specification - etenders.gov.za of work_17.… · shosholoza meyl – long distance passenger rail...

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ANNEXURE”1”

PROJECT DESCRIPTION : APPOINTMENT OF A SERVICE PROVIDER FOR

SUPPLY OF PRINTERS AND MAINTERNANCE OF

PRINTERS FOR PRASA

1. INTRODUCTION

The purpose of the Project is to appoint a qualified service provider to supply printing

devices and associated support services for new and existing devices (toner and

maintenance) to the Passenger Rail Agency of South Africa (PRASA).

2. BACKGROUND INFORMATION

2.1 PRASA Background

The Passenger Rail Agency of South Africa (PRASA) is the agency of the Department of

Transport responsible for the provision of passenger services in South Africa. PRASA

Corporate Office is located in Hatfield, Pretoria. The organization has about 4500

connected computer users.

PRASA was established in April 2009 and it incorporates the following entities:

1. Prasarail, comprising of Metrorail and Shosholoza Meyl.

a. Metrorail – Rail Commuter Services. Metrorail operates out of four regions

(Gauteng, Cape Town, Durban and East London) and with a Head Office

SPECIFICATION

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in Braamfontein with about 471 stations and 2,228 kilometers of track,

and carries an average of 2 million passengers per week day.

b. Shosholoza Meyl – Long distance passenger rail services. Shosholoza

Meyl has 87 sites around the country with a Head Office in Braamfontein.

2. Autopax – Long Distance Bus Services. Autopax operates out of 25 sites

around the country with a Head Office in Pretoria.

3. Intersite and PRASA CRES – Property Management Services/Investments.

CRES operates out of 5 sites (Johannesburg, Pretoria, Cape Town,

Durban and East London) and with a Head Office in Johannesburg.

Manages and develops the real estate assets of PRASA. i.e. all the

stations and precincts.

2.2 Printing Background

PRASA’s current printing environment consists of the following:

Prasarail, which includes Metrorail and Shosholoza Meyl. Both Head

Offices are in Braamfontein and consists of four regions namely Gauteng,

Cape Town, Durban and Eastern Cape.

Autopax who has 25 sites around the country and the Head Office are in

Pretoria.

Intersite and PRASA CRES with the Head Office in Johannesburg and

sites in Johannesburg, Pretoria, Cape Town, Durban and East London.

In total there are 560 printers allocated between these entities nationally.

3. OBJECTIVE OF THE PROPOSED PROJECT

The purpose of the Project is to appoint a suitably qualified service provider to provide

printing devices and associated support services to PRASA over 36 months. The

appointed bidder will provide the following:

Supply PRASA with new printing devices over 36 months period

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The bidder must provide an outright purchase option in the submission

Supply maintenance services to printers based on agreed service levels

during the contract period

Supply consumables to printers during the contract period (excluding paper)

Provide perpetual analysis of the printing environment, with any

recommendations / changes being guided by such an analysis.

Obtain an SLA and subsequent pricing for support and maintenance based

on a best fit support and maintenance plan for PRASA.

Maintain already deployed devices in PRASA

The remainder of this document provides additional information that will allow a

service provider to understand the scope of the effort and develop a proposal in the

format desired by PRASA.

The proposed national pillar printer solution should take into account that there will

always be a need to reduce overall printing cost. In this respect solutions and

technologies will be key in insuring that the printer fleet is operated cost effectively.

How will the project benefit PRASA

The said project will ensure that PRASA can operate effectively and minimize

cost and maintenance cost on the long run.

4. SCOPE OF WORKS AND AREAS OF FOCUS

The scope of the project is as follows:

Supply of 366 new printing devices on contract award (as per 5.1.9)

Maintenance of the 366 newly supplied devices over the contract term –

supply of toner and maintenance support.

Maintenance of 431 Ricoh printing devices already deployed in PRASA (listed

in Annexure C).

Supply of up to 665 printing devices on “as and when” basis for replacement

of obsolete devices and for additional requirement during the contract period

(as per 5.1.10).

