ENTREPRISE CONTENT MANAGEMENT (ECM) SOLUTION CLOSING DATE: 15 SEPTEMBER 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
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 3.3 6. Declaration of Interest SBD 4 7. Preference Points Claim Form for Preferential SBD 6.1 Procurement Regulations 2011 8. Declaration: Abuse of the Supply Chain SBD 8 Management Systems 9. Certificate of Independent Bid Determination SBD 9 10. Supplier/Vendor Accreditation Form FSB2015/023 [INDEX] Page 1 of 1
INVITATION TO BID SBD 1 YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE FINANCIAL SERVICES BOARD BID NUMBER: FSB2015/023 CLOSING DATE: 15 SEPTEMBER 2015 CLOSING TIME: 11:00 DESCRIPTION:ENTREPRISE CONTENT MANAGEMENT (ECM) 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) 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 E-MAIL ADDRESS VAT REGISTRATION NUMBER. CODE NUMBER.. CODE.NUMBER. HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? (SBD 2) HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (SBD 6.1) YES or NO 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. FSB2015/023 [SBD 1] Page 1 of 2
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:.. E-mail address: ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO: Contact Person: Tel: Fax:.. E-mail address: FSB2015/023 [SBD 1] Page 2 of 2
ENTERPRISE CONTENT MANAGEMENT (ECM) SOLUTION CLOSING DATE: 15 SEPTEMBER 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: +27 12 428 8000 Website: www.fsb.co.za 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
Contents A. TENDER NOTICE... 3 B. GENERAL CONDITIONS OF TENDER... 5 1. DEFINITIONS... 5 C. TENDER RULES... 6 1. CAPABILITIES AND EXPERIENCE OF TENDERERS... 6 2. FORM OF TENDER... 6 3. SIGNING OF TENDER... 6 4. TENDER ALL-INCLUSIVE... 6 5. ALTERATIONS TO TENDER DOCUMENTS... 6 6. COSTS INCURRED BY TENDERER... 6 7. TENDER ACCEPTANCE... 6 8. CANCELLATION OF CONTRACT... 7 9. APPLICABLE LAWS... 8 10. QUERIES REGARDING TENDER... 8 11. DISQUALIFICATION OF TENDER... 8 12. DELEGATION OF AUTHORITY... 8 13. TENDER RULES ARE BINDING... 8 14. LANGUAGE OF CONTRACT... 8 15. VALIDITY PERIOD... 8 D. TERMS OF REFERENCE... 9 1. OBJECTIVES... 9 2. PURPOSE OF THE REQUEST FOR BID... 9 3. SCOPE OF WORK... 10 4. BID CONDITIONS... 15 5. BID EVALUATION... 18 6. EVALUATION CRITERIA... 18 7. PREFERENCE POINT SYSTEM... 20 8. PRICING SCHEDULE... 21 9. ADDITIONAL INFORMATION REQUIRED:... 21 10. SUBMISSION OF TENDERS... 22 11. PHYSICAL PRINTED COPIES... 22 DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 2 OF 22
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, www.fsb.co.za for further information about the FSB. 2. The FSB operates from offices in Pretoria at Riverwalk Office Park; Block B; 41 Matroosberg Road; Ashlea Gardens Extension 6; Menlo Park; Pretoria; South Africa; 0081. 3. The FSB currently utilises OpenText edocs, SharePoint and various file shares on a Microsoft platform for document management. 4. Tenders are hereby invited for the provision and support of an Enterprise Content Management (ECM) solution over a period of 5 years to enable electronic document management, records management, imaging and searching capabilities for the FSB. The FSB would like to extend the current document management solution, OpenText edocs, to provide end to end content management services from a single content repository. 5. All tenders and supporting documents shall be sealed and clearly marked as follows: Tender No: FSB2015/023 Bid Name: Provision and support of an Enterprise Content Management system Closing Date: 15 September 2015 Closing Time: 11:00 6. A non-compulsory session will be held on 1 September 2015 at 14h00 for two (2) hours at the following address: Financial Services Board Riverwalk Office Park, Block B 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads) Ashlea Gardens, Extension 6 Menlo Park, Pretoria, South Africa, 0081 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. 7. Enquiries relating to the tender may be directed by e-mail to: Masilu Kgofelo Supply Chain Management Unit DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 3 OF 22
Tel no.: (012) 422 2925 E-mail: masilu.kgofelo@fsb.co.za All questions must be forwarded in writing via email to Masilu Kgofelo (masilu.kgofelo@fsb.co.za) not later than 10h00 on 7 September 2015. 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 (www.fsb.co.za) on 9 September 2015 at 16h00. DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 4 OF 22
