FINANCIAL SERVICES BOARD UNIFIED COMMUNICATIONS AND COLLABORATION SOLUTION BID FSB2015/035 CLOSING DATE: 10 NOVEMBER 2015

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1 UNIFIED COMMUNICATIONS AND COLLABORATION SOLUTION CLOSING DATE: 10 NOVEMBER 2015 CLOSING TIME: 11h00 (South African Standard Time, obtained from Telkom SA SOC Limited by dialling 1026 Riverwalk Office Park, Block B; 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads); Ashlea Gardens, Extension 6; Menlo Park; Pretoria; South Africa; 0081 P.O. Box 35655; Menlo Park; 0102 Bidder Name: B-BBEE Status Level Contribution as per Certificate: Board Members: AM Sithole (Chairperson) H Wilton (Deputy Chairperson) Z Bassa JV Mogadime Prof PJ Sutherland FE Groepe D Turpin HMH Ratshefola D Msomi I Momoniat O Makhubela (Alternate) Executive Officer: DP Tshidi

2 INDEX 1. Invitation to Bid SBD 1 2. Terms of Reference 3. Valid Tax Clearance Certificate SBD 2 4. Application for Tax Clearance Certificate 5. Pricing Schedule SBD Declaration of Interest SBD 4 7. Preference Points Claim Form for Preferential SBD 6.1 Procurement Regulations Declaration: Abuse of the Supply Chain SBD 8 Management Systems 9. Certificate of Independent Bid Determination SBD Supplier/Vendor Accreditation Form FSB2015/035 [INDEX] Page 1 of 1

3 INVITATION TO BID SBD 1 YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE FINANCIAL SERVICES BOARD BID NUMBER: FSB2015/035 CLOSING DATE: 10 NOVEMBER 2015 CLOSING TIME: 11:00 DESCRIPTION: UNIFIED COMMUNICATIONS AND COLLABORATION SOLUTION The successful bidder will be required to fill in and sign a written Contract Form (SBD 7). BID DOCUMENTS MAY BE POSTED TO:... OR DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) Financial Services Board Offices Riverwalk Office Park, Block B 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads) Ashlea Gardens, Extension 6 Menlo Park, Pretoria, South Africa, 0081 Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration. The bid box is generally open 24 hours a day, 7 days a week. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS (NOT TO BE RE-TYPED) THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED) NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER ADDRESS VAT REGISTRATION NUMBER. CODE NUMBER.. CODE.NUMBER. HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? (SBD 2) YES or NO FSB2015/035 [SBD 1] Page 1 of 2

4 HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (SBD 6.1) YES or NO IF YES, WHO WAS THE CERTIFICATE ISSUED BY? AN ACCOUNTING OFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA)..... A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS); OR. A REGISTERED AUDITOR..... [TICK APPLICABLE BOX] (A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE) ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS / SERVICES / WORKS OFFERED? YES or NO [IF YES ENCLOSE PROOF] SIGNATURE OF BIDDER DATE.... CAPACITY UNDER WHICH THIS BID IS SIGNED TOTAL BID PRICE TOTAL NUMBER OF ITEMS OFFERED ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO: Department: Contact Person: Tel: Fax:.. address: ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO: Contact Person: Tel: Fax:.. address: FSB2015/035 [SBD 1] Page 2 of 2

5 UNIFIED COMMUNICATIONS AND COLLABORATION SOLUTION CLOSING DATE: 10 NOVEMBER 2015 CLOSING TIME: 11h00 (South African Standard Time, obtained from Telkom SA SOC Limited by dialling 1026) Riverwalk Office Park, Block B; 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads); Ashlea Gardens, Extension 6; Menlo Park; Pretoria; South Africa; 0081 P.O. Box 35655; Menlo Park; 0102 Switchboard: Website: Board Members: AM Sithole (Chairperson) H Wilton (Deputy Chairperson) Z Bassa JV Mogadime Prof PJ Sutherland FE Groepe D Turpin HMH Ratshefola D Msomi I Momoniat O Makhubela (Alternate) Executive Officer: DP Tshidi

