CSIR TENDER DOCUMENTATION
Request for proposals (RFP)
South African National Research Network (SANReN)
Phase 3.2: Cape Town IS-Bree to Yzerfontein WACS
Cable Landing Station Link
RFP No. 656/06/11/2015
Date of issue Friday, 02 October 2015 Compulsory briefing
session Friday, 09 October 2015 - 10:00 at CSIR Meraka Institute Closing date and time Friday, 06 November 2015 at 16:30
Place Tender box, CSIR Main Reception, Gate 3 ( North Gate) Enquiries Strategic Procurement Unit E-mail: tender@csir.co.za
CSIR business hours 08:00 – 16:30
CSIR RFP No. 656/06/11/2015 Page 2 of 23 TABLE OF CONTENTS
1 INTRODUCTION 5
2 BACKGROUND 5
3 INVITATION FOR PROPOSAL 5
4 REQUIREMENT LEVEL KEYWORDS 6
5 VENUE FOR PROPOSAL SUBMISSION 6
6 TENDER PROGRAMME 6
7 PROPOSAL SPECIFICATION 7
8 SUBMISSION OF PROPOSALS 12
9 DEADLINE FOR SUBMISSION 12
10 PROCEDURAL ELIMINATION CRITERIA 13
11 EVALUATION PROCESS AND CRITERIA 13
12 PRICING PROPOSAL 17
13 VALIDITY PERIOD OF PROPOSAL 18
14 APPOINTMENT OF SERVICE PROVIDER 18
15 ENQUIRIES AND CONTACT WITH THE CSIR 18
16 MEDIUM OF COMMUNICATION 19
17 COST OF PROPOSAL 19
18 CORRECTNESS OF RESPONSES 19
19 VERIFICATION OF DOCUMENTS 19
20 SUB-CONTRACTING 20
21 ENGAGEMENT OF CONSULTANTS 20
22 TRAVEL EXPENSES 20
23 ADDITIONAL TERMS AND CONDITIONS 21
24 CSIR RESERVES THE RIGHT TO: 21
25 DISCLAIMER 22
CSIR RFP No. 656/06/11/2015 Page 3 of 23
Glossary
Abbreviation
Term
Description
B-BBEE Broad-Based Black Economic Empowerment
A term describing South African Government Policy regarding the economic upliftment of persons previously excluded from involvement in the economy of South Africa
CSIR Council for Scientific and Industrial Research
A statutory body established in terms of Scientific Research Council Act 46 of 1988, as amended
DST Department of Science & Technology
GIS Geographic Information System A system designed to capture, store, manipulate and visualise spatial or geographic data
ITU International Telecommunication Union
LC/APC Lucent/Little/Local Connector - Angled Physical Contact
Fibre optic connector of the LC type with angle-polishing on fibre end-face.
MTTR Mean Time To Repair
NREN National Research and Education Network
ODF / O(F)DF Optical (Fibre) Distribution Frame A passive device where optical fibre is terminated. This is done in such a way that the client can easily and arbitrarily interconnect with the fibre. POP/PoP Point of Presence
RFP Request for Proposal A request for organisations and companies to submit a proposal to supply goods and services to CSIR
CSIR RFP No. 656/06/11/2015 Page 4 of 23
Abbreviation
Term
Description
SANReN South African National Research Network
The South African National Research Network (SANReN) is a high-speed network dedicated to science, research, education and innovation traffic.
Definition of Terms
Term
Definition
Attenuation Gradual loss in intensity of light through the fibre-optic medium. Specified in decibel for light at a specific wave-length.
Chromatic Dispersion The phenomenon where the phase and group velocity of light in an optical fibre is dependent on the frequency of the light.
Polarization mode dispersion
When different polarizations of light travel at different speeds due to imperfections and asymmetries in the optical fibre, results in spreading of optical pulses.
CSIR RFP No. 656/06/11/2015 Page 5 of 23 1 INTRODUCTION
The Council for Scientific and Industrial Research (CSIR) is one of the leading scientific research and technology development organisations in Africa. In partnership with national and international research and technology institutions, CSIR undertakes directed and multidisciplinary research and technology innovation that contributes to the improvement of the quality of life of South Africans. The CSIR’s main site is in Pretoria while it is represented in other provinces of South Africa through regional offices.
