DATABASE ADMINISTRATION (DBA) AND DATABASE · PDF filerequest for proposal for the appointment for database administration (dba) and database ... request for proposal for the appointment

THE SOUTH AFRICAN NATIONAL ROADS AGENCY SOC LIMITED

(SANRAL)

RFP No. NRA 58000/2014/01

REQUEST FOR PROPOSAL FOR THE APPOINTMENT FOR

DATABASE ADMINISTRATION (DBA) AND DATABASE

MANAGED SERVICES (ORACLE AND MS SQL)

…

THIS DOCUMENT COMPILED BY:

The South African National Roads Agency Ltd

48 Tambotie Avenue

Val de Grace

Pretoria

0184

Tel: (012) 844 8000 Fax: (012) 362 2101

LIST OF RETURNABLE SCHEDULES WITH RELEVANT ENVELOPES FOR TENDER

SUBMISSION

TECHNICAL PROPOSAL CONTENT:

APPENDIX A: APPLICATION FOR PROPOSAL TECHNICAL

FORM A CERTIFICATE OF AUTHORITY FOR SIGNATORY TECHNICAL

FORM B COMPULSORY ENTERPRISE QUESTIONNAIRE TECHNICAL

FORM C SCHEDULE OF VARIATIONS OR DEVIATIONS BY PROPOSER TECHNICAL

FORM D SCHEDULE OF ADDENDA TO REQUEST FOR PROPOSAL TECHNICAL

FORM F DECLARATION OF INTEREST (SBD 4) TECHNICAL

FORM G DECLARATION OF PROPOSER’S PAST SUPPLY CHAIN MANAGE-MENT PRACTICES

TECHNICAL

FORM H TEAM DETAILS TECHNICAL

FORM I CURRICULUM VITAE TEMPLATE TECHNICAL

FORM J LITIGATION HISTORY TECHNICAL

FORM L CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9) TECHNICAL

FORM M CERTIFICATE OF ATTENDANCE AT CLARIFICATION MEETING TECHNICAL

FORM N SCHEDULE OF WORK CARRIED OUT BY THE SUPPLIER TECHNICAL

FORM O COMPLIANCE MATRIX TECHNICAL

COST PROPOSAL CONTENT:

APPENDIX B:

FORM E TAX CLEARANCE CERTIFICATE REQUIREMENTS FINANCIAL

FORM K BEE VERIFICATION CERTIFICATE FINANCIAL

FORM Q FORM OF OFFER FINANCIAL

FORM R BILL OF QUANTITIES FINANCIAL


APPENDIX C:

FORM S SPECIAL CONDITIONS OF CONTRACT TECHNICAL

REQUEST FOR PROPOSAL NOTICE AND INVITATION RFP NO: NRA 58000/2014/01

REQUEST FOR PROPOSAL FOR THE APPOINTMENT FOR DATABASE ADMINISTRATION AND MANAGED SERVICES (ORACLE AND MS SQL) The South African National Roads Agency SOC Limited (SANRAL) invites proposals from qualified

Proposer/s to enter into an agreement for Oracle and Microsoft SQL Database Administration and Management Services. The agreement will be for a base period of three (3) years from the date of

award, with the option to renew for a further period of two (2) years, at the sole discretion of SANRAL and under mutual agreement providing the pricing, terms and conditions remain the same for any additional period as agreed upon between SANRAL and the company with whom SANRAL has contracted with as a result of the RFP. It is SANRAL’s intent to make an award as a result of this Request for Proposal (RFP). The provision of these services will be for three (3) years commencing on the agreement signature date. The South African National Roads Agency SOC Limited is committed to transformation, employment equity and staff advancement, and supporting broad based black economic empowerment. The primary criteria in selection, apart from costs, will be the degree to which the Proposer/s can demonstrate appropriate knowledge and expertise as well as the Proposer/s BBBEE ranking as required in the industry specific charter for this proposal. Preference will be offered to Proposer/s who comply/ies with the criteria stated in the Request for Proposal. SANRAL reserves the right to award the Request for Proposal as a whole or in part and is under no obligation to accept the lowest or any proposal. The closing time for receipt of proposals is 25 April 2014 at 14H00. The proposal must be submitted at the SANRAL’s Northern Region: 38 Ida Street, Menlo Park, Pretoria, South Africa, 0001, GPS (WGS84) S E 3″ Telegraphic, telephonic, telex, email, facsimile and late proposals will not be accepted. Queries relating to issues arising from these documents may be addressed to Mr Adolph Tomes Tel No: (012) 844 8007 Fax No: (012) 844 8200 Email: [email protected]

mailto:[email protected]

1. GENERAL CONDITIONS OF CONTRACT 5

2. BACKROUND 16

3. SCOPE OF WORK 19

4. CONDITIONS OF PROPOSAL: 30

5. EVALUATION CRITERIA: 35

6. PROPOSAL RULES 37

7. SERVICE LEVEL AGREEMENT 46

8. RETURNABLE SCHEDULES 52

9. APPENDIX A: 54

1. APPENDIX B 82

2. APPENDIX C: 87

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1. GENERAL CONDITIONS OF CONTRACT

1.1 Agreement

1.1.1 Upon acceptance of its proposal, the successful Supplier shall enter into an agreement with SANRAL by completing and signing the Form of Agreement in Form L.

1.2 Definitions

1.2.1 In the Agreement (as hereinafter defined) the following words and expressions shall have the meanings hereby assigned to them, except where the context requires otherwise:

1.2.1.1 “Agree ent” shall mean this agreement including all annexures and appendices thereto and any written supplementary agreements which may be validly concluded between the parties thereto.

1.2.1.2 “Propo er” means the person/s, partnership, joint venture, company or firm who has/have made a proposal and shall also be used synonymously and interchangeable with the words “Ten erer” and “Bi er” throughout this document.

1.2.1.3 “SANRAL” means The SOUTH AFRICAN NATIONAL ROADS AGENCY LIMITED instituted in terms of the South African National Roads Agency Limited and National Roads Act (Act No 7 of 1998) or a person delegated by the South African National Roads Agency Limited to act on its behalf.

1.2.1.4 “Site” shall refer to the various SANRAL offices located in Pretoria – Val De Grace, Pretoria –Centurion (Disaster Recover Centre

1.2.1.5 "Supplier" means the person or persons, partnership, joint ventures, company or firm whose proposal has been accepted for the execution for the works as specified in this Agreement and includes the Supplier’s legally authorized appointed representatives, heirs, successors, assignees, executors, administrators, trustees or sureties of such person, persons, partnership, company or firm.

1.2.1.6 “Work ", "Supply Agreement", or "Agreement" shall mean the works described and specified in the Request for Proposal.

1.2.2 All references to days shall mean working days and shall exclude non-working days unless otherwise stated.

1.2.3 The headings of clauses in the Agreement are for reference purposes only and shall not be taken into account in construing the context thereof.

1.2.4 In the Agreement unless inconsistent with the context, the words “notice”, “notify”,” notification”, “certification” and “issue” shall connote an act to be carried out in writing.

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DATABASE ADMINISTRATION AND MANAGED SERVICES (ORACLE AND MS SQL)

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1.2.5 In the Agreement, unless inconsistent with the context, the masculine includes the other gender, the singular includes the plural and vice versa, and persons shall include bodies corporate.

1.2.6 Any document or notice sent by a party in terms of the Agreement by prepaid registered post addressed to the other party at his domicilium citandi et executandi shall be deemed to have reached the other party within 7 (seven) days from date of posting.

1.2.7 The Agreement constitutes the whole agreement between the parties and no variation, amendment or addition to any of the terms and conditions shall have any force or effect unless reduced to writing and signed by both the parties.

1.2.8 The law applicable to this agreement is the law of the Republic of South Africa with the North Gauteng High Court as the court of jurisdiction.

1.2.9 The Request for Proposal document has been drafted in English, which language shall apply to this Agreement.

1.3 General

1.3.1 The Supplier holds harmless and indemnifies SANRAL from and against all claims, demands, proceedings, damages, costs, charges and expenses whatsoever arising out of or in connection with any failure to perform obligations or to fulfill liabilities and, without limiting the generality of the foregoing, the Supplier holds harmless and indemnifies SANRAL from and against:

1.3.2 Faulty design of the subcontract works and materials to be supplied if and where such design is the responsibility of the Supplier;

1.3.3 Materials, faulty workmanship or failure of the goods if and where the goods were manufactured and/or supplied by the Supplier;

1.3.4 Any negligence by the Supplier, his agents, workmen and servants;

1.3.5 Any claims from the aforesaid;

1.3.6 Any injuries and/or damages incurred on the site in performing the works.

1.4 Warrantees and Representations

1.4.1 The Supplier warrants and represents that:

1.4.1.1 The Supplier has full capacity and authority and all necessary licenses, permits and consents (including but not limited to, where its circumstances and procedures so require, the consent of its Parent Company) to enter into and to perform this Agreement;

1.4.1.2 This Agreement is executed by a duly authorized representative of the Supplier;

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1.4.1.3 The provision of the services and SANRAL’s use thereof shall not infringe on any Intellectual Property Rights including licensing requirements of any third party and indemnifies SANRAL in respect of any claim arising out of SANRAL's use thereof;

1.4.1.4 The services shall be supplied and rendered by appropriately experienced, qualified and trained personnel with all due skill, care and diligence. SANRAL reserves the right to call upon the Supplier to remove any personnel whom in its opinion is incompetent;

1.4.1.5 The Supplier shall discharge its obligations hereunder with all due skill, care and shall

perform all Services in terms of this Agreement with the highest standards consistent with, and applicable to the industry, practice and its own established internal procedures;

1.4.1.6 The services shall be performed in compliance with all applicable laws, enactments, orders, regulations, and other similar rules and directives;

1.4.1.7 The services satisfy the Functional Specifications and Performance Criteria and all software, components and Equipment supplied and/or used in the course of the provision of the Services shall operate in accordance with their technical specifications;

1.4.1.8 The provision of the services shall not cause electrical interferences beyond the limits laid down in the applicable standard specifications,

1.4.1.9 All equipment supplied is new and unused; 1.4.1.10 All statements and representations made to SANRAL are, to the best of its

knowledge, information and belief, true and accurate and that it will advise SANRAL of any fact, matter or circumstance of which it may become aware which would render any such statement or representation to be false or misleading.

1.5 Contract Price Adjustment

1.5.1 The contract price shall be the amounts submitted by the proposer for the Database Administration and Managed Services. Adjustment of the contract price and the rates and prices under this subclause shall be limited to an annual amount which takes account of:

1.5.1.1 Movements in the Annual Consumer Price Index as it affects that product or service as calculated in accordance with the latest rates published by Statistics South Africa.

1.6 Assignment and Subletting 1.6.1 The Supplier shall not cede or delegate his rights or obligations in respect of the whole

or any part of this Agreement.

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1.6.2 The Supplier shall not sublet the whole or any part of the Works without the prior written consent of SANRAL.

1.6.3 This consent of SANRAL to any subcontracting permitted hereunder:

1.6.4 Shall not imply an agreement between SANRAL and the Subcontractor or any responsibility or liability on the part of SANRAL to the Subcontractor; or

1.6.5 Shall not relieve the Supplier from any liability or responsibility for the acts, neglect, omission or any Default of its Subcontractors.

1.7 Intellectual Property Rights Indemnity

1.7.1 The Supplier shall indemnify SANRAL against all claims, demands, actions, costs, expenses (including but not limited to legal costs and disbursements on an attorney and client scale), losses and damages arising from or incurred by reason of any infringement or alleged infringement (including but not limited to the defense of such alleged infringement) in South Africa of any Intellectual Property Right arising out of or consequent upon the services rendered by the Supplier to SANRAL.

1.7.2 The Supplier shall promptly notify SANRAL if any claim or demand is made or action brought against the Supplier for infringement or alleged infringement of any Intellectual Property Right.

