TERMS OF REFERENCE CIPC BID NUMBER 10/2015/2016 DISCRIPTION
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TERMS OF REFERENCE
CIPC BID NUMBER 10/2015/2016
DISCRIPTION: INVITATION TO SERVICE PROVIDERS FOR
THE PROVISON OF MANAGED PRINT
SERVICES (MPS)
CONTRACT PERIOD: THREE (3) YEARS
Page 1 of 13CONTENTS 1 INTRODUCTION .............................................................................Error! Bookmark not defined. 2 SCOPE OF WORK..........................................................................Error! Bookmark not defined. 3 DURATION OF CONTRACT .......................................................................................................... 9 4 COMPETENCY AND EXPERTISE REQUIREMENTS ................................................................... 9 5 REPORTING ................................................................................................................................. 10 6 WORKING CONDITIONS ............................................................................................................. 10 7 COSTING ........................................................................................Error! Bookmark not defined. 8 SPECIAL CONDITIONS .................................................................Error! Bookmark not defined. 9 EVALUATION PROCESS (Criteria) .............................................................................................. 11 10. Evaluation Process (Phases) .................................................................................................... 11 11. SUBMISSION OF PROPOSALS ................................................Error! Bookmark not defined. Page 2 of 13
TERMS AND CONDITIONS OF REQUEST FOR TENDER (RFT)
1. CIPC’s standard conditions of purchase shall apply.
2. Late and incomplete submissions will not be accepted.
3. Any bidder who has reasons to believe that the RFQ specification is based on a specific brand must inform CIPC before BID closing date.
4. Bidders are required to submit an original Tax Clearance Certificate for all price quotations exceeding the value of R30 000 (VAT included).
Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of this RFQ. Certified copies of the Tax
Clearance Certificate will not be acceptable.
5. No services must be rendered or goods delivered before an official CIPC Purchase Order form has been received.
6. This RFT will be evaluated in terms of the 90/10 system prescribed by the Preferential Procurement Regulations, 2001.
7. The Government Procurement General Conditions of contractors (GCC) will apply in all instances.
8. As the commencement of this project is of critical importance, it is imperative that the services provided by the Service Provider are available
immediately. Failing to commence with this project immediately from date of notification by CIPC would invalidate the prospective Service
Provider’s proposal.
9. No advance payment(s) will be made. CIPC will pay within the prescribed period as per the PFMA.
10. All price quoted must be inclusive of Value Added Tax (VAT)
11. The successful Service Provider must at all times comply with CIPC’s policies and procedures as well as maintain a high level of
confidentiality of information.
12. All information, documents, programmes and reports must be regarded as confidential and may not be made available to any unauthorised
person or institution without the written consent of the Commissioner or her delegate.
13. The Service Provider is restricted to the time frames as agreed with CIPC for the various phases that will be agreed to on signing of the
Service Level Agreement.
14. CIPC will enter into Service Level Agreement with the successful Service Provider.
15. All prices must be valid for 90 days.
16. CIPC reserves the right not to award this bid to any prospective bidder or to split the award
Page 3 of 1317. Fraud and Corruption:
The Service Provider selected through this Terms of Reference must observe the highest standards of ethics during the performance and
execution of such contract. In pursuance of this policy, CIPC Defines, that for such purposes, the terms set forth will be as follows:
i. "Corrupt practice" means the offering, giving, receiving or soliciting of anything of value to influence the action of CIPC or any
personnel of Service Provider(s) in contract executions.
ii. "Fraudulent practice" means a misrepresentation of facts, in order to influence a procurement process or the execution of a contract,
to CIPC, and includes collusive practice among bidders (prior to or after Proposal
iii. submission) designed to establish Proposal prices at artificially high or non-competitive levels and to deprive CIPC of the benefits of
free and open competition;
iv. “Unfair trade practices” means supply of services different from what is ordered on, or change in the Scope of Work;
v. ”Coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their
participation in the execution of contract;
vi. CIPC shall reject a proposal for award, if it determines that the bidder recommended for award, has been engaged in corrupt,
fraudulent or unfair trade practices;
vii. CIPC shall declare a Service Provider ineligible, either indefinitely or for a stated period of time, for awarding the contract, if it at any
time it determines that the Service Provider has been engaged in corrupt, fraudulent and unfair trade practice including but not limited
to the above in competing for, or in executing, the contract.
