Appointment of a managed services provider (msp) for ICT managed services, business analysis, and cloud-based application support for the government pensions fund (gpf)

The GPF requires a bidder to provide the whole of the works, services, or supply identified in the Contract Data. The bidder must comply with the GPF's Standard Conditions of Bid, which require actions to be timeous, fair, equitable, transparent, competitive, and cost-effective. The bidder must bear its own bidding costs, check documents for discrepancies, treat documents as confidential, attend site visits/clarification meetings, and seek clarification before the closing time. Prices must be fixed for the contract duration and stated in South African Rand, with VAT shown separately. The bidder must not alter documents without initialling and must submit alternative bids only with a main bid. The bidder must submit one original bidding document, indexed and paginated, plus one CD. Bids must be written in ink and signed on all copies. The bid package must state on the outside only the GPF's national office address and the invitation to bid number.

{"closingTime":"11:00","briefingSession":"{"date":null,"time":null,"venue":"tend a site visit and/or clarification meeting at which bidders may","is_compulsory":false}"}

{"name":null,"email":"[email protected]","phone":null,"department":null,"address":"ESCRIPTION NETWORK FOR A PERIOD OF THIRTY-SIX (36) MONTHS"}

Bid response documents may be deposited in the bid box situated at First Floor, 82 Grayston Drive, Sandton, 2196.

Bidders must be registered on the Central Supplier Database (CSD) and provide a SARS Tax Compliance Status (TCS) PIN or CSD number. Bids will not be considered from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees. Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers will be disqualified. Bidders must complete SBD 4 (Bidder's Disclosure) declaring any relationship with state employees or the procuring institution. Bidders must complete SBD 6.1 to claim preference points for specific goals (women, youth, people with disabilities). Bidders claiming B-BBEE status as an Exempted Micro Enterprise (EME) or Qualifying Small Enterprise (QSE) must submit the relevant sworn affidavit (Annexure M).

Bid price in RSA currency

NO. ** (all applicable taxes included)

• Required by: ........................................
• At: ........................................

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

• Brand and model ........................................
• Country of origin ........................................
• Does the offer comply with the specification(s)? *YES/NO
• If not to specification, indicate deviation(s) ........................................
• Period required for delivery ........................................

*Delivery: Firm/not firm

• Delivery basis ..........................................

Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment

restriction to do business with the GPF.

Cost of 2 Accept that the GPF will not compensate the bidder for any costs

biding incurred in the preparation and submission of a bid, including the costs

of any testing necessary to demonstrate that aspects of the bid satisfy

the evaluation criteria.

Check 3 Check the bid documents on receipt, including pages within them, and

documents notify GPF's Representative of any discrepancy or omissions.

Confidentialit 4 Treat as confidential all matters arising in connection with the bid. Use

y and and copy the documents provided by the GPF only for the purpose of

copyright of preparing and submitting a bid in response to this invitation.

documents

Standardised 5 Obtain, as necessary for submitting a bid, copies of the latest revision

specification of standardised specifications and other publications, which are not

s and other attached but which are incorporated into the bid documents by

publications reference.

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5. Use of contract documents and information; inspection

the deadline for bid submission, in order to take the Addenda into

account.

Site visit and 8 Attend a site visit and/or clarification meeting at which bidders may

/ or familiarise themselves with the proposed work, services or supply,

clarification location, etc. and raise questions.. Details of the meeting(s) are stated

meeting in the Bid Data.

Seek 9 Request clarification of the bid documents, if necessary, by notifying

clarification GPF's Representative earlier than the closing time for clarification of

queries.

Insurance 10 Be informed that the extent (if any) of insurance provided by the GPF

may not be for the full cover required in terms of the relevant category

listed in Section 8 of the conditions of contract, the bidder is advised to

seek qualified advice regarding insurance.

Pricing the 11 Include in the rates, prices, and the bidded total of the prices (if any) all

bid duties, taxes (except VAT), and other levies payable by the successful

bidder. Such duties, taxes and levies are those applicable 14 days prior

to the deadline for bid submission.