1.7.3 If a claim or demand is made or action brought to which Clause 1.7.1 may apply or in the reasonable opinion of the Supplier is likely to made or brought, the Supplier shall at its own expense either:

1.7.3.1 Modify any or all of the services without reducing the performance and functionality, or substitute alternative services of equivalent or superior performance and functionality for any or all of the services, so as to avoid the infringement or the alleged infringement, provided that the terms of this Agreement shall apply mutatis mutandis to such modified or substituted services and such modified or substituted services shall be acceptable to SANRAL, who will not unreasonably withhold such acceptance; or

1.7.3.2 Procure a royalty free license to use the service on terms which are acceptable to SANRAL.

1.8 Cancellation by SANRAL

1.8.1 This Agreement may be cancelled by SANRAL in the event of:

1.8.1.1 Failure by the Supplier to proceed with his obligations in terms of this Agreement with due care, skill and diligence; and

1.8.1.2 In the event of insolvency or liquidation of the Supplier.

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1.8.2 Should the Supplier default as listed in Clause 1.8.1.1 and 1.8.1.2, SANRAL shall deliver a Notice of Cancellation to the Supplier and cancel the agreement forthwith.

1.8.3 Where this Agreement is cancelled as contemplated above the Supplier shall immediately vacate the site and hand over to SANRAL all documents and papers which relates to the Works either in printed or electronic form as may be prescribed by SANRAL. SANRAL shall within 14 (fourteen) days after date of cancellation prepare an account of the service rendered by the Supplier prior to date of such cancellation and no further payment shall be made to the Supplier.

1.8.4 SANRAL shall be entitled to deduct from any payment due to the Supplier any additional cost, losses, disbursements and damages incurred or sustained by SANRAL by reason or in consequence of the cancellation of this Agreement, or demand payment in terms of the Guarantee.

1.8.5 The guarantee delivered by the Supplier in terms of this Agreement shall remain in force until completion of the project.

1.9 Publicity

1.9.1 Neither party shall use the name or any other material and Information of the other in publicity releases or advertising or for other promotional purposes, without securing the prior written approval of the other party.

1.9.2 Both parties shall take all reasonable steps to ensure the observance of the provisions of this Clause 1.9 by all their employees, agents, Sub-Suppliers and its Service Providers.

1.9.3 Notwithstanding the provisions of Clause 1.9.1 above, SANRAL shall be entitled to publicize the Agreement in accordance with any legal or quasi-legal obligation upon SANRAL.

1.10 Gifts and Payment of Commission

1.10.1 The Supplier shall not:

1.10.1.1 Offer or give or agree to give any person of SANRAL any gift or consideration of any kind as an inducement or reward for doing or forbearing to do or for having done or forborne to do any act in relation to the obtaining or performance of this Agreement or any other Agreement with SANRAL

1.10.1.2 or for showing or forbearing to show favour or disfavour to any person in relation to

this Agreement; nor 1.10.1.3 Enter into this Agreement if in connection with it commission has been paid or agreed

to be paid to any person of SANRAL by the Supplier or on the Supplier’s behalf or to the Supplier’s knowledge, unless before this Agreement particulars of any commission and of the terms and conditions of any Agreement for the payment thereof have been disclosed in writing to SANRAL.

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1.10.2 In the event of any breach of Clause 1.10.1 by the Supplier or by anyone employed by the Supplier or acting on the Supplier’s behalf in relation to this Agreement or any other agreement with SANRAL, SANRAL may summarily terminate this Agreement by notice in writing to the Supplier and withhold all payments due to the Supplier for completed work. Provided always that such termination shall not prejudice or affect any right of action or remedy which shall have accrued or shall accrue thereafter to SANRAL and provided always that SANRAL may recover from the Supplier the amount or value of any such gift, consideration or commission.

1.10.3 The decision of SANRAL shall be final and conclusive in any dispute, difference or question arising in respect of:

1.10.3.1 The interpretation of this Clause (except insofar as the same may relate to the amount recoverable from the Supplier under Clause 1.10.2 in respect of any loss resulting from such termination of this Agreement); and/or

1.10.3.2 The right of SANRAL under Clause 1.8.3 to terminate this Agreement; and/or 1.10.3.3 The amount of value of any such gift, consideration or commission.

1.10.4 In the event that any gift, consideration or commission was solicited by any employee of SANRAL, this shall immediately be disclosed in writing to SANRAL.

1.11 Force Majeure

1.11.1 For the purpose of this Agreement the expression “Force Majeure” shall mean a cause affecting the performance by a party of its obligations arising from acts, events, omissions, happenings or non-happenings beyond its reasonable control including (but without limiting the generality thereof) acts of God, fire, flood, or any disaster, governmental regulations, war, rebellion or other military action. Any act, event, omission, happening or non-happening will only be considered Force Majeure if it is not attributable to the willful act, neglect or failure to take reasonable precautions of the effected party, its employees, agents, Sub-Suppliers or Service Providers.

1.11.2 Neither party shall in any circumstances be liable to the other for any loss of any kind

whatsoever including but not limited to any damages whether directly or indirectly caused to or incurred by the other party by reason of any failure or delay in the performance of its obligations hereunder which is due to Force Majeure. Notwithstanding the foregoing, each party shall use all reasonable endeavors to continue to perform, or resume performance of such obligations hereunder for the duration of such Force Majeure event.

1.11.3 If either of the parties shall become aware of circumstances of Force Majeure which give rise to or which are likely to give rise to any such failure or delay on its part it shall forthwith notify the other by the most expeditious method available and shall inform the other of the period which it is estimated that failure or delay shall continue.

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1.11.4 It is expressly agreed that any failure by the Supplier to perform or any delay by the Supplier in performing its obligations under this Agreement which results from any failure or delay in the performance of its obligations by any person, firm or company with which the Supplier shall have entered into any such agreement, supply arrangement or sub-contract or otherwise, shall be regarded as a failure or delay due to Force Majeure only in the event that such person, firm or company shall itself be prevented from or delayed in complying with its obligations under such agreement, supply arrangement or subcontract or otherwise as a result of circumstances of Force Majeure.

1.11.5 If a party fails to inform the other party of the Force Majeure event concerned as set out in this Clause, then such party shall thereafter not be entitled to refer to or rely on such Force Majeure as a reason for non-fulfillment of any obligation in terms of this Agreement, provided that this obligation to perform shall not apply if a Force Majeure event is known by both parties or the party is unable to inform the other party due to the Force Majeure event.

1.11.6 If the Force Majeure continues for more than 90 (ninety) days, either party shall have the right to terminate this Agreement with immediate effect.

1.12 Severability

1.12.1 If any South African court of competent jurisdiction holds any provision of this Agreement invalid, illegal, unlawful or unenforceable for any reason, such provision shall be severed and the remainder of the provisions hereof shall continue in full force and effect as if this Agreement had been executed with the invalid, illegal or unenforceable provision eliminated.

1.12.2 In the event of a holding of invalidity so fundamental as to prevent the accomplishment of the purpose of this Agreement, SANRAL and the Supplier shall agree to meet and review the matter and if any valid and enforceable means is reasonably available to achieve the same objective as the invalid or unenforceable provision, to adopt such means by mutual agreement by way of variation of the Agreement.

1.13 Waiver

1.13.1 The failure of either party to insist upon strict performance of any provision of this Agreement, or the failure of either party to exercise any right or remedy to which it is entitled hereunder, shall not constitute a waiver thereof and shall not cause a diminution of the obligations established by this Agreement.

1.13.2 A waiver of any Default shall not constitute a waiver of any subsequent default.

1.14 Succession

1.14.1 This Agreement shall be binding on the successors in title, assignees, administrators, executors and heirs of either party.

1.15 Insurance

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1.15.1 The Supplier shall act and take out insurance and maintain at his own cost such insurance as he deems necessary to cover his responsibilities in terms of the Agreement including the deductible excesses of the insurance. SANRAL shall be at liberty to examine the insurance purchased.

1.16 Commencement and Program

1.16.1 The Supplier shall commence the Works as specified herein, and shall proceed with the same with due expedition and without delay except as may be expressly sanctioned or ordered by SANRAL or be completed beyond the control of the Supplier.

1.17 Time for Completion

1.17.1 The Works shall be executed by the date specified herein or such extended time as may be provided for in terms of the Agreement.

1.18 Failure to Perform

1.18.1 If the Supplier fails to execute the Works by the date of completion or within the constraints and limitations detailed in the Agreement, the Supplier shall reimburse SANRAL for the costs reasonably incurred in arranging for the Works or duties or tasks which the Supplier has consistently failed to execute satisfactorily to be carried out by others on his behalf, in accordance with the provisions of the Agreement.

1.18.2 SANRAL may, without prejudice to any other form of recovery, deduct such sum or sums from any monies due or which may become due to the Supplier.

1.18.3 The payment or deduction of such sum or sums shall not relieve the Supplier of his obligation to complete the Works or from any of his obligations or liabilities under the Agreement.

1.18.4 A penalty of two (2%) percent of the total agreement value per calendar day or part thereof shall be applicable for late-completion or non-completion of the Works.

1.18.5 Penalties will be applied for non-performance during the Maintenance Phase of the Works as specified.

1.19 Traveling

1.19.1 The Supplier is to include all travelling and delivery cost to all the SANRAL sites in his proposal, for which no extra costs will be paid.

1.20 Site Accommodation

1.20.1 No supplier personnel will be allowed to stay on site.

1.20.2 No offices or other facilities are available on site for the supplier.

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1.21 Equipment and Materials

1.21.1 The Supplier must safeguard all material and equipment. This responsibility passes to SANRAL from the date that an Inspection Release Certificate in respect of the completed system installation is handed over. It will be the Suppliers responsibility to take out any necessary insurance cover up until the time that the takeover certificate is issued.

1.21.2 The Supplier can under no circumstance make use of any other Supplier or subcontractor’s equipment on site to complete their work, without the prior written consent of the other Supplier or subcontractor and SANRAL.

1.22 Software Licensing

1.22.1 The Supplier shall procure all software in the name of SANRAL and deliver the original of all such licenses and software to SANRAL before the completion of the Installation Phase of the Works.

1.23 Vacation of Site

1.23.1 The Supplier shall hand the site back to SANRAL in the same condition as it was before the commencement of the works. Failing to do so, SANRAL will effect all repairs, replacement and/or cleaning necessary to return the site to its original condition. All costs associated herewith will be deducted from the payment due to the Supplier.

1.24 Measurement and Payment

1.24.1 The Supplier shall submit to SANRAL, on completion of the Installation Phase of the Works and acceptance thereof by SANRAL (refer to Project Specifications), in a form that SANRAL may reasonably require, an invoice of the amount it claims in accordance with the provisions of this Agreement.

1.24.2 Payment shall be made within 30 (thirty) calendar days of receipt by SANRAL (at its

nominated address for invoices) of a valid invoice and statement, from the Supplier.

1.24.3 If any sum payable under this Agreement is not paid within 30 (thirty) calendar days after the due date then (without prejudice to the Supplier’s other rights and remedies) the Supplier shall be entitled to receive interest compounded monthly on the amount owing during the period of delay. Interest shall be calculated at 0.5 (half) percentage point above the prime rate charged by the Supplier’s bank at the time. The Supplier shall be entitled to such payment without formal notice.

1.25 Settlement and Disputes

1.25.1 Any dispute or difference of any kind whatsoever between SANRAL and the Supplier in connection with or arising out of this Agreement (whether during the execution of the agreement works or after their completion and whether before or after the termination, abandonment or breach of this Agreement) shall be settled by reference to SANRAL.

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1.25.2 If a dispute cannot be settled between the two parties, then the chief executive officers

of the two parties shall meet and endeavor to resolve issues between them.

1.25.3 If the agreement between chief executive officers cannot be reached within 49 (forty-nine) calendar days after receipt by one Party of the other Party’s request to do so, the dispute may be submitted by either party to the Gauteng High Court for urgent or interim relief.

1.25.4 Notwithstanding any contrary provisions in this Agreement, any Party shall have the right to approach the North Gauteng High Court for urgent or interim relief.

1.26 Non Renouncement and Statutory Powers

1.26.1 Notwithstanding any provision contained in this Agreement or any right or obligations arising there from:

1.26.1.1 SANRAL does not renounce any of its statutory powers; and

1.26.1.2 both parties record SANRAL's power to act in accordance with the existing or future Acts of Parliament or regulations made by virtue thereof and that this Agreement shall not affect such powers in any way whatsoever; and

1.26.1.3 SANRAL shall have the right to refuse to furnish any information or documentation

that the Supplier may request in terms of this Agreement if SANRAL is of the opinion, based on reasonable grounds, that such information or documentation is confidential, or if the disclosure of such information or documentation will infringe another party's copyright or any other right or breach a relation of trust between SANRAL and another party.

