Bid Specification v2 - etenders.treasury.gov.za 195… · Web viewThe purpose of this Request for...

BID SPECIFICATIONCOVER PAGE (SUMMARY)

RFB Ref. No: RFB 1953/2019

Description

Supply, Implement, Maintain And Support A Nursing College Administration System (NCAS) For The South African Military Health Service (SAMHS), Department Of Defence (DOD) For A Period Of Thirty-Six (36) Months.

Vendor Briefing Session

None-Compulsory Vendor Briefing SessionDate: 01 July 2019Time: 11:00 (South African Time)Place: SITA Auditorium Apollo, 459 Tsitsa Street, Erasmuskloof, Pretoria (Head Office)

Publication date 21 June 2019Closing Date for questions / queries 05 July 2019

RFB Closing Details

Date: 11 July 2019Time: 11:00 (South African Time)Place: Tender Office, Pongola in Apollo, 459 Tsitsa Street, Erasmuskloof, Pretoria (Head Office)

Public Opening of RFB Responses

Date: 11 July 2019Time:12:00 (South African Time)Place: Tender Office, Pongola in Apollo, 459 Tsitsa Street, Erasmuskloof, Pretoria (Head Office)

RFB Validity Period 120 Days from the Closing Date

CONFIDENTIAL 1 of 53

ContentsANNEX A: INTRODUCTION................................................................................................................................. 4

1. PURPOSE AND BACKGROUND......................................................................................................................... 4

1.1. PURPOSE........................................................................................................................................................41.2. BACKGROUND................................................................................................................................................4

2. SCOPE OF BID.................................................................................................................................................. 4

2.1. SCOPE OF WORK.............................................................................................................................................42.2. DELIVERY ADDRESS.........................................................................................................................................52.3. CUSTOMER INFRASTRUCTURE AND ENVIRONMENT......................................................................................5

3. REQUIREMENT OVERVIEW.............................................................................................................................. 5

3.1. SYSTEM REQUIREMENT..................................................................................................................................53.2. IMPLEMENTATION REQUIREMENT.................................................................................................................73.3. MAINTENANCE REQUIREMENT......................................................................................................................83.4. SECOND LINE SUPPORT REQUIREMENT.........................................................................................................83.5. PROJECT AND SERVICES REQUIREMENT.........................................................................................................8

4. BID EVALUATION STAGES................................................................................................................................ 9

ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION.............................................................................................10

5. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS................................................................................10

5.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION.................................................................................105.2. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS..............................................................................10

ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS.....................11

6. TECHNICAL MANDATORY.............................................................................................................................. 11

6.1. INSTRUCTION AND EVALUATION CRITERIA..................................................................................................116.2. TECHNICAL MANDATORY REQUIREMENTS...................................................................................................126.3. DECLARATION OF COMPLIANCE...................................................................................................................17

7. TECHNICAL FUNCTIONALITY.......................................................................................................................... 18

7.1. INSTRUCTION AND EVALUATION CRITERIA..................................................................................................187.2. TECHNICAL FUNCTIONALITY REQUIREMENTS..............................................................................................18

8. TECHNICAL FUNCTIONALITY AND SECURITY TESTING.....................................................................................33

ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT................................................................................................34

9. SPECIAL CONDITIONS OF CONTRACT.............................................................................................................. 34

9.1. INSTRUCTION...............................................................................................................................................349.2. SPECIAL CONDITIONS OF CONTRACT............................................................................................................349.3. DECLARATION OF ACCEPTANCE...................................................................................................................41

ANNEX A.4: COSTING AND PRICING..................................................................................................................... 43

10. COSTING AND PRICING.................................................................................................................................. 44

10.1. COSTING AND PRICING EVALUATION...........................................................................................................4410.2. COSTING AND PRICING CONDITIONS............................................................................................................4410.3. DECLARATION OF ACCEPTANCE...................................................................................................................4510.4. BID PRICING SCHEDULE................................................................................................................................46

ANNEX A.5: TERMS AND DEFINITIONS................................................................................................................. 50

ANNEX A.6: BIDDER SUBSTANTIATING EVIDENCE................................................................................................52

FiguresFIGURE 1 - HIGH LEVEL ARCHITECTURE OF THE REQUIRED ELECTRONIC NCAS....................................................................................6


TablesTABLE 1 - THE DOD WORKSTATION SPECIFICATION......................................................................................................................6

TABLE 2 – THE BID EVALUATION PROCESS STAGES......................................................................................................................10


ANNEX A: INTRODUCTION

1. PURPOSE AND BACKGROUND

1.1. PURPOSE

The purpose of this Request for Bid (RFB) is to invite Suppliers (hereinafter referred to as “bidders”) to submit bids to “Supply, implement, maintain and support a Nursing College Administration System (NCAS) for the South African Military Health Service (SAMHS), Department of Defence (DOD) for a period of thirty-six (36) months”.

1.2. BACKGROUND

SAMHS conducts its own nursing training at its Nursing College. No integrated system exists for managing and sharing information between the College’s campuses located in Pretoria, Bloemfontein and Cape Town, nor between abovementioned campuses and various clinical facilities across the country. Administration is currently done through documents using various Microsoft Office templates that are not standardised or integrated, resulting in data having to be re-captured.

A centrally managed commercial off the shelf (COTS) solution is required for the administration of the SAMHS Nursing College at the various campuses. The purpose of the NCAS is the following:(1) Centralisation of data relevant to the Nursing College, its students and personnel in a

common database;(2) Provision of decentralised access to above data from the various campuses as well as clinical

facilities nationally;(3) Management of programmes, modules and curricula; and (4) Management of academic information.

Being part of the DOD, SAMHS maintains stringent Information and Communication Technology (ICT) security requirements. Amongst others this involves the pre-testing of proposed software products to determine its acceptability from an ICT security perspective, before a conditional awarding of a bid for such products can be confirmed. The specific implications for this bid are defined further on.

2. SCOPE OF BID

2.1. SCOPE OF WORK

The scope of work by the bidders is to –

(1) Supply a Nursing College Administration System (NCAS), including software licences;(2) Implement the NCAS, as a full installation, operated from the DOD’s own on-site ICT

environment; (3) Provide software maintenance for the NCAS; and(4) Provide second line support for the NCAS.


2.2. DELIVERY ADDRESS

The goods or services must be supplied or provided at the following physical address:

No Physical Address GPS Coordinates (optional)

1 SITA Erasmuskloof, 459 Tsitsa Street, Erasmuskloof, Pretoria, Gauteng

2.3. CUSTOMER INFRASTRUCTURE AND ENVIRONMENT

(1) The DOD end user infrastructure is based on distributed Microsoft Windows endpoints connected within Local Area Networks (LANs) that are connected through a Wide Area Network (WAN).

(2) The DOD WAN is a segregated TCP/IP network that has no direct connection to any external network, including the Internet.

(3) SITA provides and maintains the network services and all ICT hardware.

(4) No Internet based access is allowed. No service provider or supplier will be allowed to access the servers or end users of the NCAS from the public Internet, nor will any of the users have access to the public Internet.

3. REQUIREMENT OVERVIEW

3.1. SYSTEM REQUIREMENT

(1) TARGET ARCHITECTURE

The target architecture for the NCAS is as follows:(a) The SAMHS Nursing College operates at its three campuses located at Pretoria

(Military Health Training Formation), Cape Town (on site of 2 Military Hospital) and Bloemfontein (on site of 3 Military Hospital).

(b) In addition to the three campuses of the Nursing College, access to the system is also required by means of the closed DOD WAN from decentralised clinical facilities at other SAMHS units. These clinical facilities are located at 1 Military Hospital, 2 Military Hospital, 3 Military Hospital and various Area Military Health Units located in all 9 provinces of South Africa.

(c) The centralised NCAS will be hosted at the DOD Data Centre in Pretoria. No offering that involves “off-premises” hosting of applications or data for the NCAS will be considered.