2 BACKGROUND
The CSIR is mandated to connect all research and higher education institutions through the SANReN high speed network. The SANReN Network is currently connected to the West Africa Cable System (WACS) via a 20Gbps managed bandwidth link that is on a short term lease. This link is from the SANReN PoP at IS-Bree Cape Town to the WACS cable landing station in Yzerfontein. A decision was taken that the current managed bandwidth link should be replaced by a dark fibre link due to the flexibility of changing capacity on dark fibre and the long-term cost effectiveness of dark fibre.
The CSIR has been issued with a Licence Exemption in terms of the regulations for Licence exemption as defined in the Electronic Communications (EC) Act no 36 of 2005, for the establishment of SANReN.
This licence exemption entitles the CSIR to build and acquire its own communications infrastructure, or to lease connectivity and capacity from licensed telecommunications operators holding ECNS licences issued in term of the EC Act.
3 INVITATION FOR PROPOSAL
Proposals are hereby invited for the supply of a dark fibre link from IS-Bree in Cape Town to the WACS Landing Station in Yzerfontein and hosting space for the SANReN networking equipment at or near the WACS Landing Station.
CSIR RFP No. 656/06/11/2015 Page 6 of 23 4 REQUIREMENT LEVEL KEYWORDS
To eliminate ambiguity, respondents are to interpret the meaning of functional (technical) requirements using the keywords; "must", "must not", "required", "shall", "shall not", "should", "should not", "recommended", "may", and "optional", as defined by the IETF RFC (Request For Comments) document designated as RFC2119. A copy of RFC 2119 is attached as Annexure A - RFC 2119.
5 VENUE FOR PROPOSAL SUBMISSION
All proposals must be submitted at:
● CSIR GATE 03 - Main Reception Area (in the Tender box) at the following address: Council for Scientific and Industrial Research (CSIR)
Meiring Naudé Road Brummeria
Pretoria
6 TENDER PROGRAMME
The tender program, as currently envisaged, incorporates the following key dates: Issue of tender documents: Friday, 02 October 2015
Compulsory briefing session:
Date: Friday, 09 October 2015 Time: 10:00 – 12:00
Location: CSIR Meraka Institute, Building 43
Venue: Auditorium
Electronic versions of checklists as well as compliance and pricing matrices that must be completed can be downloaded from the CSIR’s tender website.
Closing date for receiving questions Friday, 23 October 2015 at 16:30 Closing / Submission date: Friday, 06 November 2015 at 16:30 Estimate appointment date of successful
tenderer: 29 February 2016
CSIR RFP No. 656/06/11/2015 Page 7 of 23 7 PROPOSAL SPECIFICATION
All proposals are to be submitted in a format specified in this tender document.
7.1 Functional Specifications
7.1.1 Overall Requirements
Bidders are invited to offer a dark fibre-optic solution that will allow SANReN to transmit multiple wavelengths of bit rate of at least 100Gbps between the end points specified below. The bidders must ensure that their solution adheres to all the requirements specified in the sections that follow. Bidders must be cognisant of the following:
● The routing of the fibre will be dependent on the bidder's available infrastructure, and the bidder must ensure that it is optimised for minimum total distance;
● Maps indicating the proposed routes in electronic GIS format must be provided, as well as diagrams annotated with sufficient detail to allow the CSIR to identify any and all shared infrastructure components, including the physical location of cable routes and ODFs (fibre optic patch panels), so that SANReN may independently determine where such locations are shared with other providers (e.g. a cable in the same road reserve, or ODF in the same building) that SANReN could be obtaining services from;
● Bidders must include documentation for the physical installation and optical engineering standards used, as well the specifications of the fibre optic cable itself and the ODF to be installed at each site;
● If the bidder intends to build a new route, SANReN expects the bidder to conduct a desktop study to plan for the required solution; and
CSIR RFP No. 656/06/11/2015 Page 8 of 23 7.1.2 Design specifications
7.1.2.1 Context
The following diagram summarises the requirements for this Tender. SANReN will use dark fibre between the endpoints detailed below to deliver the capacity that it has procured on the WACS undersea cable to the research and educational institutions that it serves.
7.1.2.2 End Points
The bidder must provide dark fibre between the two end points specified below in Table 1. The address, coordinates and site contacts for each end point is provided.
