APPOINTMENT OF A SERVICE PROVIDER TO SUPPLY AND INSTALL A

Transcription

1 TERMS OF REFERENCE APPOINTMENT OF A SERVICE PROVIDER TO SUPPLY AND INSTALL A BIOMETRIC ACCESS CONTROL AND CCTV MONITORING SYSTEM IN FOUR (4) SALGA PROVINCIAL OFFICES SALGA Natio Bloc Menlyn Corporate P 175 Corobay A Cnr Garsfontein Waterkloof Glen X Pretoria 0 Tel: Fax: Eastern Ca 1 st Floor, 3 Berea Terr Berea, East London 5 Tel: Fax: BID: SALGA/07/2014 COMPULSORY BRIEFING: 09 SEPTEMBER 2014 BRIEFING TIME : 11H00 CLOSING DATE: 26 SEPTEMBER 2014 CLOSING TIME : 11H00AM TENDERS CAN BE DEPOSITED IN THE TENDER BOX AT THE RECEPTION AT: SALGA NATIONAL OFFICE BLOCK B MENLYN CORPORATE PARK C/O GARSFONTEIN AND COROBAY AVENUE WATERKLOOF GLEN Free St Cnr Nelson Mandela & Burge Bloemfontein 9 Tel: Fax: Gaute 3 rd Floor Braamp Forum 2, 33 Hoofd Braamfontein 2 Tel: Fax: KwaZulu-Na 202 Transnet Build 3 rd Floor, Smith Durban 4 Tel: Fax: Limpo 127 Marsha Polokwane 0 Tel: Fax: Mpumalan SALGA Ho 11 Van Rensburg Nelspruit 1 Tel: Fax: North W Jade Square, Suite Cnr O R Tamb Margaretha Prinsloo Klerksdorp 2 Tel: Fax: Northern Ca Crescent Ho 1 & 2 D Arcy Kimberley 8 Tel: Fax: Page 1 of 9 Western Ca 7 th F Eleven Adde 11 Adderley Cape Town 8 Tel: Fax:

2 1. Background The South African Local Government Association (SALGA) occupies 10 buildings as follows: OFFICE PHYSICAL ADDRESS 1. National Office Menlyn Corporate Park Block B 175 Corobay Avenue (Cnr Garsfontein/Corobay Avenue) Waterkloof Glen Ext 11 Pretoria 2. Eastern Cape 1 st Floor 3 Berea Terrace East London 3. Free State Mc Gregor Street East End Bloemfontein 4. Gauteng 3 rd Floor Braam-Park Forum 2, 33 Hoofd Street Braamfontein 5. Limpopo 127 Marshall Street Polokwane 6. Mpumalanga Offices SALGA House 11 Van Rensburg Street Nelspruit 7. North West Jade Square, Suite 400 Cnr OR Tambo / Margaretha Prinsloo Street Klerksdorp 8. Northern Cape 1 st & 2 nd floors Block 2 Montrio Corporate Park 10 Oliver Rd Monument Heights Kimberley 9. Western Cape 7 th Floor SALGA House 44 Strand Street Cape Town 10. Kwa-Zulu Natal 4 th Floor Clifton Place 19 Hurst Grove Musgrave Durban Page 2 of 9

3 An access control system consisting of biometric readers with magnetic locks as well as CCTV cameras have been installed at the National Office in Pretoria as well as at the Nelspruit, Free State, Limpopo, Northern Cape and KZN Offices according to the specifications as indicated below. The systems at the Provincial Offices are integrated with the National Office and system information is accessible from the National Office. SALGA plans to extend this system to the remaining 4 Provincial Office thus incorporating all the offices as listed above. Phase 1 Phase 1 consisted of the upgrade of the existing system at the SALGA National Office as well as the SALGA Mpumalanga Offices. It also included the installation and integration of a new system at the SALGA Free State, Limpopo, KZN, and Northern Cape Offices. IMPORTANT NOTE: The phase 1 details are mentioned only to give Service Providers a holistic view of the total system. Phase 2 Phase 2 consists of the installation and integration to the following remaining 4 Provincial Offices: Gauteng, Eastern Cape, Western Cape and North West Offices. IMPORTANT NOTE: The tenders for phase 2 are now open. Suppliers are to tender for phase 2 only. 2. Requirements The intention is to have an integrated access control system for all the offices compliant to the specifications as indicated below. Information such as time and attendance reports as well as video footage must be accessible from the National Office. Information is to be stored in an appropriate repository for a minimum of 6 months. Due to the current bandwidth available between the SALGA National Office and the various Provincial Offices live video streaming may not be possible in all cases. In such cases after hours streaming must be possible. The proposed system is to be fully compatible in all aspects to the existing system installed at the offices as indicated above. Some form of stand alone access control has been installed at some of the remaining 4 Provincial Offices. As some of these systems have been installed some time ago, the technical details are not readily available. Suppliers (or a supplier as designated by the suppliers to be tendering) are therefore required to do an evaluation of the existing systems on site. Existing equipment (if any) at the offices mentioned for phase 2 must be evaluated and suppliers must allow for the incorporation of the existing equipment in their quotations as far as practically possible and must provide the details of this this allowance in their quotations. Page 3 of 9

