REQUEST FOR PROPOSAL (RFP) for PROJECT MANAGEMENT SERVICE FOR ICT NETWORK IMPLEMENTATION Date of issue 13 June 2016 Closing date and time 4 July 2016 at 12h00 (Proposals submitted after this time will be rejected) Tender box location Procurement Services Department Services and Facilities Building, West Campus RFP v1 Page 1 2012/09/05
Table of Contents 1. INTRODUCTION... 3 1.1. OVERVIEW OF THE UNIVERSITY AND THE PROJECT... 3 1.2. PURPOSE AND BACKGROUND... 3 1.3. SCOPE... 4 1.4. MANAGEMENT OF THE CONSULTANT... 5 1.5. DURATION OF PROJECT... 5 1.6. DEFINITIONS... 6 2. GENERAL INFORMATION FOR PROPOSERS... 6 2.1. RFP COORDINATOR... 6 2.2. EXPECTED SCHEDULE OF PROCUREMENT ACTIVITIES... 7 2.3. COMPULSORY CLARIFICATION MEETING... 7 3. SUBMISSION OF PROPOSALS... 7 3.1. PROPOSAL COPIES... 7 3.2. REVISIONS TO THE RFP... 7 3.3. RESPONSIVENESS... 8 3.4. MOST FAVOURABLE TERMS... 8 3.5. CONTRACT TERMS... 8 4. PROPOSAL CONDITIONS AND INSTRUCTIONS... 8 4.1. PROPOSAL CONDITIONS... 8 4.2. PROPOSAL CONTENTS... 10 4.3. LETTER OF SUBMISSION AND RETURNABLE DOCUMENTS (MANDATORY)... 11 4.4. ELIGIBILITY CRITERIA... 11 4.5. FUNCTIONALITY CRITERIA (SCORED)... 11 4.6. COST PROPOSAL (SCORED)... 12 4.7. PROPOSER INSURANCES (MANDATORY)... 13 4.8. PROPOSER UNDERTAKINGS... 13 5. EVALUATION AND CONTRACT AWARD... 14 5.1. EVALUATION PROCEDURE... 14 5.2. NOTIFICATION TO PROPOSERS... 14 ANNEXURE A : Proposed contract 1. RFP v1 Page 2 2012/09/05
1. INTRODUCTION 1.1. Overview of the University and the Project The University of the Witwatersrand, Johannesburg is a leading university in Africa, as reflected by its international standing and the quality of its graduates, many of whom have played a major role in founding industries in South Africa, including sectors such as mining, financial services and information technology. The University prepares students for managerial, professional and leadership positions in the public, private and nongovernmental sectors. The University has over 30000 students and approximately 4000 staff and is one of the leading higher education institutions in Africa. The University s graduates occupy many senior positions in government and industry, and have thus made a considerable contribution to the economy. The University has countless opportunities for students and staff to engage with and present solutions that will contribute to our country's knowledge-base and build our future. With its more than 130,000 graduates in its 90-year history, the University has made and will continue to make its mark nationally and internationally. The University is strategically located in Johannesburg, a world class city, and has vast campuses that are spread over 400 hectares in Braamfontein and Parktown. This project is a replacement of the network with support and maintenance, and monitoring for a 5 year period post implementation (configuration, installation, deployment, knowledge and skills transfer). Implementation timeframe is estimated at 18 months. The Project Management service is required pre and post the implementation timeframe. The network includes the following components: Network devices including the wifi infrastructure Internet Services & Security including firewalls Network access control (NAC) Wiring (within buildings, inter buildings and intercampus), where required Intelligent back up power for each network stack A second Internet breakout point with routing failover The project is a large and complex ICT Network project with a value in excess of R300 million. 1.2. Purpose and background The University invites Proposals for expert project management services for the implementation of an ICT Network and ICT Security infrastructure replacement project encompassing the University s multiple campuses and buildings. The University intends to award one contract to a suitable provider (hereafter referred to as the Consultant) to provide the services described in this RFP. RFP (v1) Page 3 2012/12/05
A project management service is required to ensure the successful implementation of the University s Network & Security Infrastructure Project that delivers the following: Project management to deliver the project end to end Project administration 1.3. Scope The Consultant appointed for this project management service will be required to deliver the project on time, fit for purpose and within the project s budget. The service will include at minimum the following: 1.3.1. The project manager will work with the Supplier and the various teams within the University 1.3.2. The project manager and admin function will be located on-site at the CNS offices in Senate House. 1.3.3. Manage the project using well-known project methodologies, for example PRINCE2 1.3.4. Liaise with the Supplier s assigned project manager on an ongoing basis for the duration of the project 1.3.5. Liaise with the relevant University departments for electrical, minor civil works, air conditioning, access control and other site preparation requirements 1.3.6. Liaise with the University s technical teams, the University s technical management, senior management and executive management 1.3.7. Manage change as per the project plan using the University s ITIL change management process 1.3.8. Manage communication and stakeholder expectation. This includes communication with: the University and Supplier project team External stakeholders (staff & students) Senior and Executive management and various committees 1.3.9. Manage user acceptance testing processes to facilitate sign off in order to meet all deadlines and milestones 1.3.10. Action payments based on payment milestones that are linked to the deliverables as per the payment schedule 1.3.11. Manage timelines to ensure the delivery of the project within the estimated timeframe of 18 months 1.3.12. Manage all meetings and workshops either directly or indirectly to ensure relevant stakeholder and resource attendance Page 4