Table 1: End Point Addresses
End Point Address Co-ordinates Contact details
Yzerfontein WACS Submarine Cable Station
Erf No: 560/36 West Coast R315 Yzerfontein
Latitude: -33.33833 Longitude: 18.19861
Melkbosstrand (MLK) – 021 553 2236 (24 hours 7 days a week)
Yzerfontein (YZF) – 022 451 8000 (09:00 – 15:00)
CSIR RFP No. 656/06/11/2015 Page 9 of 23 IS Bree Cape
Town
The Terraces 11th Floor, 34 Bree Street, Cape Town
Latitude: -33.918428 Longitude: 18.420574
Len Lotz (from TENET) will arrange access if required. 021 763 7161
082 739 3600 len@tenet.ac.za
7.1.2.3 Hosting space
The bidder must be able to provide hosting facilities at or near the Yzerfontein landing station. SANReN will host its own equipment at this facility. Bidders have two (2) options:
Option 1: Provide hosting space at the Yzerfontein landing station.
Option 2: Provide hosting space at a facility near (within 10km) the Yzerfontein landing station.
SANReN will prefer Option 1, however, as both options are functionally acceptable, a bidder will not be penalised for offering either option.
7.1.2.4 WACS Cross-connections
If the bidder’s equipment hosting space (provided to SANReN) at Yzerfontein is not located in the WACS cable station itself (Option 2 above), the bidder must provide for fibre-optic cross-connections to the WACS terminal equipment. Regardless of the location of the SANReN equipment, the bidder must also facilitate access to cross-connections provided by the landing station operator inside the WACS cable landing station.
Where cross-connections rely on any infrastructure not provided by the landing station operator (e.g., provided by the bidder, or a third party), which may include any cabling outside the landing station, the respondent must offer access to at least 12, but preferably up to 96 fibre optic pairs for the purpose of such cross-connections. In this case, the bidder must offer support and maintenance for the portion of infrastructure it provides as part of its bid, and the demarcation points and fault handling procedure for cross-connect failures must be clearly described. The end-to-end optical fibre distance of such cross-connections may not exceed 10km. Note that the end-to-end connection would be from the SANReN fibre demarcation where equipment hosting is provided, to the WACS terminal equipment, and includes slack, patch cables and all fibre spans inside the WACS cable station.
7.1.2.5 Fibre pairs
The bidder must offer four (4) single-mode optic fibre cores between Yzerfontein and Cape Town. Additional offers for more cores can be provided.
CSIR RFP No. 656/06/11/2015 Page 10 of 23 7.1.2.6 Fibre related requirements
Bidders shall provide either G.655 or G.656 fibre in compliance to the cable specifications specified by the ITU. Over and above the requirements detailed in the ITU specifications, the CSIR expects the provided fibre to be on par with current industry norms regarding long haul dark fibre. In particular, the provided fibre needs to comply to the following requirements:
Table 2: Attenuation
Wavelength Expected Value (db/km)
1550 nm <0.20
1625 nm <0.22
Table 3: Chromatic Dispersion
Wavelength Expected Value (ps/(nm.km))
1550 nm 4 - 10
1625 nm 7.5 - 13
Table 4: Polarization mode dispersion
Expected Value (ps / ) <0.06
7.1.2.7 Termination Details
● Bidders must provide information on how the fibre cores will be terminated. ● The make and model details of fibre patch panels must be provided.
● The connector specifications and type must be provided. SANReN requires the use of LC/APC connectors on the link from Cape Town to Yzerfontein, and LC/PC connectors for all landing station cross-connections.
● All terminated spans must be clearly and accurately labelled.
● Sufficient Fibre slack must be provided for at all points where the fibre connects to a patch panel.
7.1.3 Build Specifications
7.1.3.1 Route
Bidders shall provide the details of the planned/actual route, listing at least: ● The planned/actual route details
● A route GIS file in ESRI Shapefile or KML format
● Information about the way leaves obtained or the application forms ● Details of any EIA studies underway or required
CSIR RFP No. 656/06/11/2015 Page 11 of 23 7.1.4 Acceptance Documentation
In accepting a link, SANReN will require the following document: ● Test results (ATPs) for the link
The bidders must provide examples of similar documents that they have provided to other clients.
7.1.4.1 Test results
The test results are to be provided for each fibre pair. A sample of the test result documentation must be provided. The following information must be included on the Test Result Sheet / Acceptance Test Sheet:
● Fibre pair number
● Attenuation figures and return loss specifications and results. ● Chromatic and Polarisation Mode Dispersion measurements.