6 Contents A. TENDER NOTICE... 3 B. GENERAL CONDITIONS OF TENDER DEFINITIONS... 5 C. TENDER RULES CAPABILITIES AND EXPERIENCE OF TENDERERS FORM OF TENDER SIGNING OF TENDER TENDER ALL-INCLUSIVE ALTERATIONS TO TENDER DOCUMENTS COSTS INCURRED BY TENDERER TENDER ACCEPTANCE CANCELLATION OF CONTRACT APPLICABLE LAWS QUERIES REGARDING TENDER DISQUALIFICATION OF TENDER DELEGATION OF AUTHORITY TENDER RULES ARE BINDING LANGUAGE OF CONTRACT VALIDITY PERIOD... 8 D. TERMS OF REFERENCE OBJECTIVES PURPOSE OF THE REQUEST FOR BID SCOPE OF WORK SOLUTION REQUIREMENTS BID CONDITIONS BID EVALUATION EVALUATION CRITERIA PREFERENCE POINT SYSTEM ADDITIONAL INFORMATION REQUIRED PRICING SCHEDULE PHYSICAL PRINTED COPIES SUBMISSION OF TENDERS ANNEXURE A: DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 2 OF 21

7 A. TENDER NOTICE 1. The Financial Services Board (FSB) is an independent institution established by statute to oversee the South African Non-Banking Financial Services Industry in the public interest. Its mission and vision are to promote and maintain a sound financial investment environment in South Africa. Visit the FSB website, for further information about the FSB. 2. The FSB is currently focussed on various business improvement initiatives, including the delivery of cost effective and efficient communications solutions and tools that will accelerate key business processes, streamline business communication and improve our service to regulated entities and consumers. 3. The main aim of the business improvement initiatives is to enable contextual communication and collaboration internally and enable seamless contact management with regulated entities (Financial Service Providers-FSPs), consumers and partners through various communications methods relevant to the way they would like to communicate with the FSB. The FSB is undergoing metamorphosis to align with the Twin Peaks regulatory model and the ability to communicate with one another and sharing relevant information is central to its strategic objectives. 4. Annexure A below contains the summary of the current communication and collaboration environment at the FSB. 5. Tenders are hereby invited for a service provider to supply, install and configure a Unified Communications and Collaboration (UCC) solution including support and maintenance for a period of five (5) years. 6. The FSB gives preference to a UCC solution that will leverage or utilise the existing technology toolset listed in above. This does not limit the service provider from proposing any other solution that will consider the investment made and reduce the overall cost. 7. All tenders and supporting documents shall be sealed and clearly marked as follows: Tender No: FSB2015/035 Bid Name: Provision of unified communications and collaboration solution Closing Date: 10 November 2015 Closing Time: 11:00 8. There is no briefing session for this bid. 9. Enquiries relating to the tender may be directed by to: DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 3 OF 21

8 Masilu Kgofelo Supply Chain Management Unit Tel no.: (012) All questions must be forwarded in writing via to Masilu Kgofelo not later than 10:00 on 23 October Questions received after this date and time will not be entertained. All questions should reference specific paragraph numbers, where appropriate. Questions and answers will be published on the FSB website ( on 27 October 2015 at 16:00. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 4 OF 21

9 B. GENERAL CONDITIONS OF TENDER 1. DEFINITIONS 1.1. Unless inconsistent with or expressly indicated otherwise by the context FSB shall mean the Financial Services Board or any successor in title CONTRACTOR shall mean the Tenderer whose Tender has been accepted by the FSB and shall include the Tender s legal representative CONTRACT shall mean and include the General Conditions of Contract and Special Conditions of Contract (if any), the Specifications including any schedules attached to the Specifications, and any agreement entered into in terms of these General Conditions of Contract CONTRACT PRICES shall mean the prices (in South African Rand) tendered by the Contractor and accepted by the FSB for the execution of the Contract COMMENCEMENT shall mean Commencement in compliance with the terms and conditions of the Date of Commencement specified in the Contract DATE OF COMMENCEMENT shall mean the dates stipulated in the Contract for the Commencement of the Service DATE OF TENDER shall mean the date and time on which the tender are due to be deposited in terms of the tender notice SERVICE shall mean the supply, installation, configuration of a Unified Communication and Collaboration solution including support and maintenance for a period of five (5) years PERSON includes any company incorporated or registered as such under any law, any body of persons corporate or unincorporated, any trust, and person, firm or company shall include an authorised employee or agent of such person Depending on the context, in this document the singular includes the plural, and with reference to gender the one includes the other. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 5 OF 21