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In order to meet the printing requirement of PRASA, eight classes of printing devices

have been identified. Bidders are required to provide printing devices per specified

classes of devices. The classes of printers are as follows:

P1 - Desktop SFP Black and White – A4

P2 - Desktop MFP Black and White – A4

P3 - Desktop MFP Colour – A4

P4 - Workgroup MFP Black and White – A4

P5 - Workgroup MFP Colour – A4

P6 - Workgroup MFP Colour – A3

P7 - Heavy Duty

P8 - Printing Room

Printers will be rolled out to PRASA offices around the country. The list of the current

printers will server to provide adequate details of the various locations around the

country. PRASA Operates Services in the following regions

Gauteng (all head offices) – including Wits (Johannesburg, Ekurhuleni and

Vereeniging) and Tshwane

Western Cape – Cape Town area

Eastern Cape – Port Elizabeth and East London areas

Kwazulu-Natal – Durban area

Shosholoza Meyl (MLPS) – sales offices around the country

Autopax – sales offices around the country

Prasa Cres and Intersite Gauteng

5. SPECIFICATIONS OF THE WORK OR PRODUCTS OR SERVICES REQUIRED

Note. A non-compliance (that is a NO answer) to mandatory requirement will result with

automatic disqualification. Responses to “Scorable” items will be tallied per device and

used in the calculation of scores in the evaluation.

5.1 Detail Printer Specifications

5.1.1 P1: Desktop SFP A4 B/W

P1

Item Desktop SFP

Mandatory Indicator

Compliance

No. Feature A4 B/W YES/NO REF. TO DOCUMENTS

PRINTER/COPY SPECIFICATION

1 Machine Type Mono, SFP Mandatory

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2

Available Functions

Print Scorable

3

Print Speed B/W (A4) - minimum ppm

40 Mandatory

4 Paper Size handled

A4 Mandatory

5 Print Resolution

600dpi x 600dpi Mandatory

6

Operating System Compatibility

Windows XP/7/8/10

Mandatory

7

Two sided printing

Automatic Duplex Function required

Mandatory

8

Recommended Monthly Print Volume: (minimum)

2500 Mandatory

9

Paper input capacity (minimum)

Standard: 250-sheet paper tray 1-sheet bypass

tray

Scorable

10

Paper output capacity (minimum)

Standard: 150 sheets face down

Scorable

11 Supported Media Weights

60 to 128GMS Scorable

12

Network Interface

RJ-45 Ethernet (10/100/1000

base-T) Mandatory

GENERAL SPECIFICATIONS

13

Media

Plain paper, thick paper, thin paper, recycled paper, transparencies,

laser printer labels, envelopes

Scorable

14 Memory (minimum)

RAM: 1GB Scorable

15 Processor (minimum)

300 MHz Scorable

Non-Compliance to a Mandatory Requirement will result in automatic disqualification.

Score is calculated = (No. of YES’s on “Scorable” items) / 7

5.1.2 P2: Desktop MFP A4 B/W

P2

Item Desktop MFP

Mandatory Indicator

Compliance

No. Feature A4 B/W YES/NO REF. TO

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DOCUMENTS


1 Machine Type Mono, MFP Mandatory

2

Available Functions

Print, Copy and Scan Mandatory

3

Available Optional Function

Super G3 Fax Scorable

4


30 Mandatory


A4 Mandatory

6 Copy Resolution


7 Print Resolution 600dpi x 600dpi Mandatory

8


Microsoft® Windows® XP SP3 (32- and 64-bit)

Windows Server 2003 SP2 R2 (32- and 64-bit)

Windows Server 2008 and R2 (32- and 64-bit)

Windows Server 2012 and R2 (64-bit) Windows Vista

SP2 (32- and 64-bit) Windows 7 (32- and 64-bit) Windows 8 (32- and 64-bit) Windows 8.1 (32- and 64-bit)Windows 10 (32- and 64-bit) Mac OS 10.8, 10.9, 10.10, 10.11