B. GENERAL CONDITIONS OF TENDER 1. DEFINITIONS 1.1. Unless inconsistent with or expressly indicated otherwise by the context. 1.1.1. FSB shall mean the Financial Services Board or any successor in title. 1.1.2. CONTRACTOR shall mean the Tenderer whose Tender has been accepted by the FSB and shall include the Tender s legal representative. 1.1.3. 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. 1.1.4. 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. 1.1.5. COMMENCEMENT shall mean Commencement in compliance with the terms and conditions of the Date of Commencement specified in the Contract. 1.1.6. DATE OF COMMENCEMENT shall mean the dates stipulated in the Contract for the Commencement of the Service. 1.1.7. DATE OF TENDER shall mean the date and time on which the tender are due to be deposited in terms of the tender notice. 1.1.8. SERVICE shall mean the provisioning and supporting of an Enterprise Content Management (ECM) solution for a period of 5 years to enable electronic document management, records management, imaging and searching capabilities for the FSB. 1.1.9. 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. 1.2. 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 FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 5 OF 22
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. 2.2. 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. 5.2. 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. 7. TENDER ACCEPTANCE DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 6 OF 22
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: 8.1.1. is executing a contract with the FSB unsatisfactorily 8.1.2. 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, 8.1.3. 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, 8.1.4. 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, 8.1.5. 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, 8.1.6. 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, 8.1.7. 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, 8.2. 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. 8.3. 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 FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 7 OF 22
8.4. 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. 9.2. Each tenderer shall undertake to accept the jurisdiction of the courts of South Africa. 10. QUERIES REGARDING TENDER 10.1. Any questions regarding this tender which applicants may wish to raise, shall be submitted in writing to the official mentioned in the Tender Notice. 10.2. 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 90 (ninety) days from the closing date expiring on 14 December 2015. DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 8 OF 22
D. TERMS OF REFERENCE 1. OBJECTIVES 1.1 The broad objectives of this bid include: 1.1.1 To provide prospective service providers with adequate information to understand and respond to the FSB s requirements for the provisioning and support an Enterprise Content Management (ECM) solution based on the OpenText technology over a period of 5 years. 1.1.2 To ensure uniformity in the responses received from each prospective service provider. 1.1.3 To provide a structured framework for the evaluation of proposals. 2. PURPOSE OF THE REQUEST FOR BID 2.1 The purpose of this request for the bid is to appoint a service provider to provide, install, configure, deploy and support an ECM system based on the OpenText technology over a period of 5 years. 2.2 The FSB would like to accomplish the following strategic objectives as part of this bid:- 2.2.1 Cost Management: - Assist with reduction of costs associated with Document Filing and Retrieval; 2.2.2 Improve our service to consumers and regulated entities through improvements in turnaround and resolution times from the ease of access to customer records; 2.2.3 Improve operational efficiencies through ease of access and retrieval of company records as these will be based within the building; 2.2.4 Ensure permanent availability of documents associated with business related data; 2.2.5 Enable FSB to comply with applicable legislation (e.g. Protection Of Personal Information Act, No. 4 of 2013); 2.2.6 Reduce the number of duplicate documents within the organisation; 2.2.7 Enable effective destruction of documents that are no longer required to be stored or archived; 2.2.8 Reduce liabilities that arise from loss of documents (both actual and misplaced documents); DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 9 OF 22
