Mandela Drive,

(FSP) Bloemfontein, 9301

Northern Cape Kimberly Building 3 Mon Ridge Office 061 647 0349

Park, Cnr Kekewich &

Provincial Office

Memorial Road Kimberly,

(Ncp)

8301

Mpumalanga Mbombela SANRAL Building,16 Jones 061 647 0349

Street, Mbombela, 1200

Provincial office

(MP)

Limpopo Provincial Polokwane 12 Dimitri Crescent, 061 647 0349

Office (LP) Platinum Park, Bendor,

Polokwane, 0700

North West Mahikeng TBC

Provincial Office

(Nwp)

Note to Tenderer:

• Attendance of all the site inspections listed below is a mandatory condition for bidding

SANRAL Offices Date & Time Physical Address Contact Number

SANRAL Operations 20-July-2026 36 Assegaai Wood Street, 061 647 0349

Centre (COC) 10:00 to 11:00 Rooihuiskraal, Centurion,

Gauteng, 0157

Eastern Cape Provincial 22-July-2026 20 Shoreward Drive, Baywest, 082 929 0512

Office (ECP) 10:00 to 11:00 Port Elizabeth, Eastern Cape,

6025

Western Cape Provincial 24-July-2026 1 Havenga Street Oakdale 071 685 8474

Office (WCP) 10:00 to 11:00 Bellville, Western Cape, 7530

These Mobile Video Conferencing Trolleys would be deployed at the specified SANRAL sites (site locations)

listed in Table 1 Above. The proposed Mobile Video Conferencing Trolley solution equipment must not be

within (3) years of its manufacturer’s end-of-life cycle. Tenders are required to provide the product release

date for the hardware and associated software.

Without video conferencing, a SANRAL faces reduced collaboration and communication, as teams would

struggle to make timely decisions and maintain alignment, especially across remote or provincial offices.

This can lead to inefficiencies such as increased travel, delays in scheduling meetings, and lower overall

productivity. Additionally, SANRAL will incur higher operational costs due to unnecessary travel expenses

and the time lost in coordinating or conducting in-person meetings.

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Contact details for the IT representative per site for appointment arrangements will be provided during the

Briefing Session.

Estimated Device Quantities per Operation

Device

HO MP COC GP ECP WCP KZNP FSP NCP LP NWP Total

Size

86” 2 0 2 2 1 2 2 0 0 0 0 11

75” 5 2 5 5 5 5 5 2 2 2 2 40

4. Detailed technical scope of work

4.1 Summary of Solutions Specifications

The Video Conferencing Solution should demonstrate all functionality of video conferencing as well as

native (without gateways) integration into Microsoft Teams. The Mobile Video Conferencing Trolleys

solution will be an extension of the MS Teams communication platform.

Definitions

• HD – High Definition
• DVI-D - Connector on a graphics card that sends out a digital signal only
• HDMI - High-Definition Multimedia Interface
• VGA- Video Graphics Array
• Mobile- Easy to move around

4.2 SANRAL is looking to deploy a Video Conferencing Solution nationally that provides:

• Integration with Microsoft Teams (MS 365 E5 License)
• End Points Integration

o The Presence of Microsoft Teams Endpoints (Video endpoints and clients) as well as the

status is to be visible from the video conference endpoint Directory.

o Microsoft Teams remote desktop sharing is from the video endpoint.

o During a conference, content sharing on the endpoint are dual stream and bi-directional.

This allows Microsoft Teams Clients to share content. This allows people and content to

be displayed simultaneously on the screens.

o Both Environments sends and receives content as per their native workflow.

• Whiteboard Interactivity

o Provides for Interactive white boarding functionality directly from the endpoint, using an

interactive pen to assist presenters for annotation during a video call data presentation as

well as during standard presentations.

• Mobile Video Conferencing Trolley Solution.