12 Show Value Added Tax (VAT) payable by the GPF separately as an

addition to the bided total of the prices.

Clarification 30 Provide, on request from the GPF's Representative during the

of bid after evaluation of bids, any other material that has a bearing on the bid, the

submission bidder’s commercial position (including notarised joint venture

agreements), preferencing arrangements or samples of materials,

considered necessary by the GPF for the purpose of a full and fair risk

assessment. This may include providing a breakdown of rates or

conditions, and specifications of the bid documents without material

deviation or qualification. A material deviation or qualification is one

which, in the GPF's opinion would

• detrimentally affect the scope, quality, or performance of the works,

services or supply identified in the Contract Data,

• change the GPF's or the bidder’s risks and responsibilities under

the contract, or

• affect the competitive position of other bidders presenting

responsive bids, if it were to be rectified.

Non- 13 Reject a non-responsive bid, and not allow it to be subsequently made

responsive responsive by correction or withdrawal of the non-conforming deviation

bids or reservation.

Arithmetical 14 Check responsive bids for arithmetical errors, correcting them as

errors follows:

• Where there is a discrepancy between the amounts in figures and

in words, the amount in words shall govern.

• If a bill of quantities applies and there is a discrepancy between the

rate and the line item total, resulting from multiplying the rate by the

quantity, the rate as quoted shall govern. Where there is an

obviously gross misplacement of the decimal point in the rate, the

line item total as quoted shall govern, and the rate will be corrected.

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• Where there is an error in the total of the Prices, either as a result

of other corrections required by this checking process or in the

bidder’s addition of prices, the total of the Prices, if any, will be

corrected.

• The corrected price will be communicated to the bidder. The bidder

may withdraw the bid, but may not change the bid price.

3 THE GPF'S UNDERTAKINGS GPF's Representative, shall: Respond to 1 Respond to a request for clarification received earlier than the closing clarification time for clarification of queries. The response is notified to all bidders. Issue 2 If necessary, issue Addenda that may amend, amplify, or add to the bid Addenda documents, to each bidder. If a biddes applies for an extension to the deadline for bid submission, in order to take Addenda into account in preparing a bid, the GPF may grant such an extension and GPF's Representative shall notify the extension to all bidders. of 38 Return late 3 Return bids received after the deadline for bid submission unopened to bids the bidder submitting a late bid. Bids will be deemed late if they are not on the designated fax or in the designated bid box at the date and time stipulated as the deadline for bid submission. Bid opening 4 Open the bids in the presence of the bidders’ representatives who choose to attend at the time and place stated in the Bid Data. Bids for which an acceptable notice of withdrawal has been submitted will not be opened. 5 Announce at the opening the name of each bidder only. Die unsuccessful bidder may request a debriefing meeting with the Supply Chain Manager on request. Two- 6 Where stated in the bid data that a two-envelope system is to be envelope followed, open only the technical proposals in the presence of bidder’s system representatives and announce the name of each bid. 7 Evaluate the quality of the technical proposals, then advise bidders who remain in contention for the award of the contract. Return unopened financial proposals to bidders whose technical proposals failed to achieve the minimum criteria. Non- 8 Not disclose to bidders, or to any other person not officially concerned disclosure with such processes, information relating to the evaluation and comparison of bids and recommendations for the award of a contract, until after the award of the contract to the successful bidder. Grounds for 9 Consider rejecting a bid if there is any effort by a bidder to influence the rejection processing of bids or contract award. of 38 Disqualificati 10 Instantly disqualify a bidder (and his bid) if it is established that the on bidder offered an inducement to any person with a view to influencing the placing of a contract arising from this invitation to bid. Test for 11 Determine before detailed evaluation, whether each bid properly responsivene received ss

• meets the requirements of these Conditions of Bid,

has been properly signed, and

is responsive to the requirements of the bid documents. 12 Judge a responsive bid as one which conforms to all the terms, conditions, and specifications of the bid documents without material deviation or qualification. A material deviation or qualification is one which, in the GPF's opinion would

detrimentally affect the scope, quality, or performance of the works, services or supply identified in the Contract Data,

change the GPF's or the bidder’s risks and responsibilities under the contract, or

affect the competitive position of other bidders presenting responsive bids, if it were to be rectified. Non- 13 Reject a non-responsive bid, and not allow it to be subsequently made responsive responsive by correction or withdrawal of the non-conforming deviation bids or reservation. Arithmetical 14 Check responsive bids for arithmetical errors, correcting them as errors follows

Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern.