10 C. TENDER RULES 1. CAPABILITIES AND EXPERIENCE OF TENDERERS Tenderers are required to provide any information regarded necessary to demonstrate their capabilities and experience. 2. FORM OF TENDER 2.1. The tender shall be signed and witnessed on the form of tender incorporated herein. The schedule of services shall be fully priced in South African Rand to show the amount of the tender and shall be signed. The certificates, schedules and forms contained in this volume shall be completed and signed by the tenderer in ink Where the space provided in the bound document is insufficient, separate schedules may be drawn up in accordance with the given formats. These schedules shall then be bound together with a suitable content page and submitted with the tender documents. All such schedules must be signed by the tenderer in ink. 3. SIGNING OF TENDER The tender must be signed by a person who is duly authorized to do so. 4. TENDER ALL-INCLUSIVE The tenderer must allow for an all-inclusive fee statement in the tender. 5. ALTERATIONS TO TENDER DOCUMENTS 5.1. No unauthorized alteration or addition shall be made to the form of tender, to the schedule of quantities of services to be rendered or to any other part of the tender documents. If any such alteration or addition is made or if the schedule of quantities of services to be rendered, or other schedules or certificates are not properly completed, the tender may be disqualified Tenders submitted in accordance with these tender documents shall be without any qualifications. The tenderer shall request the FSB at an early a date as possible during the tender stage to clarify any point, which is difficult to interpret. Should it be found that a point in question is significant; the FSB will inform all the tenderers as early as possible. 6. COSTS INCURRED BY TENDERER The FSB will not be responsible for or pay any expenses or losses, which may be incurred by the tenderer in the preparation and submission of the tender. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 6 OF 21

11 7. TENDER ACCEPTANCE The FSB does not bind itself to accept the lowest or any other tender and reserves the right to accept any bid in whole or part. 8. CANCELLATION OF CONTRACT 8.1. If the FSB is satisfied that any person (being an employee, partner, director or shareholder of the tenderer or a person acting on behalf of or with the knowledge of the tenderer), firm or company: is executing a contract with the FSB unsatisfactorily has offered, promised or given a bribe or other gift or remuneration to any officer or employee of the FSB in connection with obtaining or executing a contract, has acted in a fraudulent manner or in bad faith or in any other unsatisfactory manner in obtaining or executing a contract with any company or person, or that he has managed his affairs in such a way that he has in consequence thereof been found guilty of a criminal offence, has approached an officer or employee in the FSB or in the service of the FSB before or after tenders have been called for, to influence the award of the contract in his favour, when advised that his tender has been accepted, has given notice of his inability to execute or sign the contract or to furnish any security required, has entered into any agreement or arrangement, whether legally binding or not, with any other person, firm or company to refrain from tendering for this contract, or as to the amount of the tender to be submitted by either party, and has disclosed to any other person, firm or company the exact or approximate amount of his proposed tender except where disclosure, in confidence, was necessary to obtain quotations required for the preparation of the tender. the FSB may, in addition to any other legal recourse which it may have, cancel the contract between the FSB and such person, firm or company and/or resolve that no tender from such a person, firm or company will be favourably considered for a specified period If the FSB is satisfied that any person, firm or company is or was a shareholder or a director of a firm or company which in terms of paragraph 8.1, is one from which no tender will be favourably considered for a specified period, the employer may also decide that no tender from such person, firm or company shall be favourably considered for a specified period. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 7 OF 21

12 8.3. Any restriction imposed upon any person, firm or company shall, for the purpose of this rule, apply to any other undertaking with which such a person, firm or company is actively associated. The expression person, firm or company shall include an authorised employee or agent of such person, firm or company. 9. APPLICABLE LAWS 9.1. The laws of the Republic of South Africa shall be applicable to each contract created by the acceptance of a tender and each tenderer shall indicate a place in the Republic and specify it in his tender as his domicilium citandi et executandi where any legal process may be served on him Each tenderer shall undertake to accept the jurisdiction of the courts of South Africa. 10. QUERIES REGARDING TENDER Any questions regarding this tender which applicants may wish to raise, shall be submitted in writing to the official mentioned in the Tender Notice NO REQUESTS FOR INFORMATION SHALL BE MADE TO ANY OTHER PERSON OR PLACE AND IN PARTICULAR NOT TO THE EXISTING PROVIDERS OF THESE SERVICES. 11. DISQUALIFICATION OF TENDER The tender of any tenderer who has not complied with these tender rules and the instruction reflected in the official tender notice may be disqualified at the discretion of the FSB. 12. DELEGATION OF AUTHORITY The FSB may delegate any power vested in it by virtue of these rules to an officer or employee of the FSB. 13. TENDER RULES ARE BINDING The tender rules as well as the instructions given in the official tender notice shall be binding on all tenderers submitting tenders for the service or services stated in the tender document. 14. LANGUAGE OF CONTRACT The tender documents have been drafted in English and any contract, which originates from the acceptance of the tender, will be interpreted and construed in English. 15. VALIDITY PERIOD Tenders shall remain valid and binding for a period of sixty (60) days from the closing date, expiring on 9 January DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 8 OF 21