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o The Mobile Video Conferencing Trolley have been configured with the capability to:

o House all Video Conferencing Equipment;

o Provide a modern and integrated finish

o Be constructed with an ergonomic steel and aluminium chassis;

o Be Mobile with (Lockable Wheels);

o Include the Camera Bracket;

o The Display devices must all have High-Definition display

• Meeting and Boardroom Booking Tool.

o Integration MS Office 365 E5 to view available rooms.

o Ad-hoc booking, Daily agenda, and Cancelling events with light indicators.

o House all Video Conferencing Equipment.

o Easy set-up of corporate brand identity.

o Book a meeting directly on the touch screen panel at the meeting room door.

• Audiovisual System for Auditoriums

o Display 200" 4K UHD LED screen.

o Audio: Wall/ceiling speakers.

o Microphones: 1 podium mic, 2 wireless handheld mics, 1 lapel mic.

o Control: Central touch panel for audio, video.

o Connectivity: HDMI, USB-C, LAN, wireless casting (AirPlay/Miracast)

5. Description of the Project

Appointment of a Service Provider for Supply and Delivery of a fixed and/or mobile video conferencing

solution including support and maintenance for a period of 5 years.

6. Contract period

The contract period is for 5 years from the date of appointment.

7. Resources

Additional resources to execute the project will be in line with the tenderer’s operational management and

the discretion. SANRAL will not be covering additional business operating expenses.

8. Sub-contracting

8.1. Objectives of sub-contracting Targeted Enterprises

• Amongst others, the key objectives of Government are to extend economic opportunities and

build entrepreneurial capacity in rural and underdeveloped areas and townships by:

a) optimising the utilisation of local resources in the Project Area;

b) developing these local resources in the execution of the project; and

c) maximising the amount of funds retained within the Project Area.

• To give effect to these objectives the Service Provider shall, over the full duration of the contract:

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a) subcontract Targeted Enterprises as stated in the Conditions of Contract Clause 19.2;

and

b) give preference to Targeted Enterprises which are from rural and underdeveloped areas

and townships within the Project Area(s).

8.2 Monitoring sub-contractor performance and payments

• To ensure that the sub-contractor programme achieves its goals, the Services Provider is required

to involve its sub-contractors in status and other critical meetings meant to enhance delivery of

services to SANRAL.

• To minimise disputes and ensure transparency, SANRAL requires the Service Provider to table a

report on a monthly basis of it’s spend on sub-contracting work. During the ranking of such a

report, the attendance of the sub-contractor(s) is encouraged.

• The Service Provider is expected to periodically assess the performance of its sub-contractors,

ensuring that the right metrics are being monitored and reports compiled. SANRAL may from time

to time ask for such reports.

9.3 Penalty

• Penalty to be levied on appointed service provider if sub-contracting requirement is not met
• Penalty Targeted Enterprises =1.0 x (TE – TGE)

Where:

TE = Monetary value (excluding VAT) of Targeted Enterprises calculated at the percentage stipulated

in the Special Conditions of contract applied to the Final Contract Value

TGE = Cumulative monetary value (excluding VAT) by Targeted Enterprises subcontracted to the

contract by the Service Provider.

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Section 4

Criteria and returnable documents

4.1 STEP ONE: Test for Responsiveness

The test for administrative responsiveness will include the following:

Administrative responsiveness check

• Bid received before closing date and Time

• Bidder has completed SECTION 1: SBD1 Form

• Bidder has submitted a Priced Offer

• Mandatory Technical Requirement

The tenderer must have the below valid certifications: Proof of certificate (s) and

Original Equipment Manufacturer (OEM letter to be submitted).

 The tenderer must be certified resellers of the proposed solution. A

proof of reseller/ OEM certificate of the proposed solution should be

provided. Form B2

 The tenderer must meet 100% of the functionality mandatory

requirements listed in Form B5 by completing the checklist

relating to Conferencing Solution Technical System Requirements

o A technical proposal or brochure detailing the proposed Solution.