(d) Figure 1 depicts the expected high-level architecture of the required electronic NCAS:


DOD Central Server

DOD Data Centre, Pretoria

SAMHS Nursing College Cape Town Campus

on the site of 2 Military Hospital, Cape Town

SAMHS Nursing College Bloemfontein Campus

on site of 3 Military Hospital, Bloemfontein

DOD WAN

Decentralised clinical facilities at military units

within RSA, including Area Military Health Units

SAMHS Nursing College Main Campus at Military Health Training Formation,

Thaba Tshwane (Pretoria)

Centralised • Information systems• Data storage• Hosted NCAS application

End user access to the NCAS application, compatible with Microsoft Internet Explorer 11 web browser

Legend

Figure 1 - High level architecture of the required electronic NCAS

(2) USER INTERFACE

The application must be a web browser accessible application, compatible with Microsoft Internet Explorer 11 web browser and later equivalents.

(3) WORKSTATION SPECIFICATION

The DOD minimum workstation specification is provided in Table 1. The supplier must confirm continued compatibility between its proposed NCAS with this minimum specification and future evolutions of the Microsoft desktop operating system environment and web browser.

Table 1 - The DOD workstation specification

Software Operating system Microsoft Windows 7, Windows 10Framework Microsoft .NET Framework 4.7Web browser Internet Explorer 11 (IE11)

Hardware CPU Minimum 1 GHz processorMemory 4 GB RAMStorage Minimum 70-120 GB


(4) NCAS ARCHITECTURE AND LICENSING

(a) Application delivery model: The DOD prescribes on-site hosting of its applications. No online software models, e.g. Software as a Service (SaaS) models, will be considered.

(b) Licensing model: The DOD prescribes the use of a perpetual licence ownership with ongoing maintenance. No subscription model, where the licence does not become the perpetual property of the DOD, will be considered. The maximum number of college administration staff and support personnel who will work directly on the NCAS over the first three years will be 80 users. The number of students (end users) who will have to interact with the system by submitting documents, obtain documents, etc., will vary from minimum 250 to a maximum of 400. Bidders will need to price in section 10.4 for two separate options, namely, for end user licences of 250 users as well as for 400 users.

(5) DATA ARCHITECTURE

(a) Each Nursing College campus must only have access to the data pertaining to that specific campus, as well as to any shared Nursing College data; and

(b) In addition, personnel at the Pretoria campus, at SITA headquarters, as well as SAMHS HI support personnel, must have access to the data of all campuses, and to that of the clinical facilities.

3.2. IMPLEMENTATION REQUIREMENT

The bidder must implement the NCAS in the DOD target environment, in accordance with all the architecture, security and other requirements stated in this document. The specific implementation methodology is not prescribed; however, the implementation must meet at least the criteria below. These deliverables must be achieved during implementation.

(a) Implementation plan. Provide a documented implementation plan that is sufficient to communicate and commit to a schedule and work definition for the implementation of the NCAS;

(b) Configuration design. Document the planned configuration and operation of the NCAS in its target environment, i.e. where it will be installed, how it will be accessed, how it will be operated, maintained and restored.

(c) System installation and configuration. Install and configure the NCAS to a fully operational state, according to the College’s workflow.

(d) User change management.

(i) Define all system roles that are required to maintain, use and support the NCAS. Document the purpose, functions, privileges and related aspects of all system roles.

(ii) Establish the necessary user profiles on the NCAS in accordance with information (names, etc.), as provided by the College.


(e) Training and skills transfer. Analyse and document the specific training requirements for the College, across the various system roles, in order to operate and maintain the NCAS. This includes the following:

(i) Document and provide a training strategy for the College.

(ii) Train no less than thirteen (13) trainers to the level where they can present end user training and functional support.

(iii) Train no less than five (5) system administrators/super users.

(iv) Provide training to no less than (3) technical support staff for oversight of the installation (backup and first line technical support).

(v) Training will be done in Pretoria.

(vi) Provide editable versions of all user training material as required for the training, testing and certification of users by the trainers.

(f) System documentation. Provide updated system documentation, as at the end of the implementation, documenting the final configuration of the NCAS, all final business processes, user roles, maintenance and backup procedures and any other information that may be required by the College for continued operation and maintenance of the system.

(g) Close out reporting. Provide a closure report, reporting on the execution and outcome of the implementation process, on any future activities to be addressed, as well as lessons learned during the implementation.

3.3. MAINTENANCE REQUIREMENT

The provision of all patches, upgrades, bug fixes and problem solving relating to the software, in order to keep the NCAS operational and responsive after it has been placed into production for a period of 3 years.

3.4. SECOND LINE SUPPORT REQUIREMENT

The provision of functional support and problem-solving pertaining to the implemented NCAS only in cases where SITA and /or DOD could not resolve the problem during first line support for a period of 3 years.

3.5. PROJECT AND SERVICES REQUIREMENT

(1) SERVICE DELIVERY SCHEDULE AND PERFORMANCE METRICS

Serial No.

Key Deliverables Project delivery time schedule

1. Supply a Nursing College Administration System (NCAS), including software licences.

Within eight (8) weeks from the contracting date

2. Implement the NCAS, as a full installation, operated from the DOD’s own on-site ICT environment.

Within three (3) months from the contracting date, followed by 2 months of stabilisation support.


Serial No.

Key Deliverables Project delivery time schedule

3. Provide software maintenance for the NCAS. For a period of 36 months from the activation date

4. Provide second line support for the NCAS. For a period of 36 months from the activation date

4. BID EVALUATION STAGES(1) The bid evaluation process consists of several stages that are applicable according to the

nature of the bid as defined in Table 2.

Table 2 – The bid evaluation process stages

Stage Description Applicable for this bidStage 1 Administrative pre-qualification verification YES

Stage 2A Technical Mandatory requirement evaluation YES

Stage 2B Technical Functionality requirement evaluation YES

Stage 2C Technical Functionality and Security Testing YES

Stage 3 Special Conditions of Contract verification YES

Stage 4 Price / B-BBEE evaluation YES

(2) The bidder must qualify for each stage to be eligible to proceed to the next stage of the evaluation.


ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION

5. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS

5.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION

(1) The bidder must comply with ALL of the bid pre-qualification requirements in order for the bid to be accepted for evaluation.

(2) If the Bidder failed to comply with any of the administrative pre-qualification requirements, or if SITA is unable to verify whether the pre-qualification requirements are met, then SITA reserves the right to –

(a) Reject the bid and not evaluate it, or

(b) Accept the bid for evaluation, on condition that the Bidder must submit within 7 (seven) days any supplementary information to achieve full compliance, provided that the supplementary information is administrative and not substantive in nature.

5.2. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS

(1) Submission of bid response: The bidder has submitted a bid response documentation pack –

(a) that was delivered at the correct physical or postal address and within the stipulated date and time as specified in the “Invitation to Bid” cover page, and;

(b) the correct format as one original document, two copies and one CD.

(2) Attendance of briefing session: If a briefing session is called, then the bidder has to sign the briefing session attendance register using the same information (bidder company name, bidder representative person name and contact details) as submitted in the bidders response document. The attendance of the briefing session is not compulsory.

(3) Registered Supplier. The bidder is, in terms of National Treasury Instruction Note 3 of 2016/17, registered as a Supplier on National Treasury Central Supplier Database (CSD).


ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS

6. TECHNICAL MANDATORY

6.1. INSTRUCTION AND EVALUATION CRITERIA

(1) The bidder must comply with ALL the requirements by providing substantiating evidence in the form of documentation or information, failing which it will be regarded as “NOT COMPLY”.

(2) The bidder must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the bid response. During evaluation, SITA reserves the right to treat substantiation evidence that cannot be located in the bid response as “NOT COMPLY”.

(3) The bidder must complete the declaration of compliance as per section 6.3 below by marking with an “X” either “COMPLY”, or “NOT COMPLY” with ALL of the technical mandatory requirements, failing which it will be regarded as “NOT COMPLY”.

