Frequently Asked Questions — Managed Bandwidth Links for SANReN Garden Route Sites – CSIR National RFP

Question 1

What are the submission requirements for this tender (Ref: CSIR RFP 3786/13/11/2026)?

Accepted Answer

The CSIR reserves, in its sole discretion, the right to: 16.1 Extend the closing date of this RFP; SS-F-SCM-026 Rev 02 Request for Proposal CSIR RFP No.: 3786/13/11/2026 of 58 CSIR Bid Documentation 16.2 Correct any mistakes before closing date and time of the tender that may have been in the bid documents or occurred at any stage of the tender process; 16.3 Verify any information contained in the bidder’s submission; 16.4 Request documentary proof regarding the bidder’s submission; 16.5 Carry out site inspections, product evaluations or explanatory meetings in order to verify the nature and quality of the product/service offered by the bidder(s) or verify any information whether before or after the adjudication of this RFP; 16.6 Award this tender to a bidder that did not score the highest total number of points, only in accordance with Section 2(1)(f) of the PPPFA (Act ), and based on which bidder is offering best value for money; 16.7 Request a Best and Final Offer (“BAFO”) 16.8 Request audited financial statements or other documents for the purpose of a due diligence exercise to determine if the bidder will be able to execute the contract; 16.9 Award this RFP as a whole or in part; 16.10 Award this RFP to multiple bidders; 16.11 Cancel and/or terminate the tender process at any stage, including after the Closing Date and/or after presentations have been made, and/or after tenders have been evaluated and/or after the preferred bidder(s) have been notified of their status as such; 16.12 Post-tender negotiate on any elements on the bid, including but not limited to technical, transformation, price, conditions precedent and contractual terms and conditions; 16.13 Request presentations from shortlisted bidders. All costs relating to the preparation of such presentations to be borne by the bidders. 16.14 Not to award a contract to a bidder who is associated with a security breach that materially adversely affects other entities or if any directors or officers of a bidder are formally charged SS-F-SCM-026 Rev 02 Request for Proposal CSIR RFP No.: 3786/13/11/2026 of 58 CSIR Bid Documentation of fraudulent or illegal conduct which, would harm the CSIR’s reputation by its continued association with the bidder. 16.15 Procure goods or services from the market if the current market price for such goods or services becomes lower than the prices stipulated in the Contract. Should the CSIR determine that a lower market price is available, the CSIR shall notify the Supplier/Service Provider in writing of such finding. The Supplier/Service Provider shall have the right to respond within a defined period, and if a mutually acceptable price adjustment cannot be reached, the CSIR may, at its discretion, source the goods or services from another Supplier/Service Provider, or terminate this Contract in accordance with its terms. 17 DUE DILIGENCE AND RISK ASSESSMENT 17.1 The CSIR has a legal and moral obligation to ensure that a successful bidder’s financial position does not place public money or services at unacceptable risks and may therefore perform due diligence and risk assessment of recommended bidder(s)’ prior to award. 17.2 As part of due diligence and risk assessment, the bidder must ensure that the bidder is complying to all regulatory prescripts, including industry regulations specific to the commodity/services procured, that are applicable to this tender, as well as ethical business practices. The CSIR has the right to request evidence of this compliance from the bidder, and third parties, for purposes of the due diligence exercise and for audit or contracting arrangements. 17.3 The recommended bidder(s) will be required to consent in the agreement to continuous and in-depth due diligence to ensure ethical business practices throughout the term of the tender. 18 CONFLICT OF INTEREST, CORRUPTION AND FRAUD 18.1 The CSIR reserves its right to disqualify any bidder who either itself or any of whose members (save for such members who hold a minority interest in the bidder through shares listed on any recognised stock exchange), indirect members (being any person or entity who indirectly holds at least a 15% interest in the bidder other than in the context of shares SS-F-SCM-026 Rev 02 Request for Proposal CSIR RFP No.: 3786/13/11/2026 of 58 CSIR Bid Documentation listed on a recognised stock exchange), directors or members of senior management, whether in respect of CSIR or any other government organ or entity and whether from the Republic of South Africa or otherwise ("Government Entity"): a. engages in any collusive tendering, anti-competitive conduct, or any other similar conduct, including but not limited to any collusion with any other bidder in respect of the subject matter of this bid. The attention of bidders is drawn to section 4 (1) (b) (iii) of Competition Act No . b. seeks any assistance, other than assistance officially provided by a Government Entity, from any employee, advisor or other representative of a…

Question 2

How will bids be evaluated?