1.3.13. Manage all high level planning of meetings and workshops to ensure successful outcomes 1.3.14. Ensure minutes of all meetings and workshops are recorded and distributed with clear action lists with responsibilities and timelines 1.3.15. Provide regular project reports for senior and executive management that include but not limited to Financial reports Progress and Project status reports Risk reports Variance reports Change reports Impact reports 1.3.16. Manage all project documentation, including technical and administrative documents 1.3.17. Identify tasks that will be the responsibility of the University, integrate these tasks into a consolidated project plan with the agreement of the supplier s project manager 1.3.18. Manage budget for the project that includes reporting 1.3.19. Project administration of afterhours time sheets, travel claims and/or requirements, refreshments and/or meals for workshops, meetings etc. as per the University s policies 1.3.20. Manage the space requirements of the supplier, including the setup of the work area/s and storage including monthly rental and services recoveries 1.3.21. A fulltime project management service is required for the duration of the project which is estimated to be about 18 months. It is expected that the project management service includes a minimum of a primary project manager and a primary project administrator with backup resources for each of these roles. 1.4. Management of the Consultant The Consultant will report to the Director: Computer and Network Services. The Consultant must give feedback on a weekly basis to the Director: Computer and Network Services on the execution of its obligations under the Contract. 1.5. Duration of Project This implementation project timeline is estimated at 18 months. The project management service is required before and during this implementation period. Amendments extending the duration of the Project, if any, will be at the sole discretion of the University. Page 5
1.6. Definitions Consultant an individual or company whose proposal has been accepted by the University and is awarded a contract to carry out the Project. Project the Consultant s responsibilities and report/s as more fully described in this document. Proposal a formal offer submitted in response to this RFP. Proposer an Individual or company who submits a proposal in response to an RFP. Request for Proposal (RFP) this formal procurement document in which the service and needs are identified but no specific method to achieve it has been chosen. The purpose of this RFP is to permit the consulting community to suggest various approaches to meet the requirements and needs at a given price. University The University of the Witwatersrand, Johannesburg 2. GENERAL INFORMATION FOR PROPOSERS 2.1. RFP Coordinator The RFP Coordinator is the sole point of contact in the University for this Procurement. All communication between the Proposer and the University upon release of this RFP will be with the RFP Coordinator, as follows: Name E-Mail Address Physical Address for Delivery Cornelia Laubscher cornelia.laubscher@wits.ac.za Procurement Offices Facilities and Services Building West Campus The University of the Witwatersrand, Johannesburg 1 Jan Smuts Ave Braamfontein Johannesburg (refer map at: https://www.wits.ac.za/maps/braamfontein-campus-west/) Phone Number 011 717 1514 Page 6
2.2. Expected schedule of procurement activities Date Time Issue Request for Proposal 13/06/2016 9:00 Compulsory clarification meeting 20/06/2016 14:00 Respondents notice of intent to respond & make an offer (confirmation email to RFP Coordinator) 24/06/2016 12:00 Proposals due no later than (closing date) 04/07/2016 12:00 Shortlisted proposal presentations 19/07/2016 tba Notify successful and unsuccessful Proposers of outcome 01/08/2016 The above dates are fixed, unless the University, which reserves its right to do so, alters any of these dates at any time as it deems necessary. 2.3. Compulsory clarification meeting A compulsory clarification meeting will be held at 14h00 on 20/06/2016 at the Procurement Offices of the University, Facilities & Services Building, West Campus, use entrance on Enoch Sontonga road. You must attend if you wish the University to consider your proposal. Questions arising at the clarification session or in subsequent communication with the RFP Coordinator will be documented and answered in written form. A copy of the questions and answers will be sent to each Proposer who has attended the clarification meeting. 3. SUBMISSION OF PROPOSALS 3.1. Proposal copies The Proposer must submit 2 original printed copies of their RFP offer together with an electronic copy on CD or DVD to the named RFP Coordinator at the address specified in 2.1. The envelope should be clearly marked for the attention of the RFP Coordinator. The printed copies and the electronic copy must contain exactly the same information. Late proposals will not be accepted. 3.2. Revisions to the RFP If it is necessary to revise any part of this RFP, addenda will be provided via e-mail to all parties who have made the RFP Coordinator aware of their interest. Page 7