Technical proposal or brochure should clearly demonstrate how

the solution fulfils the mandatory requirements specified in Form

B6

o The bidder must provide a valid ISO 45001 certificate Form B7

o The bidder must provide the site visits attendance certificate Form

B8

o The bidder must provide proof of registration on CSD Form B9

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Thetestforadministrativeresponsiveness[StepOne]mustbepassedforaRespondent’s

ProposaltoprogresstoStepTwo

4.2 STEP TWO: Minimum Threshold 75 points for Technical Criteria

The test for the Technical and Functional threshold will include the following:

1. References of at least three from amongst recent clients with whom Video Conferencing Solution was provided, in the

past 5 years or 60 months including past and current clients: the letter should include service offered and/or feedback

R < 3 contactable client references 0 Points

Max 10 Points Bidder's References (R) in R = 3/4 contactable client references 30

providing Video Conferencing

Solution - (past experience in

relevant industries)

R ≥ 5 contactable client references 30 Points

2. Bidder must be a certified partner or reseller of the proposed solution

MAX Bidder's letter from No proof of reseller 0 Points

OEM/Distributors Confirming 10

reseller status Proof of reseller letter or partnership 10 Points

Experience in 1 ≤ E > 5yrs 5

Project Management

(Provide CV) 0 years 0 points

Diploma,

MAX Project Manager Bachelor’s Qualifications 2 Points 10 Degree or

BTech or higher

Prince 2, or

Certifications PMP, or 3 points

equivalent 3. Key resources qualification and

experience (E) 1 ≤ E > 5yrs 5

Experience in the

proposed solution

0 years 0 points

Technical Team Diploma, or MAX

Member Qualifications Bachelor’s 2 points 10 Degree, or

BTech or higher

Relevant

Certifications Product 3 points

certifications

4. Project Management Methodology and approach detailing on how the Video Conferencing Solution will be deployed

and Transition including handover.

No Methodology provided 0 points

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Methodology (M) Clear and concise Methodology provided in line with Project

deliverables that is relevant as per below guideline:

INITIATION (Project Kick-off, Stakeholder Identification,

Project Initiation Document/Charter)....5 points

PLANNING (Plan - Scope, Schedule, Cost, Quality,

Resources, Communication, Risk, Procurement,

Stakeholders)........5 points

Max

EXECUTE (Direct and manage project Work, Knowledge, 30 points 30

Quality, Communication, Risk, Procurement,

Stakeholder)...........10 points

MONITORING AND CONTROL (Change, Scope, Schedule,

Costs, Quality, Resources, Communication, Risks,

Procurement, Stakeholder)... 5 points

CLOSING (User Acceptance, Project Closeout Report) ....5

points

No Training and Skills transfer Plan provided 0 Points

Transition and Handover to MAX

Operations 10

10 Points Detailed Training and Skill Transfer Approach including Plan

Total Points 100

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The test for the Technical and Functional threshold will include the following:

Theminimumthresholdfortechnical/functionality[StepTWO]mustbemetorexceededfor

aRespondent’sProposaltoprogresstoStepTHREEforfinalevaluation

4.3 STEP THREE: Evaluation and Final Weighted Scoring

a) Price and Specific Goal

Sanral will utilise the following formula in its evaluation of Price:

PS = 90 (1 − Pt−Pmin )

Pmin

Where:

Ps = Score for the Bid under consideration

Pt = Price of Bid under consideration

Pmin= Price of lowest acceptable Bid

Specific goals Criteria 10 points 20 points

Point Maximum Point Maximum

allocation points allocation points

B-BBEE Level Level 1 10.00 20.00

Level 2 9.00 18.00

Level 3 6.00 14.00

Level 4 5.00 12.00

Level 5 4.00 8.00

Level 6 3.00 6.00

10.00 20.00 Level 7 2.00 4.00

Level 8 1.00 2.00

Non- 0.00 0.00

compliant

contributor

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b) Specific Goals [Weighted score 10 point]

▪ Specific goals preference points claim form

▪ Preference points will be awarded to a bidder for attaining the specific goals requirements

in accordance with the table indicated in the specific goals Claim Form.