(4) The bidder must comply with ALL the TECHNICAL MANDATORY REQUIREMENTS in order for the bid to proceed to the next stage of the evaluation.

(5) SITA reserves the right to verify the information pertaining to the evidence provided by the bidder.

(6) Provide unique reference (page and paragraph) per requirement to locate substantiating evidence in the bid response. Use Annex A.6.1 if necessary.


6.2. TECHNICAL MANDATORY REQUIREMENTS

TECHNICAL MANDATORY REQUIREMENTS Response (Used to evaluate the bid. Mark “comply/not-comply” with “x” in the appropriate cell.

Substantiating Evidence(to be completed by bidder)

(1) BIDDER CERTIFICATION / AFFILIATION REQUIREMENTS

The bidder must be authorised by the Original Software Manufacturer (OSM) as a Value-Added Reseller (VAR)/partner in the Republic of South Africa.

Requirement Comply

Not comply Page and paragraph number as reference

(1)

Provide a copy of certificate or letter from OSM indicating:(a) The OSM name(b) the bidder name, and(c) that the bidder is authorised by the OSM as a value-added reseller/partner of the proposed solution partner in the Republic of South Africa

NB: All letters or certificates must be in writing, dated, signed and on a letterhead of the entity that issued to letter.

(2) BIDDER EXPERIENCE AND CAPABILITY REQUIREMENTS

The bidder must have supplied, implemented, maintained and supported the proposed system to at least one (1) customer in South Africa during the past five (5) years.

Requirement Comply Not comply

Page and paragraph number as reference

(2)

Provide at least one (1) letter of affirmation from Business or Government customers to whom the product or service was delivered or a sworn affidavit, to this effect.The following minimum information must be provided:a) The customer Company name and

physical address;b) Customer contact person’s name,

telephone number and email address;c) Project or Service scope of work;d) Project Start and End Date;

NB: SITA reserves the right to verify the information provided




(3) SYSTEM ARCHITECTURE(a) Only products that are fully installed and

operated from the DOD’s own on-site ICT environment with a perpetual ownership user licence will be considered. The bidder must provide on-premises (DOD) server installation for the solution.

(b) The NCAS must be locally installed and must not have any dependency on any public cloud architecture or other form of dependency requiring a connection to any external ICT infrastructure.

(c) The application must be a web browser accessible application, compatible with Microsoft Internet Explorer 11 web browser and later equivalents.

Requirement

Comply Not comply


(3)(a)

(3)(b)

(3)(c)

Evidence required:

Provide an affidavit to confirm that:(a) the solution will be fully installed and operated at the customer’s site;

(b) there is no dependency on a connection to any external ICT infrastructure; and

(c) the solution is a web browser accessible application, compatible with Microsoft Internet Explorer 11 web browser.

(4) SECURITY FUNCTIONALITY

All of the security requirements stated below will also be tested during security testing as described under “Technical Functionality and Security Testing“ in section 8 of this document.

(a) Security Prescripts. The solution must comply with the following DOD security prescripts:

i) User identification by means of a unique user identity assigned to each user (including all personnel, students and support personnel), to ensure individual

Requirement

Comply Not comply


(4)(a)i

(4)(a)ii

(4)(a)iii

(4)(a)iv 1)

(4)(a)iv 2)

Evidence required:

Provide an affidavit to confirm the software complies with security requirements as stated under Security Prescripts in column A, (4)(a).




accountability.ii) Automatic logoff after a configurable (pre-

defined) period of user inactivity (e.g. five minutes).

iii) Inhibit concurrent user logon from more than one workstation.

iv) The solution must provide password management that includes:

1) Specification of password length (e.g. seven to fourteen characters) and strength (e.g. the use of alpha-numerical, upper and lower case characters as well as special characters such as @!#*, etc). These requirements must be enforced electronically.

2) Passwords must be individual and exclusive, and must not be displayed.

3) Password validity will be pre-defined, e.g. expire every 30 days, with a message 3 days prior to expiry date.

4) The same password must not be re-used within a configurable time period, e.g. 12 months. This requirement must also be electronically enforced.

5) Password saving must not be

(4)(a)iv 3)

(4)(a)iv 5)

(4)(a)iv 5)

(4)(a)iv 6)

(4)(a)v

(4)(a)vi

(4)(a)vii

(4)(a)viii

(4)(a)ix




activated on any system that allows such functionality.

6) The number of unsuccessful logon attempts will be limited, e.g. to three attempts, where after the account will be suspended and/or the session will be ended.

v) The solution must have the ability to centrally specify a software-based policy that will be enforced on all users (e.g. role definition, access permissions, password rules, etc.).

vi) The solution must be compatible with McAfee, being the current DOD anti-virus protection software.

vii) The solution must be able to ensure data segregation per campus on the centralised database to limit personnel and students to only access data related to their specific campus. Support personnel must however have full access to the centralised database.

viii) The solution must be able to implement Transport Layer Security (TLS) by means of Secure Sockets Layer (SSL) digital certificates to protect communication.

ix) The solution must have the ability to ensure content integrity, e.g. by digitally signing reports.




(b) Audit trail and log

i) The solution must be able to create and maintain an internal audit trail and provide the functionality for access control of audit logs.

ii) The audit trail must be configurable in terms of selectively recording user logins and actions on the system, i.e. data capturing, modification and deletions. The essential information is1) user credentials;2) date and time of action;3) success or failure, and4) description of the action.



(4)(b)i

(4)(b)ii 1)

(4)(b)ii 2)

(4)(b)ii 3)

(4)(b)ii 4)

Evidence required:

Provide an affidavit to confirm the software complies with security requirements under Audit trail and log in column A, (4)(b).

(c) Archiving

i) No data will be deleted from the systemii) Archiving process will be triggered by the

user assigned such a roleiii) User can archive a group of studentsiv) Students can only be archived when they

have a status of completed or terminatedv) Archived data must be accessible via normal

enquiries on the system

vi) Archiving must also be possible for the other data on the system, e.g. the programmes, curriculum, year plan, and fees.



(4)(c)i

(4)(c)ii

(4)(c)iii

(4)(c)iv

(4)(c)v

(4)(c)vi

Evidence required:

Provide an affidavit to confirm the software complies with security requirements under Archiving in column A, (4)(c).


6.3. DECLARATION OF COMPLIANCE

Comply Not Comply

The bidder declares by indicating with an “X” in either the “COMPLY” or “NOT COMPLY” column that –

(a) The bid complies with each and every “Technical Mandatory Requirement” as specified in Section 6.2 above; AND

(b) Each and every requirement specification is substantiated by evidence as proof of compliance.


7. TECHNICAL FUNCTIONALITY

7.1. INSTRUCTION AND EVALUATION CRITERIA

(1) The bidder must complete in full all of the TECHNICAL FUNCTIONALITY requirements.

(2) The bidder must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the bid response. During evaluation, SITA reserves the right to treat substantiation evidence that cannot be located in the bid response as “NOT COMPLY”.

(3) Weighting of requirements: The full scope of requirements will be determined by the following weights:

No. Technical Functionality requirements Weighting1. Personnel management 10%

2. Academic administration 20%

3. College activities and year planner 15%

4. Assessments of learning outcomes per module 15%

5. Reports 20%

6. Student fees administration 5%

7. Student functionality 15%

TOTAL 100 %

(4) Minimum threshold. To be eligible to proceed to the next stage of the evaluation the bid must achieve a minimum threshold score of 80%. No single category may score less than 50% of the required functionality.

7.2. TECHNICAL FUNCTIONALITY REQUIREMENTS

(1) Evaluation per requirement. The evaluation (scoring) of bidders’ responses to the requirements will be determined by the completeness, relevance and accuracy of substantiating evidence. NB: SITA reserves the right to verify the information provided.