Linux® Redhat® Fedora® Core 20 x86 Ubuntu®

14.04 x64 openSUSE® 13.1 x64

Mandatory

9

Two sided printing


Mandatory

10


5000 Mandatory

11


Standard: 250-sheet paper tray 1-sheet bypass tray Maximum: 751 sheets

Mandatory

12


Standard: 150 sheets face down

Scorable



14

Colour Touch Screen Control Panel

Required Mandatory

15 Network RJ-45 Ethernet Mandatory

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Interface (10/100/1000 base-T)

SCAN SPECIFICATIONS

16

Duplex Automatic Document Feeder

150-sheets Mandatory

17

Document feeder paper sizes

A4 Mandatory

18 Media Weights 60 to 128GMS Scorable

19 Scan Resolution

600 x600 dpi Mandatory


20

Media

Plain paper, thick paper, thin paper, recycled paper,

transparencies, laser printer labels, envelopes

Scorable

21 Memory (minimum)

RAM: 2GB HDD:100GB Mandatory


600 MHz Scorable



5.1.3 P3: Desktop MFP A4 Colour

P3

Item Desktop MFP

Mandatory Indicator

Compliance

No. Feature A4 Colour YES/NO

REF. TO DOCUMENTS


1 Machine Type Colour, MFP Mandatory

2

Available Functions


3



4


30 Mandatory

5

Print Speed Colour (A4) - minimum ppm

30 Mandatory


A4 Mandatory

7 Copy Resolution


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9








14.04 x64 openSUSE® 13.1 x64

Mandatory

10

Two sided printing


Mandatory

11


5000 Mandatory

12


Standard:500 sheets & 1 x 100 sheets bypass

Mandatory

13


500 sheets face down Scorable



15


Required Mandatory

16 Network Interface

RJ-45 Ethernet (10/100/1000 base-T)

Mandatory

SCAN SPECIFICATIONS

17


150 Mandatory

18


A4 Mandatory

19 Media Weights 60 to 128GMS Scorable

20 Scan Resolution

600 x600 dpi Mandatory

21 Searchable PDF Required Mandatory


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22

Media

Plain paper, thick paper, thin paper, recycled paper, waterproof paper, coated paper, laser printer labels, envelopes, colour paper, letterheads, labels, OHP transparencies, glossy

paper, bond, pre-printed paper, cardstock

Scorable

23

Memory (minimum)

RAM: 2GB, HDD:100GB Mandatory


1GHz Scorable



5.1.4 P4: Workgroup MFP A4 B/W

P4

Item Workgroup MFP

Mandatory Indicator

Compliance

No. Feature A4 B/W YES/NO

REF. TO DOCUMENTS


1 Machine Type Mono, MFP Mandatory

2

Available Functions


3



4


40 Mandatory


A4 Mandatory

6 Copy Resolution



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8








14.04 x64 openSUSE® 13.1 x64

Mandatory

9

Two sided printing


Mandatory

10


10000 Mandatory

11



Mandatory

12




50 to 157 GSM Scorable

14


Required Mandatory



Mandatory

SCAN SPECIFICATIONS

16



17


A4 Mandatory

18 Media Weights 50 to 157 GSM Scorable

19 Scan Resolution

600 x 600 dpi Mandatory



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21

Media

Plain, recycled, special, coloured, thick, letterhead, coated, pre-printed, bond paper; card stock Bypass

tray only: Labels, transparencies, envelopes

Scorable

22

Memory (minimum)

RAM:2GB, HDD:200GB Mandatory


1 GHz Scorable



5.1.5 P5: Workgroup MFP A4 Colour

P5

Item Workgroup MFP

Mandatory Indicator

Compliance


REF. TO DOCUMENTS



2

Available Functions


3



4


45 Mandatory

5


45 Mandatory


A3/A4 Mandatory

7 Copy Resolution



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9








14.04 x64 openSUSE® 13.1 x64

Mandatory

10

Two sided printing


Mandatory

11


15000 Mandatory

12



Mandatory

13





15


Required Mandatory



Mandatory

SCAN SPECIFICATIONS

17



18


A4 Mandatory


20 Scan Resolution




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22

Media

Paper (Colour, letterhead, light. plain, pre-printed,

prepuce, recycled, rough and tough paper) card stock, envelope, labels,

transparence vellum

Scorable

23

Memory (minimum)