4.4 STEP FOUR: Post Tender Negotiations (if applicable)

▪ Respondents are to note that Sanral may not award a contract if the price offered is not market-related.

In this regard, Sanral reserves the right to engage in PTN with the view to achieving a market-related

price or to cancel the tender. Negotiations will be done in a sequential manner i.e.:

o first negotiate with the highest ranked bidder or cancel the bid, should such negotiations fail,

o negotiate with the 2nd and 3rd ranked bidders (if required) in a sequential manner.

▪ In the event of any Respondent being notified of such short-listed/preferred bidder status, his/her bid,

as well as any subsequent negotiated best and final offers (BAFO), will automatically be deemed to remain

valid during the negotiation period and until the ultimate award of business.

▪ Should Sanral conduct post tender negotiations, Respondents will be requested to provide their best and

final offers to Sanral based on such negotiations. Where a market related price has been achieved through

negotiation, the contract will be awarded to the successful Respondent(s).

4.5 STEP FIVE: Award of business and conclusion of contract

▪ Immediately after approval to award the contract has been received, the successful or preferred bidder(s)

will be informed of the acceptance of his/their Quotation by way of a Letter of Award. Thereafter the final

contract will be concluded with the successful Respondent(s).

▪ Otherwise, a final contract will be concluded and entered into with the successful Bidder at the acceptance

of a letter of award by the Respondent.

Respondents are to note that, on award of business, Sanral is required to publish the tendered prices of

the successful and unsuccessful Respondents interaliaon the National Treasury e-Tender Publication Portal,

(www.etenders.gov.za), as required per National Treasury Instruction Note /2016. [This is not

applicable if RFP was not advertised on National Treasury e-Tender Publication Portal]

Respondents declaring a commercial relationship with a DPIP or FPPO are to note that Sanral is required to

annually publish on its website a list of all business contracts entered into with DPIP or FPPO. This list will

include successful Respondents, if applicable.

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Section

Quotation form

1.1.1 Bidders must submit one original plus one hard copy and electronic copy (e.g. on compact disk

or memory stick). Additional supporting information can be provided in a separate file and cross-

referenced in the main submission. The RFP envelope must also contain the Bidder’s details on the back of

the envelope.

1.1.2 No bid may be withdrawn after it has been submitted to Sanral unless the Bidder so requests in writing and

such request is received by Sanral before the scheduled closing date. All bids received by Sanral on or before

the scheduled closing date and time shall be valid and binding for a period of 90 (ninety) working days

calculated from the last scheduled closing date (“validity period”). During the validity period or any extensions

to the validity period, bid prices shall remain firm save only for cost variations as are measurable by the

permissible contract price adjustments as set out elsewhere in this document.

1.1.3 No telegraphic or e-mailed bids will be accepted.

1.1.5 Properly motivated alternatives may be submitted but will only be considered if a compliant offer has

been submitted. The alternative shall be approached and priced to the same detail as required by this

and Transition including handover.

No Methodology provided 0 points

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Methodology (M) Clear and concise Methodology provided in line with Project

deliverables that is relevant as per below guideline:

INITIATION (Project Kick-off, Stakeholder Identification,

Project Initiation Document/Charter)....5 points

PLANNING (Plan - Scope, Schedule, Cost, Quality,

past 5 years or 60 months including past and current clients: the letter should include service offered and/or feedback

R < 3 contactable client references 0 Points

Max 10 Points Bidder's References (R) in R = 3/4 contactable client references 30

providing Video Conferencing

Solution - (past experience in

relevant industries)