3. SCOPE OF WORK 2.2.9 Share documents in both a structured and ad-hoc manner across the organization and between document management repositories. 3.1 The contractor will be required to provide, install, configure, deploy and support a fully functional ECM solution based on OpenText technology for 550 users to support the following core business services: 3.1.1 Document Management Ability to check-in/check-out, control document versions, provide security and library services for all electronic content. 3.1.2 Web content management Controlling a website's (internal and external) content through the use of specific management tools based on a core repository. It must include features for content creation functions, such as using templates, workflow and change management, as well as content deployment functions that deliver pre-packaged or on-demand content to Web servers. 3.1.3 Records management Long-term archiving, automation of retention and compliance policies, ensuring legal, regulatory and industry compliance. It must provide the ability to enforce retention of critical business documents. 3.1.4 Image-processing applications Capturing, transforming and managing images of paper documents. 3.1.5 Social Content Document sharing and collaboration support for project teams and knowledge management use cases. It must include features such as blogs or wikis and support for other online interactions. 3.1.6 Content workflow For supporting business processes, routing content, assigning work tasks and states, and creating audit trails. 3.1.7 Extended components The implementation should allow for the following additional features: 3.1.7.1 Mobile applications. DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 10 OF 22
DOCUMENT TITLE 3.1.7.2 Digital Asset Management. 3.1.7.3 Search. 3.1.7.4 Analytics. 3.1.7.5 Packaged integration capabilities (for portals, Enterprise Resource Planning (ERP) and Customer Relationship Management (CRM) applications). The bidder must provide a list of all ERP, CRM and SharePoint portals on which the proposed solution can integrate with. 3.1.8 Reporting capabilities These must include the following standard reports: 3.1.8.1 Standard reports on the content in the ECM from detailed to executive level. 3.1.8.2 Reporting on the internal controls implemented. 3.1.8.3 Scheduled reports that can be automatically distributed to users. 3.1.8.4 Automated notifications to users based on customised triggers. 3.1.8.5 Dashboard displays which give insight into the usage of the ECM. 3.1.8.6 Integrated reports pulling information from all integrated systems into a single view. 3.1.9 Integration The ECM must seamlessly integrate with the regulator s internal security and business systems: 3.1.9.1 It must integrate with Active Directory to allow single signon. 3.1.9.2 It must expose interfaces to allow content to be programmatically added, retrieved, opened, listed, updated etc. 3.1.9.3 It must integrate with the SharePoint environment to allow all content to be managed centrally. 3.2 The proposed solution must meet the following functional and non-functional requirements based on the functional categories listed above:- BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 11 OF 22
3.2.1 Ability for the system to work in a Windows virtualised environment and shared internet Small Computer System Interface (iscsi) storage, i.e. our servers are virtual servers (Hyper-V ). 3.2.2 System must be supplied, implemented, and supported by a single vendor. 3.2.3 System must allow navigational security, with multiple layers of user definable security to limit access at Application, User, Transaction Type (add, change, inquire, delete) and file levels. 3.2.4 It must have one common area for security setup for all applications. 3.2.5 System must integrate with network operating system environment and support Microsoft Active Directory authentication. 3.2.6 Audit trail must record which and when records were created, accessed, updated, deleted and by which user id. 3.2.7 Image files must be identified (indexed) by, and retrieved by, user definable fields per document, and stored in an industry standard relational database. Microsoft SQL is our standard. Provide other supported database(s). 3.2.8 Must have ability to annotate document pages from viewing screen. 3.2.9 Must have ability to support and store multiple layers of annotations separately. 3.2.10 Must have ability to print out annotations on images at user s option. 3.2.11 Must support all industry standard image file formats such as TIFF, JPG, PDF, etc. 3.2.12 Must have ability to import other files with no restrictions as to file type. 3.2.13 Ability to restrict file import based on file types as set by the administrator. 3.2.14 The preferred network operating system (NOS) platform under which the system runs is Windows based. Please indicate other supported NOS. 3.2.15 The imaging system client must be fully supported on Windows Server 2008 R2 and 2012 in a managed environment. Please list the supported Windows versions. 3.2.16 The system must offer a web based search and retrieval client. DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 12 OF 22
