SPECIAL INVESTIGATING UNIT
REQUEST FOR QUOTATIONS (RFQ)
You are hereby invited to submit Quotation for the requirements ofthe Special Investigating Unit(“SIU)
RFQ number: / SCM-PB04-23-01-2017
Compulsory Briefing Session / 30.01.2017
Closing date: / 03.02.2017
Closing time: / 11:00AM
RFQ validity period: / 30 days (commencing from the RFQ Closing Date)
RFQ Description: / Deeds online search Service
RFQ responses may be submitted to:
/ Or / Hand Delivered at:
Compulsory Briefing Session:
30-01-2017
2nd floor,Executive Boardroom
74 Watermeyer Street
Rentmeester Building
Meyerspark, Pretoria / SIU Head Office
74 Watermeyer Street
Rentmeester Building
Meyerspark , Pretoria
0184
CONDITIONS OF THIS RFQ
· Quotations must be submitted in the company letterhead and send via e-mail to rfq @ siu.org.za or alternatively placed in an envelope clearly marked with RFQ Number and submitted to the above-mentioned address
· All service providers must submit their BBBEE Verification Certificates for Verification Agencies accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Directors (IRBA) OR AN Accounting Officer as contemplated in the Close Corporation Act (CCA) in order to claim preference points.
· Evaluation criteria: 80/20 Preference Points System as presented in the preferential procurement regulations of 2011; for this purpose SDB 6.1 should be scrutinized; completed and submitted together other forms and your quotations
· All copyright and intellectual property herein vests with SIU
· Late and incomplete submissions will not be accepted.
· Any bidder who has reasons to believe that the RFQ specification is based on a specific brand must inform SIU before RFQ closing date.
SPECIAL CONDITIONS OF THIS RFQ
· Accepted RFQ’s will be communicated by way of an official purchase order. Accordingly no goods; services or works must be prepared or delivered before an official purchase order is received by the respondent.
· All prices quoted must be firm and be inclusive of Value Added Tax( VAT)
· The lowest or any offer will not necessarily be accepted and Special Investigating Unit( SIU) reserves the right to accept any offer either in writing or in part.
· The offer shall remain bidding and open for acceptance by the SIU during the validity period indicated and calculated from the closing time and date of this RFQ.
REASONS FOR DISQUALIFICATION
Service providers will be disqualified for failure to attach the following:
1. A valid Tax Clearance Certificate on the closing date and time
2. Non-Compliant Tax Matters on CSD report
3. Failure to complete attached SDB forms
4. Submitted information that is fraudulent; factually untrue or inaccurate for example membership that do not exist; BBEE credentials; experience etc.
5. Failing to comply with mandatory requirements as stipulated in the RFQ document (if applicable)
6. Service providers who made false declarations on the Standard Bidding Documents or misrepresented facts and or;
7. Service providers who are listed on the National Treasury’s Database of restricted suppliers and defaulters
I hereby accept the above-mentioned conditions This RFQ is subject to the general conditions of the RFQ, National Treasury’s general conditions of contract (GCC) and, if applicable, any other special conditions of contract (SCC).
NAME OF BIDDER……………………………………… SIGNATURE…………………………
CAPACITY………………………………………………. DATE ………………………………….
SPECIFICATIONS
Appointment of a service provider for the provision of an Online Deeds Search Services for a three (3) year period
1. Introduction
1.1. The Special Investigating Unit (SIU) has urgent need of a service provider that will provide an internet online search platform to provide Deeds information pertaining to properties owned by individuals and entities.
1.2. The SIU is the vehicle that investigates fraud, corruption and maladministration within the public sector. The Special Investigating Unit is obliged to use any means necessary in its pursuit of public accountability and recognises the importance of electronic data manipulation and testing hence the use of, and not limited to, the Computer Assisted Audit Techniques (CAATs) that are dependent on the availability of relevant and accurate data downloads.
2. Current Requirements
2.1. The online deeds search (ODS) must be user friendly and Internet web based.
2.2. The ODS must be able to search for property information owned by an individual, company or trust by means of any of , but not limited to , the following:
2.2.1. by physical address
2.2.2. by Deeds property information
2.2.3. by RSA Identity Number or ID Card Number
2.2.4. Name and Surname of individual
2.2.5. by company name or registration number
2.2.6. by trust name or trust number
2.2.7. by Title Deed number
2.3. The ODS Report must contain details of the following:
2.3.1. all current and previous owners of property,
2.3.2. include selling and purchase prices for each owner,
2.3.3. physical address of property,
2.3.4. Google map location of property,
2.3.5. complete deeds information of property
2.3.6. include a blanket statement / affidavit from the service provider confirming and validating the source of the data / information with every report obtained and generated from the ODS website.