If a bill of quantities applies and there is a discrepancy between the rate and the line item total, resulting from multiplying the rate by the quantity, the rate as quoted shall govern. Where there is an obviously gross misplacement of the decimal point in the rate, the line item total as quoted shall govern, and the rate will be corrected. of 38

Where there is an error in the total of the Prices, either as a result of other corrections required by this checking process or in the bidder’s addition of prices, the total of the Prices, if any, will be corrected.

The corrected price will be communicated to the bidder. The bidder may withdraw the bid, but may not change the bid price. 15 Reject a bid if the bidder does not accept the corrected total of the Prices (if any). Evaluating 16 Evaluate responsive bids in accordance with the procedure and criteria the bid stated in the Bid Data. The evaluated bid price will be disclosed only to the relevant GPF bid committee and will not be disclosed to bidders or any other person. Clarification 17 Obtain from a bidder clarification of any matter in the bid which may not of a bid be clear or could give rise to ambiguity in a contract arising from this bid if the matter were not to be clarified. Acceptance 18 Notify GPF's acceptance to the successful bidder before the expiry of of bid the validity period, or agreed additional period. Providing the notice of acceptance does not contain any qualifying statements, it will constitute the formation of a contract between the GPF and the successful bidder. Notice to 19 After the successful bidder has acknowledged the GPF’s notice of unsuccessful acceptance, notify other bidders that their bids have not been accepted, bidders following the GPF’s current procedures. Prepare 20 Revise the contract documents issued by the GPF as part of the bid contract documents to take account of documents

• Addenda issued during the bid period,

inclusion of some of the bid returnables, and of 38

other revisions agreed between the GPF and the successful bidder, before the issue of the GPF's notice of acceptance (of the bid).

The schedule of deviations attached to the form of offer and acceptance, if any. Issue final 21 Issue the final contract documents to the successful bidder for contract acceptance within one week of the date of the GPF's notice of acceptance. Sign Form of 22 Arrange for authorised signatories of both parties to complete and sign Agreement the original and one copy of the Form of Agreement within two weeks of the date of the GPF's notice of acceptance of the bid. If either party requires the signatories to initial every page of the contract documents, the signatories for the other party comply with the request. Complete 23 Unless alternative arrangements have been agreed, arrange for both Adjudicator's parties to complete and sign the Form of Agreement and Contract Data Contract with the selected adjudicator. Provide 24 Provide to the successful bidder the number of copies stated in the Bid copies of the Data of the signed copy of the contracts within three weeks of the date contracts of the GPF's acceptance of the bid. of 38 ANNEXURE K GOVERNMENT PROCUREMENT GENERAL CONDITIONS OF CONTRACT of 38 TABLE OF CLAUSES

Definitions

Application

Use of contract documents and information; inspection

Patent rights

Performance security

Inspections, tests and analysis

Delivery and documents

Transportation

Incidental services

Spare parts

B-BBEE Minimum Level: One

Points Allocation: 90 points

B-BBEE Details: al prosecution, if deemed necessary.

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

Signature(s) of tenderer(s)

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

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

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

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

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

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

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Confidential

Annexure m

Sworn affidavit – b-bbee exempted micro enterprise

I, the undersigned,

Full name &

Surname

Identity number

Hereby declare under oath as follows:

1. The contents of this statement are to the best of my knowledge a true reflection of the

facts.