I, the undersigned (NAME)………………………………………….………………………………………certify that :
I have read and understood the conditions of this Request for Tender (RFT).
I have supplied the required information and the information submitted as part of this RFT is true and correct.
………………………………….. ……………………………………..
Signature Date
Page 4 of 131.1 INTRODUCTION
CIPC’s mandate is the registration of companies, close corporations, cooperatives and intellectual property rights.
1. BACKGROUND
CIPC is a transaction based organization with identified high volume printing needs. The provision of Managed Print Services (MPS) by a
service provider will ensure that printing demands are met and there is a constant and steady transaction flow to be able to meet customer
needs.
CIPC is constantly being driven to deliver more end user services as the demand for strategic business and productivity
applications grows. Furthermore, end user expectations are increasing as they become more dependent on information systems to
perform their jobs. The associated growth of demand for strategic business and productivity applications at CIPC as well as the
general business growth has brought about a changing internal environment. The new internal environment is characterized by
significant volume printing, faxing, scanning using printers, multi-functional printers (MFP) and scanners by CIPC employees in
different divisions.
The ICT Infrastructure Services division at CIPC is responsible for providing procurement advice to Supply Chain Management
(SCM), management, maintenance and support of this internal environment, but with the growing needs of the business, the
resources have become inadequate and insufficient in terms of human capital and finance.
CIPC wants to optimise the financial implications and costs of managing infrastructure solutions such as printers and scanners
because they could be “expensive” to purchase, manage, maintain and support. It is absolutely critical for CIPC to refresh the
printers and scanners every three (3) years in order to leverage the advantages of new and advanced technology to support the
growth of CIPC business.
Unexpected printer and scanner breakdowns are non-core to CIPC’s business and could result in operational complications and
service delivery standards not being met by CIPC and its employees. This could have significant reputational and business
continuity and service delivery risks for CIPC.
CIPC has offices are located as follows:
1. Head Office – The DTI Campus, Bock F, 77 Meintjies St, Sunnyside, Pretoria
2. Self Service Centres:
a. Sunnypark Mall -Sunnyside, Pretoria
b. Carlton Centre - Commissioner St, Johannesburg CBD
c. Cape Town ** - NBS Building, 80 St Georges Mall, Waldorf Arcade
d. JSE - One Exchange Square; 2 Gwen Lane; Sandton
** The Cape Town office will be relocating to another building also in Cape Town by 01 December 2015
Page 5 of 131.1 CURRENT CIPC PRINTING ENVIRONMENT
Printing Volumes
DESCRIPTION QUANTITIES
Monthly printing capacity (pages) 1947000/mth
Actual pages printed (monthly) 823000/mth
Printing on HP devices only 478000/mth
Printing on other devices(Lexmark and Ricoh) 345000/mth
Total # Users 700
User to device ratio 8.5:1
Devices utilization (HP) 42%
User Average per month 1200 pages
Printers in use/deployed
Quantity Printer Model
LaserJet Enterprise M605x
32 Spec: 55ppm, A4, RMPV up to 20000
32 HP LaserJet 500-sheet 5-bin Mailbox
32 HP 3 year Next business day Care Pack with Defective Media Retention
Quantity Printer Model
LaserJet Enterprise Flow M630z MFP
6 Spec: 57ppm, A4, RMPV up to 28000
6 HP 3 year Next business day Care Pack with Defective Media Retention
HP LaserJet Enterprise flow M830z Multifunction Printer
4 Spec: 56ppm, A3/A4, RMPV up to 50000
4 HP LaserJet Stapler/Stacker (required)
4 HP 3 year Next business day Care Pack with Defective Media Retention
Quantity Printer Model
LaserJet Enterprise M651xh
2 Spec: 42ppm, A4, RMPV up to 17000
2 HP 3 year Next business day Care Pack with Defective Media Retention
Quantity Printer Model
LaserJet Enterprise M880z MFP
4 Spec: 46ppm, A3/A4, RMPV up to 25000
4 HP LaserJet Stapler/Stacker (optional)
4 HP 3 year Next business day Care Pack with Defective Media Retention
Quantity Scanner Model
HP Scanjet Enterprise flow 5000 s2 Sheet-Feed Scanner
1 Spec: 25ppm/50ipm, recommended for up to 2000 scans per day
Page 6 of 131 HP 3 year Standard Exchange Scanjet
2. SCOPE OF WORK
What CIPC requires
CIPC Requirements Specification
