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SALGA National Block B Menlyn Corporate Park 175 Corobay Ave Cnr Garsfontein Rd Waterkloof Glen X11 Pretoria 0181 Tel: 012 369 8000 Fax: 012 369 8001 Eastern Cape 1st
Floor, 3 Berea Terrace Berea, East London 5214 Tel: 043 727 1150 Fax: 043 727 1156 Free State Cnr Nelson Mandela Dr & Burger St Bloemfontein 9300 Tel: 051 47 1960 Fax: 051 430 8250 Gauteng 3rd Floor Braampark Forum 2, 33 Hoofd St Braamfontein 2017 Tel: 011 276 1150 Fax: 011 403 3636 KwaZulu-Natal 202 Transnet Building 3rd Floor, Smith St Durban 4000 Tel: 013 361 1236 Fax: 013 361 1234 Limpopo 127 Marshall St Polokwane 0699 Tel: 015 291 1400 Fax: 015 291 1402 Mpumalanga SALGA House 11 Van Rensburg St Nelspruit 1200 Tel: 013 752 1200 Fax: 013 752 5595 North West Jade Square, Suite 400 Cnr O R Tambo & Margaretha Prinsloo St Klerksdorp 2570 Tel: 018 462 5290 Fax: 018 462 4662 Northern Cape Crescent House 1 & 2 D’ Arcy St Kimberley 8300 Tel: 053 833 2505 Fax: 053 833 3828 Western Cape 7th Floor Eleven Adderley 11 Adderley St Cape Town 8000 Tel: 021 469 9800 Fax: 021 461 1936 www.salga.org.za TERMS OF REFERENCE
APPOINTMENT OF A SERVICE PROVIDER TO SUPPLY AND INSTALL A BIOMETRIC ACCESS CONTROL AND CCTV MONITORING SYSTEM IN FOUR (4) SALGA PROVINCIAL OFFICES
BID: SALGA/07/2014
COMPULSORY BRIEFING: 09 SEPTEMBER 2014 BRIEFING TIME : 11H00
CLOSING DATE: 26 SEPTEMBER 2014 CLOSING TIME : 11H00AM
TENDERS CAN BE DEPOSITED IN THE TENDER BOX AT THE RECEPTION AT:
SALGA NATIONAL OFFICE BLOCK B
MENLYN CORPORATE PARK
C/O GARSFONTEIN AND COROBAY AVENUE WATERKLOOF GLEN
Page 2 of 9 1. Background
The South African Local Government Association (SALGA) occupies 10 buildings as follows:
OFFICE PHYSICAL ADDRESS
1. National Office Menlyn Corporate Park Block B
175 Corobay Avenue (Cnr Garsfontein/Corobay Avenue) Waterkloof Glen Ext 11
Pretoria 2. Eastern Cape 1st Floor
3 Berea Terrace East London
3. Free State 34-36 Mc Gregor Street East End
Bloemfontein
4. Gauteng 3rd Floor Braam-Park Forum 2,
33 Hoofd Street Braamfontein 5. Limpopo 127 Marshall Street
Polokwane 6. Mpumalanga Offices SALGA House
11 Van Rensburg Street Nelspruit
7. North West Jade Square, Suite 400
Cnr OR Tambo / Margaretha Prinsloo Street
Klerksdorp 8. Northern Cape 1st & 2nd floors
Block 2
Montrio Corporate Park 10 Oliver Rd
Monument Heights Kimberley
9. Western Cape 7th Floor
SALGA House 44 Strand Street Cape Town 10. Kwa-Zulu Natal 4th Floor
Clifton Place 19 Hurst Grove Musgrave Durban
Page 3 of 9 An access control system consisting of biometric readers with magnetic locks as well as CCTV cameras have been installed at the National Office in Pretoria as well as at the Nelspruit, Free State, Limpopo, Northern Cape and KZN Offices according to the specifications as indicated below. The systems at the Provincial Offices are integrated with the National Office and system information is accessible from the National Office. SALGA plans to extend this system to the remaining 4 Provincial Office thus incorporating all the offices as listed above.