2. I am a member / director / owner of the following enterprise and am duly authorised

to act on its behalf:

Enterprise Name

Trading Name

Registration

Number

Enterprise Address

3. I hereby declare under oath that:

• The enterprise is ______________% black owned;
• The enterprise is ______________% black woman owned;
• Based on the management accounts and other information available on the _______

financial year, the income did not exceed R10,000,000.00 (ten million rands);

• Please confirm on the table below the B-BBEE level contributor, by ticking the

applicable box.

100% black owned Level One (135% B-BBEE procurement

recognition)

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More than 51% Level Two (125% B-BBEE procurement

black owned recognition)

Less than 51% black Level Four (100% B-BBEE procurement

owned recognition)

4. The entity is an empowering supplier in terms of the dti Codes of Good Practice.
5. I know and understand the contents of this affidavit and I ha

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;

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: ...............................................................

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

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

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

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remain in contention for the award of the contract. Return unopened

financial proposals to bidders whose technical proposals failed to

achieve the minimum criteria.

Non- 8 Not disclose to bidders, or to any other person not officially concerned

disclosure with such processes, information relating to the evaluation and

comparison of bids and recommendations for the award of a contract,

until after the award of the contract to the successful bidder.

Grounds for 9 Consider rejecting a bid if there is any effort by a bidder to influence the

rejection processing of bids or contract award.

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Disqualificati 10 Instantly disqualify a bidder (and his bid) if it is established that the

on bidder offered an inducement to any person with a view to influencing

the placing of a contract arising from this invitation to bid.

Test for 11 Determine before detailed evaluation, whether each bid properly

responsivene received

ss

• meets the requirements of these Conditions of Bid,
• has been properly signed, and
• is responsive to the requirements of the bid documents.

Government Procurement General Conditions of Contract table of clauses: Definitions, Application, General, Standards, Use of contract documents and information; inspection, Patent rights, Performance security, Inspections, tests and analysis, Packing, Delivery and documents, Insurance, Transportation, Incidental services, Spare parts, Warranty, Payment, Prices, Contract amendments, Assignment, Subcontracts, Delays in the supplier’s performance, Penalties, Termination for default, Dumping and countervailing duties, Force Majeure, Termination for insolvency, Settlement of disputes, Limitation of liability.

GPF's Standard Conditions of Bid: Actions must be timeous, fair, equitable, transparent, competitive and cost-effective. GPF may accept or reject any variation, deviation, bid, or alternative bid, and may cancel the bid process at any time prior to contract formation. Bidders must comply with eligibility criteria, bear their own bidding costs, check documents for discrepancies, treat documents as confidential, attend site visits/clarification meetings, seek clarification before the closing time, include all duties/taxes (except VAT) in prices, show VAT separately, provide fixed prices for contract duration, state prices in South African Rand, not alter documents without initialling, submit alternative bids only with a main bid, submit one original indexed document plus one CD, complete all returnables, sign all copies, seal packages as ORIGINAL/COPY with outer package marked CONFIDENTIAL, follow two-envelope system if required, ensure bid received by deadline, hold bid valid for validity period, extend validity if requested, provide clarification material on request, submit bonds/guarantees/policies if instructed, check final draft contract and sign Form of Agreement, submit authority to act as agent if applicable, and comply with B-BBEE requirements. GPF's undertakings include responding to clarification requests, issuing addenda, returning late bids unopened, opening bids in presence of bidders' representatives, following two-envelope system, not disclosing evaluation information, rejecting bids for influence attempts, disqualifying bidders for inducements, testing responsiveness, rejecting non-responsive bids, correcting arithmetical errors, evaluating bids per stated criteria, obtaining clarifications, notifying acceptance, notifying unsuccessful bidders, preparing contract documents, issuing final contract, arranging signing of Form of Agreement, completing Adjudicator's Contract, and providing copies of contracts.

The 90/10 preference point system applies. Points are allocated as 90 for price and 10 for B-BBEE status. The lowest acceptable tender will be used to determine the accurate system once tenders are received. The contract will be awarded based only on the criteria stated in the Bid Data. B-BBEE minimum level is One.