Request for Proposal (RFP) The Management of CSIR Records. RFP Number: 336/30/05/ Rev

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1 Request for Proposal (RFP) The Management of CSIR Records RFP Number: 336/30/05/ Rev Date of Issue 11 May 2014 Compulsory Briefing Session Closing Date and Time Place 15 May 2014 at Building 22 Central Station at 2-4 pm 30 May 2014 at 12:00 (Noon) Tender box, CSIR Main Reception, Gate 3 ( North Gate) Enquiries Strategic Procurement Unit Page 1 of 6

2 Introduction The following sections highlight the amendments made during the compulsory briefing session held on Thursday, 15 May The amendments are according to the original sections of the RFP document for ease of reference. The sections, where only the headings are listed, means no amendments were made to those sections of the RFP. RFP Overview and Background Records Management The required task The CSIR requires the services of independent consultants to provide: expert advice regarding the development and design of an efficient system of documents and records management; recommendations on the implementation of any resultant system design within the CSIR; project management expertise to manage the development, design and implementation of the system. The term system above is not limited to physical systems, IT hardware and software, but must include the associated business processes, procedures, roles and responsibilities etc. The CSIR further requires that the design and implementation cater for both electronic and physical records and be in line with international best practice and standards, applicable legislation, as well as good corporate governance. Section 1 Covers the general terms and conditions applicable to RFP s as laid down by the CSIR. Section 2 Covers the scope and requirements for this RFP. Page 2 of 6

3 SECTION 1: GENERAL TERMS AND CONDITIONS 1. Proprietary Information 2. Disclaimers 3. Cost of Proposal 4. Verification of Documents 5. Changes to the RFP 6. Evaluation Process and Criteria 6.1 Evaluation of Proposals The 80/20 preference point system will be used where 80 points will be dedicated to price and 20 points to B-BBEE status. If all tenders received are more than R1m, the proposal will be cancelled and re-issued. 6.2 Exclusion Criteria 6.3 Elimination Criteria 6.4 The functionality evaluation criteria will be based on the following: Criteria Expertise of individuals that will be assigned to this engagement (include comprehensive CV s and proof of qualifications and certifications). Experience and track record of your organisation in performing similar engagements (include list of such engagements and contactable references). Include BRIEF description of previous work done, what the problem was and the approach taken at arriving at the solution. Methodology with which you propose to conduct the engagement (e.g. phases of work, structure of engagement team etc.) Understanding of problem and viability of solution proposal. (Service providers interpretation of the problem statement and the relevance of the proposed solution) Weight Page 3 of 6

4 7. Venue for Proposal Submission 8. Briefing Session Details 8.1 Provisional Agenda for the Briefing Session 8.2 Venue Details 9. Tender Programme The tender program, as currently envisaged, incorporates the following key dates: Issue of tender documents: 11 May 2014 Compulsory Site Visit: 15 May 2014 Closing date: 30 May 2014 Tender evaluation: 30 May 2014 Appointment of successful tenderer: 1 June Submission of Proposals 11. Deadline for Submission 12. Medium of Communication 13. Correctness of responses 14. Offers are binding 15. Responsibility to execute, and failure to comply 16. Verification of Documents 17. Sub-Contracting 18. Other terms and conditions 19. CSIR Reserves the right to: 20. Disclaimers Page 4 of 6

5 SECTION 2: SCOPE OF SERVICES AND REQUIREMENTS Background CSIR employs people and has 10 operating units. The CSIR s main site is in Pretoria while it is represented in other provinces of South Africa with offices in Johannesburg, Durban, Port Elizabeth, Stellenbosch and Rosebank in the Western Cape. Records Management The CSIR has a Records Management system currently in place that adheres to the requirements of the National Archives. In terms of shelving of physical documents and records, this system consists of 10km of shelving at the CSIR s Head Office. Offices in other regions have additional physical documents and records. With regard to electronic documents, the CSIR makes use of organisation wide systems, such as ERP systems, as well as systems within each business unit. The CSIR s Records Management system, however, needs to be modified and/or replaced, as necessary, in order to meet with the future demands of the CSIR. Goal The overall goal of this engagement is to manage the implementation of records management for the CSIR. Objectives The successful supplier will, through the provision of expert independent consulting advice and project management expertise, guide the organisation in successfully implementing records management at the CSIR. The methodology of management should conform to or be developed from one or more of the professional organisations that have promulgated industry standards and guidelines for the management of information, documents and records management. Finally, the methodology should provide an analysis of risk areas. The successful supplier shall not be allowed to provide any technology tools to the CSIR that may be recommended as a result of this RFP or have any financial or operational ties to any potential vendors. The primary objective of the RFP is to identify a service provider that can provide: expert independent consulting advice regarding the development and design of an efficient system of documents and records management for electronic and physical documents and records; recommendations on the implementation of any resultant system design within the CSIR; project management expertise to manage the development, design and implementation of the system. Page 5 of 6

6 The services above must be provided in line with international best practice and standards, applicable legislation, as well as good corporate governance. The following list of deliverables for the engagement is provided only as a guide respondents are free to propose alternate deliverables as they see fit: Formal Records and Document Management System and recommendations for implementation (including system design description, assumptions, requirements, critical success factors, etc.) Quarterly status reports are compulsory deliverables. The CSIR anticipates that the process of development and design, and subsequent implementation of the design will be completed within 2.5 years of starting. Implementation Management Qualifications The CSIR reserves the right to investigate the qualifications, expertise, experience and accomplishments of all suppliers under consideration. The CSIR may require additional evidence of technical capabilities and other representations made in conjunction with responses to the RFP. This additional evidence may include, but is not limited to, references from supplier s clients who received similar services. Conflict of Interest Declaration of Interest Page 6 of 6

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