TECHNICAL FUNCTIONALITY REQUIREMENTS Substantiating evidence and evidence reference to be completed by bidder. Evaluation per requirement: Each requirement indicated in the tables below must be completed and will be scored.Each “Y” will be multiplied by the sub-criterion weight % as indicated in the last column.In column marked Y/N: Mark as Y for “comply” and N for “not-comply”In column marked Evidence: Provide evidence

Weight

(1) PERSONNEL MANAGEMENT

(a) System must be able to capture biographical information of the following:

i) Academic - lecturing personnelii) Support - administration personnel

iii) Studentsiv) Incidents of person – additional

information about students and staff.

Requirement Y/N Evidence. Provide OSM documentation/brochure or a sworn affidavit with unique reference (page and paragraph), to locate substantiating evidence in the bid response.

(1)(a)i)

(1)(a)ii)

(1)(a)iii)

(1)(a)iv)

5%(1.25% per

sub-criterion)

(b) Different roles and responsibilities will be available on the system. These different roles will be distinguished by different access. The system must have the following roles:

i) academic personnel;ii) support personnel; and

iii) students.


(1)(b)i)

(1)(b)ii)

(1)(b)iii)

5%(1.667% per

sub-criterion)



Weight

(2) ACADEMIC ADMINISTRATION

(a) PROGRAMME MANAGEMENT: System must be able to capture information pertaining to the College programmes, with the following functionality:

i) Capturing and updating by personnelii) Viewing by all personnel

iii) Each programme will have a curriculum that can change (the programme name cannot be changed).


(2)(a)i)

(2)(a)ii)

(2)(a)iii)

3.33%(1.11% per

sub-criterion)

(b) CURRICULUM MANAGEMENT: System must be able to list all the modules per curriculum per programme, with the following functionality:

i) Capturing and updating by selected academic and support personnel

ii) Viewing by all personneliii) Curriculum belongs to a programmeiv) History must be kept of all versionsv) Only one active curriculum per

programme is allowed.


(2)(b)i)

(2)(b)ii)

(2)(b)iii)

(2)(b)iv)

(2)(b)v)

3.33%(0.667% per

sub-criterion)



Weight

(c) MODULE MANAGEMENT: A module is the learning area that can either be clinical or theoretical, where students receive core content credits through the following. System must be capable of:

i) Capturing, updating and deleting by selected academic and support personnel

ii) Viewing by all personneliii) Identified by a code (specified)iv) All information pertaining to a specific

module is maintained (requirements)v) Credits and hours/periods to be spent

on each module must be specifiedvi) Various indicators (e.g. re-

assessment, passing, distinction) must be displayed on the report per student dependent on the mark received by the student


(2)(c)i)

(2)(c)ii)

(2)(c)iii)

(2)(c)iv)

(2)(c)v)

(2)(c)vi)

3.33%(0.555% per

sub-criterion)



Weight

(d) GROUP MANAGEMENT: A group refers to a number of students enrolled for a particular programme for a particular year/phase of study, with the following functionality. The system must be capable of:

i) Capturing and updating by selected support personnel

ii) Viewing by all personneliii) Programme must exist before the

group is capturediv) Biographical information about a

student must first be captured before linked to a group

v) List of students to be displayed in a particular group - including the status of the student


(2)(d)i)

(2)(d)ii)

(2)(d)iii)

(2)(d)iv)

(2)(d)v)

3.33%(0.667% per

sub-criterion)

(e) LECTURE RECORD MANAGEMENT: The system must be able to capture facilitation session/ period/ non-academic activities attended by the students.

Requirement

Y/N Evidence. Provide OSM documentation/brochure or a sworn affidavit with unique reference (page and paragraph), to locate substantiating evidence in the bid response.

(2)(e)

3.33%



Weight

(f) CODES MAINTENANCE FUNCTIONS: Support personnel must be able to capture, update and view codes in categories (i) to (v) below:

i) Module codesii) Programme codes

iii) Support office codesiv) Nursing Health Services codesv) Group codes.

vi) The codes must never be deleted: update the status to dormant


(2)(f)i)

(2)(f)ii)

(2)(f)iii)

(2)(f)iv)

(2)(f)v)

(2)(f)vi)

3.33%(0.555% per

sub-criterion)

(3) COLLEGE ACTIVITIES AND YEAR PLANNER

The system must support the planning of College activities for the year, as follows:

(a) Activity management, that includes the following:

i) Capturing, updating and deleting by selected academic and support personnel

ii) Viewing by alliii) History must be keptiv) Creation of a schedule that prevents

overlaps and clashesv) Warning message if dates/times are

overlapping


(3)(a)i)

(3)(a)ii)

(3)(a)iii)

(3)(a)iv)

(3)(a)v)

1.66%(0.333% per

sub-criterion)



Weight

(b) The system must support the capturing of events and meetings, including:

i) Provisioning for ad hoc and recurring events/meetings

ii) Scheduling of a venue against an activity to ensure that the venue is available

iii) Allow for external resourcesiv) Person responsible for the venue

must be captured


(3)(b)i)

(3)(b)ii)

(3)(b)iii)

(3)(b)iv)

1.66%(0.416% per

sub-criterion)

(c) The system must support the Clinical placement plan as follows:

i) Determine the availability of students for placement by considering the block programme, a student’s group, modules the student is registered for, a student’s planned leave, and summative assessments

ii) Change list dates will be received from HI duty scheduling information from the hospitals

iii) Clinical modules must be linked to the discipline of where Work Integrated Learning (WIL) will be worked

Requirement


(3)(c)i)

(3)(c)ii)

(3)(c)iii)

1.66%(0.555% per

sub-criterion)



Weight

(d) The system must support the block programme/timetable as follows:

i) Capturing of theoretical classes within a certain period of time

ii) Capturing of the start and end date of the block

iii) Compiling the timetable (e.g. module, non-academic activities, time, lecturer, venue)


(3)(d)i)

(3)(d)ii)

(3)(d)iii)

1.66%(0.555% per

sub-criterion)

(e) The system must support the summative assessment roster (theory and practical) by:

i) Linking to the programmeii) Capturing summative assessment

period (start and end date)iii) Linking to the groupiv) Capturing the modulev) Capturing the start time and end time

vi) Capturing the venuevii) Capturing the external resource for

invigilating

Requirement


(3)(e)i)

(3)(e)ii)

(3)(e)iii)

(3)(e)iv)

(3)(e)v)

(3)(e)vi)

(3)(e)vii)

1.66%(0.238% per

sub-criterion)



Weight

(f) The system must enable a leave plan by:i) Recording history of all leave taken

per typeii) Shift workers must also be taken into

consideration


(3)(f)i)

(3)(f)ii)

1.66%(0.833% per

sub-criterion)

(g) Facilitation: Theoretical and clinical facilitation session/period/non-academic activities attended by the students must be supported by:

i) Capturing and updating by academic and support personnel

ii) Viewing by academic and support personnel

iii) Theoretical modules are groupediv) Theoretical facilitation records need

to be capturedv) Number of periods are captured

vi) Calculation of periods per student for each module

vii) Calculation of periods belonging to the same theoretical module group is required


(3)(g)i)

(3)(g)ii)

(3)(g)iii)

(3)(g)iv)

(3)(g)v)

(3)(g)vi)

(3)(g)vii)

1.66%

(0.238% per sub-

criterion)



Weight

(h) Work Integrated Learning (WIL) must be supported by:

i) Capturing the number of actual hours worked in a clinical area, in terms of the various HI disciplines

ii) Allowing various disciplines in HI to be linked to a group

iii) Ensuring that hours can be linked to a specific discipline

iv) Ensuring that hours can be captured manually if hours are worked outside the military hospitals

Requirement


(3)(h)i)

(3)(h)ii)

(3)(h)iii)

(3)(h)iv)

1.66%(0.416% per

sub-criterion)

(i) System must provide for a year planner for the above activities. Requirement Y/N Evidence. Provide OSM documentation/brochure or a sworn

affidavit with unique reference (page and paragraph), to locate substantiating evidence in the bid response.