DOCUMENT TITLE 3.2.17 Output reports and all files must be viewable on-line, real-time for easy review and revision. 3.2.18 The system must allow for the capture and display of colour images. 3.2.19 Must have ability to use and interface with an industry standard report writer. Please describe the report writers that the system uses or that the system interfaces with. 3.2.20 Must have ability to accommodate multiple functional areas, each with unique indexing requirements. 3.2.21 Must have ability to view multiple pages of a file or multiple files on screen at the same time. 3.2.22 Must have ability to store and view multiple page files (multi-tiff). 3.2.23 Must have ability to track revisions. 3.2.24 Must have ability to select and print documents and reports to attached and/or networked printers. 3.2.25 Must have ability to interface with a network facsimile system (i.e., incoming and outgoing images can be retrieved and distributed to users on the network, and scanned files can be sent to recipients outside of the network). The FSB uses RightFax network facsimile system. 3.2.26 Must have a capability to white out/black out sections of images before printing (Redacting). 3.2.27 Must have an option of source code escrow. 3.2.28 The system must record a detailed permanent audit log of all actions performed on a document including user and time stamp. 3.2.29 Must allow for enterprise licensing model. Please provide detailed documentation of the licensing model. 3.2.30 Must have ability to attach documents directly to outgoing e-mail using Microsoft Outlook. 3.2.31 Must have ability to classify documents with metadata to make them easier to search and retrieve in the future. 3.2.32 Must have ability to enforce a mandatory amount of metadata as captured for each document or record in the library. As new documents are added, the user is prompted to classify the file using required metadata fields as defined by the controlled vocabulary, menus, and text fields. BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 13 OF 22
3.2.33 Must have ability to process e-forms and automatically extract metadata values. 3.2.34 Must have ability to track the location of hardcopy paper documents and physical records. Physical documents can be located via search. 3.2.35 Ability to capture, store, retrieve, and reproduce irregular-sized (e.g., larger or smaller than 8 ½ x 11) documents. 3.2.36 Must support document to document linking to allow users to bundle files into logical groups and integrated viewing capability to display all linked files screen. A user should be able to point and click on the linked file and the system will take user to that record set. 3.2.37 Must have ability to create bookmarks to documents frequently accessed such as a "My Favourites" list. 3.2.38 Must support for email notifications and other alerts based on events. e.g. when an existing file is updated or a file is added to a folder, the user receives email notification that the change has occurred and any other related information e.g. who has changed it, and a secure link to directly access the document. 3.2.39 Users must be able to set alerts and reminders on documents that need attention in the future. (i.e. contract renewals). 3.2.40 Must enable users combine and aggregate files into their own personal "virtual" folders. 3.2.41 Must have ability to send secured links to documents directly to team members. File security must be maintained as only authorized users can retrieve the file by using the link. 3.2.42 Must have ability to personalize user preferences, the views, alerts, workflow preferences and others. 3.2.43 Retention polices for converting to a record, archiving and deletion must be set based on a custom criteria / rule and done automatically based on a determined date. 3.2.44 Must have ability to automatically tag documents (add metadata) simply by dragging the documents into a folder. 3.2.45 Must have ability to enforce adherence document and record naming conventions or standards. As documents are added to the library, they are automatically renamed according to the naming pattern determined during system set up. DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 14 OF 22