13 D. TERMS OF REFERENCE 1. OBJECTIVES 1.1 The broad objectives of this bid include: To provide prospective service providers with adequate information to understand and respond to the FSB s requirements of appointment of a service provider to supply, install and configure a Unified Communication and Collaboration (UCC) solution including support and maintenance to the FSB for a period of five (5) years The FSB would like to realise the following business objectives: Deliver communications services that are consistently available, reliable and perform in a way that supports productivity Enable a 360 degree view of all interactions with consumers and regulated entities on a single system that is accessible by all FSB business units Enable consistent quality of service across all communication channels (voice, , short message service (SMS), and Apps etc.) Provide a foundation for enhancing and adding on UCC capabilities in a modular manner Allow the FSB staff to work collaboratively on tasks and projects to enhance productivity and performance Enable seamless integration into current business applications Reduce overall telephony support and administration costs To ensure uniformity in the responses received from each prospective service provider To provide a structured framework for the evaluation of proposals. 2. PURPOSE OF THE REQUEST FOR BID The purpose of this request for the bid is to appoint a service provider to supply, install and configure a Unified Communication and Collaboration (UCC) solution including support and maintenance to the FSB for a period of five (5) years. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 9 OF 21

14 3. SCOPE OF WORK 3.1 The contractor will be required to deliver all of the specified requirements as listed in paragraph 4, and the contractor must clearly identify any instance of non-compliance to any functions in this statement of work. 3.2 Below is a breakdown of users/functions that must be configured and enabled in the Unified Communications and Collaboration solution. Table 1 ITEM DESCRIPTION QUANTITY a. Voice Users 550 b. Instant Messaging 550 c. Presence 550 d. Attendants 5 e. Recording 50 users and 1 VC room f. Manager/Secretary 100 g. Video Conferencing Room (excluding display 1 screens) h. Soft Phone licenses 10 i. Head Sets (5 Corded and 5 Cordless 10 j. Call Centre Users No Call centre (5 helpdesk users) k. SMS 5 l. Dialler 0 4. SOLUTION REQUIREMENTS The following requirements must be considered as essential to the success of the solution, and the service provider should clearly identify how these would be delivered and what technology choices would underpin the solution provisioning. 4.1 General Requirements: Replace the current Integrated Services Digital Network (ISDN) Video conferencing solution with an integrated IP based video conferencing solution Availability and Instant Messaging (IM) aggregation, and federation with other communication applications Analogue, digital, and fax gateways must enable maximum interoperability Enable multi-party screen sharing and peer-to-peer or multi-party video conferencing. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 10 OF 21

15 4.1.5 Out of the box integration with external social media services Multi-media recording and tagging of content for search and sharing The capability to do blind and assisted call transfers with voice and data across the organization The ability to convert s, SMS and web chat session to voice calls and vice versa Minimal down-time for maintenance and fixes (99.999% uptime) Infrastructure scalable for expansion Seamless blending between soft phones and hard phones Support secretarial type functionality to ensure coverage across the organisation Support for enterprise and local wallboard views, customisable by the FSB staff Cater for multi display wallboards for various business units Reduce the overall call costs and total cost of ownership The organisation number(s) is consistent and remains the same for media and print purposes. 4.2 Voice functionality and features Speed dialling or abbreviated dialling Automatic call-back Automatic call-back message Call forwarding/call coverage Caller ID Call pickup Conferencing Hunting/Queue Integrated directory (Microsoft Active Directory integration). DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 11 OF 21

16 Last number dialled Music on hold Night service; auto attendant Station lock Attendant Services Provide speed dial lists and directory functionality Provide visual status of user s line (i.e., busy, ringing, idle). 4.3 Presence Management Ability to manage own personal presence, including setting aggregate presence state and selection of any preferred telephony device to receive/make all inbound/outbound calls Ability to track the presence status and availability by media of colleagues in their contact list Ability to track presence by media, including IM presence and telephony presence, across all callable devices (PC clients, IP phones, mobile phones, tablets and other Public Switched Telephone Network(PSTN) phones) Ability to route requests for contacts seamlessly across all the various networks and devices commonly used for business communications, including voice/data/wireless networks. 4.4 Presence Automation Ability to manage own personal presence, including setting aggregate presence state and selection of any preferred telephony device to receive/make all inbound/outbound calls Ability to map user presence to the user s calendar in Microsoft Outlook Automatic adjustment of presence status based on calendar information, communication mode, device type, network connectivity status, location, type of activity, identity of other parties in communication, etc. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 12 OF 21