7.1.4.2 Hosting and power requirements
The supplier is expected to provide the following hosting space requirements over the duration of the link maintenance contract at the WACS Cable Landing Station in Yzerfontein or within a reasonable distance of the Landing station (the physical distance must include a margin to permit the bidder to meet the absolute maximum optical fibre length requirement for cross-connection specified in section 6.1.2.4).
● The proposal must be inclusive of 20U rack space including power supply. ● The hosting space must supply 1KW of protected power and cooling capacity.
7.1.5 Reliability
7.1.5.1 Network Management Facilities
End-to-end fibre maintenance services must be offered, i.e. the supplier must maintain the fibre on CSIR’s behalf. As such, all bids must include an SLA (Service Level Agreement) as part of its solution. Bidders shall provide the details of the service levels offered. Bids received without SLA options will be eliminated.
The service level details required are:
● Mean Time To Repair (MTTR) information; ● Fault Response Times;
● Maintenance options such as 24x7x365; Same day response, Working day response only, etc;
CSIR RFP No. 656/06/11/2015 Page 12 of 23 ● Maintenance down time procedures and advance warning procedures;
● Fault Monitoring and Alerting capability;
● Scheduled reporting of incidents & performance measurements offered; ● Technical support personnel locations for the link/s;
● Maximum restoration times offered; and ● Customer responsibilities indicated.
The bidder must specify whether the link being provided in this tender will be actively monitored or not. If the link is actively monitored, SANReN or a SANReN designated party should have access to this system to aid with fault monitoring and logging.
8 SUBMISSION OF PROPOSALS
8.1 All proposals are to be sealed. No open proposals will be accepted.
8.2 All proposals are to be clearly marked with the RFP number and the name of the tenderer on the outside of the main package. Proposals must consist of two parts, each of which is placed in a separate sealed package clearly marked:
PART 1: Technical Proposal: RFP No.: 656/06/11/2015
PART 2: Pricing Proposal, B-BBEE and other Mandatory Documentation: RFP No.: 656/06/11/2015
8.3 Proposals submitted by companies must be signed by a person or persons duly authorised.
8.4 The CSIR will award the contract to qualified tenderer(s)’ whose proposal is determined to be the most advantageous to the CSIR, taking into consideration the technical (functionality) solution, price and B-BBEE.
8.5 References to online content will be ignored; as such content can change after the submission deadline.
9 DEADLINE FOR SUBMISSION
Proposals shall be submitted at the address mentioned above no later than the closing date of Friday, 06 November 2015 during CSIR’s business hours. The CSIR business hours are between 08h00 and 16h30.
CSIR RFP No. 656/06/11/2015 Page 13 of 23
Where a proposal is not received by the CSIR by the due date and time, it will be regarded as a late tender. Late tenders will not be considered.
10 PROCEDURAL ELIMINATION CRITERIA
Proposals will be eliminated under the following general conditions: ● Submission after the deadline;
● Proposals submitted at incorrect location.
11 EVALUATION PROCESS AND CRITERIA
11.1 Evaluation of proposals
All proposals will be evaluated by an evaluation team for functionality, price and B-BBEE. Based on the results of the evaluation process and upon successful negotiations, the CSIR will approve the awarding of the contract to successful tenderers.
A two-phase evaluation process will be followed.
The first phase includes functionality, local production and content. The second phase includes the evaluation of price and B-BBEE status.
Pricing Proposals will only be considered after functionality phase has been adjudicated and accepted. Only proposals that achieved the specified minimum qualification scores for functionality will be evaluated further using the preference points system.
11.2 Preference points system
The 90/10 preference point system will be used where 90 points will be dedicated to price and 10 points to B-BBEE status.
11.3 The functionality evaluation criteria will be based on the following:
Proposals with functionality points of less than the pre-determined minimum overall percentage of 70% and less than each specific minimum in the Functional Compliance Matrix on any of the individual criteria will be eliminated from further evaluation.
CSIR RFP No. 656/06/11/2015 Page 14 of 23 11.3.1 Tender Compliance Matrix
The bidder must complete the Tender Compliance Matrix in accordance with the instructions tabled below:
a. Each and every paragraph in this tender document must be acknowledged as per the Tender Compliance Matrix (in spreadsheet format) provided in, Tender Compliance Matrix spreadsheet.
b. The format of the tender compliance matrix is specified in the Table 5 below. Adherence to the format for the compliance matrix is compulsory.
c. The Tender Compliance Matrix is a summary of the submission, designed to facilitate evaluation. Bidders are encouraged to provide supporting documentation separately. Refer to the examples in Table 5 and Table 6, below for acceptable responses.
