RFQ: digital platform development for nrf’s perka project (mobile-first, low-connectivity)

Pt−Pmin

Ps= 80(1− )

Pmin

Ps = Points scored for price of tender under consideration

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Preference points claimed (sbd 6.1)

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. Formulae for disposal or leasing of state assets and income generating procurement

3.2.1. Points awarded for price

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Pt−Pmax

Ps= 80(1+ ) or Ps= 90(1+ Pt−Pmax )

Pmax Pmax

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference points must be

awarded for specific goals stated in the tender. For the purposes of this tender the tenderer will be allocated points

based on the goals stated in table 1 below as may be supported by proof/ documentation stated in the conditions of this

tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if it is unclear

whether the 80/20 or 90/10 preference point system applies, an organ of state must, in the tender documents, stipulate

in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10 preference point

system will apply and that the highest acceptable tender will be used to determine the applicable preference

point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will apply and that the

lowest acceptable tender will be used to determine the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and 80/20 preference point

system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable, corresponding points must

also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point system.)

NRF will use the B-BBEE status level scoring table

Preference points are allocated to both procurement and income-generation based on the two different thresholds in terms of the

table below:

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Preference points claimed (sbd 6.1)

Targeted Specific Goals 80/20 Preference Points

B-BBEE Level of contributor: 8 Points

• Level 1 to Level 3 8
• Level 4 to Level 6 6
• Level 7 to Level 8 2

Ownership: 8 Points

• Supplier that is at least 51% Black-owned. 3
• Supplier that is at least 51% Black female owned. 3
• Supplier that is at least 51% Black youth owned. 1
• Supplier that is at least 51% owned by People with 1

Disabilities.

Company Size10: 4 Points

• EMEs
• QSEs

Declaration with regard to company/firm

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points claimed,

based on the specific goals as advised in the tender, qualifies the company/ firm for the preference(s) shown and I

acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this

form;

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Preference points claimed (sbd 6.1)

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 4.2, the

contractor may be required to furnish documentary proof to the satisfaction of the organ of state that the claims

are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of contract

have not been fulfilled, the organ of state may, in addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to

make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted from obtaining

business from any organ of state for a period not exceeding 10 years, after the audi alteram

partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

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

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

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

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

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

Bid submission certificate form - (sbd 1)

I hereby undertake to supply all or any of the goods, works, and services described in this procurement invitation to the NRF in

accordance with the requirements and specifications stipulated in this Bid Invitation document at the price/s quoted.

My offer remains binding upon me and open for acceptance by the NRF during the validity period indicated and calculated from the

closing time of Bid Invitation.

The following documents are deemed to form and be read and construed as part of this offer / bid even where integrated in this

document:

Invitation to Bid (SBD 1) Specification(s) set out in this Quotation Invitation inclusive of any

annexures thereto

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Bid submission certificate form - (sbd 1)

Bidder’s responses to this invitation as attached to this Pricing Schedule(s) (SBD3.1) including detailed schedules attached

document

(Sbd 6.1) Preference points claim form in terms of the preferential procurement regulations 2022

Declaration of Interest (SBD4) General Conditions of Contract and special/additional conditions of contract as

set out in this document

I confirm that I have satisfied myself as to the correctness and validity of my offer / bid in response to this Bid Invitation; that the

price(s) and rate(s) quoted cover all the goods, works and services specified in the Bid Invitation and cover all my obligations and I

accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.

I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me in terms of this

Bid Invitation as the principal liable for the due fulfilment of the subsequent contract if awarded to me.

I declare that I have had no participation in any collusive practices with any Bidder or any other person regarding this or any other

Bid.

I certify that the information furnished in these declarations (SBD 3, SBD 4, SBD 6.1) is correct and I accept that the NRF may reject

the Bid or act against me should these declarations prove to be false.

I confirm that I am duly authorised to sign this offer/ bid response.

Name (print)

Capacity

applicable, conduct or initiate the necessary enquiries/investigations to determine the accuracy of the representation made in the

bid documents. The onus is on the bidder to prove that fronting does not exist, should the National Research Foundation establish

and notify the bidder of potential breaches of any of the fronting indicators as contained in the Department of Trade and Industry’s

“Guidelines on Complex Structures and Transactions and Fronting”. Failure to do so within a period of 7 days from date of

notification will invalidate the bid/contract and may also result in the restriction of the bidder to conduct business with the public

sector for a period not exceeding 10 years, in addition to any other remedies the NRF may have against the bidder concerned.

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accuracy or completeness. The NRF makes no representation, warranty, assurance, guarantee or endorsements to any

provider/bidder concerning the document, whether with regard to its accuracy, completeness or otherwise and the NRF shall have

no liability towards the responding service providers or any other party in connection therewith.

operations of NRF and that the damages from the contracted bidder’s failure to meet any performance level is not susceptible

to precise determination.

or delayed performance is solely and directly attributable to an act or omission of the NRF or its staff or circumstances of

force majeure as referred to in this Agreement.