Any addenda will be issued to and RFPs will be received only from those proposing entities appearing on the attendance list at the compulsory clarification meeting. The University reserves the right to withdraw, defer, suspend or reissue the RFP in whole or in part, prior to execution of a contract. 3.3. Responsiveness All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Proposer is specifically notified that failure to comply with any requirement of this RFP may result in rejection of the proposal. The University also reserves the right at its sole discretion to waive minor administrative irregularities. 3.4. Most favourable terms The University reserves the right to make an award without further discussion of the proposal submitted and/or to contact a Proposer for clarification of its proposal. 3.5. Contract terms The successful Proposer will conclude a contract substantially in the form of the agreement attached as Annexure A. The University is willing to consider minor changes to the contract only. Proposers must indicate in writing when submitting their proposal what changes, if any, they wish the University to consider, giving reasons therefor. 4. PROPOSAL CONDITIONS AND INSTRUCTIONS 4.1. Proposal conditions 4.1.1. Proposers are expected to examine thoroughly the specifications and instructions in this RFP. Should any part or parts of the RFP require further explanation, be ambiguous or contradictory, elucidation is to be obtained from the RFP Coordinator named above prior to submission of your proposal. The University will respond to requests for clarification received up to 3 working days before the RFP closing time. Queries should be by email only to the RFP Coordinator named above. Additional information supplied to any Proposer may be provided to other Proposers via e-mail. 4.1.2. All returnable documents, certificates and schedules must be current and valid and returned with the Proposer s RFP submission. Proposers will be disqualified on the basis of non-compliance, at the University discretion, if this condition is not met. 4.1.3. An officer or director of the Proposer who is legally authorised by the Proposer to enter into a binding agreement must sign the proposal. A list of the person(s) authorised to negotiate on the Proposer s behalf must be submitted along with the proposal. Page 8
4.1.4. The information called for in this RFP and in its attachments must be completed. Failure to do so may result in the Proposer s offer being rejected. 4.1.5. All applicable items in this RFP should be addressed. The University reserves the right to reject incomplete proposals and those received after the closing date. 4.1.6. The University reserves the right to request further information should the tender offer yield insufficient detail and Proposer differentiation. 4.1.7. The University reserves the right to appoint more than one supplier, to cancel this RFP at any time, not to accept any proposals, and to contact any Proposer during the evaluation period to clarify information, without informing any other Proposer. 4.1.8. No alterations will be allowed once a proposal has been submitted. An item against which no rate or price is entered by the Proposer may invalidate the proposal. 4.1.9. A proposal may be rejected if: 4.1.9.1. it is received after the closing due date and time, 4.1.9.2. it contains any erasure, alteration, text addition or irregularity other than that requested, 4.1.9.3. it is considered unbalanced, or does not include the required information necessary for proper comparison and evaluation, 4.1.9.4. it does not follow the required sequence in the list described in 4.2 below, 4.1.9.5. it is not submitted on the forms provided or forms are not completed, 4.1.9.6. it is delivered to individuals other than the University Procurement Services personnel at the above address, 4.1.9.7. it is not submitted in print duplicate and does not include a softcopy, or 4.1.9.8. the University reasonably deems it fit to do so for any other cause. 4.1.10. The proposal validity period is from the above specified closing time for 3 months, and 1 year in respect of Proposer s pricing. 4.1.11. Proposers will be required to make a presentation to a proposal evaluation / management panel, at the time and venue specified above. Page 9