RAM: 2GB, HDD:200GB Mandatory


1.0 GHz Scorable



5.1.6 P6: Workgroup MFP A3 Colour

P6

Item Workgroup MFP

Mandatory Indicator

Compliance


REF. TO DOCUMENT

S



2 Available Functions Print, Copy and Scan Mandatory

3 Available Optional Function


4


55 Mandatory

5


55 Mandatory

6 Paper Size handled A3/A4 Mandatory

7 Copy Resolution 600dpi x 600dpi Mandatory


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9


Microsoft® Windows® XP SP3 (32- and 64-bit) Windows Server

2003 SP2 R2 (32- and 64-bit) Windows

Server 2008 and R2 (32- and 64-bit)

Windows Server 2012 and R2 (64-bit)

Windows Vista SP2 (32- and 64-bit)

Windows 7 (32- and 64-bit) Windows 8

(32- and 64-bit) Windows 8.1 (32- and

64-bit)Windows 10 (32- and 64-bit) Mac OS 10.8, 10.9, 10.10,

10.11 Linux® Redhat® Fedora®

Core 20 x86 Ubuntu® 14.04 x64

openSUSE® 13.1 x64

Mandatory

10 Two sided printing


Mandatory

11


15000 Mandatory

12


Standard:1000 sheets & 1 x 100 sheets

bypass

Mandatory

13





15


Required Mandatory



Mandatory

SCAN SPECIFICATIONS

17



18


A3 Mandatory


20 Scan Resolution 600 x 600 dpi Mandatory



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22

Media

Paper (Colour, letterhead, light. plain,

pre-printed, pre-punched, recycled, rough and tough

paper) card stock, envelope, labels,

transparence vellum

Scorable

23 Memory (minimum)

RAM:2GB, HDD:200GB

Mandatory

24 Processor (minimum) 1.0 GHz Scorable



5.1.7 P7: Heavy Duty

P7

Item Heavy Duty

Mandatory Indicator

Compliance

No. Feature Heavy Duty YES/NO

REF. TO DOCUMENTS



2

Available Functions


3



4


60 Mandatory

5


60 Mandatory

6

Paper Size handled

Paper trays: A3 - A5, bypass tray: A3 - A6

Mandatory

7 Copy Resolution


8 Print Resolution 1200 x 1200 dpi Mandatory

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9








14.04 x64 openSUSE® 13.1 x64

Mandatory

10

Two sided printing


Mandatory

11


30000

Mandatory

12


Standard: 1000-sheet paper tray 1 x 100-sheet

bypass tray

Mandatory

13


Standard: 500 sheets (without finisher), 250

sheets (with finisher) face down

Scorable


52 to 256 gsm Mandatory

15


Required Mandatory



Mandatory

SCAN SPECIFICATIONS

17


150-sheets

Mandatory

18


A3 down to A5 Mandatory

19 Media Weights 50 to 300 GSM Mandatory

20 Scan Resolution



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22

Media

Paper (Colour, letterhead, light. plain, pre-printed, pre-punched, recycled, rough and tough paper) card stock, envelope, labels, transparence

vellum

Scorable

23 Memory (minimum)



1.0 GHz Scorable



5.1.8 P8: Printing Room

P8

Item

Printing Room Mandatory Indicator

Compliance

No. Feature

Printing Room YES/NO REF. TO

DOCUMENTS



2

Available Functions


3



4


85 Mandatory

5


85 Mandatory

6

Paper Size handled

Paper trays: A3 - A5, bypass tray: SRA3 - A6

Mandatory

7 Copy Resolution

600dpi x 600 dpi Mandatory

8 Print Resolution


9





Mandatory

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SP2 (32- and 64-bit) Windows 7 (32- and 64-bit) Windows 8 (32- and 64-bit) Windows 8.1 (32- and 64-