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points claimed,

based on the specific goals as advised in the tender, qualifies the company/ firm for the preference(s) shown and I

acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this

form;

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Preference points claimed (sbd 6.1)

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 4.2, the

contractor may be required to furnish documentary proof to the satisfaction of the organ of state that the claims

are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of contract

have not been fulfilled, the organ of state may, in addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to

make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted from obtaining

business from any organ of state for a period not exceeding 10 years, after the audi alteram

partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

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

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

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

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

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

Bid submission certificate form - (sbd 1)

• Number of defects identified

and resolved

• Successful completion of

User Acceptance Testing

Guide for PERKA administrators

Sbd 4 bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of

transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and

further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details

required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that person will

automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest1

in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers of sole

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having

the deciding vote or power to influence or to direct the course and decisions of the enterprise.

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proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in the

enterprise, in table below.

Full Name Identity Number Name of State institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the procuring

institution? YES/NO

2.2.1 If so, furnish particulars:

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

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

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a controlling

interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for this contract?

Yes/no

2.3.1 If so, furnish particulars:

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

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

(Reference to specific specification) MEASURE INCLUDING VAT INCLUSIVE OF VAT

1 Development of the PERKA Platform, 1x Each

including system configuration, user

testing, and rollout

2 Development of a guide for PERKA 1x Each

Quality Assurance

• Number of defects identified

and resolved

• Successful completion of

Stage 2A – Evaluation of Bids against Specifications including Quality

The NRF evaluates each bidder’s written response to the specifications issued in accordance to published evaluation criteria

set as in Section D.

Stage 2B – Due Diligence Interviews or Proof of Delivery/Concept against Specifications

reflect pricing outside of the established fair price range, the evaluators may recommend price negotiation. The NRF only

negotiates price, and no other component, with the winning bidder or, where that bidder refuses negotiation, with the next

ranked bidder in the price/preference ranking until a market related price is achieved.

Sbd 1 signature

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

The National Research Foundation Act, Act , establishes the National Research Foundation (“NRF”) as the juristic

person that makes this bid invitation and will contract with the awarded bidder. The Public Finance Management Act classifies the

organisation as a Schedule 3A Public Entity.

Please visit the NRF website (https://www.nrf.ac.za ) for more information.

The National Research Foundation cannot amend the National Treasury’s General Conditions of Contract (GCC). The National

Research Foundation therefore appends Special Conditions of Contract (SCC) providing specific information relevant to a GCC

clause to its the National Treasury’s General Conditions of Contract The National Research Foundation has filed its General

Conditions of Contract GCC) on its website (http://www.nrf.ac.za/procurement/General-Conditions-of-Contract). These form part of

this document’s contract conditions. Special Conditions specific to this bid contract are set out in this document.

2 Communication: The contracted parties communicate in writing through mail, delivery, or email. The contracted party states

the contract number and purchase order number, if the latter is applicable, on communication documentation. The contract

party does not act upon any communication without the contract number or must verify such communication with the

assigned NRF contract manager prior to acting upon it.

3 Occupational Health and Safety when working on NRF sites: All personnel performing work on NRF site/s as part of this

contract are responsible to obtain safety induction.

Over and above the obligations provided by the Occupational Health and Safety Act (OHS Act No and its

Regulations, known as ‘the Act’), the contracted party meets with all relevant health and safety instructions as given to them

by site safety personnel, where relevant. Personal protection equipment including closed safety shoes, hard hats, height

safety equipment, and high visibility vests are worn at all times while on the work site. All personnel are to obey the relevant

instructions, including signage, related to restricted access and speed limits on all sites.

The contracted party, once signing the contract (SBD 7), is responsible for itself, its employees, and those people affected

by its operations in terms of the Act the regulations promulgated in terms thereof. The contracted party performs all work

and uses equipment on site complying with the provisions of the Act.

registration number with the office of the Compensation Commissioner. The contracted party enters into a Section 37.2

agreement in terms of Occupational Health and Safety Act (OHS Act No and its Regulations) that the NRF drafts.

Each member of the contracted party’s team (including sub-contracted personnel), submit a signed indemnity form prior to

entering the work site and kept in the contracted party’s health and safety file.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS CORRECT.

I accept that the state may reject the bid or act against me in terms of paragraph 6 of PFMA

SCM instruction /22 on preventing and combating abuse in the supply chain

I certify that the information furnished in these declarations (SBD 3, SBD 4, SBD 6.1) is correct and I accept that the NRF may reject

the Bid or act against me should these declarations prove to be false.