Accepted Answer

The CSIR has set minimum standards that a bidder needs to meet in order to be evaluated and selected as a successful bidder. The minimum standards consist of the following: Price and Preference Elimination Criteria Technical Evaluation Criteria Points Evaluation Objective Criteria (Phase 1) (Phase 2) (Phase 3) Only bidders that comply with Bidder(s) are required to Bidder(s) will be The CSIR reserves ALL the criteria set on achieve a minimum threshold evaluated out of 100 the right to award paragraph 34.1 on Phase 1 points i.e. 80 points this tender to a of 50 for each of the individual below will proceed to for Price and 20 bidder that did not criteria, and a minimum Technical/Functional points for Preference score the highest threshold of 70 overall. Only Evaluation (Phase 2). Points. total number of bidder (s) who met and/or points in accordance exceeded the minimum with Section (2) (1) threshold points on Phase 2 (f) of the PPPFA (Act below will proceed to Price and ). Preference Points Evaluation. (Phase 3) 34.1 Elimination Criteria (Phase 1) Proposals will be eliminated under the following conditions: • Bidder that did not submit their bid through CSIR Electronic Bid Submission Portal will not be considered. • Bidder that is listed on the NT database of restricted suppliers and Register of Tender Defaulters will not be considered. SS-F-SCM-026 Rev 02 Request for Proposal CSIR RFP No.: 3786/13/11/2026 of 58 CSIR Bid Documentation • Bidder that did not submit mandatory returnable documents as listed on Annexure E: Proposal Form and List of Returnable Documents (Mandatory Returnable Documents Table). 34.2 Technical Evaluation Criteria (Phase 2) The evaluation of the functional / technical detail of the proposal will be based on the criteria included in: Annexure C1 (Technical Evaluation Matrix/Rubrics) Proposals with functionality / technical points of less than the pre-determined minimum overall percentage of 70% and less than 50% on any of the individual criteria will be eliminated from further evaluation on Price and Preference Points Evaluation. Refer to Annexure C1 (Technical Evaluation Matrix/Rubrics) 34.3 Price and Preference Points Evaluation (Phase 3) Only Bidders that have met meet minimum thresholds on Technical/functional Evaluation will be evaluated for price and preference points. Price and Preference Points will be evaluated as per Annexure G: Preference Points Award Form. 35 OBJECTIVE CRITERIA The CSIR reserves the right to award this tender to a bidder that did not score the highest total number of points in accordance with Section (2) (1) (f) of the PPPFA (Act )”, under the following conditions: • The bidder must have a healthy business credit score greater than 35. The CSIR will obtain the credit score reports. • An audit opinion on the going concern of the company indicating whether company will be financially sustainable to continue with their operations for the foreseeable future. As per the audited financial statements. • The directors, shareholders or officers of the bidder must not be formally charged of fraudulent or illegal conduct which could harm the CSIR’s reputation by associating with the bidder. • If the highest scoring bid for a link is overhead and an underground solution is available. SS-F-SCM-026 Rev 02 Request for Proposal CSIR RFP No.: 3786/13/11/2026 of 58 CSIR Bid Documentation • If the highest scoring bid for a link share infrastructure with other SANReN links. The purpose will be to minimise the risk of isolation of sites due to multiple link failures that are caused by a common failure. The proposed link(s) will be evaluated taking the whole project and existing SANReN links into account with the aim to eliminate or minimise shared infrastructure of links. The order from most preferred link to least preferred: • Links with no shared infrastructure. • Links that only share infrastructure in the bidder’s exchange or point of presence (PoP). • Links with the least shared infrastructure. 36 NATIONAL TREASURY CENTRAL SUPPLIER DATABASE REGISTRATION 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. 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. In order to enable the CSIR to verify information on the CSD, Respondents are required to provide the unique registration reference number: ___ . Before any negotiations will start with the winning bidder it will be required from the winning bidder to: • be registered on National Treasury’s Central Supplier Database (CSD). Registrations can be completed online at: www.csd.gov.za; • provide the CSIR of their CSD registration number. 37 CSIR ELECTRONIC BID SUBMISSION PORTAL SS-F-SCM-026 Rev 02 Request f…

Question 3

What are the technical specifications?