bit)Windows 10 (32- and 64-bit) Mac OS 10.8, 10.9,

10.10, 10.11 Linux® Redhat® Fedora® Core 20

x86 Ubuntu® 14.04 x64 openSUSE® 13.1 x64

10

Two sided printing


Mandatory

11


60000

Mandatory

12


Standard: 2000-sheet paper tray 1 x 100-sheet bypass

tray

Mandatory

13


Standard: 500 sheets (without finisher), 250

sheets (with finisher) face down

Scorable


50 to 300 gsm Mandatory

15


Required Mandatory



Mandatory

SCAN SPECIFICATIONS

17


300-sheets

Mandatory

18


A3 down to A5 Mandatory

19 Media Weights 50 to 300 GSM Mandatory

20 Scan Resolution

600x600dpi Mandatory

21 Searchable PDF

Required Mandatory

GENERAL

22

Media

Paper (Colour, letterhead, light. plain, pre-printed, pre-punched, recycled, rough

and tough paper) card stock, envelope, labels,

transparence vellum

Scorable

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23 Memory (minimum)



1.0 GHz Scorable



5.1.9 Initial Requirements (Must be delivered within 8 weeks of tender award)

The bidder must provide a proposal for the supply of the quantities/model of printers

as listed below.

Feature Number of Devices (Initial Requirements)

Desktop SFP A4 B/W (P1) 140

Desktop MFP A4 B/W (P2) 40

Desktop MFP A4 Colour (P3) 42

Workgroup MFP A4 B/W (P4) 50

Workgroup MFP A4 Colour (P5) 30


Heavy Duty (P7) 50

Printing Room (P8) 3

Total 366

5.1.10 As and When Requirements during the contract term

The bidder must provide pricing (per device) for procurement of devices over the

contract period. The bidder must provide the pricing model over the period.

Feature Number of Devices (Initial Requirements)

Desktop SFP A4 B/W (P1) 150

Desktop MFP A4 B/W (P2) 30

Desktop MFP A4 Colour (P3) 268

Workgroup MFP A4 B/W (P4) 109



Heavy Duty (P7) 54

Printing Room (P8) 0

Total 665

5.1.11 Provide maintenance services to printers supplied over the contract

period

The bidder must provide a proposal for the maintenance of printers

supplied during the contract period.

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The bidder must provide consumables for the printers supplied during

the contract period.

The bidder must collect used toner cartridges and drums.

5.1.12 Provide maintenance services to the current fleet of printers in PRASA

The bidder must provide a proposal for the maintenance of the current

fleet of printers deployed in Prasa as indicated in the attached

schedule.

The bidder must provide consumables to the current fleet of printers

as indicated in the attached schedule.

The bidder must collect used toner cartridges and drums.

Current Ricoh

Printers

Supplied September

2014

Supplied April 2015

Supplied March 2016

Supplied March 2017

Number of

Devices

Estimate monthly volumes

per device

MPC305 80 26 126 36 268 2500

MPC401 30 14 6 0 50 5000

MPC4503 30 48 31 0 109 10000

MPC6003 2 0 2 0 4 15000

Totals 431

Colour to black/white ratio: 35:65

5.2 Mandatory Requirements

Bidders not meeting any of the criteria below will result in automatic disqualification:

5.2.1 Equipment Procurement (Minimum Mandatory Requirements)

Ref Description

Compliance

YES/NO

REF TO

INFO

1

The bidder will deliver the initial requirements

consignment within 8 weeks of tender award. (Section

5.1.9).

2

The bidder must be certified by the OEM to supply and

maintain the proposed technologies in the tender.

Evidence of such certification must be included.

3

All devices must be supplied with 3 year manufacturer’s

warranty.