4 It is a requirement that the successful service provider is positioned to provide a service at all the SALGA offices nationally. Should the successful supplier choose to subcontract all or any of the services, the successful tenderer will be held responsible in terms of delivery, installation and maintenance of the equipment. SALGA will not deal with or make any payments to sub-contractors or any third parties. 3 Briefing session In order to evaluate the existing system at the SALGA National Office, a compulsory briefing session will be held as follows: Date: 09 September 2014 Time: 11h00am Venue: SALGA Offices, Menlyn Corporate Park, Block B, 1 st Floor, 175 Corobay Avenue, Waterkloof Glen Ext 11 4 Site inspections It is important to note that site inspections and evaluation of the existing systems (where applicable) are compulsory and written confirmation from the Manager: Finance and Administration at each SALGA office must be submitted together with the quotation. Should the Tenderer not be in a position to do the site inspections, sub contractors may be used at the Tenderer s discretion. However the Tenderer must accept full responsibility for any information provided by the sub contractor. SALGA will not deal with any sub contractors. For site inspections please liaise with the following contact persons: OFFICE CONTACT PERSON TELEPHONE GAUTENG Mr. Matthews Moloele EASTERN CAPE Ms Kathy Shelver WESTERN CAPE Ms Theresa Adendorff NORTH WEST Ms Hilda Phiri System Specifications 5.1 Door Controllers The access control system will consist of multiple door controllers that can control up to 16 doors. Each controller should have five relay outputs and eight inputs. They are to be connected to other controllers via a protected RS-485 network. These controllers will have an RS485 reader network that can also connect to up to sixteen slave devices including remote I/O boards. Each controller will have a 12Vdc 2.6A power supply with a battery back-up of 7Ah mounted in a metal case with a lockable door. The power supplied by the controller will be dependent on the length of cable used and the number of readers being supplied with power. Page 4 of 9

5 External power supplies should be used where applicable. The multi door controller will communicate with other controllers via a multi-drop RS-485 communications network. Each controller on this network will require a unique address for communication and identification. The address of each controller will be set using a rotary dipswitch on the controller board. These controllers will function in an offline mode. The controllers will store at least 6000 transactions expandable to There must be a minimum of 256 event and response combinations per controller. The controller will accommodate TCP/IP communications and allow for Network-capable programming. The controller must facilitate Biometrics integration The proximity reader will connect using RS-485.It will be able to read various transporter cards at the industry standard frequency of 12SkHZ including Hitag I, Hitag 2 and EM41 02 card technologies. It will include a tri-colour LED for indication of the scanner status and Piezo buzzer sound to indicate a successful card read. Different buzzer sounds will indicate when access is allowed or denied at the reader. This reader will also have a weather resistant, splash proof housing. It will use a rotary coded address switch for easy addressing. It will use configurable bit masking for limiting card number length to or 32 bits Where Biometric finger print readers are used they shall have: - A high quality optical scanner to capture fingerprints, - A multi-colour LED(8 colours), - A multi-toned buzzer. The Biometric terminal shall have the following interfaces: - Multi-pleaxed Wiehand / Dataclock/RS485 output, - Two LED inputs to improve integration in an access control system, - A relay to directly command an access, - A tamper switch, - An Ethernet interface (LAN 10/100 Mbps) allowing remote management through TCP and sending control result through UDP, - A USB Host port dedicated to local configuration. The Reader will function according to biometric recognition modes: 1:n(many) identification and 1:1 authentication. It will be able to store at least 500 users (2 templates per user) in its local database. Outdoor units should have weatherproof enclosures and not be exposed to direct sunlight. Magnetic locks to the main door as well as to the server room must have a key controlled over ride switch. All magnetic locks must have an emergency over ride switch to allow exit from the building in case of emergency. Page 5 of 9