3.2.46 All Administrative functionality must be accessible remotely using a Web browser over the Internet or through the companies Local Area Network (LAN) or Wide Area Network (WAN). Secure Socket Layer (SSL) and Virtual Private Network (VPN) support further secure remote user and administrator access. 3.2.47 Must have a tool that checks server configuration and health settings to ensure the document repository is running properly and without errors. 3.2.48 Must support for high compression with negligible reduction in quality. 3.2.49 The solution must make effective use of network resources. 3.2.50 The solution must have Business Continuity capability. 3.3 Contractor is required to provide the detailed hardware configuration requirements of the server environments required for hosting the ECM solution. 3.4 Documentation 4. BID CONDITIONS The contractor must furnish the following documents as part of the bid: 3.4.1 Statement of Work. 3.4.2 Project Plan (including milestone dates). 3.4.3 Functional Design. 3.4.4 Security and Control Specifications. 3.4.5 Custom development functional specifications document. 3.4.6 Content migration strategy document. 4.1 Content Migration The contractor must provide the content migration plan for all content to be migrated from the company s current document management system and must be responsible for all content migration. 4.2 Change management and training The contractor must provide functional and first line technical training to five (5) staff members in operating and using the solution, including database and applications. The contractor must provide training on application software DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 15 OF 22
DOCUMENT TITLE and other areas to the project team from the FSB who will in turn facilitate training to the entire FSB users (train the trainer). 4.3 Testing Services The contractor will conduct testing for the solution and any customised components. Testing shall include: 4.3.1 Unit testing. 4.3.2 ICT testing. 4.3.3 System Integration Testing (Service provider). 4.3.4 User Acceptance Testing (UAT) Facilitation. 4.3.5 The FSB must approve the test cases to ensure adequate scenario coverage. 4.4 Implementation Services The contractor must develop a comprehensive and detailed approach and strategy for the implementation of ECM solution for the FSB including, but not limited to the following: 4.4.1 Project scope and plan. 4.4.2 Overall implementation plan. 4.4.3 Migration plan. 4.4.4 Testing plan. 4.4.5 Training plan. 4.5 Project management The contractor will provide a detailed project plan and a project manager for delivering the solution. 4.6 Post implementation support The contractor is required to provide onsite system support for at least six (6) months after the implementation to ensure system stability. Provide a detailed process to be followed for logging requests, assigning requests to specific individuals, recording resolution, tracking overall time taken for resolution, escalations, etc. 4.7 Maintenance and support must be in place for the duration of the contract and will be required as follows: BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 16 OF 22
DOCUMENT TITLE 4.7.1 Make customisations/changes to existing functionality as requested by the FSB (as and when required). 4.7.2 Develop new functionality on the ECM solution. 4.7.3 Provide support for any occurring incidents related to the ECM solution. The FSB categorises severity of incident(s) level(s) as follows: 4.7.3.1 Severity Level 1: Critical Business Impact Level 1 severity refers to complete loss of service on one or more modules for which no workaround exists. Access or utilization of the solution is impossible. 4.7.3.2 Severity Level 2: Serious Business Impact Level 2 severity refers to significant or degraded loss of service from one or more modules within ECM solution. Part of a module may be unavailable, or running but with errors. 4.7.3.3 Severity Level 3: Minor Business Impact 4.8 Architectural Requirements Level 3 severity refers to minor loss of service from one or more modules. Only individual options cannot be utilized by users. The module(s) as a whole is operational except for the individual options or functionality. 4.8.1 Implementation platforms: 4.8.1.1 Microsoft Windows Server 2012 R2. 4.8.1.2 Microsoft SQL Server 2014. 4.8.1.3 Microsoft SharePoint 2013. 4.8.2 Reliability System must be available 24/7 with scheduled downtime kept to a minimum. 4.8.3 Performance The system must allow content to be added and retrieved in an acceptable timeframe. 4.8.4 Scalability BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 17 OF 22