4 The bidder must have capacity to deliver, install and

configure devices all over the country where PRASA

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operates.

5

Pricing must include the delivery, installation, training

and configuration of devices.

6

The bidder must provide a printing management

solution.

5.2.2 SLA – Maintenance and Support (Minimum Mandatory Requirements)

REF DESCRIPTION

COMPLIANCE

YES/NO

REF TO

INFO

1 The vendor can provide support for breakdowns as

follows:

Major centers – max of 4 hours from logging of call.

Outlying areas – max of 12 hours from logging of call. (Next Business Day)

2 The vendor will present proposed penalties that will be

payable when the SLA is not met. PRASA reserves the

right to negotiate the penalty (ies). Further, the vendor

will stipulate circumstances that qualify for acceptable

non-compliance to the SLA i.e. Acts of God etc.

3 The vendor agrees to a downtime of no more than 10

hours in a 160 hour period per printing device.

4 The vendor shall provide a comprehensive monitoring

and reporting plan by SLA parameters.

5 With reference to item 4 above, the following services

must be supplied, the list includes, but is not limited to:

Repairing machine faults

Replacing all consumables (including trims and fuser parts)

Managing the network management tools to troubleshoot printers and identify problems before downtime occurs

6 Supply a remote management and diagnostics solution

that is brand agnostic, and is compatible with all printing

devices installed or maintained by the vendor.

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REF DESCRIPTION

COMPLIANCE

YES/NO

REF TO

INFO

7 The tender requires the bidder to maintain 431 Ricoh

printing devices that are currently deployed in PRASA

until they reach 60 months. The bidder must present to

PRASA certification or arrangement that they are

authorised to maintain Ricoh devices without

compromising warranties and/or printing quality. Replacement parts and consumables must be OEM

certified.

5.2.3 Printer and Print Job Management – General (Minimum Mandatory Requirements)

Ref Description

COMPLIANCE

YES/NO

REF TO

INFO

1

Viewing all print jobs from one or more printers at the

same time with automatic refresh except on Desktops

2

Full print job control: pause, resume, restart, and

cancel.

3

Full printer control: pause, resume, and purge all print

jobs.

4

Confidential printing: Printing that requires a password

after the print job is submitted but before the printing is

actually done.

5

Record print job details including user, computer, IP,

printer, document, total pages, total bytes, pages

printed, copies, bytes printed, grey/color,

portrait/landscape, paper size, single/duplex etc.

6

Role based access rights to access the web manager

console.

7

Set properties for each printer or user based on time,

file type, job size, etc.

8

Jobs can be sent to the printer from one location and

retrieved in another location. The user will have to

authenticate themselves.

9

The printing devices are able to send automatic alerts

to the vendor for servicing or replacement of

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Ref Description

COMPLIANCE

YES/NO

REF TO

INFO

consumables.

10

The solution should provide a printer deployment plan,

based on industry best practices and must cover the

following:

Optimal location of devices

Redistribution of existing devices to appropriate locations.

Perpetual analysis of the printing environment in intervals agreed upon between PRASA and the vendor.

5.2.4 Printer and Print Job Management – Print accounting (Minimum Mandatory Requirements)

Ref Description

COMPLIANCE

YES/NO

REF TO

INFO

1

Set different "per page values" for each printer based

on paper size.

2

Provide a discount to be applied to printing duplex

documents.

3

Charge fee only when the print job actually prints out.

Cancelling job prior to printing will not result in charge

assessment.

4

Charge by username or charges by computer name

are selectable.

5 Set user quotas by Rand value.

6 Over quota option are configurable for each user.

7 Deny printing when quota is exceeded by a user.

8

Deny print when job size, total pages, total cost of a

print job exceeds designated value.

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5.2.5 Integration (Minimum Mandatory Requirements)

Ref Description

COMPLIANCE

YES/NO

REF TO

INFO

1 Works with multiple/active directory domains.

2

Import domain (active directory) account into system at

installation.