Phase 1
Phase 1 consisted of the upgrade of the existing system at the SALGA National Office as well as the SALGA Mpumalanga Offices. It also included the installation and integration of a new system at the SALGA Free State, Limpopo, KZN, and Northern Cape Offices.
IMPORTANT NOTE: The phase 1 details are mentioned only to give Service Providers a holistic view of the total system.
Phase 2
Phase 2 consists of the installation and integration to the following remaining 4 Provincial Offices: Gauteng, Eastern Cape, Western Cape and North West Offices.
IMPORTANT NOTE: The tenders for phase 2 are now open. Suppliers are to tender for phase 2 only.
2. Requirements
The intention is to have an integrated access control system for all the offices compliant to the specifications as indicated below. Information such as time and attendance reports as well as video footage must be accessible from the National Office. Information is to be stored in an appropriate repository for a minimum of 6 months. Due to the current bandwidth available between the SALGA National Office and the various Provincial Offices live video streaming may not be possible in all cases. In such cases after hours streaming must be possible.
The proposed system is to be fully compatible in all aspects to the existing system installed at the offices as indicated above. Some form of “stand alone” access control has been installed at some of the remaining 4 Provincial Offices. As some of these systems have been installed some time ago, the technical details are not readily available. Suppliers (or a supplier as designated by the suppliers to be tendering) are therefore required to do an evaluation of the existing systems on site.
Existing equipment (if any) at the offices mentioned for phase 2 must be evaluated and suppliers must allow for the incorporation of the existing equipment in their quotations as far as practically possible and must provide the details of this this allowance in their quotations.
Page 4 of 9 It is a requirement that the successful service provider is positioned to provide a service at all the SALGA offices nationally. Should the successful supplier choose to subcontract all or any of the services, the successful tenderer will be held responsible in terms of delivery, installation and maintenance of the equipment. SALGA will not deal with or make any payments to sub-contractors or any third parties.
3 Briefing session
In order to evaluate the existing system at the SALGA National Office, a compulsory briefing session will be held as follows:
Date: 09 September 2014
Time: 11h00am
Venue: SALGA Offices, Menlyn Corporate Park, Block B, 1st Floor, 175 Corobay Avenue, Waterkloof Glen Ext 11
4 Site inspections
It is important to note that site inspections and evaluation of the existing systems (where applicable) are compulsory and written confirmation from the Manager: Finance and Administration at each SALGA office must be submitted together with the quotation. Should the Tenderer not be in a position to do the site inspections, sub contractors may be used at the Tenderer’s discretion. However the Tenderer must accept full responsibility for any information provided by the sub contractor. SALGA will not deal with any sub contractors.
For site inspections please liaise with the following contact persons:
OFFICE CONTACT PERSON TELEPHONE
GAUTENG Mr. Matthews Moloele 011 276 1150 EASTERN CAPE Ms Kathy Shelver 043 727 1150 WESTERN CAPE Ms Theresa Adendorff 021 446 9800
NORTH WEST Ms Hilda Phiri 018 464 9389
5 System Specifications
5.1 Door Controllers
The access control system will consist of multiple door controllers that can control up to 16 doors. Each controller should have five relay outputs and eight inputs. They are to be connected to other controllers via a protected RS-485 network. These controllers will have an RS485 reader network that can also connect to up to sixteen slave devices including remote I/O boards. Each controller will have a 12Vdc 2.6A power supply with a battery back-up of 7Ah mounted in a metal case with a lockable door. The power supplied by the controller will be dependent on the length of cable used and the number of readers being supplied with power.