5. BID EVALUATION The system must be able to scale in terms of data volumes as well as users with relative ease. The proposals will be evaluated as follows. 5.1 Evaluation Stage One: Compliance 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. 5.2 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. 5.3 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. 5.4 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 and selective reference sites 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. 6. 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 DESCRIPTION Table 1 WEIGHT DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 18 OF 22
ITEM EVALUATION CRITERIA A. Technical Fitness DESCRIPTION Provide detailed information on how the product will meet the following requirements explained from paragraph 3 under section D above : - a. Document management b. Web content management c. Records management d. Image-processing applications e. Social Content f. Content workflow g. Extended components h. Reporting capabilities i. Integration capabilities WEIGHT 50 B. Track Record a. Complexity of previous ECM implementation projects (Minimum of 3 successful deployments (in an organisation with at least 1 000 users) in the last 5 years from the closing date of this bid) (10) 20 b. Years of experience in ECM implementations and maintenance for medium to large enterprises (At least 5 years experience) (5) c. List of previous clients (with contactable references) of medium to large enterprises (Minimum 3 and at least 10 clients) not older than 2 years from the closing date of this bid. (5) C. Experience Technical background of resources that will be responsible for the implementation and support of the proposed solution. The bidder must provide copies of any credentials and/or certifications related to 10 DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 19 OF 22
ITEM EVALUATION CRITERIA D. Maintenance and support DESCRIPTION the proposed solution. Demonstrates ability to support and maintain the solution using local resources (the resources must be domiciled in South Africa). WEIGHT 10 E. Technical proposal Technical proposal or functional design covering the functionality required and processes. This includes (but not limited to) the work plan, entire project plan, training methodology, change management, content migration and integration etc. 10 TOTAL 100 7. PREFERENCE POINT SYSTEM The formula below will be used to calculate the preference procurement points for price: Ps = 90 1 Pt Pmin Pmin Where 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 2 9 Table 2 3 8 DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 20 OF 22
BBEE STATUS LEVEL OF THE NUMBER OF POINTS BIDDER 4 5 5 4 6 3 7 2 8 1 Non-compliant contributor 0 8. PRICING SCHEDULE Only fixed prices will be accepted. A pricing schedule should be submitted on a separate sheet from the technical proposal for ease of evaluation. The pricing schedule should be submitted together with (SBD3.3 form). 9. ADDITIONAL INFORMATION REQUIRED: 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 3 Invitation to bid SBD 1 Valid Tax Clearance Certificate Requirements SBD 2 Application for Tax Clearance Certificate Pricing Schedule SBD 3.3 Declaration of Interest SBD 4 Preference Points Claim Form for Preferential Procurement SBD 6.1 Regulations 2011 Declaration: Abuse of Supply Chain Management Systems SBD 8 Certificate of Independent Bid Determination SBD 9 9.2 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. NON-COMPULSORY BRIEFING A non-compulsory briefing session will be held on 1 September 2015 at 14h00 for maximum of two (2) hours at the following address: DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 21 OF 22
Financial Services Board Riverwalk Office Park, Block B 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads) Ashlea Gardens, Extension 6 Menlo Park, Pretoria, South Africa, 0081 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. SUBMISSION OF TENDERS 11.1 Complete documents with supporting annexures shall be packaged, sealed, marked and submitted strictly as required in the Tender Notice. 11.2 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 E-MAIL, TELEGRAM, TELEX, FACSIMILE, ELECTRONIC OR SIMILAR MEANS SHALL NOT BE CONSIDERED. 12. 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. I (name) (signature) duly authorised by the bidder, hereby confirm that I have read and that this bid complies with the above mandatory requirements. DOCUMENT TITLE BID FSB2015 023 [ENTERPRISE CONTENT MANAGEMENT] [PUBLISHED] DOCUMENT NUMBER PAGE NUMBER PAGE 22 OF 22
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 www.sars.gov.za. 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 www.sars.gov.za. Jeyrel:\Mdk416-SBD2 tax clearance
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 E-mail address Physical address Postal address Particulars of representative (Public Officer/Trustee/Partner) Surname First names ID/Passport no Income Tax ref no Telephone no E-mail 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
