COMPULSORY TENDER BRIEFING SESSION FOR BID: AGSA/07/2021 - Appointment of a service provider to supply a data analytics tool, implementation ...

12 October 2021

COMPULSORY TENDER BRIEFING SESSION FOR
BID:
AGSA/07/2021 – Appointment of a service provider to supply a data analytics
tool, implementation, maintenance and support of the tool for a period of
three (3) years.

Reputation promise/mission

The Auditor-General of South Africa (AGSA) has a
constitutional mandate and, as the Supreme Audit
Institution (SAI) of South Africa, exists to strengthen our
constitutional democracy by enabling oversight,
accountability and governance in the public sector
through auditing, thereby building public confidence.

Agenda
     Discussion Items                               BU responsible
1.   Welcome                                        Celia Mabusela
2.   Bid process of AGSA
3.   Question and Answers updates                   Celia Mabusela
     - The update of first batch of Q&A has been
     uploaded on the website for bidders to
     access the answers

4.   Amendments to bid documents                    Celia Mabusela
     - There has been an amendment on the bid
     document in tab “BidCo Info” line 19 VAT
     registration number to enable the bidders to
     type in Vat number)

5.   Presentation by representatives: Supply        SCMBU and
     Chain Management and Information System        ISABU
     Audit business unit

Contents
1. Important notice on general requirements of AGSA bids

2. Disqualification from the Tender Process –SCM Business Unit

3. Eligibility/Pre-qualification evaluation process - Presented by
SCM Business Unit

4. Technical specification – Presented by Information System
   Audit Business Unit

5. Technical evaluation and demo evaluation process – Presented
   by Information System Audit Business Unit
6. Minimum Qualifying Score
7. Demo evaluation scoring matrix
8. Administrative SCM requirements -SCM Business Unit

1. Important points on the tender
 CLOSING DATE: Monday, 25 October 2021

 TIME: 15H00

 VENUE TO SUBMIT TENDER: Supply Chain Management, New Head office,
  Lynnwood Bridge Precinct, Reception Area, 4 Daventry Road, Lynnwood Manor,
  Pretoria

 All requirements above the value of R5 million (including VAT) go through a bid
  process

 Any clarifications required by the bidder regarding the bid should be requested
  in writing to the officials mentioned below on or before end of business,
  Monday, 18 October 2021

General Enquiries – Celia Mabusela, E-mail: MabuselaC@agsa.co.za
Technical Enquiries – Tobie Bruyns, E-mail: tobieb@agsa.co.za

2.   Disqualification from the Tender Process

 Non-compliance with the eligibility/pre-qualification criteria elements
 Bidders which does any one or more of the following, and such
  disqualification may take place without prior notice to the offending
  bidder:
    Bidders which failed to submit all the mandatory
     information/documentation (SCM and technical specification)
     as per the requirements of the RFB
    Bidders which submitted incomplete documentation as per ALL
     requirements of this RFB
    Bidders which submitted information that is fraudulent, factually
     untrue or inaccurate, for example false declaration, memberships
     that do not exist, BEE credentials, experience, etc.
    Bidders which received information not available to other bidder
     that may result in such vendor having an unfair advantage over
     other bidders

3. Mandatory Criteria

   1. Bidders are required to submit a tax compliance status PIN
   that must be valid when bid submissions close. During the bid
   evaluation, the AGSA will verify the compliance status using
   the SARS eFiling tax compliance functionality on the SARS
   eFiling system.
   If the bidder is found to be non-compliant during the bid
   evaluation, the company will be given seven working days to
   rectify its tax compliance status with SARS. After the seven
   working days, the bidder must provide the AGSA with proof of
   its tax compliance status, which will undergo a verification
   process. If the bidder fails to provide this proof, or if the proof
   provided fails verification, the bid will automatically be
   disqualified.

3. Mandatory Criteria continued…

   2. Bidders must submit an original B-BBEE status level
   verification certificate issued by a verification professional
   regulator, or a certified copy thereof, that substantiates the
   bidder's B-BBEE rating and is valid when bid submissions
   close. In the case of EMEs and QSEs, bidders must submit the
   relevant sworn affidavit. Any bidder that does not submit the
   required B-BBEE documentation will be allocated a score of
   "0" for the B-BBEE evaluation criteria due to non-compliance
   with the bid’s mandatory requirements.

   In the case of consortium/JV/subcontractors, bidders are
   required to provide copies of signed agreements stipulating
   the work split and Rand value.
   A consolidated B-BBEE scorecard for the JV/Consortium
   (Refer to paragraphs 5.4 and 5.5 of the B-BBEE Claim Form).

4. Tender Specification
    4.1 Data access (Primary):

 The tool/software must have the ability to read/import a wide range of data
   formats. At minimum the following should be proven:
 Database files
 Delimited text files
 Fixed length text files
 Report/ print files
 Excel files
 Adobe Acrobat files

The tool/software must have the ability to read/import ODBC compliant databases
directly.

