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REQUEST FOR PROPOSALS (RFP):SUPPLY AND DELIVERY OF CAT/IT LABS & ICT –MICROSERVERS AND LAPTOPS

CS/SCM/R16-17/24

1. DETAILS OF THE RFP

RFP NO CS/SCM/R16-17/24RFP FOR Supply & Delivery of CAT/IT Labs & ICT –Micro Servers

and Laptops

SUBMISSION DEADLINE 14 November 2016RFP SUBMISSION DATE corner Miriam Makeba & President Street, Newtown,

Johannesburg, 2017

2. BACKGROUND INFORMATION

2.1. The Sci-Bono Discovery Centre is an independent Non Profit Company set up by the Gauteng

Department of Education. It is a flagship science centre located in Newtown, Johannesburg.

Sci-Bono’s goal is to enhance interest and learning in mathematics, science and technology.

Sci-Bono works closely with, and on behalf of, the Gauteng Department of Education (GDE), to

enhance curriculum delivery in schools.

3. PURPOSE

3.1. The purpose of this Request for Quotation (RFQ) is to solicit quotations from reputable service

providers for the Supply and Delivery of CAT/IT Labs & ICT –Micro Servers and Laptops.

4. SPECIFICATIONS

4.1. Bidders must submit a quote that meets the requirement of the items specified in the table

below:

MICROSERVER – TECHNICAL SPECIFICATIONSThe server the can run the following: 1. A class of 60 learners concurrently connected2. Offline and on line content3. 3D and 2D animations4. Mp4-videos5. SWFs6. HTML 5

Micro server specs:

Processor@

Intel®Core i7-4500 CPU Dual-Core @ 1.80GHz Turbo Boost 3.0 GHz Intel Core i7-4790 Processor (Quad Core, 8MB, 3.60GHz w/HD4600 Graphics), 16GB (2x4G 500GB 3.5inch Serial ATA III (7.200 Rpm), 16X Half HeightDVD+/RW Drive, Onboard Sound, Windows 7 professional (64Bit Windows 8.1P License, Media)

Memory size8GB DDR3 1333MHz (support double RAM 2x8GB) 1x8G) 1600MHz DDR3 Memory (4 Slots) up to 16GB

Storage 1TB HDD 5400rpm (support double hard drive)Power Supply 65-Watt power supply (external)Pheripheral Interface 4*USB2.0 and 4*USB 3.0 or more interfacesWiFi WiFi Embedded Access Point BGN (Dual band

WFii adapterOptic fibre 1 x Fibre Optic Port

RFP: Supply & Delivery of Micro Servers and Laptops

SD Card 1 x SD Card ReaderLAN Interface 1 x 10/100/1000 NIC (Intel Chipset)WAN Interface 1 x 10/100/1000 NIC (Intel Chipset)Video output 2x HDMI + VDI (1080P)Chipset INTEL Corporation CRESCENTBAY Intel Lynx

Point-LP (Premium)Audio Card INTEL Haswell-MB ULT-Mini HD Audio

ControllerMonitor for Server (24) LED (1920x1080) 16:9 VGA & DVI-D / 3Yr

Advanced Exchange ServiceUPS RCT 850VA Line Interactive UPS – 480 W, LED

display, 1 USB Port with SA Wall Socket

Software operating systems (OS)1. Windows OS-

Support for online software updates, bug fixes and new features Product optimized and version controlled Product software IOS installer for full one step appliance fresh install or factory reset Product software IOS installer can be customized with preloaded educational content Web based UI for device management (can be managed remotely from the WAN) SSH console with CLI commands for advanced remote systems and network configuration

2. User Database. The solution must have a single local authentication database based on LDAP for learners and teachers. Once a user is authenticated, the user should be given access to a set if services based on a configurable access profile

3. Multipoint Server 2012 Premium with 30 CALs each4. Software networking and security

The server can provide LAN through WI-FI or using LAN cables Internet can be broadcast via the wireless or using cables through the server Learners can connect and access the micro server on the network

5. Virtual Private Network (VPN)- the system should provide the needed networking functionalities to guarantee remote access to the devices connected to it (connected to the LAN interface) in various network configurations (e.g. NAT/P)

6. Storage- The solution should provide centralized storage services for the classroom or school7. Unified Management Interface for easy access of resources

Requirements 1. Off-site and onsite support2. 3 year warrant with a possibility of swap warranty3. Software must be licensed4. For 3rd party software provide a written letter of authorization5. Letter from the OEM for servers6. References 37. Training on file/doc management8. Project management plan9. Training schedule for 62 Primary schools10. Images of the micro-server and other networked gadgets (representation of the network- connectivity)