1.27 Confidentiality

1.27.1 Save as may be otherwise stipulated elsewhere in this Agreement, the Supplier shall not, at any time after the Signature Date and warrants that it has not at any time prior to the Signature Date –

1.27.1.1 directly or indirectly used any Confidential Information for any purpose other than the

Permitted Purpose; and/or

1.27.1.2 directly or indirectly disclosed, or directly or indirectly used, whether for its own benefit or that of any other person, any Confidential Information other than for the Permitted Purpose; and/or

1.27.1.3 provide any person with Confidential Information itself.

1.27.2 The Supplier acknowledges and accepts that all intellectual property relating to the Confidential Information, belongs to SANRAL and such Confidential Information and such intellectual property may not be used or reproduced for any purpose whatsoever other than the Permitted Purpose.

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1.27.3 Notwithstanding the above –

1.27.3.1 Confidential Information may be disclosed by the Supplier to the extent to which disclosure is required by law (excluding contractual obligations), or for purposes of court proceedings.

1.27.3.2 The Supplier may disclose Confidential Information and Confidential Records to, and permit the use thereof by, the Supplier’s directors, responsible employees and professional advisors who require such disclosure for the purpose of this Agreement and/or such Party implementing or enforcing this Agreement or obtaining professional advice or for the purpose of complying with any law. If any such director, employee or professional advisor commits an act or omission which would have been a breach of this Agreement had such director, employee or professional advisor been bound by the provisions hereof, then such act or omission (as the case may be) shall be deemed to be a breach of this clause by the Supplier.

1.27.3.3 Should the Supplier ("the Defaulting Party") commit a breach of any of the provisions of this Agreement, then SANRAL ("the Aggrieved Party") shall be entitled to claim specific performance by the Defaulting Party of all the Defaulting Party's obligations, in either event without prejudice to the Aggrieved Party's rights to claim damages. The aforegoing is without prejudice to such other rights as the Aggrieved Party may have at law.

1.28 Entire Agreement

1.28.1 The Agreement constitutes the entire understanding between the parties relating to the subject matter of this Agreement and supersedes all prior representations, negotiations or understandings, proposals or prior arrangements, oral or written with respect hereto, except in respect of any fraudulent misrepresentation made by either party.

1.28.2 The Supplier shall be deemed to have waived and renounced any condition printed upon any stationary used by them for the purpose of or in connection with the submission of the proposal.

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2. BACKROUND

2.1 Overview

2.1.1 The South African National Roads Agency SOC Limited is soliciting proposals from qualified Proposer/s to enter into an agreement for the provision of Database Administration and Managed services (Oracle and Microsoft SQL Databases). The agreement will be for a base period of Three (3) years from the date of award, with an option to renew for 2 years purely at the sole discretion of SANRAL.

2.1.2 The South African National Roads Agency SOC Limited (SANRAL) is a com-

pany established in terms of the National Roads Act, Act 7 of 1998.

SANRAL OFFICES (DATABASE SITE LOCATIONS)

OFFICE LOCATION ADDRESS

Head Office Pretoria 48 Tambotie Avenue, Val de Grace,

Disaster Recovery

Centre

Centurion 36 Assegaai Wood Street, Rooihuiskraal

2.2 Objectives

2.2.1 The South African National Roads Agency SOC Limited (SANRAL) requests proposals for Managed Service Support of its Oracle and SQL Databases. Proposers will be required to perform all Database Administration (DBA) related tasks, on a schedule that will not interfere with SANRAL’s normal business op-erational hours (Monday to Friday 08:00am-17:00pm).

2.3 SANRAL Environment Summary 2.3.1 Server Type: Virtual Server (VMware 5.5) 2.3.2 Server Operating Systems: Windows 2008 R2 / 2012 2.3.3 Database Versions: 2.3.3.1 Oracle 11.2.0.4 and 12c, 2.3.3.2 Microsoft SQL 2008 / SQL Server 2012, Express, Standard Edition and En-

terprise 2.4 Database Managed Services 2.4.1 Provide both proactive and reactive database support. Proactive database

support should ensure that SANRAL’s database environment receives the pre-ventative care it requires to ensure availability to respond to critical business needs with integrity.

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2.4.2 SANRAL requires expert DBA services to provide routine tasks, such as patch-ing, backups, configuration and installation. Other support tasks should be tai-lored to SANRAL’s unique database environment. This includes customized deployment procedures, refresh methodologies, failover and replication rou-tines that require focused attention beyond rudimentary knowledge application.

2.5 Current Database Landscape

2.5.1 The largest database currently in operation is related to the ITIS (Integrated

Transport Information Services). ITIS provides services for a variety of software solutions in operation at SANRAL. The demands and size of the databases are growing rapidly as the services get adopted by new users. Currently there are 200+ active users on the system; however this is predicted to grow to over 1000 users within the 12 months. The sizes of the database and transaction volumes are also proportionally growing. As the importance of the software so-lutions are increasing the need for a mission critical and scalable environment is becoming essential to the success of the software solutions.

2.5.2 The development of the ITIS solutions has always involved cutting edge tech-nology as it pushes the boundaries for software within the transport industry, the utilization of the latest software technologies is key to its success. It is thus important that the entity managing the database environment provides a solid foundation while still maintaining a passion for innovation that will assist in pav-ing the way forward for the future of SANRAL products.

2.6 Oracle Database instances

2.6.1 There are currently three instances of the ITIS database running on:

2.6.1.1 ITIS Production: 1 TB Disk space usage, high transaction volume, 20 GB Memory usage

2.6.1.2 ITIS_QA: 1 TB Disk space usage, low to medium transaction volume, 2 GB Memory usage

2.6.1.3 ITIS Development: 1 TB Disk space usage, low to medium transaction vol-ume, 2GB Memory usage

2.6.1.4 One instance of the Hummingbird Docs database on version 11.2.0.4 2.6.1.5 DOCS Production: 1 GB Disk Space, Medium transaction volume, 2 GB

Memory usage

2.7 Oracle Management Software

2.7.1 Enterprise Manager 12c needs to be setup and maintained for database moni-toring and tuning

2.7.2 Oracle Application Lifecycle manager is required for management of the in-stances and compliance

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2.8 Oracle Database features in use

2.8.1 SANRAL currently using following Oracle Software Products and proposers will be required to provide DBA functions in terms of configuration and support all these products:

2.8.1.1 Database Enterprise Edition 2.8.1.2 Spatial and Graph 2.8.1.3 Database Lifecycle Management 2.8.1.4 Diagnostics Pack 2.8.1.5 Tuning Pack

2.8.2 Knowledge of the following Oracle database features would be required to suc-cessfully maintain the ITIS database instances. The ITIS use of Oracle data-base features is quite extensive, however these features are important as they could impact the DBA activities required.

2.8.2.1 Oracle Spatial 2.8.2.2 Parallel optimization 2.8.2.3 Automatic memory management 2.8.2.4 Workspace Manager 2.8.2.5 Scheduler 2.8.2.6 Remote Database Links

2.9 SQL Server instances

2.9.1 SQL Server 2012

2.9.1.1 ITIS Reporting services

2.9.2 SQL Server 2008, 2012 and future releases

2.9.2.1 SANRAL requires expert DBA services to provide routine tasks, such as patching, backups, configuration and installation. Other support tasks should be tailored to SANRAL’s unique database environment. This includes cus-tomized deployment procedures, refresh methodologies, failover and replica-tion routines that require focused attention beyond rudimentary knowledge application.

2.10 SQL Server Reporting Services

2.10.1 High volume reporting services instance needs to be maintained

2.11 Compliances required

2.11.1 SANRAL requires evidence from proposer/s that their service offering complies with the required scope of work listed in section 3 of this document:

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3. SCOPE OF WORK

3.1 Database administration and Managed Services (Oracle and Microsoft SQL)

3.1.1 The proposer shall deliver database administration and managed services and all related services specified in this document remotely and at SANRAL’s premises at 48 Tambotie Avenue, Val de Grace, Pretoria, 0184 and the Disaster Recovery Site located at 36 Assegaai Street, Rooihuiskraal.

3.1.2 The specified requirements in this document are the minimum requirements of the tender. Proposers are at liberty to indicate higher responses than the minimum levels.

3.1.3 SANRAL requires expert DBA services to provide routine tasks, such as patching, backups, configuration and installation of current and future database instances. Other support tasks should be tailored to SANRAL’s unique database environment. This includes customized deployment procedures, refresh methodologies, failover and replication routines that require focused attention beyond rudimentary knowledge application.

3.2 Database Support Services: 3.2.1 Database Health Checks 3.2.2 Proactive Administration 3.2.3 Clear Roles and Responsibilities 3.2.4 DBA Flexibility and Scalability 3.2.5 Primary and Support DBAs 3.2.6 Collaboration and Delegation 3.3 Technical Support and Troubleshooting inclusive of but not limited to

points mentioned below:

3.3.1 Performing database starting, shutdown, handling critical database errors and troubleshooting, resolution of errors, database crash recovery.

3.3.2 Troubleshooting of issues related to the database and providing solution for the same.

3.3.3 Co-ordinate with application and other teams to resolve the technical issues even though they are not directly related to databases.

3.3.4 Logging of cases, raise Service Requests with relevant OEMs like Oracle etc. to resolve the corresponding issues

3.3.5 Database administration and maintenance to meet performance standards; maximize efficiency and minimize outages on regular and needs basis.

3.3.6 Deploy and manage scripts to check for basic database health and proactive monitoring after relevant approvals.

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3.3.7 Proactively monitor and review database logs and errors and take appropriate measures to resolve the same.

3.3.8 Setting and tuning system parameters for optimum database response and performance

3.3.9 Database indexing, buffer and cache management, monitoring databases for faults & errors, reorganizing databases, managing database space & table space and aligning database management with IT infrastructure requirements of the organization.

3.3.10 Administration of all database objects, tables, clusters, indexes, views, sequences, packages and procedures.

3.3.11 Quarterly review of database performance & ensure appropriate measures for improvement post approvals. Publish quarterly performance reports. This is applicable to all databases.

3.3.12 Recommendation of standard operating procedures for optimizing performance of database.

3.3.13 Support for User management including user creation, maintenance of user profiles, granting user access and authorization including roles and responsibilities. Password management is a part of support functionality.

3.4 Implementation Support

3.4.1 Database specific functionalities like Oracle Installation and Configuration, DB Replication (Oracle Data Guard / SQL Mirroring / log shipping etc.), Database version upgrade, instance monitoring/ tuning, instance failover and recovery, restoration of database shall be part of DBA services.

3.4.2 Configuration support to achieve requirements of application as well as need basis resolution of problems if any.

3.4.3 Database specific functionalities mentioned above shall not be restricted to Oracle and shall be made available for other existing, production, new databases of the organization.

3.4.4 Perform Capacity Planning for database sizing, requirement of disk storage space, backup tapes and methodology for existing and new databases in consultation with relevant teams of the organization.

3.4.5 Installation/ re-installation of all the databases (presently Oracle) of the organization.

3.4.6 Creating databases, maintenance of databases for testing, development and production usage.

3.5 Database & Application Support

3.5.1 Conduct Random health checks on the databases and prepare performance reports.

3.5.2 Assist Business Side System Administrators on database issues/errors. 3.5.3 Conduct routine maintenance tasks on the database servers for proactive

monitoring like deleting log files, dump files, error correcting.

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3.5.4 Create repeatable processes to upgrade, test, and maintain databases and software systems. Monitor the systems to provide a minimum level of performance as a part of QA.

3.5.5 Provide on-call support after hours and on weekends. Monitor database availability after database weekly backups.

3.5.6 Monitor database performance and make modifications and adjustments to database architecture, storage methods and management system software to fine tune the database for optimum response time.

3.5.7 Monitor capacity and allocate space according to overall needs of systems users, available data storage and database management system requirements.

3.5.8 Implement Oracle Enterprise Manager (OEM) and monitor all database activity. 3.5.9 Prepare statistical and narrative reports of database management

performance, activities and special projects. 3.5.10 Troubleshoot problems related to availability of data to system users, space,

database software, data flow, and data storage or data access.