17 4.4.4 Numbers of modes of status sufficient to support optimal work habits, such as online, offline, do not disturb, on a call/conference, busy, limited availability, out of office Authorized users to visually observe the status of another person on the network Ability to adjust the user name or nickname displayed with the presence indication Presence to be viewed in lists or groups based on user, administrator or software assignments of groups Initiation of any mode of communication from the presence indication, including IM, , calling, conferencing, collaboration, etc Ability to change from one mode to another, as appropriate, during a session Ability to limit the communication modes based on the presence status of the selected user (e.g., call user is not presented, or active, if the user is in do not disturb mode) Group chat functionality whereby users must have the ability to initiate a group chat at any time and to populate the invited members from a predefined or automated group list (from ) or buddy list (from IM). 4.5 Voic and Unified Messaging Out-of-office reply options Auto attendant Message waiting indication Web-based messaging features Integration capabilities with Microsoft Office Outlook Mobility options for devices and message send/listen Message broadcast capabilities Message classification options that protect confidentiality and limit distribution Message storage and archiving capabilities. 4.6 Peer to Peer IP communication DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 13 OF 21

18 4.6.1 Initiate a communication by selecting a user from a variety of sources, including: User s presence indication in buddy list, address, group list, etc Microsoft Active Directory or a personal contact list Communicate to the selected party via a range of methods and media, including: IM (or chat) VoIP call between appropriately equipped endpoints Desktop sharing (or Web sharing) between endpoints Video conversation (video and voice) between appropriately equipped endpoints Combinations of the above communication methods and media, as appropriate. 4.7 Provide conferencing between two to 100 parties with any combination of the following four functional types: Voice communications Video communications Web collaboration via presentation of documents Web collaboration via editing of documents. 4.8 Initiate a conference via a meeting invitation or via ad hoc formation of a conference by calling a person or by adding people to an existing call. 4.9 Invite users to a conference through an invitation that is consistent with an -based calendar, including accepting, rejecting or proposing alternative times for a meeting Integration and Interfaces Ability to call hosts via SOAP, XML, HTTPs and other platforms during the call routing multiple times Should allow for encryption of sensitive data components and voice media streams. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 14 OF 21

19 5. BID CONDITIONS Integrate with existing legacy desktops (Microsoft Windows 7, DELL, and Microsoft Office 2010) Can have desktops and graphical user interfaces defined with multiple display languages Support for server and client side desktop integration Support for Service Oriented Architecture (SOA) integration using web services. 5.1 Performance Service Level Requirements The delivery of services as requested through the new infrastructure must be tested and proven prior to the actual live delivery of services. Any additions, adjustments, modifications etc. with associated costs required to deliver the service must be clearly stated prior to final service delivery Monthly performance and Service Level Agreement (SLA) reviews are compulsory. In the initial stages of the contract, bi-weekly reviews will be necessary and will be expected at no additional cost The service provider is expected to already have all the required alerting, monitoring, management and reporting tools to cater for effective performance measurement and management of the UCC services A service level breach calculation methodology (i.e. service credits) is required that will allow the FSB to cancel the services where a loss of productivity is caused by inadequate provision of services by the service provider Failure to meet the required service levels will result in payment of service credits to the FSB Failure to meet the required service levels over an extended period of time (to be formally agreed on during contract negotiations) will result in termination of the agreement Required availability service levels The FSB expects the following measurable minimum targets for end to end availability. The number in the acceptable downtime column indicates the total allowed downtime from all incidents within coverage hours per calendar month arranged per incident severity level. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 15 OF 21

20 DESCRIPTION A. AVAILABILITY Table 2 Availability (or uptime) is the ratio of time a system or component is functional to the total time it is required or expected to function. This can be expressed as a direct proportion (for example, 9.8/10 or 0.98) or as a percentage (for example, 98%). The FSB also has additional metrics for availability which include time between failures, response times and repair times. UCC Services Uptime Response Time Repair Time of Operating Platform Repair time of hardware 99% uptime per device 15 minutes to respond 2 hour to repair (24 hour clock) 6 hours to repair Per monthly period After service desk alerted After service desk alerted B. RELIABILITY Reliability is the time a system or component is functional between failures. This is usually measured as Mean Time Between Service Incidents (MBTSI), and can be calculated by dividing the availability (up-time) by the number of failures over a given period. The minimum up-time between service incidents over any period of time expected by the FSB is as depicted below: UCC Services / Systems MTBSI 120 hours between failure at least Failure to failure 6. BID EVALUATION Acceptable downtime must be on agreed maintenance window(s) and 3 hours downtime per month The FSB s business hours are from 08:00 to 17:00 Monday to Friday and exclude public holidays. The proposals will be evaluated as follows. 6.1 Evaluation Stage One: Compliance DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 16 OF 21