Printer Solution
Assess CIPC environment together with CIPC ICT infrastructure team to determine the number, type, location and potential
rationalization of the printing devices/services and then design the location layout of these devices/services. The location
layout will be updated as new printing devices are added or removed;
Provide new printers to CIPC on demand as per reviewed service usage reports;
Provide a costing model per page printed at CIPC. The costing model should not be an operating or financial lease; CIPC
will only be procuring services from the successful bidder;
Provide username and password/PIN controlled printers with software that records all activities performed by an employee
on the printer;
Design and implement the optimal document output environment and processes;
Develop an appropriate printing strategy for CIPC;
Provide the associated printing technologies “roadmap” for CIPC; and
Provide, install, manage and support all CIPC office printing devices - printers, copiers, scanners and fax-to-mail devices.
Scanning Solution
Assess CIPC environment together with CIPC ICT infrastructure team to determine the number, type, location and potential
rationalisation of the scanning devices/services and then design the location layout of these devices/services. The location
layout will be updated as new scanning devices are added or removed;
It is estimated that initially there will be Upfront scanning of 10,500 pages per day and Backend scanning on demand
45,000 pages per day;
Provide new scanners to CIPC on demand as per reviewed service usage reports;
Access to all the scanners must be username and password/PIN controlled;
Develop an appropriate scanning strategy for CIPC;
Provide the associated scanning technologies “roadmap” for CIPC; and
Provide, install and manage all CIPC scanning devices.
Reporting software
The following reports must be produced daily, weekly, monthly and per annum:
Pages printed and associated costs by each division within CIPC;
Pages printed and associated costs by each employee of CIPC;
Pages printed and associated costs by the whole CIPC organisation;
Employee-to-device ratio;
Cost per page scanned, faxed, printed or emailed using Scanner or Multi-Functional Printer;
Page 7 of 13 Pages scanned and associated costs by each division within CIPC; and
Pages scanned and associated costs by the whole CIPC organisation and additional reports as suggested and proposed
by the service provider.
Maintenance and support solution
OPTIONAL on-site dispatched service – Mission critical devices must be replaced within 4 hours and non-critical devices within 24
hours;
Web-based assistance - Response must be within 2 hours after a call has been logged, and if the device cannot be fixed,
then On-site dispatched service must be activated;
On call support – Response must be immediate, and if the device cannot be fixed, then On-site dispatched service must
be activated; and
An SLA for the services provided to be entered into with CIPC
Equipment “buy-back”
The Service Provider (SP) implementing the Managed Print Services (MPS) must buy-back all current CIPC printers, scanners and
workstations from CIPC.
Access Control Software
The Service Provider will provide the PIN/password and username controlled software that will be used to control, track,
and record the utilization information of the printing and scanning devices. Each print performed by the employee, will be
recorded on his/her “account” for the current month and also recorded on his/her unit’s “account” for the same.
Helpdesk and Incident Management Software
The Service Provider (SP) will provide software that will be used to capture, track, monitor, resolve and escalate any
problem reported with the equipment (printer, scanner, and workstation) deployed within the CIPC environment.
3. THE SOLUTION
What CIPC requires
Bidder to provide related consulting services, equipment, maintenance, support, parts, printer consumables and supplies;
Bidder to provide their own hardware;
Bidder to buy back all related hardware (printing & scanning) currently owned by CIPC;
CIPC to pay per-page charge for printing at an agreed rate;
Minimum 3-years contract period - based on minimum monthly fees or sliding-scale per-page costs;
Dedicated printer support;
Value add to include:
o copy centres,
o optimization,
o integration with CIPC systems e.g. AD etc. etc.,
o document security,
o reduced print volumes; and
o printer performance reporting.