3

Account Synchronization tool to sync the domain

(active directory) account at any time.

4

Support both workgroup and domain (active directory)

network architecture.

5

NTFS file security display for shared directory and file

permissions reporting

5.2.6 Other (Minimum Mandatory Requirements)

Ref Description

COMPLIANCE

YES/NO

REF TO

INFO

1 Vendor must provide training for device users

2 Vendor will provide “train the trainer” training

3

The vendor will implement a change management

program

Including, but not limited to:

Communications to PRASA staff

Training guides to be provided for all staff that

is trained.

4

Each printer much be installed with a surge power

protection and must be inclusive in the printer price.

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Ref Description

COMPLIANCE

YES/NO

REF TO

INFO

5

Supply a remote management and diagnostics

solution that is brand agnostic, and is compatible with

all printing devices installed or maintained by the

vendor.

6. EVALUATION CRITERIA

The evaluation should be done in three stages as follows:

Stage 1: Compliance Requirements

Bidders shall comply with the following MANDATORY requirements and failure to comply will

lead to disqualification:

No. Description of requirement

a)

Completion of ALL RFP documentation (includes ALL declarations

and Commissioner of Oath signatures required)

b) Briefing session Form D Or signed attendance register

b) Copies of the Rates and Taxes to determine the footprint

c) CIDB- (where applicable)

d) PSIRA- (where applicable)

e) Bid Bond (where applicable)

f) Signed Joint Venture , Consortium Agreement or Partnering

Agreement (whichever is applicable)

g Professional Body and/or OEM Certification

- Bidder must be certified Cisco certified Gold Partner

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If you do not submit the following basic compliance documents your bid may be disqualified and

these documents must be made available within a specified period should an award be made: e.g

7 days

No. Description of requirement

a) Original or certified B-BBEE

b) Letter of Good Standing: COID

c) A valid and Original Tax Clearance Certificate (valid as at the closing date

of this RFP) Or supply SARS Pin

d) Company registration documents

e) Latest financial statement

f) Copies of Directors’ ID documents

g) CSD supplier registration number

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Stage 2: Technical / Functionality Requirements

SCORING LEGEND

RATING SCORE SCORE DESCRIPTION

Compliance Exceeded 5 Excellent

Fully Compliant 4 Good

Partial Complaint 3 Average

Not meeting Compliance 2 Poor

No Evidence of Compliance 1 Very Poor

Stage 2.1: The bidder must be fully compliant to ALL mandatory requirements items

under 5.2. Non-compliance will result in automatic disqualification.

Stage 2.2: Tenderers must achieve the minimum qualification score of FUNCTIONALITY

which is 80% before evaluations on price.

Criteria Weight Document

required

Company Experience 40

Positive references for similar contracts (Support

and Maintenance of 100 or more devices per

contract) for longer than 2 years.

o 3 References verified = 5

o 2 References verified = 3

o 1 Reference verified = 1

20 Reference Letters

with contact

details.

Years of Company’s existence.

o 5 years or more = 5

o Between 4 and 5 years = 4



o 1 Year and less = 1

10 Proof of similar

projects

completed.

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Proof of operating presence nationally (particularly

in Gauteng, Durban, Eastern Cape and Cape Town)

o Presence in Gauteng, Durban, Eastern

Cape, Cape Town and more areas = 5

o Presence in Gauteng, Durban, Eastern

Cape, Cape Town = 4

o Presence in 3 areas out of 4 listed above = 3

o Presence in 2 areas out of 4 listed above = 2

o Presence in 1 area out of 4 listed above = 1

10 Proof of Presence

Device Capability 60

P1: Desktop SFP A4 B/W

(Score = (No. of YES’s/7)

5 Compliance

responses from

5.1.1

P2: Desktop MFP A4 B/W


5 Compliance

responses from

5.1.2

P3: Desktop MFP A4 Colour


5 Compliance

responses from

5.1.3

P4: Workgroup MFP A4 B/W


10 Compliance

responses from

5.1.4

P5: Workgroup MFP A4 Colour


10 Compliance

responses from

5.1.5

P6: Workgroup MFP A3 Colour


10 Compliance

responses from

5.1.6

P7: Heavy Duty


10 Compliance

responses from

5.1.7

P8: Printing Room


5 Compliance

responses from

5.1.8

Total 100

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Stage 3: Pricing and BBBEE

Pricing Evaluation: Only Bidders who have achieved the 80% threshold for Technical

evaluation will be evaluated for the Price component which is 90% of the Evaluation Criteria.