Accepted Answer

The Council for Scientific and Industrial Research (CSIR) is one of the leading scientific research and technology development organisations in Africa. In partnership with national and international research and technology institutions, the CSIR undertakes directed and multidisciplinary research and technology innovation that contributes to the improvement of the quality of life of South Africans. The CSIR’s main site is in Pretoria while it is represented in other provinces of South Africa through regional offices. 2 SUBMISSION OF PROPOSALS 2.1 All proposals are to be submitted electronically through CSIR Electronic Bid Submission Portal. 2.2 All proposals will only be considered if received by the CSIR before the closing date and time (as indicated on the cover page). 2.3 All proposal submissions are to be clearly subject-referenced with the RFP number and RFP Description. Proposals must consist of three parts, each of which must be sent in three separate folders.: 2.3.1 Mandatory Repository: Mandatory Returnable Documents (Annexure E).: 2.3.2 Technical and Other Essential Repository: Technical Proposal: and other essential documents (Annexure E). 2.3.3 Pricing and B-BBEE Repository: Pricing Proposal, Preference Points Award Form, Valid B-BBEE Certificate or Sworn Affidavit and any other relevant document to claim preference points (Annexure E). 2.4 Maximum file size (per file) is 20MB that can be uploaded. 2.5 Documents submitted with links to cloud solutions such as: WeTransfer, Google Drive, Dropbox, etc. will not be considered. SS-F-SCM-026 Rev 02 Request for Proposal CSIR RFP No.: 3786/13/11/2026 of 58 CSIR Bid Documentation 2.6 The naming / labelling syntax of files or documents must be short and simple, up to fifty (50) characters. 2.7 The CSIR Electronic Bid Submission Portal does not accept late submissions, bidders are required to ensure that electronic bid submissions are done timely before the closing date and time to prevent issues which they may encounter due to their internet speed, bandwidth or the size of the number of uploads they are submitting. The CSIR will not be held liable for any challenges experienced by bidders as a result of the technical challenges. Please do not wait for the last hour to submit. 2.8 Proposals submitted must be signed by a person or persons duly authorised. 2.9 Proposals submitted at incorrect location or address, will not be accepted for consideration. 2.10 All dates and times in this bid are South African standard time. 2.11 Any time or date in this bid is subject to change at the CSIR’s discretion. The establishment of a time or date in this bid does not create an obligation on the part of the CSIR to take any action or create any right in any way for any bidder to demand that any action be taken on the date established. The bidder accepts that, if the CSIR extends the deadline for bid submission (the Closing Date) for any reason, the requirements of this bid otherwise apply equally to the extended deadline. 2.12 The CSIR will award the contract to qualified bidder(s)’ whose proposal is determined to be the most advantageous to the CSIR, taking into consideration, inter alia the technical (functional) solution, price, specific goals and objective criteria. 3 COUNTER CONDITIONS Bidders’ attention is drawn to the fact that amendments to any of the RFP Conditions or Master agreement or setting of counter conditions by bidders or qualifying any RFP Conditions will result in the invalidation of such bids. SS-F-SCM-026 Rev 02 Request for Proposal CSIR RFP No.: 3786/13/11/2026 of 58 CSIR Bid Documentation 4 FRONTING 4.1 Government supports the principles of broad-based black economic empowerment and recognises that meaningful empowerment, fair competition and sound public procurement can only be achieved where bidders, contractors, individuals and businesses conduct themselves in a manner that is consistent with the Constitution of the Republic of South Africa and in an honest, fair, equitable, transparent and legally compliant manner. Against this background, the CSIR condemns any form of fronting, fraud, misrepresentation, false declaration or the submission of information, documents or claims that are misleading, inaccurate or not credible, including but not limited to claims relating to experience, qualifications, capacity, resources, quality, certifications, ownership, subcontracting arrangements, local content, compliance status or any other material aspect of a bid or contract. 4.2 The CSIR reserves the right, at any stage of the procurement process or during the life of any resulting contract, to verify, investigate or require substantiation of any representation, statement, document or claim made by a bidder or contractor, whether relating to fronting or to any other material aspect of the bid or contract, including experience, past performance, qualifications, technical capability, quality standards, resources, personnel, certifications, pricing, ownersh…

Question 4

What financial requirements apply to bidders?