2 Proof of Registration on the Government’s ❑ YES ❑ NO

Central Supplier Database (CSD).

3 CV with Software development experience ❑ YES ❑ NO

Sbd 3.1: Pricing detail

Description/ qty unit of unit price total price

(Reference to specific specification) MEASURE INCLUDING VAT INCLUSIVE OF VAT

1 Development of the PERKA Platform, 1x Each

including system configuration, user

testing, and rollout

2 Development of a guide for PERKA 1x Each

Administrators and providing training

Total contract value of above (ceiling price) inclusive of r

15% VAT

General conditions of contract

The National Research Foundation cannot amend the National Treasury’s General Conditions of Contract (GCC). The National

Research Foundation therefore appends Special Conditions of Contract (SCC) providing specific information relevant to a GCC

clause to its the National Treasury’s General Conditions of Contract The National Research Foundation has filed its General

Conditions of Contract GCC) on its website (http://www.nrf.ac.za/procurement/General-Conditions-of-Contract). These form part of

this document’s contract conditions. Special Conditions specific to this bid contract are set out in this document.

The NRF deems the bidders to have accessed and read the General Conditions of Contract. Whenever there is an unintended

conflict, the provisions of the Special Conditions of Contract shall prevail over the General Conditions of Contract.

Special conditions of contract

(Amendments to specific clauses of the general conditions of contract listed below each clause

In that section).

1 Service Provider Obligations:

The service provider must exercise reasonable skill, care and diligence in rendering all services included in this procurement

contract.

The service provider must deliver the services during normal working hours (i.e. Monday to Friday, excluding public holidays

from 08h30 to 17h00) and/or such additional hours as may be reasonably required by the NRF due to the existence of

special circumstances. Services rendered outside of these hours will only be rendered by mutual agreement with the

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Special conditions of contract

nominated person of the NRF, based in severity level.

The service provider may not do anything that may prejudice or be adverse to the operations and functions of the NRF

The service provider must submit such information and reports, as specified in the agreed service request, to the person

nominated by the NRF, and comply with all legislation applicable in providing these services.

The service provider corresponds and deliver services only to the NRF and end users of the NRF.

2 Communication: The contracted parties communicate in writing through mail, delivery, or email. The contracted party states

the contract number and purchase order number, if the latter is applicable, on communication documentation. The contract

party does not act upon any communication without the contract number or must verify such communication with the

assigned NRF contract manager prior to acting upon it.

3 Occupational Health and Safety when working on NRF sites: All personnel performing work on NRF site/s as part of this

contract are responsible to obtain safety induction.

Over and above the obligations provided by the Occupational Health and Safety Act (OHS Act No and its

Regulations, known as ‘the Act’), the contracted party meets with all relevant health and safety instructions as given to them

by site safety personnel, where relevant. Personal protection equipment including closed safety shoes, hard hats, height

safety equipment, and high visibility vests are worn at all times while on the work site. All personnel are to obey the relevant

instructions, including signage, related to restricted access and speed limits on all sites.

The contracted party, once signing the contract (SBD 7), is responsible for itself, its employees, and those people affected

by its operations in terms of the Act the regulations promulgated in terms thereof. The contracted party performs all work

and uses equipment on site complying with the provisions of the Act.

To this end, the contracted party shall make available to the NRF on the valid Letter of Good Standing in terms of the COID

Act and ensures its validity does not expire while executing this bid, where applicable. The contracted party furnishes its

registration number with the office of the Compensation Commissioner. The contracted party enters into a Section 37.2

agreement in terms of Occupational Health and Safety Act (OHS Act No and its Regulations) that the NRF drafts.

The contracted party maintains a health and safety plan complying with the requirements of The Act at the work site during

the period that contracted work takes place on the site.

The NRF manages the contracted party in his capacity for the execution of this contract to meet the provisions of the said

Act and the regulations promulgated in terms thereof. The contracted party accepts liability for any contraventions to the Act.

Each member of the contracted party’s team (including sub-contracted personnel), submit a signed indemnity form prior to

entering the work site and kept in the contracted party’s health and safety file.

Management of performance levels

1. The Performance Levels are in the table below.

2. The NRF measures the contracted bidder’s performance against these performance levels in the execution of the contract.

3. The contracted bidder recognises that its failure to meet the performance levels has a material and adverse impact on the

operations of NRF and that the damages from the contracted bidder’s failure to meet any performance level is not susceptible

to precise determination.

4. The NRF excuses the contracted bidder from failing to comply with the performance levels to the extent that non-performance

or delayed performance is solely and directly attributable to an act or omission of the NRF or its staff or circumstances of

force majeure as referred to in this Agreement.