BEE Evaluation: The B-BBEE component of evaluation is weighted at 10% of the

evaluation criteria. Determination of points of B-BBEE is based on the B-BBEE Recognition

Level as per table below:

Category 90/10 Preferential

Point System

Category 90/10

Price 90 1 10

2 9

3 6

BBBEE Level Contributor 10 4 5

5 4

6 3

7 2

8 1

Non-Compliant

Contributor

0

The formula for calculating price scores is as follows:

Where

Ps = Points scored for price of tender under consideration

Pt = Rand value of tender under consideration

Pmin = Rand value of lowest acceptable tender

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7. New Preferential Procurement Regulations

The New Regulations, issued by the Minister of Finance in 2017, were revised to align with

certain changes to the Broad-Based Black Economic Empowerment (B-BBEE) legislation.

They encourage procurement from Small Enterprises, particularly through sub-contracting if

a tender is set above the R30 million thresholds.

The Regulations focus on the need by all organs of state and public entities to specify

conditions that only locally produced goods or locally manufactured goods meet the

stipulated minimum threshold for local production and content will be considered for certain

designated sectors. They also afford organs of state the freedom to choose to apply pre-

qualifying criteria to advance certain designated groups.

In compliance with the new regulation, this project will require that a minimum of 30% be

sub-contracted to the following types of enterprises:

EME or QSE which is at least 51% black owned

NB: In compliance with the regulation requirements stated above, PRASA requires a

30% to be subcontracted to a QSE or EME which has at least a 51% black ownership.

This will form part of the contractual agreement.

Bidders are required to search Suppliers for sub-contracting on CSD using

Procurement reference no: RFP 421/01/2018.

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“ANNEXURE A”

Preference will be given to resources that possess skills in technologies used within

PRASA. The overview of such technologies is given in the table below.

SERVICE TECHNOLOGY USED

LAN/MAN Cisco switches (catalyst 3560, 6500, 7600), MPLS, Metro-

Ethernet

Server Hardware HP (Wintel), Sun (ERP)

Operating Systems Server: Windows 2003/2008/2012, Sun Solaris, Linux; Client: XP,

7/10

Workstation hardware HP, Dell, IBM, Wyse

Directory MS Active Directory (countrywide)

WAN MPLS through Internet Solutions

File/Print Windows 2003/2008/2012

Document Management Hummingbird/Open Text/SharePoint

Backup Netbackup

Storage EMC SAN, HP,Storagetek

Groupware Exchange 2003, 2010, Mailmarshal

Terminal services Citrix

Remote Access MTN APN

Virtualization VMware

Database MS SQL, Oracle (Unix platform),

ERP SAP, Empac, FMMS, HR, PP, FIN

Anti-virus Kaspersky

Telephony Cisco IPT, Unity, Rightfax

Datacentre 3 datacenters (Pretoria, Cape Town and Durban). DR datacenter

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planned for construction in Johannesburg

Data Center Management APC ISX technology

Environmental Monitoring Netbotz

CCTV Dallmeier

Access Control Babylon

Structured Cabling ADC Krone CAT6 (TE Connectivity)

Fibre Infrastructure ADC Krone (TE Connectivity)

Splice Trays : Single-Mode – Use LC-APC Connectors

Multi-Mode – Use LC –PC Connectors

Other Office 2003/2007/2010/2016

MS Project 2003/2007/2010

Widows Update Server

Heat Helpdesk System

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