(3)(i)

1.66%



Weight

(4) ASSESSMENTS OF LEARNING OUTCOMES PER MODULE

Achievements of learning outcomes for a module is measured through a variety of assessments – formative and summative. Assessments are grouped into module assessment groups and into student assessments:

(a) Capturing and updating of prerequisites for each assessment by selected personnel

(b) Capturing and updating of student assessment results by selected academic personnel

(c) Viewing by academic and support personnel(d) Students can only view their own assessment

profile(e) Viewing of summative assessment results is

only possible if the minimum fee has been paid(f) Support personnel must be able to manually

block a student from viewing their summative assessment result

(g) Average of formative assessments must be calculated - this will determine if student has admission to summative assessment

(h) Application should allow the capturing of different summative assessment results for the same module of a student

(i) Average of summative assessments must be calculated


(4)(a)

(4)(b)

(4)(c)

(4)(d)

(4)(e)

(4)(f)

(4)(g)

(4)(h)

(4)(i)

(4)(j)

(4)(k)

(4)(l)

15%(1.25% per

sub-criterion)



Weight

(5) REPORTS

System must be able to generate reports on the following:

(a) Personnel and student biographical data(b) Leave(c) Facilitation(d) Work Integrated Learning (WIL)(e) Assessments(f) Completion/ termination documents/ academic

records(g) Fees(h) Year plan(i) System must be able to export any report to

Microsoft Excel spreadsheet or Microsoft Word document with predefined templates.


(5)(a)

(5)(b)

(5)(c)

(5)(d)

(5)(e)

(5)(f)

(5)(g)

(5)(h)

(5)(i)

20% (2.22% per criterion)



Weight

(6) STUDENT FEES ADMINISTRATION

(a) Payment of fees when enrolled at the College:i) Capturing and updating of fees paid

by support personnelii) Keeping history of fees paid

iii) Calculation of outstanding amountiv) Student can only view summative

assessments results if the minimum programme fee has been paid by the student

Requirement


(6)(a)i)

(6)(a)ii)

(6)(a)iii)

(6)(a)iv)

(6)(a)v)

2.5%(0.625% per

sub-criterion)

(b) Creation of statements for student feesRequirement Y/N Evidence. Provide OSM documentation/brochure or a sworn

affidavit with unique reference (page and paragraph), to locate substantiating evidence in the bid response.

(6)(b)

2.5%



Weight

(7) STUDENT FUNCTIONALITY

(a) Through DOD computer facilities available to them at the campus, students must have electronic access to the following:

i) Year planner, including lecture programmes, assessment timetables and block programmes

ii) Clinical placement detailiii) Electronic submission of assignmentsiv) Electronic access to assessment

resultsv) Communication function between

staff and studentsvi) Interactive electronic discussion

forum on the system


(7)(a)i)

(7)(a)ii)

(7)(a)iii)

(7)(a)iv)

(7)(a)v)

(7)(a)vi)

7.5% total(1.25% per

sub-criterion)



Weight

(b) College staff must have access to the following:i) Creation of student identification

cardsii) Electronic uploading of learning

material for student accessiii) Implementation of e-learningiv) Upload of documents, i.e. senior

certificates, identification documents, etc

v) Electronic publication of notices on the system

Requirement


(7)(b)i)

(7)(b)ii)

(7)(b)iii)

(7)(b)iv)

(7)(b)v)

7.5% total(1.5% per

sub-criterion)


8. TECHNICAL FUNCTIONALITY AND SECURITY TESTING(1) Following the bid adjudication process, a conditional award will be made to the preferred

bidder. The final validity of such award will be dependent on the successful conclusion of the testing steps listed immediately below.

(2) The preferred bidder will be required to install a fully operational instance of the NCAS in a test environment (sandbox), to be provided by SITA and/or DOD, in Pretoria, to allow SITA and/or DOD to perform security testing and a demonstration of the functionality of the proposed solution.

(3) The installation must be completed by the preferred bidder, within one working week from the date on which the required environment has been made available to it.

(4) Functionality testing

(a) The preferred bidder will be required to demonstrate the system’s ability to perform the various functional contained under “Technical Functionality Requirements”, Section 7.2 in this document (using the same scoring method) to a team of testers from SITA and/or DOD. Such demonstration will take place on the configured test environment. The demonstration will not last more than one day;

(b) The preferred bidder will be required to orientate the testers from SITA and/or DOD regarding the configuration and operation of the NCAS. The preferred bidder will not be required to have a representative on-site for the duration of the testing. However, they will be required to respond to technical requirements by testers;

(c) Demonstration of functionality will be limited to the functionality requirements stated in this document i.e. “Technical Functionality Requirements”, section 7.2; and

(d) The same evaluation criteria as defined in section 7 will be applied for scoring the above testing.

(5) Security testing

(a) Security testing by SITA and/or DOD will not take longer than 5 working days; and

(b) Security testing will be based on the security requirements stated in “Security Functionality”, section 6.2 (4) in this document, plus additional industry-standard security vulnerability testing.

(6) Following the completion of functionality testing and security testing by SITA and/or DOD, the preferred bidder will be required to fully uninstall the NCAS from the test environment.

(7) All the work to be performed by the preferred bidder in relation to the above testing sequence will not be regarded as part of the project scope and will be performed at no cost to SITA and/or DOD.

(8) Should it happen that the outcome of the testing is not successful, in that the NCAS is not accepted from a security point of view, or that it fails to sufficiently prove the functional capability as contained in the bid requirement, then SITA reserves the right to cancel the conditional award and to consider alternative bidders.


ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT

9. SPECIAL CONDITIONS OF CONTRACT

9.1. INSTRUCTION

(1) The successful supplier will be bound by Government Procurement: General Conditions of Contract as well as this Special Conditions of Contract, which will form part of the signed contract with the successful Supplier. However, SITA reserves the right to include or waive the condition in the signed contract.

(2) SITA reserves the right to –

(a) Negotiate the conditions; and

(b) Automatically disqualify a bidder for not accepting these conditions.

(3) In the event that the bidder qualifies the proposal with own conditions, and does not specifically withdraw such own conditions when called upon to do so, SITA will invoke the rights reserved in accordance with subsection 9.1 (2) above.

(4) The bidder must complete the declaration of acceptance as per section 9.3 below by marking with an “X” either “ACCEPT ALL” or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL”.

9.2. SPECIAL CONDITIONS OF CONTRACT

(1) CONTRACTING CONDITIONS

(a) Formal Contract. The Supplier must enter into a formal written Contract (Agreement) with SITA.

(b) Right of Award. SITA reserves the right to award the contract for required goods or services to multiple Suppliers.

(c) Right to Audit. SITA reserves the right, before entering into a contract, to conduct or commission an external service provider to conduct a financial audit or probity to ascertain whether a qualifying bidder has the financial wherewithal or technical capability to provide the goods and services as required by this tender.

(2) Conditional Award. Following the bid adjudication process, a conditional award will be made to the preferred bidder. The final validity of such award will be dependent on the successful conclusion of the testing steps listed in section 8 “Technical Functionality and Security Testing”.

(3) DELIVERY ADDRESS

As per Section 2.2

(4) SCOPE OF WORK AND DELIVERY SCHEDULE

The Supplier is responsible to perform the work as outlined in the following Work Breakdown Structure (WBS):


WBS Statement of Work Delivery Timeframe

1. Supply a Nursing College Administration System (NCAS), including software licences.

Within eight (8) weeks from the contracting date

2. Implement the NCAS, as a full installation, operated from the DOD’s own on-site ICT environment.

Within three (3) months from the contracting date, followed by 2 months of stabilisation support

3. Provide software maintenance for the NCAS.

For a period of 36 months from the activation date.