3.6 Remote DBA Services 3.6.1 Proactive database assessments combined with comprehensive 7×24

monitoring and respond to alerts tuned specifically for specific databases.

3.7 Database Upgrade

3.7.1 Proposers will be required to provide seamless Database Upgrades, this may include operating system upgrades.

3.7.1.1 Proposers should perform the latest database upgrades across multiple database environments prescribed methods, testing, configuration and fallback routines. Proposers should have completed a minim 50 upgrades in the past five years. Proposers are required to design and document, upgrade procedures. DBAs should frequently assist in implementing new features and performance improvements, ultimately improving database availability, reliability and recoverability.

3.8 End-of-Life upgrades should include:

3.8.1 SQL Server: All versions to the latest release. 3.8.2 Oracle: All versions to the latest release. 3.9 Database Monitoring Services 3.9.1 24x7x365 Monitoring of Database Health

3.9.1.1 Proposer’s database monitoring services should focus on the things that really matter. Proposers should operate 24x7x365 database monitoring and support with on-shift DBAs – not just on-call rotation.

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3.10 Key Monitoring Services:

3.10.1 Proactive Database Monitoring 3.10.2 Issue Tracking 3.10.3 Ticketing System 3.10.4 Customized Notifications 3.10.5 Break/Fix Resolution 3.10.6 Incident History 3.10.7 Remediation and Prevention

3.11 Database Assessment Services

3.11.1 Database Optimization

3.11.2 Proposers will provide database assessment service to form the baseline starting point for all parties to agree upon and develop future plans.

3.11.3 Senior-level database administrators shall perform audits and assessment on a quarterly basis, to conduct a detailed database analysis of the SQL and Oracle environment. The objective is to provide key insights, short- and long-term database recommendations, optimization opportunities, and information on alternative database approaches to the environment.

3.12 General Database Administration outcomes:

3.12.1 Development of Database administration policies and procedures

3.12.2 A detailed view of the current database environment

3.12.3 Recommendations for improvements and efficiencies for the current database environment

3.12.4 Performance improvement recommendations on the current database environment

3.13 Database Tuning Services

3.13.1 Proactive Database Tuning and Optimization to ensure Database Performance

3.13.2 Proposers are required to provide tuning services for both long-term proactive and immediate short-term needs. Proactive tuning incorporates database utilization, license optimization, load balancing, clustering, log shipping, replication jobs or preproduction work. In any of these cases, proposers database tuning expertise should ensure that the database is optimized for performance and running smoothly.

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3.13.3 Key Areas of Tuning Services:

3.13.3.1 Database, Server and Instance 3.13.3.2 Storage and I/O 3.13.3.3 Replication and/or Clustering 3.13.3.4 Backup and Recovery

3.14 Database Administrator Expertise

3.14.1 An average of 10 years of experience for senior Oracle Database Administrator (DBA) and a minimum of 5 years experience for a junior Oracle DBA. Proposers DBA’s should have experience in successfully supporting smaller operations to larger environments of up to 500TB databases.

3.14.2 The appointed Contractor cannot replace approved personnel assigned to the SANRAL contract without SANARL’s approval. SANRAL will only consider such replacements where the replacement resource meets the minimum expertise required for the administration of the SANRAL Oracle and SQL databases.

3.14.3 Unauthorized Personnel changes during the life of the contract may lead to the immediate termination of the contract.

3.15 Minimum DBA skills and experience

3.15.1 The Oracle DBA will be required to perform critical tasks, for this a broad background is required.

3.15.1.1 System Analysis & Design skills – The Oracle and SQL DBA must take an active role in the analysis and design of new database systems. Knowledge of data flow diagrams, data dictionary techniques, CASE tools, Entity-relation modelling and design techniques are required.

3.15.1.2 Physical Disk Storage skills – Understanding of disk hardware architecture, RAID implementation, cache controllers, and disk load balancing are required of the DBA.

3.15.1.3 Data Security skills – An understanding of relational database security including role-based security.

3.15.1.4 Backup and Recovery skills – The backup and recovery methods involve third-party software (Backup Exec / Snap Manager), the DBA should have experience implementing backup and recovery methods. (Including disaster recovery)

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3.15.1.5 Change Control Management skills – In many cases the DBA will be responsible for implementing change control and insuring that changes to the production database are properly coordinated.

3.16 Oracle DBA expertise and experienced:

3.16.1 Oracle Database Upgrades to 12c and future releases 3.16.2 Apply Industry best practices relevant to the SANRAL environment. 3.16.3 Patch Application 3.16.4 Oracle SR Management 3.16.5 Oracle Custom Scripts 3.16.6 Oracle Disaster Recovery 3.16.7 Oracle Performance Tuning 3.16.8 High Availability 3.16.9 Cloning 3.16.10 Very Large Database (VLDB)

3.16.11 Proposers must demonstrate that they have at least two members of staff with at least five years individual experience gained within the last eight (8) years of administrating Oracle and SQL databases (DBA).

3.16.12 Proposers must demonstrate that they have at least one member of staff with at least three years’ experience gained within the last 5 years for Oracle Performance Tuning.

3.16.13 Proposers must demonstrate that they have at least one member of staff with at least three years’ experience gained within the last 5 years of applying Oracle patches.

3.16.14 Proposers must demonstrate that they have at least one member of staff with at least three years’ experience gained within the last 5 years of Oracle backup and recovery technology.

3.17 Oracle DBA Responsibilities

3.17.1 Creates and maintains all databases required for development, testing, education and production usage.

3.17.2 Performs the capacity planning required to create and maintain the databases. The DBA works closely with system administration staff because computers often have applications or tools on them in addition to the Oracle Databases.

3.17.3 Performs on-going tuning of the database instances. 3.17.4 Install new versions of the Oracle RDBMS and its tools and any other tools

that access the Oracle database. 3.17.5 Plan and implement backup and recovery of the Oracle database. (Using

current backup and recovery tools used by SANRAL)

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3.17.6 Controls migrations of programs, database changes, reference data changes and menu changes through the development life cycle.

3.17.7 Implements and enforces security for all of the Oracle Databases. 3.17.8 Performs database re-organizations as required to assist performance and

ensure maximum uptime of the database. 3.17.9 Puts standards in place to ensure that all application design and code is

produced with proper integrity, security and performance. The DBA will perform reviews on the design and code frequently to ensure the site standards are being adhered to.

3.17.10 Evaluates releases of Oracle and its tools, and third party products to ensure that the database instances are running the products that are most appropriate. Planning is also performed by the DBA, along with the application developers and System administrators, to ensure that any new product usage or release upgrade takes place with minimal impact.

3.17.11 Provides technical support to application development teams. This is usually in the form of a help desk. The DBA is usually the point of contact for Oracle dependencies.

3.17.12 Enforces and maintains database constraints to ensure integrity of the database.

3.17.13 Administers all database objects, including tables, clusters, indexes, views, sequences, packages and procedures.

3.17.14 Assists with impact analysis of any changes made to the database objects. 3.17.15 Troubleshoots with problems regarding the databases, applications and

development tools. 3.17.16 Create new database users as required. 3.17.17 Manage sharing of resources amongst applications. 3.17.18 The DBA has ultimate responsibility for the physical database design.

3.18 The DBA should possess the following skills

3.18.1 A good knowledge of the operating system(s) (Windows, Linux) 3.18.2 A good knowledge of physical database design 3.18.3 Ability to perform both Oracle and also operating system performance

monitoring and the necessary adjustments. 3.18.4 Be able to provide a strategic database direction for the organisation. 3.18.5 Excellent knowledge of Oracle backup and recovery scenarios. 3.18.6 Good skills in all Oracle tools. 3.18.7 A good knowledge of Oracle security management. 3.18.8 A good knowledge of how Oracle acquires and manages resources. 3.18.9 Acquire sound knowledge of the applications at SANRAL. 3.18.10 Experience and knowledge in migrating code, database changes, data and

menus through the various stages of the development life cycle. 3.18.11 A good knowledge of the way Oracle enforces data integrity. 3.18.12 A sound knowledge of both database and program code performance tuning. 3.18.13 DBA should have sound communication skills with development teams,

systems administrators and other related service providers.

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3.19 Compulsory supporting documentation

3.19.1 One example of site documentation created for another customer or the template used for customers.

3.19.2 A minimum of two examples of reports describing daily, weekly and monthly database checks run for another customer.

3.19.3 A minimum of one example of experience in developing a Backup strategy in a complex Oracle environment.

3.19.4 A minimum of one example of experience of implementing an Oracle backup strategy.

3.19.5 A minimum of one example of experience of recovering Oracle databases from backup.

3.19.6 Copies of Oracle and SQL related Courses and Certifications passed by the proposed DBA’s assigned to this contract.

3.20 Additional Oracle Experience

3.20.1 Proven experience with Oracle Spatial Data 3.20.2 Experience with Oracle Application Life Cycle

3.21 Services Coverage

3.21.1 The DBA services shall cover existing production, testing and development DB environments that are in the organization at all locations.

3.21.2 New DB implementation and support 3.21.3 Support Services for Oracle 11g and above versions 3.21.4 End-to-end management of databases on ongoing basis to ensure smooth

functioning. 3.21.5 Change management of database schema, storage, disk space, table space,

user roles, backup and purging etc. 3.21.6 As per IT security policy of the organization, ensure database patch

management with minimum downtime and recommend appropriate patches of Operating System relevant to database.

3.21.7 Managing database upgrades

3.22 Database and Operating System Security Functions

3.22.1 Ensure servers are current with Oracle patches and security updates. 3.22.2 Document the various security procedures in place to provide system security. 3.22.3 Provide access to this document only to authorized personnel. 3.22.4 Analyze and evaluate the security procedures required for specific mission-

critical database systems as defined by SANRAL security standards 3.22.5 Perform all database security checks and manage all database securities

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3.22.6 Create and implement plans for system security using a variety of technologies to provide data security and auditing functions for SANRAL mission critical systems.

3.22.7 Maintain security and integrity of data access policies, standards, and methods by establishing database recovery plans to minimize data losses and system downtime and by developing backup routines for the database management system software and for the stored data.

3.23 Disaster Recovery and Backup Functions

3.23.1 Regular backups of all databases in accordance with policies prevalent in the organization and on need basis.

3.23.2 Testing of recovery/ restoration of databases with appropriate approvals. 3.23.3 Maintain, update and implement database archival procedures where ever

required and recover from an outage and/ or corruption of databases in a timely manner.

3.23.4 Troubleshoot database connectivity and back up issues working with Proposers /Developers /Users /Project Managers.

3.23.5 Prepare and implement disaster recovery plans for various Oracle based software systems. Create upgrade and migration schedules and plans in a way so as to minimize the impact on production and mission critical systems.

3.24 Training and Support 3.24.1 Training and support for SANRAL database systems will be the responsibility of

the proposer. The support will be in accordance with the service level agreement requirements and as outlined in the support and maintenance requirements for the in scope services.

3.25 Comprehensive Security

3.25.1 Proposers must ensure that all databases comply with SANRAL’s security

framework and are aligned to applicable security standards.

3.26 Planning and Implementation

3.26.1 Provide the necessary resources: services, consulting to implement and maintain all databases. This shall include full database lifecycle support.

3.27 Maintenance and Support

3.27.1 As a part of the maintenance strategy, proposers shall provide database support services to SANRAL throughout the contract period. The support service resource should have sufficient technical qualification and experience to handle the support requirements which may arise for whatever reason.

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3.27.2 The proposer shall furnish the details of their service centers to support the SANRAL databases.

3.27.3 Proposers are obliged to ensure that they comply with the service level

agreement outlined in annexure C. 3.28 Uptime Guarantee 3.28.1 Proposers shall have to guarantee a continuous high availability of the all the

database services and should achieve 98% uptime 24 X 7/365

3.28.2 In case of database failures, the proposer shall within the prescribed service level from the time of intimation to the proposer.

3.29 System, Unit Testing, and Project Monitoring 3.29.1 For any database changes, upgrades etc. it is imperative that the affected

database system(s) be fully and properly tested. It is critical that full testing is performed by the proposer prior to migrating changes to the production environment.