Acronyms:SWF- shock wave fleshHTML-Hyper-tech markup language- formatting videos together and also for cross platform in any deviceSD- Secure Digital cardLAN- Local Area NetworkWAN-Wireless area NetworkIOS- International Organization for standardizationUI –Unified InterfaceSSH –Secure ShellCLI – Common Line InterfaceLDAP- Light Weight Directory Access ProtocolNAT/P – Network Address Translation Network/Network Access Point


ICT Hard and Software Specification

Project Specifications Quantity No. of schools / Teachers

ICT Hardware

LaptopThe specs for the i5 is as follows:

CPU Intel Core i5 62000UInternal Memory 8 GB16000MHz DDR3 Hard Drive: 500GB 7200rpmDisplay 15.6” HD SVA AG (1366x&68)WebcamDVD +- RWNumpadTouchpadWindows 10 Pro 64LAN/Bluetooth/Wi-Fi capabilities3 year onsite warranty 1 Laptop Bag3G Modem (stand alone)

1 set per school 62 GET

Micro server (detailed specification attached) 3 per school 62 Primary SchoolsCAT Laboratory (detailed specs attached) 1 lab 8 schools

Software Software: Interactive content software for Technology Grades 7-91. Presentations for all topics in CAPS2. Assessment tools for all topics3. Videos for all the prescribed experiments( for

Sciences )and selected content for all MST subjects(grade 8-12)

4. Booklet and worksheet for all the prescribed experiments

One set per school

62 GET schools


TECHNICAL EVALUATION

Supply and Delivery of CAT/IT Labs & ICT –Micro Servers and Laptops.


CRITERIA SCORE RANGE POINTS

Proof of guarantee/

warranty

15

No proof submitted

0 15

Proof submitted 15

Project and Implementation Plan

(20)

APPROPRIATENESS OF SUGGESTED DELIVERY SCHEDULE INDICATING TARGETS AND TIME FRAMES PER FINANCIAL YEAR AND ABILITY TO REACH AND EXCEED THE SET TARGETS

SCORE 20

No understanding of the PROJECT 0

Demonstrate understanding of PROJECT and clear timelines.

10

Demonstrate understanding of PROJECT, clear timelines, and targets.

15

Demonstrate understanding of PROJECT, clear timelines, targets, and engagement strategy.

20

Compliance to specifications

(55)

Supplier must provide all the tools as per the specifications

SCORE 55

Poor functionality - no evidence of picture items to be supplied / no training manuals

15

Satisfactory - not all items quoted / some pictures of actual product to be supplied no training manuals

30

Good - meets 100 % of items with picture or products no training manuals

40

Very Good: meeting 100% of items all the specifications + training manuals g.

55

Tenderer's Experience

(10)

Specialist tool and equipment supplier SCORE 100 – 2 years 5

3 years above 10

TOTAL 100

4.2 The minimum score for technical compliance will be 70

4.3 Shortlisted service providers may be subjected to a site visit to view the actual items to be

supplied and to verify the capacity to deliver.

4.4 Note that bidders must not provide full catalogues. Only pictures detailing the product, brand

name and technical specifications (if applicable) of items to be supplied must be provided.

These must be numbered as per the item number and in sequence. Bidders should display the

ability to install a fully functional computer laboratory and provide maintenance thereof.

4.5. Bidders will be disqualified if 4.4 is not complied with.

4.6 The quotation to include price list for all items specified.

4.7 Shortlisted service providers will be required to present to a panel of subject specialists and

include a record of delivery of the similar services

4.8 Date of delivery of goods and services to schools 31st October 2016

5. MINIMUM REQUIREMENTS

5.1. Bidders must supply Sci-Bono with the below-mentioned minimum requirements; failing to

provide these requirements shall constitute automatically disqualification:

Suppliers must submit the following:

MINIMUM REQUIREMENTS:

Bidders must supply Sci-Bono with the below-mentioned minimum requirements; failing to provide these requirements shall constitute automatically disqualification:


Suppliers must submit the following (Submit two envelops as follows):

Envelope 1: A Formal Written Quotation (clear & unambiguous; with VAT implications); Quotation form obtained from the Sci-Bono website;

Envelope 2: Comprehensive description and specification of the offered items. Proof of Company Registration.

A valid Tax Clearance Certificate & B-BBEE certificate (IRBA or SANAS).

Fully completed SBD forms (SBD 4, SBD 8, SBD 9) (see attached).

Stamped Letter Confirming Bank Details (see attached).