R ≥ 5 contactable client references 30 Points

MAX Bidder's letter from No proof of reseller 0 Points

OEM/Distributors Confirming 10

reseller status Proof of reseller letter or partnership 10 Points

Experience in 1 ≤ E > 5yrs 5

MAX Project Manager Bachelor’s Qualifications 2 Points 10 Degree or

Prince 2, or

Certifications PMP, or 3 points

equivalent 3. Key resources qualification and

experience (E) 1 ≤ E > 5yrs 5

Member Qualifications Bachelor’s 2 points 10 Degree, or

The bidder must complete the following returnable documents: Completed

(tick)

Form A1: SBD 1

Form A2: Certificate of Authority for Signatory

Form A3: Certificate of Authority for Joint Ventures (where applicable)

Form A4: Declaration of Tenderer’s current status of any debt outstanding with SANRAL

Form A5: Domestic Prominent Influential Persons (DPIP) OR Foreign Prominent Public Officials

(Fppo)

Form A6: Certificate of Fronting practices

Form A7: Registration on National Treasury Central Supplier Database (CSD)

FORM A8: Declaration of Tenderer’s Litigation history

Form A9: Valid Tax Clearance Pin issued by the South African Revenue Services.

Form A10: Schedule of Deviations or Qualifications by Tenderer

Form A11: SBD 4: Declaration of Interest

Form A12: Bidders B-BBEE Verification Certificate

Form A13: Protection of Personal information (POPIA)

Form A14: Certificate of permission to conduct due diligence investigate

Form A15: Declaration of tenderer’s past supply chain management practices

Form A16: Schedule of possible Sub-contractors

Form A17: Certificate of single tender submission

Form A18: Specific Goals points claim form

Form B1: Schedule of Bidder’s organisational experience and capabilities

Form B2: Bidder’s letter of OEM/Distributors confirming status

Form B3: CV’ of the Key personnel

Form B4: Project Management Methodology and detailed approach and transition and

handover to operations

Form B5: Complete Technical compliance Table

Form B6: Provide brochure of the proposed Solution

Form B7: Provide a valid ISO 45001 certificate

Form B8: Provide site visits attendance certificate

Form B9: Provide proof of registration on CSD

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Amount Item

Description Qty Rate per unit

NO R c

1. 75” Video Conferencing Unit 40

2. 86” Video Conferencing Unit 11

Video Conferencing Units

3. Installation and Configuration 51

for the above

Audiovisual System

4. 4

(Auditorium setup)

Audiovisual System

5. (Auditorium Setup) 4

Installation for the above

6. Support and Maintenance 60 Months

Digital Meeting Room

7. 51

Schedule Display

Sub - Total

15% VAT

Total

Respondents are to note that Sanral will round off final pricing scores to the nearest 2 (two)

decimal places.

Notes to Pricing:

4.5.1 All Prices must be quoted in South African Rand, inclusive of VAT

4.5.2 Any disbursement not specifically priced for will not be considered/accepted by Sanral.

4.5.3 To facilitate like-for-like comparison bidders must submit pricing strictly in accordance

with this price schedule and not utilise a different format. Deviation from this pricing

schedule could result in a bid being disqualified.

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4.5.4 The Supplier shall deliver and commission the items outlined in the pricing schedule

within twelve (12) weeks from the Effective Date of this Contract, excluding the North

West Provincial Office.

4.5.5 Delivery of all Equipment needs to be finalised before any payment milestone will be

done.

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Section 5

Respondents are to note that Sanral will round off final pricing scores to the nearest 2 (two)

decimal places.

4.5.1 All Prices must be quoted in South African Rand, inclusive of VAT

4.5.2 Any disbursement not specifically priced for will not be considered/accepted by Sanral.

4.5.3 To facilitate like-for-like comparison bidders must submit pricing strictly in accordance

with this price schedule and not utilise a different format. Deviation from this pricing

schedule could result in a bid being disqualified.