3.29.2 To ensure that each part of the database system is properly tested and that all

parts of meet or exceed requirements both SANRAL and the proposer’s team will participate in the acceptance testing and sign-offs. Those components being validated and verified include:

3.29.2.1 Verifying all database and system functionality is operational, 3.29.2.2 Verification that backup and recovery procedures operate properly, and 3.29.2.3 Verifying system design specifications are met. 3.29.3 This testing should be used to ensure that:

3.29.3.1 The implemented changes either meets or exceeds the system design requirements, and

3.29.3.2 All users can access and use the system for what it was designed for. 3.29.4 The proposer will be responsible for the development of all testing method

statement for each scenario.

3.30 Monthly Status Report

3.30.1 The proposer shall submit a monthly status report, covering the first day of the month through the last day of the month. One (1) copy each of the status report is due, in electronic format within seven (7) working days following the last day of the month. The format for the status report shall include a contract summary sheet to include the contract number and title, a task by task status report, a summary of problems, and a summary of expenditures. Each task in

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progress shall be summarized to identify the task objective, progress, planned activities, information about deliverable status, and problems. The problem summary section shall describe any problems and proposed solutions, if applicable, and problem resolutions.

3.30.2 In addition to the monthly status report, the employer may have the proposer generate other reports as necessary.

3.31 Period of Performance

3.31.1 The effective period of this contract is as follows:

3.31.1.1 Contract Period Performance will begin on the effective date of contract award and continue through three (3) years thereafter.

3.32 Design Constraints

3.32.1 The proposer will be required to provide database design input for existing and future database requirements.

3.33 FINANCIAL REQUIREMENTS

3.33.1 All rates must be quoted in South African Rands (ZAR)

3.33.1.1 And maintenance period of the project.

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4. CONDITIONS OF PROPOSAL:

4.1 General Terms

4.1.1 This Request for Proposal is issued in terms of the Public Finance Management Act 1 of 1999 (PFMA), the Preferential Procurement Policy Framework Act 5 of 2000 (PPPFA), and Supply Chain Management Regulations issued by the National Treasury.

4.1.2 Parties wishing to submit proposals are required to indicate that they are willing to accept the General Conditions and Procedures contained in this document. Please read this document carefully prior to submitting your proposal.

4.2 The Proposal format

4.2.1 Economy of proposal preparation

4.2.2 The proposal should be prepared simply and economically, providing a straightforward, concise description of the bid participant’s ability to meet the requirements of the proposal request. Extravagant proposal preparations will receive no extra evaluation credit.

4.2.3 Clear factual responses are required. The content of the proposals shall determine the merit of each participant, not brochures or other marketing materials. To facilitate the review of proposals, participants are required to organise their responses according to the format prescribed in this document. Should a participant wish to provide additional information, that information should be referred to and included in a file of Annexures?

4.3 Validity of proposals

4.3.1 The proposal must be valid for at least ninety (90) days from the closing date for the responses to be submitted.

4.4 Number of proposals

4.4.1 Each bid participant must provide four (4) hard copies of entire proposal, including all the documentation referred to in this document, in the format as specified. These will become the property of SANRAL, and will not be returned. Receipt of all proposals will be recorded in a register at the point of receipt. One copy must be marked “Original”, signed and dated in ink by the proposer or authorized representative of the proposer and initialed on each page.

4.5 Submission of proposals

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4.5.1 Proposals must reach the offices of SANRAL as specified in the RFP Notice before 14H00 on 25 April 2014 and must be enclosed in a sealed envelope which must have clearly inscribed on the outside:

I. RFP No: NRA 58000/2014/01 II. RFP for: DATABASE ADMINISTRATION AND MANAGED SERVICES (ORACLE AND MS

SQL) III. Closing date: 14H00, 25 April 2014

4.5.2 Proposals are to be submitted in the marked proposal box, in the reception area, of

SANRAL’s Office situated at the Northern Region, 38 Ida Street, Menlo Park, Pretoria, 0001. The proposal box will only be available for the depositing of proposals between 08h00 and 16h00 on weekdays only (excluding public holidays).

4.5.3 Please note that this RFP closes punctually at 14h00 on 25 April 2014. No late

submissions will be considered under any circumstances whatsoever. 4.5.4 All the documentation referred to in this document must be submitted. The

documents to be submitted includes the invitation, The Scope of Works, the General Conditions, the Proposal Rules, all required forms, whether used or not, the General Conditions of Contract and the Proposer’s Proposal. Each page must be initialed by the Proposer or the Lead Proposer as the case may be. Failure to submit all the documentation referred to in this document may result in a submission being regarded as non-responsive, and not considered for evaluation.

4.5.5 The SANRAL shall not disclose any details pertaining to the responses received to

any other participants as this is regarded as confidential information.

4.5.6 Envelopes must not contain documents relating to any RFP other than RFP No NRA 58000/2014/01

4.5.7 The Technical proposal and the Cost Proposal (Financial) shall be placed in one

envelope. The envelope shall be sealed and marked with the correct RFP number on the exterior.

4.6 Proposal Content:

4.6.1 Each proposal must contain the following:

4.6.1.1 Registered Name of Proposer, 4.6.1.2 Address, and telephone number, 4.6.1.3 Full contact details of the principal member/officer of the Proposer responsible for

administration of the contract. 4.6.1.4 List of regional/branch office (if any) 4.6.1.5 Date since Proposer has been providing the services required in this Request for

Proposal

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4.6.1.6 List of all contract/work/services, indicating whether it is current or completed, provided to other clients in the past three (3) years (Form O)

4.6.1.7 Provide a detailed management and operational plan that the Proposer proposes to deliver the services/work/contract in terms of this Request for Proposal.

4.6.1.8 The management and operational plan should at least address the General and Specific requirements contained in this Request for Proposal.

4.6.1.9 The management plan must specify the Proposer’s capability for bringing in additional resources, or personnel to meet the needs of SANRAL in an emergency situation. Identify where the resources will be obtained and the time required to make them available to SANRAL.

4.6.1.10 Submit a list of all office and locations as well the capacity of each to meet the requirements of this proposal including the time required at each to deliver in terms of the requirements of this Request for Proposal.

4.6.1.11 Provide information on those individuals assigned to work with SANRAL including a description of their experience in providing the services for similar organizations. (Copies of Oracle and MS SQL exams passed must be included)

4.6.1.12 Provide a list of at least three (3) of the Proposer’s clients comparable to SANRAL indicating the length of service of each account. SANRAL reserves the right to contact and/or visit any of these clients. (Form O)

4.6.1.13 Provide a copy of the Proposer’s most recent audited financial statements. 4.6.1.14 Provide a list of subcontractors, including addresses, qualifications, all compulsory

forms listed in this request for proposal and areas of responsibility (if applicable

4.7 Cost Proposal Content:

4.7.1 The cost proposal will be used in the evaluation of the Request for Proposal and will be used as a basis for the negotiated agreement. Each cost proposal should contain the following as a minimum:

4.7.1.1 Describe how SANRAL will be charged for the service required by providing a price

structure. All charges must be specified and price separately. 4.7.1.2 Describe how SANRAL will benefit from cost savings by accepting the Proposer’s

pricing structure, including discounts, waivers, etc. 4.7.1.3 Provide various types of services or options, discounts and additional information

that will allow cost savings towards SANRAL. 4.7.1.4 Provide direct costs, discounts, benefits, availability of services (e.g. 24 hours per

day), including a toll free number or any other contact method to access these services

4.7.1.5 Describe and provide any indirect costs 4.7.1.6 Describe any daily, weekly, monthly rates applicable to providing the service 4.7.1.7 Provide information on Sub contractors/consultants, if applicable 4.8 Proposal Evaluation and Selection: 4.8.1 Basis of Selection

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4.8.2 SANRAL will evaluate proposals and select the Proposer on, inter alia, the following basis:

4.8.2.1 The Proposer’s plan to assist SANRAL to meet its goals for the provision of the

required services; 4.8.2.2 The ability of the Proposer to meet the requirements of the Preferential

Procurement Policy Framework Act. Prospective Proposer/s must submit their shareholding structure. Proposers are encouraged to ensure that their bids include a significant BBBEE component.

4.8.2.3 The Proposer’s relevant experience, qualifications and success in providing the goods and services outlined in this RFP;

4.8.2.4 The Firm's financial proposal as outlined in the RFP including discounts, service charges, other charges and fees;

4.8.2.5 The quality of the proposal, specifically, responsiveness to requirements and adequacy of information provided;

4.8.2.6 The quality and experience of the personnel/staff that will be delivering the services to SANRAL;

4.8.2.7 The contractual terms which would govern the relationship between SANRAL and the Selected Proposer;

4.8.2.8 Any other factors relevant to the Proposer's capacity and willingness to satisfy the SANRAL requirements.

4.9 Evaluation and Adjudication 4.9.1 The evaluation and Adjudication of the Proposals will strictly be dealt with in terms of

the PFMA, Treasury Regulations and in accordance with SANRAL’s Supply Chain Management policy. An Evaluation Committee consisting of officials from the South African National Roads Agency Limited and complying with the SANRAL’s Supply Chain Management Policy will evaluate the bid proposals. The panel will each individually evaluate each of the proposals received against the criteria listed below. Technical and Financial proposals will be evaluated separately. It is therefore important that the two proposals are separated on submission. A recommendation from the Evaluation Committee will be forwarded to the Adjudication Committee of the SANRAL who in terms of SANRAL’s Supply Chain Management Policy will adjudicate and award the contract.

4.10 Test for responsiveness 4.10.1 SANRAL shall determine, on opening and before detailed evaluation, whether each

Proposal properly received: 4.10.1.1 Meets the requirements of this Request for Proposal 4.10.1.2 Has been properly and fully completed and signed, and 4.10.1.3 Is responsive to the other requirements of the tender documents.

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4.10.2 A responsive Proposal is one that conforms to all the terms, conditions and specifications of the Proposal documents without material deviation or qualification. A material deviation or qualification is one which, in the SANRAL’s opinion, would:

4.10.2.1 Detrimentally affect the scope, quality, or performance of the works, services or

supply identified in the Scope of Work, 4.10.2.2 Change the SANRAL’s risks or the Proposer’s responsibilities under the contract,

or 4.10.2.3 Affect the competitive position of other Proposers presenting responsive tenders, if

it were to be rectified. 4.10.3 SANRAL may reject a non-responsive Proposal, and not allow it to be subsequently

made responsive by correction or withdrawal of the non-conforming deviation or reservation, unless it can be subsequently rendered responsive by correction that does not prejudice the other Proposers.

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5. EVALUATION CRITERIA:

5.1 Note: The Technical Proposal and the Cost Proposal (Financial) shall be placed in two separate envelopes / packages. Each envelope / package shall be sealed and marked accordingly and show the RFP number on the exterior.

5.2 The two envelopes / packages will then be placed in one envelope / package and marked as follows:

ENVELOPE 1:

RFP: 58000/2014/01 TECHNICAL SUBMISSION

Database Administration and Managed Services (Oracle and MS SQL)

ENVELOPE 2:

RFP: 58000/2014/01 FINANCIAL SUBMISSION Database Administration and Managed Services (Oracle and

MS SQL)

5.3 The preference points system as prescribed in the Preferential Procurement Policy Framework Act

5.3.1 Framework Act will be applied as follows: 5.3.1.1 The 90/10 system for procurement exceeding R1 000 000-00 5.3.1.2 The 80/20 system for procurement below R1 000 000-00

5.3.2 The weighting for evaluation is summarized below:

5.3.2.1 A scoring matrix has been constructed for this proposal. This matrix will be based on the areas of evaluation and criteria described in this section. Each specification will be assigned a weight reflecting its relative importance to SANRAL as follows:

5.3.2.2 The weighting for evaluation is summarized below:

COMPLIANCE WITH SECTION 3 (SCOPE OF WORK) (40%) Scope of work compliance (Score carried from Appendix D)

Depth of proposer's understanding of and ability to meet Agency's requirements as set forth in

Exhibit A – Scope of Work, and within this RFP

QUALIFICATIONS, RELATED EXPERIENCE, AND REFERENCE (20%) Technical experience in performing work of a closely similar nature

Experience working with large databases

Strength and stability of the firm

Experience and technical competence of the firm

Assessment by client references; references with demonstrated success in providing similar services

Proven experience with Oracle Spatial Data

Experience with Oracle Application Life Cycle

STAFFING AND TECHNICAL APPROACH (35%)

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Qualifications of project staff, particularly key personnel

Project Manager (Experience, Qualifications and CV)

Database Administrator (DBA) (Experience, Qualifications and CV)

Concurrence in the restrictions on changes in key personnel.