21 Compliance with administrative requirements stated in the Standard Bidding Documents and the mandatory requirements as listed in paragraph 9 below. In this evaluation stage, all bidders that fail to provide the required information and documentation will be disqualified from further evaluation. 6.2 Evaluation Stage Two: Functionality evaluation criteria In this evaluation stage, bidders are expected to obtain a minimum of 80 out of 100 points available to proceed to the next evaluation stage of the evaluation. Failure to obtain the prescribed 80 points will automatically disqualify the bid offer from proceeding to the next evaluation stage. 6.3 Evaluation Stage Three : Preference Point System The 90/10 preference point system shall be applicable to this phase, where 90 points represent maximum obtainable points for the cheapest price, and 10 points represents the B-BBEE level status. Points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table as listed in the bid documentation. 6.4 Evaluation Stage Four: Site Inspection At the FSB s discretion a site inspection may be conducted at this stage. The FSB will visit the selected service providers premises with the objective of verifying facts of the bidders as contained in their respective bid documents. Should it be discovered during a site inspection that the information submitted by the service provider is inconsistent with what is on their current premises of business, such bidders will be disqualified. 7. EVALUATION CRITERIA The functionality criteria are listed below, and will be rated as follows: Values: 1=Poor, 2=Average, 3=Good, 4=Very Good, 5=Excellent ITEM EVALUATION CRITERIA A. Technical fidelity DESCRIPTION Provide detailed information on how the product features and functions will meet the set requirements under paragraph 4 in section D of these terms of reference. B. Architecture Provide detailed information on the architecture and design of the proposed solution. Table 3 WEIGHT C. Deployment Provide detailed information on the 20 DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 17 OF 21

22 ITEM EVALUATION CRITERIA DESCRIPTION implementation plan including transition and transformation. WEIGHT D. Organizational profile and credentials E. Customer References Provide an organizational profile and a skills matrix of the resources or people which (who) will be working on the solution detailing full names, qualifications and years of experience. Provide customer references including but not limited to, names, industry, years of experience on the solution and contact details not older than 3 years from the closing of this bid. 5 5 TOTAL PREFERENCE POINT SYSTEM The formula below will be used to calculate the preference procurement points for price: Ps = 90 1 Where Pt Pmin Pmin Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid or offer under consideration Pmin = Comparative price of lowest acceptable bid Depending on the bidder s level of broad-based black empowerment contribution, a maximum of 10 points may be allocated to a bidder. The points scored by a bidder for broad-based black economic empowerment contribution will be added to the preference procurement points allocated for price. The table below reflects the number of points to be allocated to a bidder based on broad-based black economic empowerment contribution: BBEE STATUS LEVEL OF THE NUMBER OF POINTS BIDDER 1 10 Table 4 DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 18 OF 21

23 BBEE STATUS LEVEL OF THE NUMBER OF POINTS BIDDER Non-compliant contributor 0 9. ADDITIONAL INFORMATION REQUIRED The following compulsory additional information is required. Failure to supply any of these documents will lead to disqualification of this bid: 9.1 The following compulsory additional information is required. Failure to complete and supply any of these documents will lead to disqualification of this bid: Table 5 Invitation to bid SBD 1 Valid Tax Clearance Certificate Requirements (including a SBD 2 valid tax clearance certificate) Application for Tax Clearance Certificate Pricing Schedule SBD 3.1 Declaration of Interest SBD 4 Preference Points Claim Form for Preferential Procurement SBD 6.1 Regulations 2011 (including a valid B-BBEE Status Level Verification Certificate) Declaration: Abuse of Supply Chain Management Systems SBD 8 Certificate of Independent Bid Determination SBD The following compulsory additional information is also required. FSB Vendor Accreditation Form Declaration and proof that pension or provident fund contributions are not in arrears. 10. PRICING SCHEDULE Bidders are required to provide their prices for all services proposed. Only fixed prices in South African rands will be accepted. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 19 OF 21