4. Provide second line support for the NCAS. For a period of 36 months from the activation date.

(5) SERVICES AND PERFORMANCE METRICS

(a) The Supplier is responsible to provide the following services according to the service levels in the table below:

Service element Service Grade Service Level

1. Incident response Normal Maximum 4 working hours to respond

2. Incident restore Normal Maximum 8 working hours to restore

(6) SCOPE OF TECHNICAL SOLUTION DEVELOPMENT

(a) The application must be a web browser accessible application, compatible with the approved version of Internet Explorer (version 11) in the DOD.

(b) Compatibility of the solution with industry standard office automation tools external to the NCAS (such as Microsoft Office) for import and export of information must be ensured, as well as Adobe Acrobat (PDF) format for the export of information.

(7) IMPLEMENTATION, ROLL OUT AND CHANGE MANAGEMENT REQUIREMENTS

(a) Technology environment: The proposed solution must be implemented on a Windows Server 2012 R2 server, or Linux (either RHAT for x86 or SUSE for x86) in the DOD’s data centre in Pretoria. The successful bidder must have the capacity to assist SITA and/or the DOD in this implementation.

(b) End user environment: The supplier must ensure that the solution will run in the DOD end user environment that is based on distributed Microsoft Windows endpoints connected within Local Area Networks (LANs) that are connected through a Wide Area Network (WAN), as described in section 3.1, “System Requirement”.

(c) Network environment: The DOD WAN is a segregated TCP/IP network that has no direct connection to any external network, including the Internet. SITA provides and maintains the network services and all ICT hardware.


(d) Scope of deployment and licensing: The DOD prescribes the use of a perpetual licence ownership with ongoing maintenance. No subscription model, where the licence does not become the perpetual property of the DOD, will be considered. The maximum number of college administration staff and support personnel who will work directly on the NCAS over the first three years will be 80 users. The number of students (end users) who will have to interact with the system by submitting documents, obtain documents, etc., will vary from minimum 250 to a maximum of 400. Bidders will need to price in section 10.4 “Bid Pricing Schedule”, for two separate options, namely, for end user licences of 250 users as well as for 400 users.

(8) LICENSING MODEL

The only acceptable software licensing model will be one where the system is purchased up front and owned by the DOD in perpetuity. The licensing model may not be based on any cloud usage model, "Software as a service" (SaaS) model, or any other form of subscription model, e.g. “pay per use” licensing.

(9) SPECIFIC IMPLEMENTATION REQUIREMENTS

The bidder must implement the NCAS in the DOD target environment, in accordance with all the architecture, security and other requirements stated in this document. The specific implementation methodology is not prescribed; however, the implementation must meet at least the criteria below. These deliverables must be achieved during implementation.

(a) Implementation plan. Provide a documented implementation plan that is sufficient to communicate and commit to a schedule and work definition for the implementation of the NCAS.

(b) Configuration design. Document the planned configuration and operation of the NCAS in its target environment, i.e. where it will be installed, how it will be accessed, how it will be operated, maintained and restored.

(c) System installation and configuration. Install and configure the NCAS to a fully operational state, according to the College’s workflow.

(d) User change management.

(i) Define all system roles that are required to maintain, use and support the NCAS. Document the purpose, functions, privileges and related aspects of all system roles.

(ii) Establish the necessary user profiles on the NCAS in accordance with information (names, etc.), as provided by the College.

(e) Training and skills transfer. Analyse and document the specific training requirements for the College, across the various system roles, in order to operate and maintain the NCAS. This includes the following:

(i) Document and provide a training strategy for the College.

(ii) Train at least thirteen (13) trainers to the level where they can present end user training and functional support.


(iii) Train at least five (5) system administrators/super users.

(iv) Provide training to three (3) technical support staff for oversight of the installation (backup and first line technical support).

(v) Training will be done in Pretoria.

(vi) Provide editable versions of all user training material as required for the training, testing and certification of users by the trainers.

(f) System documentation. Provide updated system documentation, as at the end of the implementation, documenting the final configuration of the NCAS, all final business processes, user roles, maintenance and backup procedures and any other information that may be required by the College for continued operation and maintenance of the system.

(g) Close out reporting. Provide a closure report, reporting on the execution and outcome of the implementation process, on any future activities to be addressed, as well as lessons learned during the implementation.

(10) SUPPLIER PERFORMANCE REPORTING

(a) The Supplier will be managed by a steering committee under leadership of SITA and will be required to attend a monthly steering committee meeting.

(b) The Supplier will be required to immediately escalate any risks or issues to the steering committee.

(c) The Supplier will be required to attend weekly progress meetings with SITA and DOD representatives.

(d) The Supplier will be required to submit monthly progress reports according to SITA’s document management process, which must be formally signed off.

(11) CERTIFICATION, EXPERTISE AND QUALIFICATION

(a) The Supplier represents that,

(i) it has the necessary expertise, skill, qualifications and ability to undertake the work required in terms of the Statement of Work or Service Definition and;

(ii) it is committed to provide the Products or Services; and

(iii) perform all obligations detailed herein without any interruption to the Customer.

(b) The Supplier must provide the service in a good and workmanlike manner and in accordance with the practices and high professional standards used in well-managed operations performing services similar to the Services;

(c) The Supplier must perform the Services in the most cost-effective manner consistent with the level of quality and performance as defined in Statement of Work or Service Definition;


(12) LOGISTICAL CONDITIONS

(a) Hours of work. The Supplier must be available during normal Business hours/days from 08:00 – 17:00 from Monday to Friday.

(b) In the event that SITA grants the Supplier permission to access SITA's environment including hardware, software, internet facilities, data, telecommunication facilities and/or network facilities remotely, the Supplier must adhere to SITA's relevant policies and procedures (which policy and procedures are available to the Supplier on request) or in the absence of such policy and procedures, in terms of, best industry practice.

(c) In the event that the DOD grants the Supplier permission to access the DOD’s environment including hardware, software, data and network facilities remotely, the Supplier must adhere to the DOD's relevant policies and procedures (which policy and procedures are available to the Supplier on request) or in the absence of such policy and procedures, in terms of, best industry practice.

(13) REGULATORY, QUALITY AND STANDARDS

(a) The Supplier must for the duration of the contract ensure that the proposed product conform with the Government Minimum Interoperability Standards (MIOS) as provided on http://rfq.sita.co.za.

(14) PERSONNEL SECURITY CLEARANCE

(a) The Supplier personnel who are required to work with information related to NATIONAL SECURITY must have a valid South African security clearance or must apply within 30 days of the signed contract for a security clearance to the level of CONFIDENTIAL at the expense of the Supplier from Defence Intelligence of the DOD.

(b) The Supplier personnel who are required to work with GOVERNMENT CLASSIFIED information or access government RESTRICTED areas must be a South African Citizen and at the expense of the Supplier be security vetted (pre-employment screening, criminal record screening and credit screening).

(c) The Supplier must ensure that the security clearances of all personnel involved in the Contract remains valid for the period of the contract.

(15) CONFIDENTIALITY AND NON-DISCLOSURE CONDITIONS

(a) The Supplier, including its management and staff, must before commencement of the Contract, sign a non-disclosure agreement regarding Confidential Information.