COMPLETENESS OF RESPONSE (5%) Completeness of response in accordance with RFP instructions; exceptions to or deviations from the

RFP requirements that the Agency cannot or will not accommodate; and any other relevant factors

not considered elsewhere.

5.4 Technical Evaluation Threshold 5.4.1 Proposers must provide copies of supporting documents against each criterion,

without which bid may be rejected or may achieve a score of zero for relevant sections. The minimum qualification score for the Technical Bid would be 80%. Proposers who achieve the minimum score will be notified of the opening of the financial envelope as part of the financial evaluation.

5.5 Financial Evaluation Criteria

PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT

Pricing Ranking of the pricing, feasibility and sustainability of the service delivery based on the price

provided. 90

Preferential Score Conformance of the Proposer based upon a BBBEE Verification Certificate issued by a BEE

Verification Agency

10

TOTAL 100

5.5.1 The minimum percentage of evaluation points required qualifying for the next stage of the evaluation (pricing and preferential) from the technical evaluation to the pricing and preferential score evaluation is 80%. This may be adjusted at SANRAL’s discretion in the event that proposals fail to achieve the threshold in sufficient number to allow a competitive analysis. All financial proposals of proposers whose technical proposal does not meet the above requirement will be returned unopened to the proposer.

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6. PROPOSAL RULES

NOTE: Only entities who are in good standing with the South African Revenue Services and with the necessary experience and capacity to execute these services satisfactorily need submit a Proposal. Should SANRAL require more information in order to permit a full appraisal of the Proposer’s experience and capacity to execute these services satisfactorily, such information shall be provided within three (3) days of being called upon to do so.

6.1 Letter of Application 6.1.1 The RFP shall be signed and witnessed on the letter of application incorporated

herein. The proposal shall be fully priced and totaled in the currency of the Republic of South Africa to show the amount of the proposal. The Invitation, Scope of Works, General Conditions, Proposal Rules, General Conditions of Contract, all forms, certificates and schedules shall be completed and signed in black ink.

6.1.2 Where the space provided in the Appendix is insufficient, separate schedules may be drawn up in accordance with the given formats. These schedules shall then be submitted with the proposal documents. All such schedules shall be signed.

6.2 Signing of Proposal 6.2.1 The proposal shall be signed by a person duly authorized to do so. A proposal

submitted by a corporation shall bear the seal of the corporation and be attested by its secretary. Proposals submitted by joint ventures of two or more firms shall be accompanied by the document of formation of the joint venture, authenticated by a notary public or other official deputed to witness sworn statements, in which is defined precisely the conditions under which the joint venture will function, its period of duration, the persons authorized to represent and obligate it, the participation of the several firms forming the joint venture, and any other information necessary to permit a full appraisal of its functioning.

6.3 Proposal All-Inclusive 6.3.1 The proposer shall allow in the proposal for all fees related to professional services,

electronic equipment, all taxes, levies, duties and everything necessary for the execution and completion of the services in accordance with the proposal documents. Value Added Tax (VAT) shall be excluded from the rates and prices.

6.4 Alterations to Proposal Documents

6.4.1 No unauthorized alteration or addition shall be made to the letter of proposal, the Invitation, Scope of Works, General Conditions, Proposal Rules, General Conditions of Contract or any other part of the proposal documents. If any such alteration or

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addition is made or if the proposal is not properly completed, the proposal may be rejected.

6.4.2 Proposals submitted in accordance with this Request for Proposal shall be without any qualifications (Postulated Proposal). The proposer shall request SANRAL in writing as per 6.5 to clarify any point. SANRAL shall inform all the proposers of all such points in question as per 6.5 hereof.

6.5 Proposal Qualification 6.5.1 Should the proposer, despite the provisions of proposal rule 6.4, wish to amend or

qualify the proposal documents, such amendment or qualification shall be expressly set out with full details in the proposal submission. Any qualification or amendment not expressly set out shall not have any force or effect. No qualified proposal will be evaluated unless a postulated proposal in terms of this proposal has been provided

6.6 Alternative Proposals 6.6.1 If, in addition, the proposer desires to submit for consideration any alternative method

of rendering the services, each alternative proposal shall be submitted independently and shall be fully priced

6.6.2 No alternative proposal shall be considered unless a proposal based strictly on the Request for Proposal is also submitted (Postulated Proposal).

6.6.3 When a qualified proposal is submitted, it shall be compiled in the form of an alternative offer, showing the financial and other implications of the alternative to the postulated Request for Proposal.

6.7 Confidential Nature of Documents 6.7.1 All recipients of the Request for Proposal documents (whether or not a proposal is

submitted) shall treat the details of the documents as confidential.

6.7.2 No part of the proposal may be reproduced without the permission of the South African National Roads Agency Limited. This Request for Proposal document contains confidential information regarding this proposal and SANRAL. By accepting this document the recipient and all its participating members agree that they:

6.7.3 Will cause their members/directors, officers, employees, agents, advisors and representatives to use this document only to evaluate their possible involvement in this contract and for no other purpose;

6.7.4 Subject to the above paragraph, will not divulge or distribute any such information or

pass any copies of this document without the prior written approval of SANRAL and

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will return this document together with all copies thereof and of such information to SANRAL promptly upon being requested to do so. Each recipient agrees to maintain the confidentiality of all information supplied to it in connection with the contract, and agrees to keep its own proposal confidential.

6.7.5 All data and details submitted by the proposers will be kept strictly confidential by SANRAL.

6.8 Cost Incurred by Proposer 6.8.1 SANRAL shall not be responsible for, or pay for, any expenses or losses which may

be incurred by the proposer in the preparation and submission of the proposal or in visiting any site(s) in connection therewith.

6.9 Proposal Acceptance 6.9.1 SANRAL does not bind itself to accept the lowest or any other proposal. No

correspondence will be entered into with regard to its decision.

6.9.2 SANRAL will only consider proposals from proposers who can prove to the satisfaction of SANRAL that they:

a) Have the necessary financial resources to undertake and complete the

services; b) Are experienced in the performance of services of a similar scope, complexity,

extent and duration. In making an assessment in this regard, SANRAL shall be entitled to have regard to, inter alia, the scope, complexity, extent and duration of previous services undertaken or proposed for by the proposer;

c) Have sufficient employees who possess the high level of skill and expertise

commensurate with the type of services proposed for, which skill and expertise must be detailed in the proposal.

6.9.3 SANRAL reserves to itself the right, in its sole discretion, to reject any proposal where

it appears to SANRAL that the proposer does not comply with any of the requirements set out above.

6.10 Proposal Withdrawal or Modification Prior to Closing Date 6.10.1 Any proposer has the right to withdraw, modify or correct his proposal after it has been

delivered, provided that the written request for such withdrawal, modification or correction, together with full details of such modification or correction is received in the same form as the original submission, at the address given for the submission of Request for Proposals at least twelve (12) hours before the closing date and hour set for the receipt thereof.

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6.10.2 The original proposal as amended by such written communication shall be considered

the proposer’s offer. The closing date will be as stated in section 4.5 Submission of Proposals.

6.11 Proposal Withdrawal or Modification after Closing Date and Proposal Validity 6.11.1 SANRAL may ask any proposer for a clarification of his proposal, or to amend or

adjust imbalanced proposed rates; nevertheless no proposer shall be permitted to alter his proposal sum after the proposals have been opened. However, clarifications or amendments to imbalanced proposed rates which do not change the proposal sum may be accepted.

6.11.2 Proposals shall remain valid for a period of Ninety (90) days from the time set for the receipt of proposals and no proposal may be withdrawn during this period unless SANRAL informs the proposer in writing before the end of this period that his proposal is not accepted.

6.11.3 Should a proposer amend or withdraw his proposal after the time set for the receipt of proposals and during the period of its validity, but prior to him being notified of the acceptance of his original proposal, or should a proposer, after having been notified that his proposal has been accepted-

(a) give notice of his inability to execute the contract in terms of his proposal; or

(b) fail to sign a contract with SANRAL; or

(c) fail to execute the contract according to the contract documents;

6.11.4 he shall pay either the difference between his proposal and a less favorable proposal

accepted, or if SANRAL decides to invite fresh proposals, all additional expenses which SANRAL has to incur in this regard, as well as any difference between his proposal and the accepted new proposal; provided that SANRAL may fully or partly exempt a proposer from the provisions of this sub rule if he is of the opinion that the circumstances justify the exemption.

6.11.5 When, in the circumstances mentioned in sub rule 6.11.3 it is not deemed desirable to

invite fresh proposals, SANRAL may accept another proposal from those already received.

6.12 Cancellation of Contract 6.12.1 If SANRAL is satisfied that any person (being an employee, partner, director or

shareholder of the proposer or a person acting on behalf of or with the knowledge of the proposer), firm or company:

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a) Is executing a contract with SANRAL unsatisfactorily; b) Has offered, promised or given a bribe or other gift or remuneration to any

officer or employee in the Public Service or in any Organ of State in connection with obtaining or executing a contract;

c) Has acted in a fraudulent manner or in bad faith or in any other unsatisfactory

manner in obtaining or executing a contract with any government department, provincial administration, public body, company, Organ of State 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;

d) Has approached an officer or employee in the Public Service or in any Organ of

State or in the employ of SANRAL before or after proposals have been called for, to influence the award of the contract in his favour;

e) Has withdrawn or amended his proposal after the time set for the receipt and

opening of proposals;

f) When advised that his proposal has been accepted, has given notice of his inability to execute or sign the contract;

g) Has entered into any agreement or arrangement, whether legally binding or not,

with any other person, firm or company to refrain from proposing for a contract, or as to the amount of the proposal to be submitted by either party;

h) Has disclosed to any other person, firm or company the exact or approximate

amount of his proposed proposal except where disclosure, in confidence, was necessary to obtain insurance premium proposal required for the preparation of the proposal; or

i) had made any misrepresentation to SANRAL, either in its proposal documents or in

any other manner whatsoever regarding the matters referred to in rule 11 above, or its experience, capability or potential to execute the works proposed for to SANRAL’s satisfaction;

6.12.2 SANRAL may, in addition to any claim which it may have in terms of rule 6.13, and in addition to any other legal recourse, cancel any contract between SANRAL and such person, firm or company and no proposal from such person, firm or company will be favorably considered for such period as SANRAL, in its sole discretion, may specify. Any cancellation in terms of this rule shall not entitle the proposer to any claim for compensation or damages from SANRAL.

6.12.3 If SANRAL is satisfied that any person, firm or company is or was a shareholder, a director or key employee of a firm or company which, in terms of sub rule 6.12.1, is one from which no proposal will be favorably considered for a specified period,

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SANRAL may also decide that no proposal from such person, firm or company shall be favorably considered for such specified period.

6.12.4 Any restriction imposed upon any person, firm or company shall, for the purpose of this rule, apply to any other undertaking with which such person, firm or company is actively associated. The expression "firm or company" shall include an authorised employee or agent of such person, firm or company.

6.12.5 SANRAL may take any decision of other Organs of State, SA Post Office Ltd, Telkom SA Ltd, Transnet Ltd, or any provincial administration with regard to the restriction of a proposer as being applicable to proposals for SANRAL from such proposer.

6.12.6 Decisions of SANRAL in terms of sub rules 6.12.4 to 6.12.5 and any revocation or variation of such decisions shall be communicated by SANRAL to all the Proposers concerned.

6.12.7 SANRAL shall be entitled, notwithstanding anything to the contrary contained in the proposal rules, not to consider any proposal received from any person, firm or company where such person, firm, company or shareholder or director of such company is involved in any form of litigation or legal proceedings with SANRAL or such litigation or legal proceedings is likely to be instituted in the near future.

6.12.8 For the purpose of the proposal rules, the expressions “company”, “shareholder’ and “director” shall include a close corporation and member. .

6.13 Legal Aspects 6.13.1 The laws of the Republic of South Africa shall be applicable to each contract created

by the acceptance of a proposal and each proposer shall indicate a place in the Republic of South Africa and specify it in his proposal as his domicilium citandi et executandi (permanent physical business address) where any legal process may be served on him.