4.1.12. All costs of any nature whatsoever related to the preparation and submission of this proposal, including but not limited to the presentation referred to in 4.1.11 for the account of the Proposer. 4.1.13. The University reserves the right not to proceed with this matter at any time, and is not liable for any costs or other expenses incurred by Proposers as a result thereof. 4.1.14. The acceptance of any proposal is at the sole discretion of the University, and the University will not necessarily accept the lowest and/or any proposal and is not obliged to give any reason for its decision. Information regarding the proposal evaluations will not be published or discussed with any of the Proposers. 4.1.15. The University s decision will be final. 4.1.16. Prospective Proposers attention is drawn to the fact that no contact in any form whatsoever is permitted with any member of the evaluation panel in connection with this proposal, apart from the RFP coordinator specified in 2.1. If any Proposer fails to comply with this regulation, the University may elect to disqualify its proposal. 4.1.17. All proposals and any accompanying documentation become the property of the University and will not be returned. 4.2. Proposal contents Proposals must be submitted to the RFP Coordinator in the order noted below: 4.2.1. Letter of Submission and returnable documents, 4.2.2. Executive Summary, 4.2.3. Management Proposal (including Schedule A,B,C and D) as described below), and 4.2.4. Cost Proposal. 4.2.5. Proposer Insurances Proposals must provide information in the same order as presented in this document with the same headings. This will not only be helpful to the evaluators of the proposal, but should assist the Proposer in preparing a thorough response. Items marked mandatory must be included as part of the proposal; however, these items are not scored. Items marked scored are those that are awarded points as part of the evaluation conducted by the evaluation team. A threshold of 70% will be applied to the functionality scoring. Proposers that have achieved or exceeded the minimal threshold will be considered further. Page 10
4.3. Letter of submission and returnable documents (mandatory) The following must be provided: 4.3.1. The Letter of Submission and attachments are to include a description & brief history of Proposer s company 4.3.2. Local organogram, including corporate and support structure 4.3.3. As applicable, valid SANAS approved BBBEE certificate (Verification certificate from a verification agency accredited by SANAS and recognized as an Accredited B-BBEE Verification) 4.4. Eligibility Criteria 4.4.1. This RFP document, the Letter of Submission and the certifications and documents listed below must be signed and dated by a person authorised to legally bind the Proposer to a contractual relationship. 4.4.2. Company financial results (including last 3 financial years audited financial results or statements prepared in accordance with International Financial Reporting Standards (IFRS) for the preceding financial year and latest integrated annual report (specific website address for report is sufficient)) or a letter from your auditors stating the status of your financial stability. 4.4.3. A valid Tax Clearance Certificate and company registration documents 4.4.4. The Proposer must provide proof of similar ICT related projects carried out for a public or private sector entity of similar size to the University within the last 3 years. (Contactable references). 4.4.5. The Proposer must provide resources that have worked on similar ICT projects, across multiple campuses/precincts with a large number of buildings per campus/precinct, which include ICT components and minor civil works. 4.4.6. The Proposer must demonstrate that it can provide a senior project management and administrative capability that has successfully delivered on ICT projects of a similar scale,value and complexity to the project described above (value in excess of R300 million). 4.4.7. The Proposer must provide proof of project management certifications such as PRINCE2 or PMBOK. 4.5. Functionality criteria (Scored) The proposal must contain the following: 4.5.1. A proposal Describe the Project Management Service you would be providing as part of this tender s requirements. Provide a description of the proposed Project team structure, responsibilities and internal controls to be used during the course of the Project, including any subcontractors. Page 11
Please provide your information in Schedule A Proposal 4.5.2. References Include detailed references The Proposer will provide a list (minimum 3) of recent reference sites where they have provided a project management service in the last three (3) years. The reference sites must have similar or greater technical capacity and complexity to that of this project. It is preferable that the projects were ICT related. If, in the University s opinion, the reference customers do not meet the University s requirements, additional references may be requested, and visits to the reference sites might be required. Interviews at reference sites will be confidential. Indicate which similar projects for higher education institutions you have done. List contract reference numbers, contract period of performance, contact persons, telephone numbers, and fax numbers/e-mail