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4.5.4 The Supplier shall deliver and commission the items outlined in the pricing schedule

within twelve (12) weeks from the Effective Date of this Contract, excluding the North

Valid Tax Clearance Pin issued by the South African Revenue Services

Tax compliance

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the SARS website

Tax Compliance status requirements are also applicable to foreign Respondents/ individuals who wish to submit

tax compliance status will be verified through the Central Supplier Database

Csd number

Csd number must be provided

Central supplier database (csd), a csd

Central Supplier Database

Central Supplier Database (CSD) which has been

Central Supplier Database and their tax compliance status will be verified through the Central Supplier Database

Central Supplier Database (CSD)

Joint venture agreement

o The bidder must provide proof of registration on CSD Form B9

(Provide CV) 0 years 0 points

1. Tax compliance requirements

1.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

Must submit a separate tcs certificate / pin / csd number.

1.6 Where NO tcs is available but the bidder is registered on the central supplier database (csd), a csd

VAT registration

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance

B-BBEE Minimum Level: 1

Points Allocation: 10 points

B-BBEE Details: 2H00

Supply and Delivery of a Video Conferencing Solution including Support and Maintenance for a period of 5

DESCRIPTION years

VALIDITY PERIOD 180 Days.

Bidding procedure enquiries may be directed to

CONTACT PERSON Procurement

Telephone number n/a

[email protected]

E-mail address

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

E-mail address

VAT registration

Number

Supplier compliance tax

Status compliance unique registration

System pin: central reference number: or

Supplier

Database maaa

B-bbee status level tick applicable box] b-bbee status level [tick applicable box]

Verification sworn affidavit

CERTIFICATE Yes No

Yes No

[A b-bbee status level verification certificate/ sworn affidavit must be submitted for purposes

Of compliance with the b-bbee act]

Yes No

Are you a foreign based supplier for the goods /services /works offered?

[If yes, answer

Questionaire below ]

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance

Status system pin code from the south african revenue service (SARS) and if not register as per 1.3

Below.

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Part b

Terms and conditions for bidding

1. T

issuance of this RFP and/or its receipt of a Quotation in response to it. Please note that Sanral reserves the

right to:

• modify the RFP’s goods / service(s) and request Respondents to re-bid on any changes;
• reject any Quotation which does not conform to instructions and specifications which are detailed herein;
• disqualify Quotations submitted after the stated submission deadline;
• not necessarily accept the lowest priced Quotation or an alternative bid;
• place an order in connection with this Quotation at any time after the RFP’s closing date;
• award only a portion of the proposed goods / services which are reflected in the scope of this RFP;
• split the award of the order/s between more than one Supplier/Service Provider should it at Sanral’s

discretion be more advantageous in terms of, amongst others, cost or developmental considerations;

• cancel the quotation process;

• validate any information submitted by Respondents in response to this bid. This would include, but is

not limited to, requesting the Respondents to provide supporting evidence. By submitting a bid,

Respondents hereby irrevocably grant the necessary consent to Sanral to do so;

• request audited financial statements or other documentation for the purposes of a due diligence

exercise;

• not accept any changes or purported changes by the Respondent to the bid rates after the closing date

and/or after the award of the business, unless the contract specifically provides for it;

• to cancel the contract and/request that National Treasury place the Respondent on its Database of

Restricted Suppliers for a period not exceeding 10 years, on the basis that a contract was awarded on

the strength of incorrect information furnished by the Respondent or on any other basis recognised in

law;

• award the business to the next ranked bidder, provided that he/she is still prepared to provide the

required Goods/Services at the quoted price, should the preferred bidder fail to sign or commence with

the contract within a reasonable period after being requested to do so. Under such circumstances, the

validity of the bids of the next ranked bidder(s) will be deemed to remain valid, irrespective of whether

the next ranked bidder(s) were notified of their bid being unsuccessful. Bidders may therefore be

requested to advise whether they would still be prepared to provide the required Goods/Services at their

quoted price.

• Should a bidder fail to respond to a request for extension of the validity period before it expires, that

bidder will be excluded from tender process.