6.13.2 Each proposer shall undertake to accept the jurisdiction of the North Gauteng High

Court of the Republic of South Africa. 6.13.3 In the case of a proposal from an entity not resident in the Republic of South Africa

(foreign) the proposer shall state in his proposal the name of his accredited agent in the Republic of South Africa in whom the necessary legal capacity is vested and who has been duly appointed to sign any contract.

6.14 Submission of Proposals 6.14.1 All proposals and supporting documents shall be submitted strictly in accordance with

the instructions given in the official Request for Proposal Notice.

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6.14.2 All proposals and supporting documents shall be sealed in an envelope or package clearly marked in accordance with the requirements in this Request for Proposal.

6.14.3 Delivery of the proposal shall be one of the following: (a) by hand, in which case the sealed envelope shall be deposited in the proposal box

at the address stated in the Request for Proposal Notice, or (b) by mail, in which case the sealed envelope shall be sealed in another envelope

clearly addressed to the address stated in the Request for Proposal Notice. 6.14.4 In each case, proposals shall reach the stipulated address not later than the closing

hour and date given in the Request for Proposal Notice.

6.15 Additional Information Required

6.15.1 The proposer shall submit with his proposal the information, data and calculations as applicable and as required in terms of the provisions of the proposal documents. SANRAL reserves the right, in its sole discretion, to call for additional information. SANRAL further reserves the right, in its discretion, to call for any clarification, amplification and/or further details relating to the rates, margins or other information reflected in the proposal, as well as details concerning the method and manner in which the proposer intends to perform the work and the proposer’s capabilities in that regard. The proposer shall furnish such additional information within three (3) days of being called upon to do so. . Should the Proposer not provide the material, or satisfactory reason as to why it cannot be provided, by the time for submission, the SANRAL may regard the Proposal as non-responsive

6.15.2 The proposer shall make full allowance in the relevant fees for all costs in connection

with the preparation and furnishing of any other or additional information required by SANRAL.

6.15.3 SANRAL reserves the right, in its sole discretion, to appoint a firm of chartered accountants and/or other suitably qualified persons to report on the financial resources, standing with the South African Revenue Services regarding all taxes, including Value Added Tax, management structure (including resources) and ownership of any proposer and/or to verify the correctness of any of the information furnished to SANRAL by the proposer. The proposer shall provide all reasonable assistance in such an investigation and shall, within five (5) days from receiving any request for information pursuant to such investigation, comply with such request.

6.15.4 All written information submitted by the proposer, together with and in support of his proposal, or subsequently in response of a request for additional information from SANRAL, shall form the basis on which the proposal has been prepared and submitted.

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6.15.5 Any failure on the part of the proposer to supply information requested by SANRAL, or to fully co-operate with any investigation, shall afford SANRAL the right, in its sole discretion, to reject the proposal.

6.16 Amendments to Proposal by SANRAL 6.16.1 Arithmetical errors and imbalanced unit rates 6.16.2 Check responsive proposals for arithmetical errors, correcting them in the following

manner:

6.16.2.1 Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern.

(a) If a Pricing Schedule (or schedule of quantities or schedule of rates) applies and there is an error in the line item total resulting from the product of the unit rate and the quantity, the unit rate shall govern and the line item shall be corrected. However, where there is an obviously gross misplacement of the decimal point in the unit rate, the unit rate will be corrected.

6.16.2.2 Where there is an error in the total of the prices either as a result of other

corrections required by this checking process or in the proposer’s addition of prices, the total of the prices shall be corrected.

6.16.2.3 Check responsive tender offers for imbalanced unit rates and request proposers to consider amending and adjusting any rates declared imbalanced by the SANRAL while retaining the total of the prices derived after any correction made in terms of this Proposal Rules.

6.16.2.4 Consider the rejection of a proposal if the proposer does not correct or accept the

correction of his arithmetical errors or amend/adjust an imbalanced unit rate in the manner described above.

6.17 Disqualification of Proposal 6.17.1 The proposal of any proposer who has not conformed to this Request for Proposal

including, but not limited to, these proposal rules and the instructions reflected in the official Proposal Notice may be disqualified at the sole discretion of SANRAL.

6.18 Delegation of Authority by Employer

6.18.1 SANRAL may delegate any power vested in it by virtue of these rules to an officer or employee of SANRAL.

6.19 Proposal Rules are binding

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6.19.1 The proposal rules as well as the instructions given in the official Proposal Notice shall be binding on all proposers submitting proposals for the service or services stated in the proposal documents.

6.20 Language of the Contract 6.20.1 The proposal documents have been drafted in English. Each contract which

originates from the acceptance of the proposal shall be interpreted and construed in English.

6.21 Clarification Questions 6.21.1 All questions for clarification must be addressed to Mr. A Tomes and e-mailed to

[email protected] to reach SANRAL with five (5) working days before the closing of this tender. All responses to proposer’s questions and/or clarifications will be responded to within forty-eight (48) hours (two working days). Any questions received after the said time will not be considered or answered by SANRAL.

mailto:[email protected]

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7. Service Level Agreement

7.1 Support Contract

7.1.1 A Service Level Agreement (SLA) will be required to establish appropriate level of support for to ensure adequate database support.

7.1.2 Each and every call will be attended by competent staff of the Proposer within 2 hours of its notification either on phone or in writing during business hours (8am - 5pm). Delay in attending the call and delay in rectification of fault will lead to consequential financial damages to the proposer.

7.2 Execution of the SLA

7.2.1 The proposer should execute:

7.2.1.1 A Service Level Agreement, which would include all the services and terms

and conditions of the services to be extended as detailed herein and as prescribed by SANRAL.

7.3 Non-disclosure Agreement.

7.3.1 The proposer should execute the NDA within 15 days from the date of acceptance of the contract to agreement.

7.4 Service Level Agreement

7.4.1 Availability Service Levels

7.4.1.1 Database availability measures the contractor’s efforts to ensure all databases meet the availability goals identified in the Service Level Agreement (SLA). These metrics will be reported each month by the contractor with a cumulative report showing availability.

Up Time / Availability SANRAL’s database systems are required to be up and operational 24X7/365. See Service Levels and Metrics.

Technical Support Technical support should be available from qualified DBA 24X7/365. Response time for break/fix depends on the severity.

Bug Fixes and Enhancements

Tuning and testing of database systems to fix reported bugs implement changes and implement enhancements that are approved and prioritized by the IT Manager.

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7.5 Contractors Responsibilities

7.5.1 Assist SANRAL in defining requirements for enhancements and vendor changes. Raise issues to SANRAL when decisions need to be made related to how a change should be implemented from a business perspective.

7.5.2 Define technical requirements for enhancement requests and vendor changes. 7.5.3 Coordinate back-end updates to fix bugs causing problems in the database. 7.5.4 Provide project management for database Releases and/or updates when

required. 7.5.5 Perform the first round of testing 7.5.6 Communicate changes being made to the databases to 3rd parties that

interface with the application. 7.5.7 Coordinate testing of the interfaces with known applications. 7.5.8 Coordinate business rules and configuration changes making sure any changes

that affect the database systems are communicated to and coordinated with all parties.

7.5.9 Identify changes in consultation with the SANRAL representative necessary to implement the changes and estimate the effort required to make the changes.

7.5.10 Provide second and third line support to fix problems with the SANRAL databases.

7.5.11 Maintain the database systems. Insuring appropriate patch levels, software releases are kept current, along with other administrative tasks associated with managing the database systems.

7.5.12 Liaison with SANRAL Technical Support as necessary. 7.5.13 Audit, as needed and requested by SANRAL, an in-depth review of a specific

functions to ensure that people, processes and technology is working at baseline levels, and make recommendations for improvement.

7.5.14 Report bugs discovered via the Help Desk system 7.5.15 Fault diagnosis and troubleshooting 7.5.16 Perform User Acceptance Testing (UAT) of each implemented release, paying

particular attention to bug fixes, patch updates and enhancements. 7.5.17 Run regression tests on each database release and report any errors found to

the Help Desk system. 7.5.18 Ensure compliance with SANRAL Backup and restore procedures.

7.6 Backup and Recovery standards to be adhered to for the databases:

7.6.1 Frequency of backup:

7.6.1.1 Not less than once daily for incremental (or differential) volumes and not less than once monthly for full volumes

7.6.2 Restore/recover capability:

7.6.2.1 Except for large databases where specific thresholds will be set, recovery to complete within 48 hours after all hardware is in place after an identified loss

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7.6.3 Backup media storage:

7.6.3.1 Offsite, with frequency and retention period to be defined in SLA.

7.6.3.1.1 Minimum offsite backup frequency and retention shall be weekly and monthly respectively.

7.6.3.2 Archival Policy & Retention Period

7.6.3.2.1 Aligned with business expectations and guidance.

7.6.3.3 In the event of backup failure:

7.6.3.3.1 Notify the IT Manager after 2 consecutive failures 7.6.3.3.2 Monitoring of proposers SLA performance in the area of backup

and recovery capability, active confirmation of successful backups quarterly Tests of backup and recovery capability.

7.7 Service Levels and Metrics

7.7.1 The databases are required to be up and operational 24X7/365. The databases are also required to be up for access by the relevant application systems, as well as possible back-end processes that run during business off hours (24 x 7 with scheduled maintenance windows).

7.7.2 All technical incidents and service requests related to products and services provided for the databases will be reported to the SANRAL Help Desk. Incidents and requests must be captured in the Help Desk application. Timely acknowledgement and resolution of technical incidents and service requests.

7.7.3 The proposer will measure and report on the following enterprise metric goals:

7.7.3.1 Availability per productive database 7.7.3.2 Incident Resolution Times 7.7.3.3 Initial Response

7.8 Resolution Time:

7.8.1 Resolution time measures the proposer’s efforts to resolve incidents within the timelines set below based upon IMPACT, URGENCY AND PRIORITY. These metrics will be reported each month.

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Priority Impact

1-Extensive/Widespread 2-Significant/Large 3-Moderate/Limited 4-Minor/localized

UR

GE

NC

Y

1 -Critical Critical Critical Critical Critical

2- High High High High High

3 -Medium Medium Medium Medium Medium

4 -Low Low Low Low Low

IMPACT TABLE URGENCY TABLE

1-Extensive/Widespread

The entire system is affected.

1 -Critical Impacts the Enterprise Impacts Multiple Users

2-Significant/Large Greater than 50 people affected

2- High Process stopped, users cannot work on the system and/or system unavailable. No work around available.

3-Moderate/Limited Between 10 and 49 people affected

3 -Medium Process affected, certain functions are unavailable to users. System and/or services are degraded. Work around available.

4-Minor/localized Less than 10 people affected

4 -Low Process affected; certain functions are unavailable to users. System and/or service. Inconvenienced but still available. Work around available.

7.9 Response times

Priority Impact


UR

GE

NC

Y

1 -Critical 30 Minutes 60 Minutes 60 Minutes 120 Minutes

2- High 60 Minutes 90 Minutes 120 Minutes 120 Minutes

3 -Medium 90 Minutes 120 Minutes 120 Minutes 120 Minutes

4 -Low 120 Minutes 240 Minutes 240 Minutes 240 Minutes

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7.10 Resolution times

Priority Impact


UR

GE

NC

Y

1 -Critical 2 Hours 2 Hours 4 Hours 4 Hours

2- High 4 Hours 6 Hours 6 Hours 8 Hours

3 -Medium 6 Hours 8 Hours 8 Hours 8 Hours

4 -Low 8 Hours Next Business Day Next Business Day Next Business Day

7.10.1 Failure to meet service levels

7.10.2 Failure to meet the Service Levels will result in the following Penalty deduction per

day:

7.10.2.1 R200, 00 per call response failure; and 7.10.2.2 R500, 00 per call resolution failure.

7.11 Availability Target:

Service Service Level

Maintenance of the SANRAL databases to ensure uninterrupted operation within productive office hours, five (5) days of the week.

This Service Level is measured over a one (1) calendar month.

Ninety Eight Percent (98%)

7.11.1 Failure to meet the Service Levels mentioned above will results in a Penalty deduction to be calculated as five percent (5%) of the applicable monthly Services fee.