24 THE FSB WILL NOT BE COMPELLED TO REPEAT ANY ISSUES ALREADY COVERED TO LATECOMERS, NOR OPEN THE BRIEFING SESSION REGISTER ONCE THE SESSION HAS BEEN COMPLETED. 11. PHYSICAL PRINTED COPIES The FSB requires four (4) printed copies (one (1) original and three (3) copies) of your documents supporting the criteria as stated above and the FSB reserves the right to make further copies as needed for this evaluation. 12. SUBMISSION OF TENDERS 12.1 Complete documents with supporting annexures shall be packaged, sealed, marked and submitted strictly as required in the Tender Notice Bids must be properly packaged and deposited on or before the closing date and before the closing time in the tender box situated at the main entrance of: Financial Services Board Offices Riverwalk Office Park, Block B, 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads), Ashlea Gardens, Extension 6, Menlo Park, Pretoria, 0081 LATE SUBMISSIONS WILL NOT BE ACCEPTED. BIDS SUBMITTED BY MEANS OF , TELEGRAM, TELEX, FACSIMILE, ELECTRONIC OR SIMILAR MEANS SHALL NOT BE CONSIDERED. DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 20 OF 21

25 13. ANNEXURE A: CURRENT FSB COMMUNICATION ENVIRONMENT IP Desk phone 8082 (5 devices) Touch screen SIP NOE (Alcatel-Lucent proprietary SIP) IP Desk phone 8028 (96 devices, including attendant sets) Alcatel-Lucent IP protocol Used for enhanced features like Boss/ Secretary Table 6 Polycom Audio Conference (IP 6000) (7 devices) Generic SIP protocol IP Desk phone 8012 (355 devices) Generic SIP protocol Rightfax (1 device) SIP fax Makes us of an External SIP Gateway configuration on the OXE T38 SIP Fax protocol Makes use of Network routing prefixes towards the fax from the OXE One number per fax user Attendants (4 devices) 4059EE IP PC based soft application For audio it makes use of an IP Desk phone 4028 When the attendant logs off the 4028 becomes a normal IP phone Mitel (70 devices) Generic SIP protocol Mitel 5215 Mitel 5212 Mitel COM 3500 DOCUMENT TITLE BID FSB [UNIFIED COMMUNICATIONS] [9 OCTOBER 2015] DOCUMENT NUMBER PAGE NUMBER PAGE 21 OF 21

26 SBD 2 TAX CLEARANCE CERTIFICATE REQUIREMENTS It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder s tax obligations. 1 In order to meet this requirement bidders are required to complete in full the attached form TCC 001 Application for a Tax Clearance Certificate and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids. 2 SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from the date of approval. 3 The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable. 4 In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate. 5 Copies of the TCC 001 Application for a Tax Clearance Certificate form are available from any SARS branch office nationally or on the website 6 Applications for the Tax Clearance Certificates may also be made via efiling. In order to use this provision, taxpayers will need to register with SARS as efilers through the website Jeyrel:\Mdk416-SBD2 tax clearance

27 TAX CLEARANCE Application for a Tax Clearance Certificate TCC 001 Purpose Select the applicable option Tenders Good standing If Good standing, please state the purpose of this application Particulars of applicant Name/Legal name (Initials & Surname or registered name) Trading name (if applicable) ID/Passport no Income Tax ref no Company/Close Corp. registered no PAYE ref no 7 VAT registration no 4 SDL ref no L Customs code UIF ref no U Telephone no C O D E N U M B E R Fax no C O D E N U M B E R address Physical address Postal address Particulars of representative (Public Officer/Trustee/Partner) Surname First names ID/Passport no Income Tax ref no Telephone no address C O D E N U M B E R Fax no C O D E N U M B E R Physical address Page 1 of 2

28 Particulars of tender (If applicable) Tender number Estimated Tender amount Expected duration of the tender R, year(s) Particulars of the 3 largest contracts previously awarded Date started Date finalised Principal Contact person Telephone number Amount Audit Are you currently aware of any Audit investigation against you/the company? If YES provide details YES NO Appointment of representative/agent (Power of Attorney) I the undersigned confirm that I require a Tax Clearance Certificate in respect of Tenders or Goodstanding. I hereby authorise and instruct SARS the applicable Tax Clearance Certificate on my/our behalf. to apply to and receive from C C Y Y M M D D Name of representative/ agent Signature of representative/agent Date Declaration I declare that the information furnished in this application as well as any supporting documents is true and correct in every respect. C C Y Y M M D D Signature of applicant/public Officer Name of applicant/ Public Officer Date Notes: 1. It is a serious offence to make a false declaration. 2. Section 75 of the Income Tax Act, 1962, states: Any person who (a) (b) fails or neglects to furnish, file or submit any return or document as and when required by or under this Act; or without just cause shown by him, refuses or neglects to- (i) furnish, produce or make available any information, documents or things; (ii) reply to or answer truly and fully, any questions put to him... As and when required in terms of this Act... shall be guilty of an offence SARS will, under no circumstances, issue a Tax Clearance Certificate unless this form is completed in full. 4. Your Tax Clearance Certificate will only be issued on presentation of your South African Identity Document or Passport (Foreigners only) as applicable. Page 2 of 2