The tool/software must have the ability to read/import data directly from different
databases such as SAP, Oracle, JDE, PeopleSoft etc. An add-on ability to the
tool/software is acceptable.

The data layouts must have the ability to be reused for importing data across
projects.

4. Tender Specification continued…
4.2 Data integrity (Primary):

The tool/software should not be able to change the source data, thus reading the data
   files without altering it.

4. Tender Specification continued…
     4.3 Data export (Primary):

The tool/software should be able to export manipulated results into a wide range of
   application data formats. At a minimum the following should be proven:

   Database files
   Delimited files
   Excel files
   Other

4. Tender Specification continued…
4.4 Data manipulation/testing (Primary)

Apply filters to data sets.
Extract data to a sub-dataset - new data file, also by aplying filtering criteria.
Append two similar table into one table.
Join/relate tables on unique fields.
Sort/index data sets.

Standard menu selectable data analysis should be proven to cover at a minimum the
   following:
 Number sequence checking
 Gaps detection in a sequence
 Duplicate testing
 Age
 Statistics
 Stratification
 Summarisation
 Cross tabulation

4. Tender Specification continued…

4.4 Data manipulation/testing (Primary) process continued…

Standard sampling capability covering different methods of sampling:
 Random
 Stratified
 Interval
 Monetary unit

Standard additional functions:
 Financial functions, e.g. net present value
 Mathematical functions, e.g. absolute, maximum, minimum
 Character, e.g. upper case, lower case, substring, mid-string, length
 Date and time, e.g. age
 Conversion, e.g. character to numeric and vice versa

4. Tender Specification continued…

4.5 Application/automated solutions (Primary):

The tool/software should have scripting capability (repeatability/automation)

The tool/software should be able to automatically locate and import data

The use of variables within scripts is a must

Variables must be determined from user input via selection options and/or manual
input

Variables should be ale to be used as part of the naming convention of data files

Scripts should be able to access tool/software executables/peripherals as part of
the solution

4. Tender Specification continued…
The tool/software should provide for automated solutions to be developed of
   which should be available from customised menu lists

To script in the tool, number of years’ experience required

Scripting is embedded in the tool, no additional tools required

The tool/software must include the capability for Machine learning and artificial
   intelligence

4. Tender Specification continued…
4.6 Record of work done (Primary):

The tool/software should log all activities performed on the data sets

4. Tender Specification continued…

 4.7 Training (Secondary):

 Are training certifications offered by the supplier ranging from Novice to
 Advanced levels

4. Tender Specification

4.8 Support Infrastructure (Secondary):

The tool has a dedicated technical support team available for assistance and query
   handling

5. Technical evaluation scoring matrix
Technical Evaluation       Weighted Score   Total Score
criteria
Data25 access/import       25%              100%
Data integrity             2%
Data export                10%
Data manipulation and      31%
testing
Application/Automation     14%
Record of work performed   2%
Training                   14%
Support service            2%

6. Minimum Qualifying Score

 The bidder must achieve a minimum qualifying score of 80% on
  functional/technical evaluation to be considered for the next stage of
  evaluation (Demo evaluation)

7. Demo evaluation scoring matrix
Demo evaluation   Weighted Score    Total Score
Demo              45                100

8. Administrative SCM requirements

 (Pty) Ltd companies must submit the following documents:
   Latest copy of certificate of confirmation as issued by CIPC
   Copies of Share Certificates of unlisted companies, where applicable
   Formal approval letter from the JSE of listed companies
   Bidders without share certificates should submit a list of their
     shareholders on a letter with the company’s letterhead

 CC companies must submit the following documents:
   Latest copy of certificate of confirmation as issued by CIPC

 Partnerships must submit the following documents;
   A partnership agreement must be submitted
   Certified ID copies of each partner must be submitted

Please note that incomplete copies of the registration documents will not be
acceptable and in cases where a name of an organization has been changed
since it was incorporated kindly provide the name change certificates

8. Administrative SCM requirements cont..

 Joint Ventures (JVs) Consortiums must submit the following
  documents (In addition to the (Pty) Ltd and CC requirements):
   In the case of consortium/JV/subcontractors, bidders are required to
    provide copies of signed agreements stipulating the work split and Rand
    value
   Each party must submit Valid Tax Clearance Certificate or Tax compliance
    status pin
   A consolidated B-BBEE scorecard for the JV/Consortium

 Trust must submit the following documents:
   A copy of a registered Deed of Trust and the Letter of Authority from the
   relevant Master of the High Court

8. Administrative SCM requirements (continued)

All bidders must submit the following documents;
 Company Profile
 Copy of cancelled cheque / Letter from a financial institution (not be older
    than 3 months)
 Certified copies of Directors original ID`s whose names appear on the
    company registration documents (certified copies must not be older than
    3 months)
 Copy of latest audited full set of annual financial statements (2019-20
    and 2020-21) independently reviewed or signed by an accounting
    officer.
 All declarations forms to be duly completed and signed
 All pages of bid document must be initialled

Question and Answer Session

Thank you

            www.agsa.co.za

            Auditor-General of South Africa

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