addresses and indicate the value and complexity of the project. Please provide your information in Schedule B Customer References and Experience 4.5.3. Sample project plans and reports Include sample project plans and reports of large ICT related projects that you provided. The samples should contain at minimum: Sample project documents including project plan Sample reports related to weekly and executive feedback Please provide your information in Schedule C Sample reports 4.5.4. Professional and Technical qualifications and competence of key persons The qualifications and experience of the Project manager and project administrator persons (and their backups) over the last five years will be evaluated as per the scope of work described in this document. This needs to be provided per role for each of the proposed individual in the form of a detailed CV with relevant certification. Please provide your information in Schedule D Qualification and competency of key persons 4.6. Cost proposal (Scored) 4.6.1. The evaluation process is designed to award this Project not necessarily to the Proposer of least cost, but rather to the Proposer whose proposal best meets the requirements of this RFP. The University would strongly prefer bids that have a total value of under R3 million. Page 12
4.6.2. Identification of Costs (SCORED) 4.6.2.1. Identify all costs in Rand including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. The Proposer is to submit a fully detailed budget including staff costs and any expenses necessary to satisfy the requirements of the Project and to produce the deliverables under the contract. 4.6.2.2. Prices must be fixed, in Rands, and inclusive of VAT. 4.6.2.3. A monthly fixed cost is envisioned for the duration of the contract 4.6.2.4. An hourly rate for ad-hoc services (if required) must also be provided. 4.7. Proposer insurances (Mandatory) The Proposer must provide proof that it has adequate cover of the following insurances: 4.7.1. Professional Indemnity Insurance, and 4.7.2. General and Commercial Liability Insurance, including cover for bodily injury and death, and property damage. 4.8. Proposer undertakings The Proposer must provide proof that it has adequate cover of the following insurances: 4.8.1. The Proposer hereby offers to supply the services described in this RFP, including its annexures and attachments, to the University, on the terms and conditions and in accordance with the objectives, purpose, specifications and scope stipulated herein, and at the prices submitted by the Proposer. 4.8.2. The Proposer confirms and agrees that: 4.8.2.1. the proposal remains binding on the Proposer and open for acceptance by the University during the validity period indicated above and calculated from the closing hour and date of this tender offer, 4.8.2.2. any Proposer terms and conditions are not acceptable, 4.8.2.3. the Proposer is satisfied that the proposal is correct and valid, and that the prices and rates quoted cover all the work items and obligations specified in this RFP, and that any mistakes regarding prices, rates and calculations will be at Proposer s risk, 4.8.2.4. for the period during which this RFP remains open for acceptance, the Proposer will not divulge to any persons, other than the persons to which the tender is submitted, Page 13
any information relating to the submission of this RFP or the details therein except where such is necessary for the submission of proposals for this RFP, 4.8.2.5. by responding to this RFP, the Proposer hereby accepts full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on Proposer under this RFP, 4.8.2.6. the Proposer s prices cover all the services specified in this RFP and the Proposer s offer, and that the University will incur no additional costs whatsoever over and above the Proposer s fixed cost, 4.8.2.7. the University is not bound to accept the lowest or any offer and that Proposer bears all costs incurred in preparing and submitting its proposal, and 4.8.2.8. the contents of this RFP and the proposal are the property of the University and are confidential. Neither shall in any manner be reproduced, destroyed, lent or given away, or disclosed without the University prior written permission. 5. EVALUATION AND CONTRACT AWARD 5.1. Evaluation procedure Responsive proposals will be evaluated in accordance with the requirements stated in this RFP and any addenda issued. The evaluation of proposals will be accomplished by an evaluation team designated by the University, which will determine the ranking of the proposals. The RFP Coordinator may contact the Proposer for clarification of any portion of the Proposer s proposal. 5.2. Notification to Proposers The University will notify the successful Proposer of its selection in writing upon completion of the evaluation process. Individuals or firms whose proposals were not successful will also be notified by email. Page 14
Authorised Signature of Proposer Name of signing person Email address Capacity Date Telephone Number & Fax Number Cell Number Name of Proposer (company name) Postal address (in block letters) Domicilium citandi et executandi in the RSA (full street address) Page 15