Table 5: Tender Compliance Matrix Tender
Paragraph Number
Description Category Response Comments
1.0 Paragraph Heading
1.1 Information Noted
Bidders are not expected to respond to these items unless they wish to provide
commentary
1.1.1 Mandatory Comply
Compliance must be motivated. References to detailed motivations must be provided.
1.1.2 Do not
comply
Reasons for non-compliance must be provided and provide references
1.1.3 Partial
Compliance Motivate non-compliance and provide references
d. Paragraphs marked “Information” in the category column may simply be noted. Tenderers may however comment should they wish to do so, however, no points will be awarded for this information.
e. Paragraphs marked “Mandatory” in the category column must be completed and if necessary, the response must be qualified in the comments column.
f. The definitions of the terms used in the compliance matrix are specified in the Table 6 below:
CSIR RFP No. 656/06/11/2015 Page 15 of 23 Table 6: Compliance Definitions
Response Meaning Comments
Noted Information paragraph
Reserved for information paragraphs and paragraphs only. It is not
acceptable to use this response when the intent is for the bidder to provide conformance information
Comply Comply in all respects
No qualifications allowed.
Compliance must be motivated. A simple “Comply” is not an acceptable response. Provide references.
Partial Compliance Comply in some respects
Aspects not complied with must be specified and explained. Provide references.
Do Not Comply Do not comply Reasons for non–compliance must be explained. Provide references.
11.3.2 Functional Compliance Matrix
The functional proposal shall be completed in accordance with the instructions below: 1 The Functional Compliance Matrix is a mandatory submission designed to facilitate
evaluation.
2 The Functional Compliance Matrix (in spreadsheet format) is tabled in the Functional Compliance Matrix spreadsheet.
3 Adherence to the format of the compliance matrix is compulsory.
4 The Functional Compliance Matrix is a summary of the submission. Bidders are encouraged to provide supporting documentation separately.
5 Table 7 below shows the main fields in the Functional Compliance Matrix and describes how typical functional criteria will be presented to the bidder.
Table 7: Fields in the Functional Compliance Matrix for General Criteria Criterion
Name
Required Response
Evaluation
Method Response Score
Column will contain the name of the criterion being evaluated Column will describe the response that SANReN expects Column will describe how SANReN will evaluate the response
The Bidder will have to select between:
● Comply ● Partial
Compliance ● Do not comply
Based on the response and the evidence provided, SANReN will issue a score of either 0, 5, 9, or 10. (Described in more detail below)
CSIR RFP No. 656/06/11/2015 Page 16 of 23 6 Individual criteria are grouped together under common groupings.
7 Proposals with a weighted functionality score of less than the pre-determined minimum overall percentage of 70% and less than each specific minimum in the Functional Compliance Matrix on any of the individual groupings will be eliminated from further evaluation.
8 Scores will be awarded for each criterion based on the following flow-chart:
9 The tenderer shall prepare for a possible presentation should CSIR require such and the tenderer shall be notified timeously.
11.3.3 Technical Elimination Criteria
Over and above the evaluation of general criteria detailed above, SANReN has included a list of “Technical Elimination Criteria.” Failure to comply with these criteria will lead to the proposals automatically failing the functional evaluation.
Table 8 below shows the main fields in the Functional Compliance Matrix and describes how technical elimination criteria will be presented to the bidder.
CSIR RFP No. 656/06/11/2015 Page 17 of 23 Table 8: Fields in the Functional Compliance Matrix for Technical Elimination Criteria
Criterion Name
Required Response
Evaluation
Method Response
Sub-minimum met?
Column will contain the name of the technical elimination criterion being evaluated Column will describe the response that SANReN expects Column will describe how SANReN will evaluate the response
The Bidder will have to select between:
● Yes ● No
The bidder will pass if they respond with a yes, and will fail if the respond with a no.