2.3.7. include a date and time on the report to indicate when the report was drawn from the ODS website.
2.4. Any search done previously must be available for download by the user from the website at no extra costs in PDF format from the ODS.
2.5. The ODS must be able to do a combined search on all the Deeds offices in all regions, at a reduced cost per combined search.
2.6. The ODS must be able to allow a free preview of a sample search report pertaining to the search function to be performed in order to ascertain if the search to be performed will provide the information required, before executing the online search function that will incur a cost being levied.
2.7. Service provider MUST be able and willing to suppress the user activity footprint from all online searches done and also on the output of all reports generated.
2.8. Service provider MUST be able to provide a bulk search service and provide the results in MS-Excel format AND PDF format at no extra cost.
2.9. Service provider to provide an itemised billing at the end of each month with the monthly billing.
2.10. The service provider must be willing to provide free training and support on the ODS.
2.11. Service provider must have the capability to keep a history of all reports on searches done for the entire period of the contract, to be available for download in bulk (on-site or off-site), in PDF format at no extra cost on a monthly / yearly basis or when requested.
2.12. Service provider must have capability to keep a history of the User activity log for all searches done for the entire period of the contract, to be available for download in bulk (on-site or off-site), in either of the following formats: PDF, CSV, MS-Excel, at no extra cost on a monthly / yearly basis or when requested..
2.13. On termination of the contract, a full historical backup of the following must be made available to the SIU at no extra cost, by means of an on-site or off-site backup to an external hard-drive or other data storage media:
2.13.1. Complete history of all reports on searches done, in PDF format per search report, for the entire period of the contract
2.13.1.1. The PDF files referred to here is the report that was originally generated as per the itemised billing.
2.13.1.2. Each PDF file must be named in a manner that is easy identifiable and documented in an index, listing all the files provided, with a short description of the contents of each file.
2.13.2. Complete report of the history of the User activity logs for the entire period of the contract in PDF format.
2.13.2.1. The User activity log should reflect the following
2.13.2.1.1. Date and time of search performed
2.13.2.1.2. User login name
2.13.2.1.3. Registered Name and Surname of user
2.13.2.1.4. Short description of details of search performed, for example but not limited to, ID Number, Individual name and surname, Erf details, Company details, etc.
2.13.2.1.5. Type of search performed
2.13.2.1.6. Cost of search performed
3. Timeframe
3.1. The service contract will be for a period of 3 years.
4. Evaluation Criteria
4.1. The evaluation criteria for the assessment of the proposals will be based on both functionality and financial aspects of the proposal.
4.2. Service Providers will be evaluated on functionality. The bidders that score points which exceed the minimum threshold provided on functionality will further be evaluated on price and on Broad Based Black Economic Empowerment Status Level Certificates provided in terms of the Preferential Procurement Policy Framework, Act 5 of 2000 and Regulations of 2011.
4.3. The Bid documents will be evaluated individually on score sheet, by a representative evaluation panel according to the evaluation criteria indicated in the Terms of Reference. All bidders who score less than 70 out of 100 points for functionality will not be considered further. Service Providers will be shortlisted and may possibly be invited to do a presentation on their proposals at their own cost.
4.4. Bidders are required to submit original and valid B-BEE status level Verification to substantiate their B-BEE rating claims.
4.5. Bidders who do not submit their B-BEE status level verification certificates or are non-compliant contributors to B-BEE will not qualify for preference points for BBEE.
4.6. The Bidders doing the presentation will be evaluated individually by the evaluation panel on the score sheet, using the same evaluation criteria.
4.7. This price quotation is expected not to exceed R500 000 and therefore the 80/20 Broad Based Black Economic Empowerment (B-BEE) Status level contributor shall be applicable.