6 Each regional office shall be able to communicate with SALGA National Office Access control system via TCP/IP. 5.2 CCTV The digital Video Recorder shall be PC based and with the following minimum specifications: P4 Motherboard, 2.5 GHz Duo Core CPU,1Gb DDR2 RAM,1 TB HDD, DVD-RW,256 MB on board graphics, Windows XP, mouse and keyboard in 19 rack mounting casing including remote software (400 F/P/S). Allowance should be made for at least 6 Gig memory as well as 1 Terra byte hard disk capacity. Each unit shall be able to communicate remotely with the SALGA National Office digital video recorders via TCP/IP using the VDR-C client software. The CCDTV cameras should meet or exceed the following specifications: 1/3 Sony Super HAD CCD or compatible equivalent Scanning system 2:1 Interface Sync. System Internal Horizontal Resolution 520 TV lines Total Pixel(PAL) 752(H) *582 (V) Video output Level 1.0 Vp p (75Ohm Negative) S/N Ratio More than 45dB (AGC OFF) Lens DC Auto Iris mm DD lens Min. Illumination 0.1 Lux AGC On/Off Electronic Shutter Speed(PAL)1/50~1/100,000 Sec Power DC12V Operating Temp -1 C C 6. Bill of quantities and pricing It is the Tenderer s responsibility to do or have a site inspection done at each site and to establish a bill of quantities of all the items required. Quotes should be specified and prices detailed per item. SALGA reserves the right to increase or decrease the quantity of some of the items e.g. the number of cameras, readers etc. 7. Maintenance Allowance should be made for support and maintenance of the equipment for a period of 36 months from the date of handing over and Page 6 of 9

7 sign off of the installation. The successful supplier may therefore be expected to enter into a Service Level Agreement (SLA) for the maintenance of the system for a period of 36 months for the offices indicated. The new equipment should carry a 12 month guarantee and the Service Level Agreement should take this into consideration. The Service Level Agreement must allow for all material, labour, travel and any other envisaged expenditure as no additional fees will be paid outside what was allowed for in the Service Level Agreement. A response time of 5 hours is required to attend to emergency maintenance i.e. doors not opening, camera malfunction or non recording of data. All other routine maintenance requires a response by not later than the first working day after receiving notification of the required maintenance. The successful supplier shall therefore ideally be positioned or make the necessary arrangements to service SALGA Nationally. A penalty system for non-compliance to the agreed maintenance criteria will form part of the Service level Agreement. Should the successful supplier choose to sub-contract all or any of the services, the successful supplier will be held responsible for the installation and maintenance as SALGA will not engage with or make any payments to suppliers, sub-contractors or any other 3 rd parties. Non performance of any third parties / sub-contractors will not be accepted as the successful Tenderer will be held responsible. Should the appointed Service Provider for phase 1 also be successful for phase 2, the complete system for all 10 offices will be incorporated into 1 Service Level Agreement. However should the successful Service Provider for phase 2 not be the same one to which phase 1 has been allocated, each Service Provider will have his/her own Service Level Agreement for the applicable phase. 8. Enquiries For further information please contact the following SALGA staff members: 1. IT/Technical enquiries: Mr. Pieter Van den Berg [email protected] 2. Supply Chain enquiries: Mr Vincent Madisha [email protected] 9. Evaluation Phase 1 The following evaluation method will be used: After the closing date of the bid invitation, an appointed evaluation committee of staff officials of SALGA and possibly other external parties will evaluate the proposals of the bidders. Page 7 of 9

8 The committee will individually evaluate each of the bid proposals received against the appointed criteria as provided for in the Preferential Procurement Policy Framework Act of 2005 (As amended to BBBEE). All proposals submitted will be evaluated on three categories: (i) Functionality (technical content) (ii) Price (iii) B-BBEE status level of contribution Bids are evaluated in accordance with the preferential procurement Policy Framework Act (PPPFA), using the 80/20 split. Firstly, the assessment of functionality must be done in terms of the evaluation criteria and the minimum threshold value of 60 points. A bid will be disqualified if it fails to meet the minimum threshold value for functionality as per the bid invitation. Thereafter, only the qualifying bids are evaluated in terms of the 80/20 preference points systems, 80 points will be used for price only and the 20 points are used for B-BBEE Status Level of Contribution. The Point s breakdown is as indicated below: For functionality, the following criteria will be applicable and the maximum value of each criterion is indicated as below: CRITERIA FOR FUNCTIONALITY WEIGHT Approach and Methodology 30 Previous experience 20 Qualifications 20 Expertise and experience of staff 30 Total for functionality 100 Bidders who score 60 (average) points and above will be considered in phase 2 of the evaluation. Phase 2 Price will be converted to 80 using the formula prescribed in the 80/20 points system. The remaining 20 points will be allocated in terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below: Page 8 of 9

9 B-BBEE Status Level of Contributor Number of points (90/10 system) Non-compliant contributor 0 0 Summary of the evaluation process: Number of points (80/20 system) CRITERIA WEIGHT Price 80 B-BBEE status level of contribution 20 TOTAL GENERAL CONDITIONS The following should be noted by interested parties: Intellectual property and ownership of all materials and products developed in the execution of the contract will be vested in SALGA and any and all service providers will sign those rights to SALGA. Materials and products may not be made available to any unauthorised person or institution or sold for profit without prior written consent from SALGA. On completion or termination of the agreement, all materials and products must be handed over to SALGA. No information concerning the tender or award of the tender may be made available by the Bidder to other parties without prior consultation and written approval from SALGA. SALGA reserves right to make an appointment Page 9 of 9