(b) Confidential Information means any information or data, irrespective of the form or medium in which it may be stored, which is not in the public domain and which becomes available or accessible to a Party as a consequence of this Contract, including information or data which is prohibited from disclosure by virtue of:

(i) the Promotion of Access to Information Act, 2000 (Act no. 2 of 2000);

(ii) being clearly marked "Confidential" and which is provided by one Party to another Party in terms of this Contract;


(iii) being information or data, which one Party provides to another Party or to which a Party has access because of Services provided in terms of this Contract and in which a Party would have a reasonable expectation of confidentiality;

(iv) being information provided by one Party to another Party in the course of contractual or other negotiations, which could reasonably be expected to prejudice the right of the non-disclosing Party;

(v) being information, the disclosure of which could reasonably be expected to endanger a life or physical security of a person;

(vi) being technical, scientific, commercial, financial and market-related information, know-how and trade secrets of a Party;

(vii) being financial, commercial, scientific or technical information, other than trade secrets, of a Party, the disclosure of which would be likely to cause harm to the commercial or financial interests of a non-disclosing Party; and

(viii) being information supplied by a Party in confidence, the disclosure of which could reasonably be expected either to put the Party at a disadvantage in contractual or other negotiations or to prejudice the Party in commercial competition; or

(ix) information the disclosure of which would be likely to prejudice or impair the safety and security of a building, structure or system, including, but not limited to, a computer or communication system; a means of transport; or any other property; or a person; methods, systems, plans or procedures for the protection of an individual in accordance with a witness protection scheme; the safety of the public or any part of the public; or the security of property; information the disclosure of which could reasonably be expected to cause prejudice to the defence of the Republic; security of the Republic; or international relations of the Republic; or plans, designs, drawings, functional and technical requirements and specifications of a Party, but must not include information which has been made automatically available, in terms of the Promotion of Access to Information Act, 2000; and information which a Party has a statutory or common law duty to disclose or in respect of which there is no reasonable expectation of privacy or confidentiality;

(c) Notwithstanding the provisions of this Contract, no Party is entitled to disclose Confidential Information, except where required to do so in terms of a law, without the prior written consent of any other Party having an interest in the disclosure;

(d) Where a Party discloses Confidential Information which materially damages or could materially damage another Party, the disclosing Party must submit all facts related to the disclosure in writing to the other Party, who must submit information related to such actual or potential material damage to be resolved as a dispute;

(e) Parties may not, except to the extent that a Party is legally required to make a public statement, make any public statement or issue a press release which could


affect another Party, without first submitting a written copy of the proposed public statement or press release to the other Party and obtaining the other Party's prior written approval for such public statement or press release, which consent must not unreasonably be withheld.

(16) GUARANTEE AND WARRANTIES. The Supplier warrants that:

(a) The warranty of goods supplied under this contract remains valid for twelve (12) months after the goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the contract, or for eighteen (18) months after the date of shipment from the port or place of loading in the source country, whichever period concludes earlier;

(b) as at Commencement Date, it has the rights, title and interest in and to the Product or Services to deliver such Product or Services in terms of the Contract and that such rights are free from any encumbrances whatsoever;

(c) the Product is in good working order, free from Defects in material and workmanship, and substantially conforms to the Specifications, for the duration of the Warranty period;

(d) during the Warranty period any defective item or part component of the Product be repaired or replaced within 3 (three) days after receiving a written notice from SITA;

(e) the Products is maintained during its Warranty Period at no expense to SITA;

(f) the Product possesses all material functions and features required for SITA’s Operational Requirements;

(g) the Product remains connected or Service is continued during the term of the Contract;

(h) all third-party warranties that the Supplier receives in connection with the Products including the corresponding software and the benefits of all such warranties are ceded to SITA without reducing or limiting the Supplier’s obligations under the Contract;

(i) no actions, suits, or proceedings, pending or threatened against it or any of its third-party suppliers or sub-contractors that have a material adverse effect on the Supplier’s ability to fulfil its obligations under the Contract exist;

(j) SITA is notified immediately if it becomes aware of any action, suit, or proceeding, pending or threatened to have a material adverse effect on the Supplier’s ability to fulfil the obligations under the Contract;

(k) any Product sold to SITA after the Commencement Date of the Contract remains free from any lien, pledge, encumbrance or security interest;

(l) SITA’s use of the Product and Manuals supplied in connection with the Contract does not infringe any Intellectual Property Rights of any third party;

(m) the information disclosed to SITA does not contain any trade secrets of any third party, unless disclosure is permitted by such third party;


(n) it is financially capable of fulfilling all requirements of the Contract and that the Supplier is a validly organized entity that has the authority to enter into the Contract;

(o) it is not prohibited by any loan, contract, financing arrangement, trade covenant, or similar restriction from entering into the Contract;

(p) the prices, charges and fees to SITA as contained in the Contract are at least as favourable as those offered by the Supplier to any of its other customers that are of the same or similar standing and situation as SITA; and

(q) any misrepresentation by the Supplier amounts to a breach of Contract.

(17) INTELLECTUAL PROPERTY RIGHTS

(a) The Licensee retains all right, title and interest in and to its Intellectual Property that is used in connection with the Services. In particular, the Licensee retains all right, title and interest in all Intellectual Property rights in and to work products, deliverables, documentation, reports, designs, formulae, methodologies, software, proposals, specifications, feasibility reports and systems, whether used to provide or as are developed or created pursuant to or as part of the performance of the Services.

(b) Any IP created and all IP rights acquired prior to the commencement date of this Agreement shall vest exclusively with the Party or Parties who created same.

(c) Where Bespoke Intellectual Property incorporates the Licensor's Intellectual Property, systems, and processes that the Licensee did not develop in the course of this Agreement, the Licensor hereby grants the Licensee an irrevocable, perpetual, world-wide, fully paid-up, royalty-free, non-exclusive licence for the Licensee and its Staff to perform any lawful act, including the right to use, copy, maintain, enhance and create derivative works in connection with such Licensor's Intellectual Property for internal business purposes only.

(18) TARGETED PROCUREMENT/TRANSFORMATION

SITA, in terms of the PPPFA Regulation 2017 section 4(1), has an obligation to advance certain designated groups for the supply of certain ICT goods or services.

The following criteria applies for this tender/bid/quotation:

(a) This tender/bid/quotation shall be for the participation of both the SMME (EME/QSE) and large entities.

(b) First Preference will be given to SMME (EME/QSE) which are at least 51% black owned with a B -BBEE status Level One (1) or Two (2)

(c) Second Preference will be given to all SMMEs (EME & QSE) irrespective of black ownership percentage.

(d) If no SMMEs qualifies the tender/bid/quotation will be allocated to qualifying B-BBEE compliant entity that have a B-BBEE status of at least Level 2.


9.3. DECLARATION OF ACCEPTANCE

ACCEPT ALL DO NOT ACCEPT ALL

(1) The bidder declares to ACCEPT ALL the Special Condition of Contract as specified in section 9.2 above by indicating with an “X” in the “ACCEPT ALL” column, OR

(2) The bidder declares to NOT ACCEPT ALL the Special Conditions of Contract as specified in section 9.2 above by -

(a) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and;

(b) Provide reason and proposal for each of the conditions that is not accepted.

Comments by bidder:

Provide reason and proposal for each of the conditions not accepted as per the format:

Condition Reference:

Reason:

Proposal:


ANNEX A.4: COSTING AND PRICING

QUALIFICATION NOTICE

To safeguard the integrity of the bidding process, the technical and financial proposals should be submitted in separate sealed envelopes, as per “National

Treasury: Supply Chain Management a guide for Accounting Officers / Authorities, 2004”, section 5.9.4; therefore

All bid Pricing Schedules, as indicated in section 10 COSTING AND PRICING, must be

submitted in a SEPARATE SEALED ENVELOPE, failing which the bid WILL BE DISQUALIFIED.


10. COSTING AND PRICING

10.1.COSTING AND PRICING EVALUATION

(1) ALL PRICING SCHEDULES MUST BE SUBMITTED IN A SEPARATE SEALED ENVELOPE, failing which the BID will be DISQUALIFIED.

(2) In terms of Preferential Procurement Policy Framework Act (PPPFA), the following preference point system is applicable to all Bids:

(a) the 80/20 system (80 Price, 20 B-BBEE) for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); or

(b) the 90/10 system (90 Price and 10 B-BBEE) for requirements with a Rand value above R50 000 000 (all applicable taxes included).

(3) This bid will be evaluated using the PPPFA preferential points scoring system of 80/20.

(4) The bidder must complete the declaration of acceptance as per section 10.3 below by marking with an “X” either “ACCEPT ALL”, or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.