Accepted Answer

Payment Terms: Payment Terms and Conditions. 5.5 The CSIR does not ordinarily provide advance or upfront payments. However, where a bidder requests an advance or upfront payment and the CSIR, at its sole discretion, agrees to such request, the CSIR reserves the right to require the bidder to furnish an Advance Payment Guarantee from a recognised financial institution a

Question 5

What compliance and legal requirements must bidders meet?

Accepted Answer

TAX COMPLIANCE 17 Tax Compliance Status (TCS) or CSD Report of each joint venture partner TAX COMPLIANCE TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF TAX COMPLIANCE REQUIREMENTS TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD Report of each joint venture partner CSD registration number CSD NUMBER CSD NUMBER MUST BE PROVIDED CSD registration report (RSA suppliers only) CENTRAL SUPPLIER DATABASE REGISTRATION 24 Central Supplier Database (CSD) proves non-compliant CENTRAL SUPPLIER DATABASE REGISTRATION Central Supplier Database Central Supplier Database (CSD) CENTRAL SUPPLIER DATABASE (CSD), A joint venture agreement signed by both parties with clear indication of the lead partner, Proof of ownership/shareholder certificates/copies • Annexure D – Pricing Schedule o Annexure D1 – Pricing schedule to be completed by bidder 5.6 Please provide a detail pricing using a Pricing Schedule/Bill of Quantities outlined under Annexure D1. Pricing must strictly be in accordance with the Pricing Schedule. Annexure D1 – Pricing Schedule –Garden Route sites 25 TAX COMPLIANCE 17 • A joint venture agreement signed by both parties with clear indication of the lead partner, • The latest Tax Compliance Status (TCS) or CSD Report of each joint venture partner; • Company registration certificate/s. misrepresentation of fact may result in the disqualification of a tender, or cancellation of any B-BBEE Details: ough CSIR Electronic Bid Submission Portal. 2.2 All proposals will only be considered if received by the CSIR before the closing date and time (as indicated on the cover page). 2.3 All proposal submissions are to be clearly subject-referenced with the RFP number and RFP Description. Proposals must consist of three parts, each of which must be sent in three separate folders.: 2.3.1 Mandatory Repository: Mandatory Returnable Documents (Annexure E).: 2.3.2 Technical and Other Essential Repository: Technical Proposal: and other essential documents (Annexure E). 2.3.3 Pricing and B-BBEE Repository: Pricing Proposal, Preference Points Award Form, Valid B-BBEE Certificate or Sworn Affidavit and any other relevant document to claim preference points (Annexure E). 2.4 Maximum file size (per file) is 20MB that can be uploaded. 2.5 Documents submitted with links to cloud solutions such as: WeTransfer, Google Drive, Dropbox, etc. will not be considered. SS-F-SCM-026 Rev 02 Request for Proposal CSIR RFP No.: 3786/13/11/2026 of 58 CSIR Bid Documentation 2.6 The naming / labelling syntax of files or documents must be short and simple, up to fifty (50) characters. 2.7 The CSIR Electronic Bid Submission Portal does not accept late submissions, bidders are required to ensure that electronic bid submissions are done timely before the closing date and time to prevent issues which they may encounter due to their internet speed, bandwidth or the size of the number of uploads they are submitting. The CSIR will not be held liable for any challenges experienced by bidders as a result of the technical challenges. Please do not wait for the last hour to submit. 2.8 Proposals submitted must be signed by a person or persons duly authorised. 2.9 Proposals

Question 6

What are the important dates and deadlines for this tender?

Accepted Answer

{"closingTime":"16h30","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"ions or explanatory meetings in order to verify\",\"is_compulsory\":false}"}

Managed bandwidth links for sanren garden route sites – csir national RFP

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