Page 8 of 134. COMMUNICATION
Communication will be done as follows:
Introductory and compulsory briefing session at CIPC offices to give background and discuss expectations.
5. DURATION OF CONTRACT
The duration of the contract will be for three (3) years and pricing needs to be fixed for the duration of twelve (12) months.
6. COSTING
Prospective bidders must submit a bill of quantities clearly indicating the unit costs and any other costs applicable – including optional
services. The onus is upon the prospective bidders to take into account all costs for the duration of the 3 years period and to CLEARLY
indicate the price increase structure.
The total price must be carried over to the pricing schedule and will be used to evaluate the bids. Prices must be firm for the
duration of the next 12 month period, this include
Price adjustments based on the Rate of Exchange (ROE) allowing sharing the risk between the State
(CIPC) and the supplier.
It should, however, be emphasized that price adjustments based on ROE fluctuations, will be allowed only
on the imported contents of the commodity and to meet only the suppliers’ additional costs of the
imported content.
Supplier to provide proof where necessary.
Prices must be firm and pricing information should not be included in the technical proposal. (MUST BE PLACE ON A
SEPARATE SEALED ENVELOP
NB: Failure to comply with the above-mentioned pricing requirement will invalidate /disqualify the bid.
CIPC reserves the right to buy other items not mentioned above outside this contract.
The main CIPC office is situated at the dti Campus, 77 Meintjes Street, Sunnyside.
1 DURATION OF CONTRACT
The duration of the contract is for three (3) years
2 COMPETENCY AND EXPERTISE REQUIREMENTS
The following competencies and expertise are required for this role:
3.1 Exposure
Page 9 of 13The successful bidder must be an OEM product certified MPS service provider and have relevant exposure in the supply, configuration,
support and maintenance of services as per industry standards.
3.2 Experience
The successful bidder must have over 5-years’ experience in the supply, configuration, support and maintenance of services as per the
printing industry standards.
The following experience will be an added advantage:
- Experience in other ICT service/infrastructure maintenance areas; and
- Experience in business service management
3.3 Qualifications
As per accreditation provided by the OEM (Original Equipment Manufacturer)
4 Soft Skills
The following soft skills are essential:
• Communication;
• Report writing; and
• Relationship management
5 Aptitudes/Personality traits
N/A
6 REPORTING
The contracted bidder’s account manager will report to the Senior Manager: ICT Infrastructure or his delegate.
Monthly written reports will be submitted to the Senior Manager:
The progress reports shall contain at least the following:
• Incidents logged during the reporting period;
• Capacity reports;
• Utilization reports; and
• Any other relevant or additional issues/requirements
7 WORKING CONDITIONS
a) Equipment
• N/A
b) Proprietary rights
• The proprietary right with regard to copyright, patents and any other similar rights that may result from the service rendered by the
resource belong to CIPC.
• The final product of all work done by the resource, shall at the end of service period, be handed over to CIPC.
Page 10 of 13• The resource may not copy documents and/or information of the relevant systems for any other purpose than CIPC specific.
c) Indemnity / Protection / Safeguard
• The resources safeguard and set CIPC free to any losses that may occur due to costs, damage, demands, and claims that is the
result of injury or death, as well as any damage to property of any or all contracting personnel, that is suffered in any way, while
delivering a service to CIPC.
• The resources safeguard and set CIPC free to any or all further claims for losses, costs, damage, demands and legal expenses as
to the violation on any patent rights, trade marks or other protected rights on any software or related data used by the resources.
d) Government Safety
• The resources attention is drawn to the effect of government Safety Legislation. The resources must ensure (be sure) that relevant
steps are taken to notify the person(s) of this requirement.
• The resource must at all times follow the security measures and obey the rules as set by the organization.
e) Quality
• The Senior Manager: Infrastructure Management will subject the quality and standard of service rendered by resources to quality
control.