• If there are any queries during the Bid process and any other period after the Bid closure, Bidders are

not allowed to contact SANRAL employees, consultants or related parties. Bidders must ONLY forward

the queries to the email address indicated in SBD1 form. For complaints and escalations, Bidders are

requested to send the follow up email to [email protected].

1.8 Security clearance

company, goods/services provided by the company, the value and duration of the contract, etc. in compliance with

the Johannesburg Stock Exchange (JSE) Debt Listing Requirements.

1.10 National Treasury’s Central Supplier Database

Respondents are required to self-register on National Treasury’s Central Supplier Database (CSD) which has been

established to centrally administer supplier information for all organs of state and facilitate the verification of certain

key supplier information. Sanral is required to ensure that price quotations are invited and accepted from

prospective bidders listed on the CSD. Business may not be awarded to a respondent who has failed to register on

the CSD. Only foreign suppliers with no local registered entity need not register on the CSD. The CSD can be

accessed at https://secure.csd.gov.za/.

For this purpose, the attached SBD 1 Form must be completed and submitted as a mandatory

returnable document by the closing date and time of the bid.

1.11 Tax Compliance

1. Acknowledged that he/she knows and understands the contents hereof;

2. Confirmed that he/she has not objection to the taking of the prescribed oath;

3. That he/she considered the prescribed oath as binding upon his/her conscience; and

4. The Regulations contained in the Government Gazette Notice R1258 of July 1972 and R 1648

of August 1977 having been complied with.

.................................................................

declare that:

i. the information furnished on this declaration form is true and correct.

ii. I accept that, any action may be taken against me should this declaration prove to be false.

Signed:............................................Date:.............................................................

Name:...........................................Position.......................................................

Tenderer:..............................................................................................................

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a) subcontract Targeted Enterprises as stated in the Conditions of Contract Clause 19.2;

and

b) give preference to Targeted Enterprises which are from rural and underdeveloped areas

and townships within the Project Area(s).

8.2 Monitoring sub-contractor performance and payments

• To ensure that the sub-contractor programme achieves its goals, the Services Provider is required

to involve its sub-contractors in status and other critical meetings meant to enhance delivery of

services to SANRAL.

• To minimise disputes and ensure transparency, SANRAL requires the Service Provider to table a

report on a monthly basis of it’s spend on sub-contracting work. During the ranking of such a

report, the attendance of the sub-contractor(s) is encouraged.

• The Service Provider is expected to periodically assess the performance of its sub-contractors,

ensuring that the right metrics are being monitored and reports compiled. SANRAL may from time

to time ask for such reports.

9.3 Penalty

• Penalty to be levied on appointed service provider if sub-contracting requirement is not met
• Penalty Targeted Enterprises =1.0 x (TE – TGE)

not limited to its valid proof of B-BBEE status, for the duration of any contract emanating from this RFP.

Should the Respondent be awarded the contract [the Agreement] and fail to present Sanral with such

renewals as and when they become due, Sanral shall be entitled, in addition to any other rights and

remedies that it may have in terms of the eventual Agreement, to terminate such Agreement immediately

without any liability and without prejudice to any claims which Sanral may have for damages against the

evaluation of their bid.

Respondents are to note that for the purpose of Evaluation, a JV will be evaluated based on one consolidated

B-BBEE score card (a consolidated B-BBEE S

The Video Conferencing Solution should demonstrate all functionality of video conferencing as well as

• End Points Integration

o The Presence of Microsoft Teams Endpoints (Video endpoints and clients) as well as the

o Provides for Interactive white boarding functionality directly from the endpoint, using an

on Microsoft Teams Room License to provide high quality video conferencing capabilities with support

Teams running on Microsoft Teams Room License to provide high quality video conferencing capabilities

Polokwane, 0700

B-BBEE score card (a consolidated B-BBEE Status Level verification certificate) Preference points will be

awarded to a bidder for attaining the specific goals requirements in accordance with the table indicated in

the specific goals Claim Form.