(5) Bidder will be bound by the following general costing and pricing conditions and SITA reserves the right to negotiate the conditions or automatically disqualify the bidder for not accepting these conditions. These conditions will form part of the Contract between SITA and the bidder. However, SITA reserves the right to include or waive the condition in the Contract.

10.2.COSTING AND PRICING CONDITIONS

(1) The bidder must submit the Pricing Schedule(s) as prescribed in section 10.4 as well as the relevant enclosed Standard Bidding Document SBD 3.1, 3.2 or 3.3.

(2) SOUTH AFRICAN PRICING. The total price must be VAT inclusive and be quoted in South African Rand (ZAR).

(3) TOTAL PRICE

(a) All quoted prices are the total price for the entire scope of required services and deliverables to be provided by the bidder.

(b) The cost of delivery, labour, S&T, overtime, etc. must be included in this bid.

(c) All additional costs must be clearly specified.

(4) BID EXCHANGE RATE CONDITIONS. The bidders must use the exchange rate provided below to enable SITA to compare the prices provided by using the same exchange rate:

Foreign currency South African Rand (ZAR) exchange rate

1 US Dollar

1 Euro

1 Pound


10.3.DECLARATION OF ACCEPTANCE

ACCEPT ALL DO NOT ACCEPT ALL

(1) The bidder declares to ACCEPT ALL the Costing and Pricing conditions as specified in section 10.2 above by indicating with an “X” in the “ACCEPT ALL” column, or

(2) The bidder declares to NOT ACCEPT ALL the Costing and Pricing Conditions as specified in section 10.2 above by -

(3) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and;

(4) Provide reason and proposal for each of the condition not accepted.

Comments by bidder:

Provide the condition reference, the reasons for not accepting the condition.


10.4.BID PRICING SCHEDULE

(1) Instructions:

(a) Bidder must complete the pricing as per the tables below (or as per attached spread sheets, if applicable).

(b) Line Prices are all VAT EXCLUDING, and TOTAL PRICE is VAT INCLUSIVE.

(c) Bidders must provide pricing according to all of the required pricing tables by completing both pricing tables below in full. Every cell in each table that is not shaded, must be completed. The only difference between the two pricing tables is the number of end users (Students) , i.e. Pricing table 1 = 250 end users (Students) and Pricing table 2 = 400 end users (Students).

(d) Costing in respect of Software maintenance as well as for second line support must be based on the specific definitions afforded to these terms in Annex A.5.

(e) The time frame for delivery, implementation and stabilisation of the solution is defined under “Scope of Work and Delivery Schedule”.


(2) Supply, implement, maintain and support a Nursing College Administration System (NCAS) for the South African Military Health Service (SAMHS), Department of Defence (DoD) for a period of thirty-six (36) months:

(a) Pricing Table 1

No Product/Service description Price Year 1 (VAT excl.)

Price Year 2(VAT excl.)

Price Year 3(VAT excl.) Total Price

1.

Supply a solution, including licensing for the NCAS:Supply a solution for NCAS, including the software perpetual licensing that is sufficient for the following user base, as specified under “System requirement” in section 3.1:

Administrative users = 80 End users (students) = 250

2.

Implement the NCAS, complying with the minimum requirements, including the time frame as specified under “Implementation Requirement” in section 3.2.

3.Provide software maintenance, in respect of the full suite of software as specified under “Maintenance requirement” in section 3.3.

4.Provide second line support, in respect of the full suite of software as specified under “Second line support requirement” in section 3.4.

5. SUBTOTAL (VAT Excl.)6. VAT (15%)7. BID TOTAL (VAT Incl.)


(b) Pricing Table 2

No Product/Service description Price Year 1 (VAT excl.)

Price Year 2(VAT excl.)

Price Year 3(VAT excl.) Total Price

1.

Supply a solution, including licensing for the NCAS:Supply a solution for NCAS, including the software perpetual licensing that is sufficient for the following user base, as specified under “System requirement” in section 3.1:

Administrative users = 80 End users (students) = 400

2.Implement the NCAS, complying with the minimum requirements, including the time frame as specified under “Implementation requirements” in section 3.2.

3.Provide software maintenance, in respect of the full suite of software as specified under “Maintenance requirements” in section 3.3.

4.Provide second line support, in respect of the full suite of software as specified under “Second line support requirements” in section 3.4.

5. SUBTOTAL (VAT Excl.)6. VAT (15%)7. BID TOTAL (VAT Incl.)


SBD 3.2

PRICING SCHEDULE – NON-FIRM PRICES

(PURCHASES)

NOTE: PRICE ADJUSTMENTS WILL BE ALLOWED AT THE PERIODS AND TIMES SPECIFIED IN THE BIDDING DOCUMENTS.

IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

Name of Bidder: …………………………………………………………… Bid number:

Closing Time 11:00 Closing date:

OFFER TO BE VALID FOR ……… DAYS FROM THE CLOSING DATE OF BID.

________________________________________________________________________________ITEM QUANTITY DESCRIPTION BID PRICE IN RSA CURRENCYNO. **(ALL APPLICABLE TAXES INCLUDED)

________________________________________________________________________________

- Required by: THE STATE INFORMATION TECHNOLOGY AGENCY SOC LTD

- 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

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies.

*Delete if not applicable


ANNEX A.5: Terms and definitions

A.5.1 ABBREVIATIONSCEO Chief Executive OfficerCOTS commercial off the shelfCRM Customer Relationship ManagementCSD Central Supplier DatabaseDOD Department of DefenceEME Exempted Micro EnterprisesHI Health InformaticsICT Information and Communication TechnologyLAN Local Area NetworkMH Military HospitalMIOS Minimum Interoperability StandardsNCAS Nursing College Administration SystemOSM Original Software ManufacturerPC Personal ComputerPDF Portable Document FormatQSE Qualifying Small EnterprisesRFB Request for BidRFQ Request for QuotationROE Rate of ExchangeRSA Republic of South AfricaS&T Subsistence and TravelSAMHS South African Military Health ServiceSITA State Information Technology AgencyTCP/IP Transmission Control Protocol/Internet ProtocolVAT Value Added TaxVM Virtual MachineWAN Wide Area NetworkWIL Work Integrated LearningZAR South African Rand

A.5.2 DEFINITIONSactivation date The date of the first activation of the software that is supplied for the NCAS. This will serve as

the date from which the commencement of the software maintenance is calculated.

contract date The commencement date of a contract that must be entered into between SITA and the successful bidder, for the supply, implementation, maintenance and support of the NCAS.

formative assessment

The gathering of information or data about student learning during a course or program that is used to guide improvements in teaching and learning.

second line support

Functional support and problem-solving pertaining to the implemented solution, provided either remotely or on site, by the supplier to SITA and/or DOD support staff, to resolve any functional problems that could not be resolved by the DOD or SITA during first line support. In certain cases, this may lead into the software maintenance process to provide patches, upgrades or bug fixes for the software solution.

software maintenance

Providing all patches, upgrades, bug fixes and problem solving relating to the software, in order to keep the NCAS operational and responsive after it has been placed into production.

summative The gathering of information at the conclusion of a course or training programme to improve


assessment learning or to meet accountability demands.

Work Integrated learning (WIL)

Educational activities that integrate academic learning of a discipline with its practical application in the workplace. The aim is to ensure that students develop the ability to integrate their learning through a combination of academic and work-related activities.


ANNEX A.6: BIDDER SUBSTANTIATING EVIDENCE

This section is reserved for the bidder to provide information related to the substantiating evidence or comments in the format as required by this document (e.g. text, graphical representation, diagrams, statistical reports, lists, reference letters, copies of product of solution documentation, certificates, licences, memberships, etc.).

Note: The evidence provided in this section will be used by the bid evaluation committee to evaluate the bid. Therefore, each piece of substantiating evidence must be cross referenced to requirements specification section.

A.6.1 TECHNICAL MANDATORY REQUIREMENTS

A.6.2 TECHNICAL FUNCTIONALITY REQUIREMENTS


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