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 2016
RFP 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 SPECIFICATIONS
The server the can run the following:
1. A class of 60 learners concurrently connected
2. Offline and on line content
3. 3D and 2D animations
4. Mp4-videos
5. SWFs
6. 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 size / 8GB 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 interfaces
WiFi / WiFi Embedded Access Point BGN (Dual band WFii adapter
Optic fibre / 1 x Fibre Optic Port
SD Card / 1 x SD Card Reader
LAN 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 Controller
Monitor for Server / (24) LED (1920x1080) 16:9 VGA & DVI-D / 3Yr Advanced Exchange Service
UPS / 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 each
4. 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 school
7. Unified Management Interface for easy access of resources
Requirements
1. Off-site and onsite support
2. 3 year warrant with a possibility of swap warranty
3. Software must be licensed
4. For 3rd party software provide a written letter of authorization
5. Letter from the OEM for servers
6. References 3
7. Training on file/doc management
8. Project management plan
9. Training schedule for 62 Primary schools
10. Images of the micro-server and other networked gadgets (representation of the network- connectivity)
Acronyms:
SWF- shock wave flesh
HTML-Hyper-tech markup language- formatting videos together and also for cross platform in any device
SD- Secure Digital card
LAN- Local Area Network
WAN-Wireless area Network
IOS- International Organization for standardization
UI –Unified Interface
SSH –Secure Shell
CLI – Common Line Interface
LDAP- Light Weight Directory Access Protocol
NAT/P – Network Address Translation Network/Network Access Point
ICT Hard and Software Specification
Project / Specifications / Quantity / No. of schools / TeachersICT Hardware / Laptop
The specs for the i5 is as follows:
CPU Intel Core i5 62000U
Internal Memory 8 GB
16000MHz DDR3 Hard Drive: 500GB 7200rpm
Display 15.6” HD SVA AG (1366x&68)
Webcam
DVD +- RW
Numpad
Touchpad
Windows 10 Pro 64
LAN/Bluetooth/Wi-Fi capabilities
3 year onsite warranty
1 Laptop Bag
3G Modem (stand alone) / 1 set per school / 62 GET
Micro server (detailed specification attached) / 3 per school / 62 Primary Schools
CAT Laboratory (detailed specs attached) / 1 lab / 8 schools
Software / Software: Interactive content software for Technology Grades 7-9
1. Presentations for all topics in CAPS
2. Assessment tools for all topics
3. 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
CRITERIA / SCORE RANGE / POINTSProof 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 / 10
0 – 2 years / 5
3 years above / 10
TOTAL / 100
Supply and Delivery of CAT/IT Labs & ICT –Micro Servers and Laptops.
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 supplySci-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 points1 / 10
2 / 9
3 / 8
4 / 5
5 / 4
6 / 3
7 / 2
8 / 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 ; 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
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.
RFP: Supply & Delivery of Micro Servers and Laptops Page 8