The table below depicts the B-BEE status level of contribution: (20)
B- BBEE Status level of Contributor / Number of points (80/20 system)1 / 20
2 / 18
3 / 16
4 / 12
5 / 8
6 / 6
7 / 4
8 / 2
Non-compliant contributor / 0
The following criteria will be used in particular as the criteria for appointment, apart from those laid down in the Preferential Procurement Regulations, 2011, pertaining to the Preferential Procurement Policy Framework Act 5 of 2000:
5. Functionality Evaluation
5.1. The ODS must have the following functionality:
5.1.1. Find property ownership information on individuals and companies as well as details of associated registered contracts / title deeds
5.1.2. Find information about a property, i.e. property ownership, endorsements and a list of historical transactions
5.1.3. Provide an economical and comprehensive Comparative Market Analysis (CMA) and property information report
5.1.4. Be able to request copies of Deeds Office documents including title deeds, bond documents and ante nuptial agreements, to be delivered electronically
5.1.5. Search for sequestrations against an individual or company
5.1.6. Query the Deeds Office Tracking System to determine the registration status of a property at the Deeds Office by barcode, individual / company details or property.
5.1.7. Search the Deeds Office for property transfers by township, scheme, farm or suburb
5.1.8. Provide an aerial photograph and cadastral map of a property.
5.1.9. Convert street addresses to erf details for a property, and vice versa
5.1.10. Request documents from the Office of the Surveyor-General relating to specific properties and have them delivered electronically
5.1.11. Receive automated valuations on residential properties, including high, low and average valuation and most recent comparative sales of similar properties in the area
5.1.12. Provide an in-depth property ownership profile on an individual or company, which includes ownership in all the Deeds offices nationwide on currently and previously owned properties.
5.1.13. Search for Judgements on an individual or company with an option to request a copy of the judgement document to be delivered electronically
5.1.14. Search for an individual’s contact details by name and Identity Number
5.1.15. If the Service Provider is to be considered, a full sample of each available search function must be provided in a detailed report.
5.1.16. The SIU must be given the opportunity to test-drive the live website to verify the sample reports and functions in the report of 5.1.15.
5.1.17. The SIU must be given the opportunity to test-drive the live website to ascertain throughput and speed of the website.
DESCRIPTION OF CRITERIA / GUIDELINES FOR CRITERIA APPLICATION / WEIGHT / VALUE / SCOREProven experience and expertise of the service provider, and reference letters / This Online Deeds Search Service Provider must have previous experience and contactable reference letters in this regard and experience in testifying in court.
§ 1-2 years’ experience and 2 reference letters= 5
§ 3 -5 Years’ experience and 3 reference letters= 7
§ 5-10 years’ experience and 5 reference letters= 10 / 10
Trade Certificates, Qualifications and CVs / Trade Certificates, Qualifications and CVs
§ Trade Certificates, Qualifications and CVs= 15 / 15
Company Profile, Online Deeds Search Website / Understanding Deeds information, proposed online deeds search engine, sound understanding and interpretation of the TOR and project objectives, alignment of proposed methodology with required outputs.
1.1. Find property ownership information on individuals and companies as well as details of associated registered contracts / title deeds
1.2. Find information about a property, i.e. property ownership, endorsements and a list of historical transactions
1.3. Provide an economical and comprehensive Comparative Market Analysis (CMA) and property information report
1.4. Be able to request copies of Deeds Office documents including title deeds, bond documents and ante nuptial agreements, to be delivered electronically
1.5. Search for sequestrations against an individual or company
1.6. Query the Deeds Office Tracking System to determine the registration status of a property at the Deeds Office by barcode, individual / company details or property.
1.7. Search the Deeds Office for property transfers by township, scheme, farm or suburb
1.8. Provide an aerial photograph and cadastral map of a property.
1.9. Convert street addresses to erf details for a property, and vice versa
1.10. Request documents from the Office of the Surveyor-General relating to specific properties and have them delivered electronically
1.11. Receive automated valuations on residential properties, including high, low and average valuation and most recent comparative sales of similar properties in the area
1.12. Provide an in-depth property ownership profile on an individual or company, which includes ownership in all the Deeds offices nationwide on currently and previously owned properties.
1.13. Search for Judgements on an individual or company with an option to request a copy of the judgement document to be delivered electronically
1.14. Search for an individual’s contact details by name and Identity Number
1.15. If the Service Provider is to be considered, a full sample of each available search function must be provided in a detailed report.
1.16. The SIU must be given the opportunity to test-drive the live website to verify the sample reports and functions in the report of 1.1.15.
1.17. The SIU must be given the opportunity to test-drive the live website to ascertain throughput and speed of the website. / 75
TOTAL / 100
MINIMUM FUNCTIONALITY SCORE / 70
6. Terms and Conditions of the Bidders