Page 5 of 9 External power supplies should be used where applicable. The multi door controller will communicate with other controllers via a multi-drop RS-485 communications network. Each controller on this network will require a unique address for communication and identification. The address of each controller will be set using a rotary dipswitch on the controller board. These controllers will function in an offline mode. The controllers will store at least 6000 transactions expandable to 25000. There must be a minimum of 256 event and response combinations per controller. The controller will accommodate TCP/IP communications and allow for Network-capable programming. The controller must facilitate Biometrics integration
The proximity reader will connect using RS-485.It will be able to read various transporter cards at the industry standard frequency of 12SkHZ including Hitag I, Hitag 2 and EM41 02 card technologies. It will include a tri-colour LED for indication of the scanner status and Piezo buzzer sound to indicate a successful card read. Different buzzer sounds will indicate when access is allowed or denied at the reader. This reader will also have a weather resistant, splash proof housing. It will use a rotary coded address switch for easy addressing. It will use configurable bit masking for limiting card number length to 16.24 or 32 bits
Where Biometric finger print readers are used they shall have: - A high quality optical scanner to capture fingerprints,
- A multi-colour LED(8 colours), - A multi-toned buzzer.
The Biometric terminal shall have the following interfaces: - Multi-pleaxed Wiehand / Dataclock/RS485 output,
- Two LED inputs to improve integration in an access control system,
- A relay to directly command an access, - A tamper switch,
- An Ethernet interface (LAN 10/100 Mbps) allowing remote management through TCP and sending control result through UDP,
- A USB Host port dedicated to local configuration.
The Reader will function according to biometric recognition modes: 1:n(many) identification and 1:1 authentication. It will be able to store at least 500 users (2 templates per user) in its local database. Outdoor units should have weatherproof enclosures and not be exposed to direct sunlight.
Magnetic locks to the main door as well as to the server room must have a key controlled over ride switch. All magnetic locks must have an emergency over ride switch to allow exit from the building in case of emergency.
Page 6 of 9 Each regional office shall be able to communicate with SALGA National Office Access control system via TCP/IP.
5.2 CCTV
The digital Video Recorder shall be PC based and with the following minimum specifications:
P4 Motherboard, 2.5 GHz Duo Core CPU,1Gb DDR2 RAM,1 TB HDD, DVD-RW,256 MB on board graphics, Windows XP, mouse and keyboard in 19” rack mounting casing including remote software (400 F/P/S).
Allowance should be made for at least 6 Gig memory as well as 1 Terra byte hard disk capacity.
Each unit shall be able to communicate remotely with the SALGA National Office digital video recorders via TCP/IP using the VDR-C client software.
The CCDTV cameras should meet or exceed the following specifications:
Image 1/3 Sony Super HAD CCD or compatible equivalent
Scanning system 2:1 Interface
Sync. System Internal
Horizontal Resolution 520 TV lines
Total Pixel(PAL) 752(H) *582 (V)
Video output Level 1.0 Vp p (75Ohm Negative)
S/N Ratio More than 45dB (AGC OFF)
Lens DC Auto Iris 2.8-11 mm DD lens
Min. Illumination 0.1 Lux
AGC On/Off
Electronic Shutter Speed(PAL)1/50~1/100,000 Sec
Power DC12V
Operating Temp -1 C -+ 50 C 6. Bill of quantities and pricing
It is the Tenderer’s responsibility to do or have a site inspection done at each site and to establish a bill of quantities of all the items required. Quotes should be specified and prices detailed per item. SALGA reserves the right to increase or decrease the quantity of some of the items e.g. the number of cameras, readers etc.
7. Maintenance
Allowance should be made for support and maintenance of the equipment for a period of 36 months from the date of handing over and
Page 7 of 9 sign off of the installation. The successful supplier may therefore be expected to enter into a Service Level Agreement (SLA) for the maintenance of the system for a period of 36 months for the offices indicated. The new equipment should carry a 12 month guarantee and the Service Level Agreement should take this into consideration.