11.4 Mandatory Documentation required for Tender Submissions
The following mandatory documentation will be required in the proposal and before any negotiations will start with the potential winning bidder or before any contract / order will be awarded:
● Tender Compliance Checklist; ● Declaration of Interest Form; ● Tender Compliance Matrix; ● Functional Compliance Matrix; ● Pricing Schedule;
● Completed CSIR Supplier Registration Form (if not registered with CSIR), alternatively, provide the CSIR Vendor number;
● Original valid Tax Clearance Certificate or Letter of Good standing issued by SARS (RSA suppliers only);
● Original or certified copy of B-BBEE certificate; (RSA suppliers only); ● Proof of company registration. (CK2 form) (RSA suppliers only); and ● Any other documentation required specific to this tender.
12 PRICING PROPOSAL
12.1 Pricing Schedule Matrix is a mandatory submission designed to facilitate evaluation. Separate pricing must be provided for each option offered to ensure that pricing comparisons are clear and unambiguous.
12.2 Price needs to be provided in South African Rand (excl. VAT), with details on price elements that are subject to escalation and exchange rate fluctuations clearly indicated.
CSIR RFP No. 656/06/11/2015 Page 18 of 23
12.3 Price should include additional cost elements such as freight, insurance until acceptance, duty where applicable.
12.4 Price should indicate the Rand/Dollar exchange rate and the cost of the forward cover valid for SIX (6) months from the date of the proposal.
12.5 Only firm prices* will be accepted during the tender validity period. Non–firm prices** (including prices subject to rates of exchange variations) will not be considered.
*Firm price is the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax which, in terms of a law or regulation is
binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;
**Non-firm price is all prices other than “firm” prices.
12.6 Payment will be according to the CSIR Payment Terms and Conditions.
13 VALIDITY PERIOD OF PROPOSAL
13.1 Each proposal shall be valid for a minimum period of SIX (6) months calculated from the closing date.
14 APPOINTMENT OF SERVICE PROVIDER
14.1 The contract will be awarded to the tenderer who scores the highest total number of points during the evaluation process, except where the law permits otherwise.
14.2 Appointment as a successful service provider shall be subject to the parties agreeing to mutually acceptable contractual terms and conditions. In the event of the parties failing to reach such agreement, the CSIR reserves the right to appoint an alternative supplier.
15 ENQUIRIES AND CONTACT WITH THE CSIR
15.1 Any enquiry regarding this RFP shall be submitted in writing to CSIR at tender@csir.co.za with “RFP No 656/06/11/2015- SANReN Phase 3.2: Cape Town IS-Bree to Yzerfontein WACS Cable Landing Station Link” as the subject.
CSIR RFP No. 656/06/11/2015 Page 19 of 23
15.2 Any other contact with CSIR personnel involved in this tender is not permitted during the RFP process other than as required through existing service arrangements or as requested by the CSIR as part of the RFP process.
16 MEDIUM OF COMMUNICATION
All documentation submitted in response to this RFP must be in English.
17 COST OF PROPOSAL
Tenderers are expected to fully acquaint themselves with the conditions, requirements and specifications of this RFP before submitting proposals. Each tenderer assumes all risks for resource commitment and expenses, direct or indirect, of proposal preparation and participation throughout the RFP process. The CSIR is not responsible directly or indirectly for any costs incurred by tenderers.
18 CORRECTNESS OF RESPONSES
18.1 The tenderer must confirm satisfaction regarding the correctness and validity of their proposal and that all prices and rates quoted cover all the work/items specified in the RFP.
18.2 The prices and rates quoted must cover all obligations under any resulting contract.
18.3 The tenderer accepts that any mistakes regarding prices and calculations will be at their own risk.
19 VERIFICATION OF DOCUMENTS
19.1 Tenderers should check the numbers of the pages to satisfy themselves that none are missing or duplicated. No liability will be accepted by the CSIR in regard to anything arising from the fact that pages are missing or duplicated.
19.2 One hard copy and one electronic copy (CD or USB memory key) of each proposal must be submitted. In the event of a contradiction between the submitted copies, the hard copy shall take precedence.
19.3 Emailed proposal submissions will not be accepted.
19.4 Pricing schedule and B-BBEE credentials should be submitted with the proposal, but as a separate document and no such information should be available in the technical proposal.
CSIR RFP No. 656/06/11/2015 Page 20 of 23
19.5 If a courier service company is being used for delivery of the proposal document, the RFP description must be endorsed on the delivery note/courier packaging to ensure that documents are delivered to the tender box, by the stipulated due date.