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... 3. 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
PRICING SCHEDULE (Professional Services) SBD 3.3 NAME OF BIDDER: BID NO.: FSB2015/023 CLOSING TIME 11:00 CLOSING DATE: 15 SEPTEMBER 2015 OFFER TO BE VALID FOR DAYS FROM THE CLOSING DATE OF BID. ITEM DESCRIPTION BID PRICE IN RSA CURRENCY NO **(ALL APPLICABLE TAXES INCLUDED) 1. The accompanying information must be used for the formulation of proposals. 2. Bidders are required to indicate a ceiling price based on the total estimated time for completion of all phases and including all expenses inclusive of all applicable taxes for the project. R..... 3. PERSONS WHO WILL BE INVOLVED IN THE PROJECT AND RATES APPLICABLE (CERTIFIED INVOICES MUST BE RENDERED IN TERMS HEREOF) 4. PERSON AND POSITION HOURLY RATE DAILY RATE -------------------------------------------------------------------------------------- R------------------------------ --------------------------------- -------------------------------------------------------------------------------------- R------------------------------ --------------------------------- -------------------------------------------------------------------------------------- R------------------------------ --------------------------------- -------------------------------------------------------------------------------------- R------------------------------ --------------------------------- -------------------------------------------------------------------------------------- R------------------------------ --------------------------------- 5. PHASES ACCORDING TO WHICH THE PROJECT WILL BE COMPLETED, COST PER PHASE AND MAN-DAYS TO BE SPENT ------------------------------------------------------------------------------- R------------------------------ -------------------------- days ------------------------------------------------------------------------------- R------------------------------ -------------------------- days ------------------------------------------------------------------------------- R------------------------------ -------------------------- days ------------------------------------------------------------------------------- R------------------------------ -------------------------- days 5.1 Travel expenses (specify, for example rate/km and total km, class of airtravel, etc). Only actual costs are recoverable. Proof of the expenses incurred must accompany certified invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT --------------------------------------------------------------------------------... R.. --------------------------------------------------------------------------------... R.. FSB2015/023 [SBD3.3] Page 1 of 2
-2- Bid No.: FSB2015/023 Name of Bidder:. --------------------------------------------------------------------------------... R.. --------------------------------------------------------------------------------... R.. TOTAL: R. ** all applicable taxes includes value- added tax, pay as you earn, income tax, unemployment insurance contributions and skills development levies. 5.2 Other expenses, for example accommodation (specify, eg. Three star hotel, bed and breakfast, telephone cost, reproduction cost, etc.). On basis of these particulars, certified invoices will be checked for correctness. Proof of the expenses must accompany invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT ----------------------------------------------------------------------------------... R.. ----------------------------------------------------------------------------------... R.. ----------------------------------------------------------------------------------... R.. ----------------------------------------------------------------------------------... R.. TOTAL: R. 6. Period required for commencement with project after acceptance of bid. 7. Estimated man-days for completion of project. 8. Are the rates quoted firm for the full period of contract? *YES/NO 9. If not firm for the full period, provide details of the basis on which adjustments will be applied for, for example consumer price index..... *[DELETE IF NOT APPLICABLE] Any enquiries regarding bidding procedures may be directed to the (INSERT NAME AND ADDRESS OF DEPARTMENT/ENTITY) Tel: Or for technical information (INSERT NAME OF CONTACT PERSON) Tel: FSB2015/023 [SBD 3.3] Page 2 of 2
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):.. 2.4 Company Registration Number:... 2.5 Tax Reference Number:. 2.6 VAT Registration Number:... 2.6.1 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. FSB2015/023 [SBD4] Page 1 of 4