• Should CIPC, through the Senior Manager: Infrastructure Management, be of the opinion that the quality of work is not to the
required level, the service provider will be requested to provide another resource. The service provider will carry the cost related to these
changes.
8 EVALUATION PROCESS (Criteria)
The evaluation process will be done in accordance with the following criteria:
Bids will be evaluated in accordance with the 90/10 preference point system contemplated in the Preferential Procurement Policy Framework
Act (Act 5 of 2000).
Responsiveness Criteria: Failure to provide the following might result in a bid not to be considered: (minimum requirements)
a) Bid offers must be properly received on the tender closing date and time specified on the invitation, fully completed and
signed in ink as per Standard Conditions of Tender.
b) Submission and completion of the Declaration of Interest
c) Submission of an original and valid Tax Clearance Certificate
d) Submission of the company’s registration certificate from the Register of Companies (CIPC).
8.2 Evaluation Process (Phases)
Bids will be evaluated in accordance with the 90/10 preference point system contemplated in the Preferential Procurement Policy Framework
Act (Act 5 of 2000).
The evaluation will be completed in 3 phases:
Phase 1: Compliance to minimum requirements
Phase 2: Functional evaluation
Page 11 of 13 Phase 3: Pricing and Preferential Procurement policy
Phase 1: Compliance to minimum requirements
During Phase 1 all bidders will be evaluated to ensure compliance to minimum document requirements (ex. Tax Clearance Certificates),
ensuring all documents have been completed and that the specified documentation has been submitted in accordance to the bid
requirements. All bidders that comply with the minimum requirements will advance to Phase 2.
EVALUATION CRITERIA Rating Weight Total
1 2 3 4 5
(a) Demonstrated experience in the provisioning of MPS solution 20
(Provide a minimum of three reference letters with contactable references from clients)
(b) Provide a list of completed projects in the provisioning of MPS solution – minimum 3 60
references
(c) Expertise/ Experience/qualifications of support personnel to be assigned to the CIPC 20
contract. (CVs detailing competency of all personnel to be assigned to CIPC for all required
services).
Total 100
Phase 2: Functional evaluation
All bidders that advance to Phase 2 will be evaluated by a panel to determine compliance to the functional requirements of the bid. The
functional evaluation will be rated out of 100 points and will be determined as follows:
Bidders scoring less than 60 points in Phase 2 will not be eligible for Phase 3 evaluation i.e. pricing and preferential procurement.
Please provide details for all the above information to enable proper evaluation.
Phase 3: Preferential Procurement Policy and Pricing
Please Note: CIPC 6.1 Preference Points Claim Form in terms of the PPPFA is attached for claiming above mentioned points, if not
completed the company will automatically score 0 points
Preferential Procurement Policy
The bidders that have successfully progressed through to Phase 2 will be evaluated in accordance with the 90/10 preference point system
contemplated in the Preferential Procurement Policy Framework Act (Act 5 of 2000).
Pricing
Pricing will be calculated using the lowest price quoted as the baseline, thus the lowest price quoted will achieve full marks, while all other
quotes will achieve a weighted average mark based on the lowest price.
Page 12 of 13Description Total
Price 90
BBBEE 10
Total 100
The bidder with the highest score will be recommended as the successful vendor.
6. SUBMISSION OF PROPOSALS
Sealed proposals will be received at the Tender Box at the Reception, 77 Meintjies Street, Sunnyside, the dti campus, Block F.
Proposals should be addressed to:
Manager (Supply Chain Management)
Companies and Intellectual Property Registration Office
Block F, the dti Campus, 77 Mentjies Street,
Sunnyside
PRETORIA
7. ENQUIRIES
A. Supply Chain Enquiries
Mr Solomon Motshweni OR Ms Ntombi Maqhula
Contact No: (012) 394 5233 /45344
E-mail: SMotshweni@cipc.co.za OR Nmaqhula@cipc.co.za
B. Technical Enquiries
Mr Evans Mojanaga
Contact No: (012) 394 45520
E-mail: emojanaga@cipc.co.za
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