5. If the contracted bidder fails to meet any performance level:

● the contracted bidder shall investigate and report on the root causes of the performance level failure;promptly

correct the failure and begin meeting the set performance levels;

● advise the NRF as and to the extent requested by the NRF of the status of remedial efforts being undertaken with

respect to such performance level failure; and

● take appropriate preventative measures to prevent the recurrence of the performance level failure.

6. Both parties are responsible for monitoring and measuring the performance of the contracted bidder against the performance

levels set in this document. The NRF deems failure by the contracted bidder to measure performance with respect to the

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Management of performance levels

contract specifications for any measurement period, as a failure to meet the stipulated performance levels.

Performance levels statement

Service/Goods being Measurement Methodology Penalty/Bonus and level applicable from

Measured

Project Delivery Successfully led the If the order is not complete, then delivery

• Delivery against approved design, development, note will not be signed off and the invoice

timelines and implementation of will not be paid. Where the supply and

• Alignment with Business the portal, ensuring delivery is delayed by more than 2 weeks

Requirements alignment with from the approved & agreed upon timelines,

business requirements, penalty is 2% of the original invoice value.

Stakeholder sign-off and satisfaction system efficiency, and

user accessibility

System Efficiency

The NRF compares each bidder’s pricing proposal on an equal and fair comparison basis equitable to all bidders, taking into

account all aspects of the bid’s pricing requirements including the application of fair pricing tests as set out below in the section

“Insufficiency of Funds”.

❑ Yes

Pricing (SBD 3.1) in this document to be completed. M

❑ No

Eligibility criteria (go/no-go)

1 Pricing Schedule: In terms of General Conditions of contract clause 17.1, the price schedule remains unchanged for the

duration of the contract with the NRF accepting no changes, extensions, or additional ad hoc costs to the pricing conditions

of the contract with the exception of any price adjustments authorised in the Special Conditions of Contract for pricing set

out below:

2 Firm Quantities over the Contract Period: The NRF requires firm set quantities during the current period with the time

of delivery being determined during the contract period.

3 Estimated quantities over the Contract Period: The NRF may require further quantities during the current period

with the actual quantity and time of delivery being determined when such quantities are needed. For bidding purposes and

to establish the contract ceiling price, the NRF provides estimated quantities of what its requirements and estimated timing

during the contract period for bidders to establish their pricing. The NRF does not provide guarantees or commitments that

it will order this entire amount during the contract’s life. The NRF, through the signed contract, guarantees its procurement

of the specified goods and/or services is from the contracted party only.

4 Placement of written purchase orders for actual quantities ordered: The NRF manages the execution of this contract

through the issue of written purchase orders – stipulating quantity, description, delivery date, and the unit price as et out in

this contract - for the contracted supplies. The NRF, when issuing the written purchase order, guarantees that the funding

is available.

5 Contract Ceiling Price: With these estimates in the bid contract, the contract ceiling price includes both the firm quantities

and the potential future quantities within the contract ceiling price. The NRF manages the contract within the contract ceiling

price by paying only for the verified deliveries/performances in terms of the clauses of this contract. The cumulative value

of each of these invoices at the expiry of the contract is the actual total contract price.

6 Price Adjustments: In terms of General Conditions of Contract clause 17.1, the price adjustments with the rules for

application are set out below as special conditions of Contract Clause 17.1.

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Sbd 3.1: Pricing detail

the contracted bidder sharing the risk equally.

7 Price quoted is South African Rands in terms of General Conditions of contract clause 16.4

8 Price Quotation Basis: Price quoted is fully inclusive of all costs including delivery to the specified NRF price delivery point

and includes value- added tax, income tax, unemployment insurance fund contributions, and skills development levies in

terms of General Conditions of contract clauses 12, 32.1 and 32.2.

Price Delivery Point: In cases where different delivery points influence the pricing, the bidder submits a separate pricing

schedule for each delivery point.

9 Detail Pricing Support: Detailed information e.g. costed bill of quantities is optional where not stated in the price schedule

below and is provided as an annexure to the details included in this SBD 3

10 Application of Preference Points: Pricing is subject to the addition of Preference Points as stipulated below - Standard

Bidding Document 6.1 Preference claim form.

Pricing schedule

document:

Invitation to Bid (SBD 1) Specification(s) set out in this Quotation Invitation inclusive of any

annexures thereto

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Bid submission certificate form - (sbd 1)

Bidder’s responses to this invitation as attached to this Pricing Schedule(s) (SBD3.1) including detailed schedules attached

document

(Sbd 6.1) Preference points claim form in terms of the preferential procurement regulations 2022

Declaration of Interest (SBD4) General Conditions of Contract and special/additional conditions of contract as

set out in this document

I confirm that I have satisfied myself as to the correctness and validity of my offer / bid in response to this Bid Invitation; that the

price(s) and rate(s) quoted cover all the goods, works and services specified in the Bid Invitation and cover all my obligations and I

accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.