Proof of Business Address

Proof of Registration with the Central Suppliers Database System.

References of Previous Projects/Services Successfully Completed.

Guarantee Letter where applicable. Project Plan (from date of award until final delivery, including training where applicable).

5.2. REFERENCES

5.2.1. Bidders must further supply Sci-Bono Discovery Centre at most with two (2) contactable

references where the bidder has delivered the similar services by simply stating the following:

Name of client

Position

Contact telephone numbers

Dates and Work performed.


5.2.2. The failure to provide the above shall constitute a disqualification as it shall be deemed that the

bidder does not have the required experience.

6. PRICING SCHEDULE AND DELIVERY

6.1. GENERAL PRICING FEE

1) The bidder must provide a clear and unambiguous price schedule (quotation).

2) All disbursements and related costs shall be provided separately, if any, and may be

negotiated during the project implementation period.

3) Only unconditional discounts shall be accepted. All discounts granted must be specified on the

Quotation Form.

4) Note that the price must be fixed and will not be subjected to change based on foreign

exchange fluctuations.

6.2. DELIVERY

1) The delivery address shall be the abovementioned schools in Gauteng. . The delivery address

for the schools will be provided to successful bids. Any changes for the delivery will be

communicated with the successful bidders.


2) Service providers must confirm the availability of stock and the delivery date. This must be

detailed in the project plan. Failing to provide this information may result to the disqualification

of the tenderer’s bid.

7. CONDITIONS FOR SHORT LISTING

7.1. Proposals submitted will be evaluated using a system Method 4 (Financial Offer, Quality and

Preference) in line with Section 7.3 (Table 5: Standard Tender Evaluation Method) prescribed

by Sci-Bono’s Supply Chain Management Policy.

7.2. All bids shall be subjected to the preliminary evaluation process. Bidders who shall not meet

the minimum requirements (item 5) set by this RFP shall automatically disqualified and shall

not be evaluated for functionality, price and preference.

7.2.1. Service providers are required to submit all documents specified on item 5.1 of this RFP,

otherwise failure to submit all documents shall constitute disqualification.

8. PRICE EVALUATION

8.1. The proposals / bids shall be evaluated using the 90/10 preference point scoring system

Where a 90/10 preference point system, which will be calculated be calculated as follows:


Where:

Ps = Point scored for comparative price of bid under consideration;

Pt = Comparative price of bid under consideration; and

Pmin = Comparative price of the lowest acceptable bid.

9. POINTS FOR B-BBEE

9.1. A 90/10 preference points scoring system (B-BBEE points) shall apply and shall be awarded

as follows:

B-BBEE Status Level of Contributor

Number of points

1 102 93 84 55 46 37 28 1

Non-compliant contributor 0

10. AWARD CRITERIA

10.1. The bidder with the highest number of points shall be awarded the contract, unless there are

factors that may lead to a different decision.


10.2. In the event of two or more bids score equal points s, the bid will be awarded to the bidder

scoring the highest points on B-BBEE or preference.

10.3. However in the event the two or more bids have equal B-BBEE points, the tender will be

awarded to the bidder with the highest points on functionality, if applicable.

11. CLOSING DATE AND TIME

11.1.1 Submissions should be hand delivered by hand on or before 14 November 2016 at 12:00, deposited into the tender box marked “SUPPLY AND DELIVERY OF MICRO SERVERS & LAPTOPS” be deposited into the tender box. NO LATE PROPOSALS / BIDS shall be accepted. A Compulsory Briefing meeting will be on 31 October 2016 at 10h00, Sci- Bono Discovery Centre. Bidders who do not attend the above mentioned briefing meeting will

be disqualified. . NO LATE PROPOSALS / BIDS shall be accepted. Late proposals / bids

shall be immediately returned to the bidders. All documents must be to Corner of Miriam

Makeba & Helen Joseph Streets, Johannesburg, 2107.

11.2.2 All correspondences shall be done by e-mail [email protected] ; no

telephonic correspondences shall be done before and after the closing of bid. Bidders may be

informed in writing of the outcome of the bid adjudication process.

11. DISCLAIMER


mailto:[email protected]

12.1 Sci-Bono reserves the right to accept or reject any variation, deviation, tender offer or alternative offer and may cancel the tender process and reject all tender offers at any time before the formation of a contract. Sci-Bono reserves the right not to appoint a provider, to accept and / or award the whole or any portion of the tender, and is also not obliged to provide reasons for the rejection of any tender. Sci-Bono will not incur any liability to a tenderer for such cancellation and rejection, but will give written reason for action upon request to do so.


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