The Service Level Agreement must allow for all material, labour, travel and any other envisaged expenditure as no additional fees will be paid outside what was allowed for in the Service Level Agreement.
A response time of 5 hours is required to attend to emergency maintenance i.e. doors not opening, camera malfunction or non recording of data. All other routine maintenance requires a response by not later than the first working day after receiving notification of the required maintenance. The successful supplier shall therefore ideally be positioned or make the necessary arrangements to service SALGA Nationally. A penalty system for non-compliance to the agreed maintenance criteria will form part of the Service level Agreement.
Should the successful supplier choose to sub-contract all or any of the services, the successful supplier will be held responsible for the installation and maintenance as SALGA will not engage with or make any payments to suppliers, sub-contractors or any other 3rd parties. Non performance of any third parties / sub-contractors will not be accepted as the successful Tenderer will be held responsible.
Should the appointed Service Provider for phase 1 also be successful for phase 2, the complete system for all 10 offices will be incorporated into 1 Service Level Agreement. However should the successful Service Provider for phase 2 not be the same one to which phase 1 has been allocated, each Service Provider will have his/her own Service Level Agreement for the applicable phase.
8. Enquiries
For further information please contact the following SALGA staff members:
1. IT/Technical enquiries: Mr. Pieter Van den Berg 012 369 8000 vmadisha@salga.org.za
2. Supply Chain enquiries: Mr Vincent Madisha 012 369 8000
pvdberg@salga.org.za
9. Evaluation
Phase 1
The following evaluation method will be used:
After the closing date of the bid invitation, an appointed evaluation committee of staff officials of SALGA and possibly other external parties will evaluate the proposals of the bidders.
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The committee will individually evaluate each of the bid proposals received against the appointed criteria as provided for in the Preferential Procurement Policy Framework Act of 2005 (As amended to BBBEE).
All proposals submitted will be evaluated on three categories: (i) Functionality (technical content)
(ii) Price
(iii) B-BBEE status level of contribution
Bids are evaluated in accordance with the preferential procurement Policy Framework Act (PPPFA), using the 80/20 split.
Firstly, the assessment of functionality must be done in terms of the evaluation criteria and the minimum threshold value of 60 points. A bid will be disqualified if it fails to meet the minimum threshold value for functionality as per the bid invitation.
Thereafter, only the qualifying bids are evaluated in terms of the 80/20 preference points systems, 80 points will be used for price only and the 20 points are used for B-BBEE Status Level of Contribution.
The Point’s breakdown is as indicated below:
For functionality, the following criteria will be applicable and the maximum value of each criterion is indicated as below:
CRITERIA FOR FUNCTIONALITY WEIGHT
Approach and Methodology 30
Previous experience 20
Qualifications 20
Expertise and experience of staff 30
Total for functionality 100
Bidders who score 60 (average) points and above will be considered in phase 2 of the evaluation.
Phase 2
Price will be converted to 80 using the formula prescribed in the 80/20 points system. The remaining 20 points will be allocated in terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:
Page 9 of 9 B-BBEE Status Level
of Contributor Number of points (90/10 system) Number of points (80/20 system) 1 10 20 2 9 18 3 8 16 4 5 12 5 4 8 6 3 6 7 2 4 8 1 2 Non-compliant contributor 0 0
Summary of the evaluation process:
CRITERIA WEIGHT
Price 80
B-BBEE status level of contribution 20
TOTAL 100
10. GENERAL CONDITIONS
The following should be noted by interested parties:
Intellectual property and ownership of all materials and products developed in the execution of the contract will be vested in SALGA and any and all service providers will sign those rights to SALGA.
Materials and products may not be made available to any unauthorised person or institution or sold for profit without prior written consent from SALGA.
On completion or termination of the agreement, all materials and products must be handed over to SALGA.
No information concerning the tender or award of the tender may be made available by the Bidder to other parties without prior consultation and written approval from SALGA.
SALGA reserves right to make an appointment