20 SUB-CONTRACTING
20.1 A tenderer will not be awarded points for B-BBEE status level if it is indicated in the tender documents that such a tenderer intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a tenderer qualifies for, unless the intended sub-contractor is an exempted micro enterprise that has the capability and ability to execute the sub-contract.
20.2 A tenderer awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an exempted micro enterprise that has the capability and ability to execute the sub-contract.
21 ENGAGEMENT OF CONSULTANTS
The consultants will only be remunerated at the rates:
21.1 Determined in the "Guideline for fees", issued by the South African Institute of Chartered Accountants (SAICA); or
21.2 Set out in the "Guide on Hourly Fee Rates for Consultants", by the Department of Public Service and Administration (DPSA); or
21.3 Prescribed by the body - regulating the profession of the consultant.
22 TRAVEL EXPENSES
22.1 All travel expenses for the CSIR’s account, be it directly via the CSIR’s travel agent or indirectly via re-imbursements, must be in line with the CSIR’s travel policy. The following will apply:
22.2 Only economy class tickets will be used.
22.3 A maximum of R1300 per night for accommodation, dinner, breakfast and parking will be allowed.
CSIR RFP No. 656/06/11/2015 Page 21 of 23 23 ADDITIONAL TERMS AND CONDITIONS
23.1 A tenderer shall not assume that information and/or documents supplied to CSIR, at any time prior to this request, are still available to CSIR, and shall consequently not make any reference to such information document in its response to this request.
23.2 Copies of any affiliations, memberships and/or accreditations that support your submission must be included in the tender.
23.3 In case of proposal from a joint venture, the following must be submitted together with the proposal:
23.3.1 Joint venture Agreement including split of work signed by both parties;
23.3.2 The original or certified copy of the B-BBEE certificate of the joint venture;
23.3.3 The Tax Clearance Certificate of each joint venture member;
23.3.4 Proof of ownership/shareholder certificates/copies of Identity document; and
23.3.5 Company registration certificates.
23.4 An omission to disclose material information, a factual inaccuracy, and/or a misrepresentation of fact may result in the disqualification of a tender, or cancellation of any subsequent contract.
23.5 Failure to comply with any of the terms and conditions as set out in this document will invalidate the Proposal.
24 CSIR RESERVES THE RIGHT TO:
24.1 Extend the closing date;
24.2 Verify any information contained in a proposal;
24.3 Request documentary proof regarding any tendering issue;
24.4 Give preference to locally manufactured goods;
24.5 Appoint one or more service providers, separately or jointly (whether or not they submitted a joint proposal);
CSIR RFP No. 656/06/11/2015 Page 22 of 23 24.6 Award this RFP as a whole or in part; and
24.7 Cancel or withdraw this RFP as a whole or in part.
25 DISCLAIMER
25.1 This RFP is a request for proposals only and not an offer document. Answers to this RFP must not be construed as acceptance of an offer or imply the existence of a contract between the parties. By submission of its proposal, tenderers shall be deemed to have satisfied themselves with and to have accepted all Terms & Conditions of this RFP. The CSIR makes no representation, warranty, assurance, guarantee or endorsements to tenderer concerning the RFP, whether with regard to its accuracy, completeness or otherwise and the CSIR shall have no liability towards the tenderer or any other party in connection therewith.
CSIR RFP No. 656/06/11/2015 Page 23 of 23 DECLARATION BY TENDERER
Only tenderers who completed the declaration below will be considered for evaluation.
RFP No. 656/06/11/2015
I hereby undertake to render services described in the attached tendering documents to CSIR in accordance with the requirements and task directives / proposal specifications stipulated in RFP No. 656/06/11/2015 at the price/s quoted. My offer/s remains binding upon me and open for acceptance by the CSIR during the validity period indicated and calculated from the closing date of the proposal.
I confirm that I am satisfied with regards to the correctness and validity of my proposal; that the price(s) and rate(s) quoted cover all the services specified in the proposal documents; that the price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.
I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me under this proposal as the principal liable for the due fulfilment of this proposal.
I declare that I have no participation in any collusive practices with any tenderer or any other person regarding this or any other proposal.
I accept that the CSIR may take appropriate actions, deemed necessary, should there be a conflict of interest or if this declaration proves to be false.
I confirm that I am duly authorised to sign this proposal.
NAME (PRINT): .……….
CAPACITY: ……….
SIGNATURE: ………..
NAME OF FIRM: ……….
DATE: ………
WITNESSES
…….……… ……….……… DATE: .………...………..