29 SBD 3.1 PRICING SCHEDULE FIRM PRICES (PURCHASES) NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT Name of bidder Bid number: FSB2015/035 Closing Time 11:00 Closing date: 10 November 2015 OFFER TO BE VALID FOR DAYS FROM THE CLOSING DATE OF BID. ITEM QUANTITY DESCRIPTION BID PRICE IN RSA CURRENCY NO. ** (ALL APPLICABLE TAXES INCLUDED) - Bid Price in RSA Currency:. **(All Applicable Taxes Included) - Required by:. - At:. - Brand and model. - Country of origin. - Does the offer comply with the specification(s)? *YES/NO - If not to specification, indicate deviation(s). - Period required for delivery. *Delivery: Firm/not firm - Delivery basis Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination. ** all applicable taxes includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies. *Delete if not applicable

30 SBD 4 DECLARATION OF INTEREST 1. Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where- - the bidder is employed by the state; and/or - the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid. 2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. 2.1 Full Name of bidder or his or her representative:. 2.2 Identity Number: 2.3 Position occupied in the Company (director, trustee, shareholder²): Company Registration Number: Tax Reference Number:. 2.6 VAT Registration Number: The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below. ¹ State means (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. ² Shareholder means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise. [SBD4] Page 1 of 4

31 2.7 Are you or any person connected with the bidder YES / NO presently employed by the state? If so, furnish the following particulars: Name of person / director / trustee / shareholder/ member: Name of state institution at which you or the person connected to the bidder is employed : Position occupied in the state institution:... Any other particulars: If you are presently employed by the state, did you obtain YES / NO the appropriate authority to undertake remunerative work outside employment in the public sector? If yes, did you attached proof of such authority to the bid YES / NO document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid If no, furnish reasons for non-submission of such proof: Did you or your spouse, or any of the company s directors / YES / NO trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months? If so, furnish particulars: Do you, or any person connected with the bidder, have YES / NO any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid? 2.9.1If so, furnish particulars [SBD4] Page 2 of 4

32 2.10 Are you, or any person connected with the bidder, YES/NO aware of any relationship (family, friend, other) between any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid? If so, furnish particulars Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies whether or not they are bidding for this contract? If so, furnish particulars:... 3 Full details of directors / trustees / members / shareholders. Full Name Identity Number Personal Tax Reference Number State Employee Number / Persal Number [SBD4] Page 3 of 4

33 4 DECLARATION I, THE UNDERSIGNED (NAME) CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE... Signature. Position.. Date Name of bidder May 2011 [SBD4] Page 4 of 4

34 SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011 This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bids: - the 80/20 system for requirements with a Rand value of up to R (all applicable taxes included); and - the 90/10 system for requirements with a Rand value above R (all applicable taxes included). 1.2 The value of this bid is estimated to exceed/not exceed R (all applicable taxes included) and therefore the system shall be applicable. 1.3 Preference points for this bid shall be awarded for: (a) (b) Price; and B-BBEE Status Level of Contribution The maximum points for this bid are allocated as follows: POINTS PRICE B-BBEE STATUS LEVEL OF CONTRIBUTION... Total points for Price and B-BBEE must not exceed Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser. 2. DEFINITIONS 2..1 all applicable taxes includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies; 2.2 B-BBEE means broad-based black economic empowerment as defined in section 1 of the Broad -Based Black Economic Empowerment Act;

35 2.3 B-BBEE status level of contributor means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act; 2.4 bid means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals; 2.5 Broad-Based Black Economic Empowerment Act means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003); 2.6 comparative price means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration; 2.7 consortium or joint venture means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract; 2.8 contract Error! Bookmark not defined. means the agreement that results from the acceptance of a bid by an organ of state; 2.9 EME means any enterprise with an annual total revenue of R5 million or less Firm price means 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 the 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; 2.11 functionality means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder; 2.12 non-firm prices means all prices other than firm prices; 2.13 person includes a juristic person; 2.14 rand value means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties; 2.15 sub-contract means the primary contractor s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract; 2.16 total revenue bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007; 2.17 trust means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; and 2.18 trustee means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person. FSB2015/035 [SBD 6.1] Page 2 of 6