7.12 Performance Period Report

Activity Service Levels Month 1 Month 2 Month 3 Month …

Maintenance of the databases to ensure uninterrupted operation

98% …… % …… % …… % …… %

Maintenance of database to ensure availability and operability

98% …… % …… % …… % …… %

Activity Service Levels Month 1 Month 2 Month 3 Month …

Call response time 1 -Critical …… % …… % …… % …… %

Call resolution time 1 -Critical …… % …… % …… % …… %

Call response time 2- High …… % …… % …… % …… %

Call resolution time 2- High …… % …… % …… % …… %

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Call response time 3 -Medium …… % …… % …… % …… %

Call resolution time 3 -Medium …… % …… % …… % …… %

Call response time 4 -Low …… % …… % …… % …… %

Call resolution time 4 -Low …… % …… % …… % …… %

Number of calls for support …… …… …… ……

Number of responses to calls for support …… …… …… ……

Number of calls resolved for support …… …… …… ……

Number of responses to calls for support …… …… …… ……

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8. RETURNABLE SCHEDULES

LIST OF RETURNABLE SCHEDULES 8.1 Notes to Proposers: 8.1.1 Returnable schedules includes Appendices, forms, certificates and schedules for

completion by the proposer for use in the quantitative and qualitative evaluation of the Proposal as well as other returnable documents for completion by the Proposer and which will subsequently be incorporated into the contract.

8.1.2 Failure to fully complete the relevant returnable documents shall render such a proposal unresponsive.

8.1.3 Proposers shall note that their signatures appended to each returnable form represents a declaration that they vouch for the accuracy and correctness of the information provided, including the information provided by candidates proposed for the specified key positions.

8.1.4 Notwithstanding any check or audit conducted by or on behalf of the SANRAL, the information provided in the returnable documents is accepted in good faith and as justification for entering into a contract with the proposer. If subsequently any information is found to be incorrect such discovery shall be taken as willful misrepresentation by that proposer to induce the contract. In such event the SANRAL has the discretionary right to terminate the contract.

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LIST OF RETURNABLE SCHEDULES WITH RELEVANT ENVELOPES FOR TENDER SUBMISSION


APPENDIX A: APPLICATION FOR PROPOSAL TECHNICAL

FORM A CERTIFICATE OF AUTHORITY FOR SIGNATORY TECHNICAL

FORM B COMPULSORY ENTERPRISE QUESTIONNAIRE TECHNICAL

FORM C SCHEDULE OF VARIATIONS OR DEVIATIONS BY PROPOSER TECHNICAL

FORM D SCHEDULE OF ADDENDA TO REQUEST FOR PROPOSAL TECHNICAL

FORM F DECLARATION OF INTEREST (SBD 4) TECHNICAL

FORM G DECLARATION OF PROPOSER’S PAST SUPPLY CHAIN MANAGE-MENT PRACTICES

TECHNICAL

FORM H TEAM DETAILS TECHNICAL

FORM I CURRICULUM VITAE TEMPLATE TECHNICAL

FORM J LITIGATION HISTORY TECHNICAL

FORM L CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9) TECHNICAL

FORM M CERTIFICATE OF ATTENDANCE AT CLARIFICATION MEETING TECHNICAL

FORM N SCHEDULE OF WORK CARRIED OUT BY THE SUPPLIER TECHNICAL

FORM O COMPLIANCE MATRIX TECHNICAL

COST PROPOSAL CONTENT:

APPENDIX B:

FORM E TAX CLEARANCE CERTIFICATE REQUIREMENTS FINANCIAL

FORM K BEE VERIFICATION CERTIFICATE FINANCIAL

FORM Q FORM OF OFFER FINANCIAL

FORM R BILL OF QUANTITIES FINANCIAL


APPENDIX C:

FORM S SPECIAL CONDITIONS OF CONTRACT TECHNICAL

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9. APPENDIX A: FORM A: PRO-FORMA LETTER OF APPLICATION FOR [Letterhead of the Proposer or lead partner responsible for a joint venture / consortium, including registration number, full postal address, and telephone, facsimile and e-mail addresses] Date: ______________________ To : The South African National Roads Agency SOC Ltd. APPLICATION FOR PROPOSAL 1. Being duly authorised to represent and act on behalf of

___________________________ (hereinafter referred to as “the Proposer”), and having reviewed and fully understood the entire Request for Proposal (RFP) document and information provided, the undersigned hereby applies for proposal consideration.

2. SANRAL and its authorized representatives are hereby authorized to conduct any

inquiries or investigations to verify the statements, documents, and information submitted in connection with this proposal, and to seek clarification from our bankers and clients regarding any financial and technical aspects. This Letter of Application will also serve as authorization to any individual or authorized representative of any institution referred to in the supporting information to provide such information deemed necessary and as requested by yourselves to verify statements and information provided in this application, such as the resources, experience, and competence of the Proposer.

3. SANRAL and its authorized representatives may contact the following persons for

further information.1

GENERAL AND MANAGERIAL INQUIRIES

Name Address and communication details


PERSONNEL INQUIRIES



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TECHNICAL INQUIRIES



FINANCIAL INQUIRIES



[1 Applications by joint venture / consortiums should provide on separate sheet the same information for each party to the application.]

4. This application is made with the full understanding that:

(a) Proposers will be subject to verification of all information submitted at the time

of the proposal.

(b) SANRAL reserves the right to:

1 Amend the scope of the RFP, in which event, proposals will be invited only from those Proposers who meet the resulting amended qualification requirements; and

2 Reject or accept any application.

(c) SANRAL shall not be liable for any such actions under 4(b) above.

5. Appended to this application, we give details of the participation of each party, including capital contribution and profit/loss agreements in the joint venture (if applicable) or association. We also specify the financial commitment in terms of the percentage of the value of the contract, and the responsibilities for execution of the contract.2

6. We confirm that if we submit a proposal for the Project, any resulting contract

will be:

3 signed so as to legally bind all partners, jointly and severally; and

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4 submitted with a joint venture / consortium agreement providing the joint and several liability of all partners in the event the contract is awarded to us.

7. The undersigned declare that the statements made and the information

provided in the duly completed application are complete, true, and correct in every detail.

Signed _________________________ Name _________________________

For and on behalf of (name of Proposer or lead partner of a joint venture / consortium) _____________________________

2 If the Applicant is not a Joint venture / consortium, please delete paragraphs 5 and 6

and initial the deletions. FORM A: CERTIFICATE OF AUTHORITY FOR SIGNATORY

Notes to Proposer:

The signatory for the Proposer shall confirm his/her authority thereto by attaching a duly signed and

dated copy of the relevant resolution of the board of directors/partners. Alternatively this form may

be used directly. It is deemed that whoever authorizes the signatory has the capacity to commit the

Proposer to enter into contracts.

In the event that the Proposer is a joint venture, a certificate of authority for signatory is required

from all members of the joint venture and the designated lead member shall be clearly identified

By resolution of the board of directors/partners passed at a meeting held on ............................ Mr/Ms .................................................................. , whose signature appears below, has been duly authorised to sign all documents in connection with the Proposal for contract no. NRA (insert contract no. and description) ..................................................................................

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and any contract which may arise there from on behalf of (enter name of Proposer in block capitals)

....................................... .................................................................................................................................................. SIGNED ON BEHALF OF THE COMPANY: ............................................................................. IN HIS/HER CAPACITY AS: .................................................................................................... DATE: ....................................................................................................................................... SIGNATURE OF SIGNATORY: ..............................

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FORM B: COMPULSORY ENTERPRISE QUESTIONNAIRE The following particulars must be furnished. In the case of a joint venture, separate enterprise questionnaires in respect of each partner must be completed and submitted.

Section 1: Name of enterprise: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 2: VAT registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 3: CIDB registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 4: Particulars of sole proprietors and partners in partnerships

Name* Identity number* Personal income tax number*

* Complete only if sole proprietor or partnership and attach separate page if more than three (3) partners

Section 5: Particulars of companies and close corporations

Company registration number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Close corporation number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Tax reference number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 6: Record in the service of the state

Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the last twelve (12) months in the service of any of the following:

1 a member of any municipal council 2 a member of any provincial legislature 3 a member of the National Assembly or the

National Council of Province 1 a member of the board of directors of any

municipal entity 2 an official of any municipality or municipal entity

an employee of any provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act 1 of 1999)

a member of an accounting authority of any national or provincial public entity

an employee of Parliament or a provincial legislature

If any of the above boxes are marked, disclose the following:

Name of sole proprietor, partner, director, manager, principal shareholder or stakeholder

Name of institution, public office, board or organ of state and position held

Status of service (tick appropriate column)

Current Within last 12 months

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*insert separate page if necessary

Section 7: Record of spouses, children and parents in the service of the State

Indicate by marking the relevant boxes with a cross, if any spouse, child or parent of a sole proprietor, partner in a partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the last twelve (12) months been in the service of any of the following:

4 a member of any municipal council 5 a member of any provincial

legislature 6 a member of the National Assembly

or the National Council of Province 3 a member of the board of directors of

any municipal entity 4 an official of any municipality or municipal entity

an employee of any provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act 1 of 1999)

a member of an accounting authority of any national or provincial public entity

an employee of Parliament or a provincial legislature

Name of spouse, child or parent

Name of institution, public office, board or organ of state and position held

Status of service (tick appropriate column)

Current Within last 12 months

*insert separate page if necessary

The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise: i) authorizes the SANRAL to obtain a tax clearance certificate from the South African Revenue

Services that my / our tax matters are in order; ii) confirms that the neither the name of the enterprise or the name of any partner, manager, director

or other person, who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register of Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;

iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise, control over the enterprise, has within the last five (5) years been convicted of fraud or corruption;

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iv) confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender offers and have no other relationship with any of the proposer/ proposers or those responsible for compiling the scope of work that could cause or be interpreted as a conflict of interest; and

iv) confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my belief both true and correct.

Signed

Date

Name Position

Enterprise name

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FORM C: SCHEDULE OF VARIATIONS OR DEVIATIONS BY PROPOSER

PAGE

DESCRIPTION

SIGNED ON BEHALF OF PROPOSER: .....................................................................................

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FORM D: SCHEDULE OF ADDENDA TO REQUEST FOR PROPOSAL

We confirm that the following communications received from the SANRAL before the submission of this RFP offer, amending the tender documents, have been taken into account in this RFP:

Date Title or Details

1

2

3

4

5

6

7

8

9

10

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Form F: DECLARATION OF INTEREST

SBD 4

DECLARATION OF INTEREST

1. Any legal person, including persons employed by the “State”, 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 proposal, 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 proposer or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where-

- the proposer 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 proposer or his or her representative: ……………………………………………………….

1 Identity Number: ……………………………………………………………………………………………… 2 Position occupied in the Company (director, trustee, shareholder²): …………………………………….. 3 Company Registration Number: ………………………………………………………………………..……. 4 Tax Reference Number: ……………………………………………………………………………….……… 5 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.

“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.

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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.

2.7 Are you or any person connected with the proposer YES / NO

presently employed by the state? 1 If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ……....……………………………… Name of state institution at which you or the person connected to the proposer is employed : ……………………………………… Position occupied in the state institution: ……………………………………… Any other particulars: ………………………………………………………………

……………………………………………………………… ………………………………………………………………

2 If you are presently employed by the state, did you obtain YES / NO

the appropriate authority to undertake remunerative work outside employment in the public sector?

1 If yes, did you attached proof of such authority to the bid YES / NO

document?

(Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.

2 If no, furnish reasons for non-submission of such proof:

……………………………………………………………………. ……………………………………………………………………. …………………………………………………………………….

2 Did you or your spouse, or any of the company’s directors / YES / NO

trustees / shareholders / members or their spouses conduct business with the state in the previous twelve (12) months?

1 If so, furnish particulars:

………………………………………………………………….. ………………………………………………………………….. …………………………………………………………………...

3 Do you, or any person connected with the proposer, have YES / NO

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any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?

2.9.1 If so, furnish particulars. ……………………………………………………………... …………………………………………………………..….

……………………………………………………………… 2.10 Are you, or any person connected with the proposer, YES/NO

aware of any relationship (family, friend, other) between any other proposer and any person employed by the state

who may be involved with the evaluation and or adjudication of this bid?

2.10.1 If so, furnish particulars.

……………………………………………………………… ……………………………………………………………… ………………………………………………………………

2.11 Do you or any of the directors / trustees / shareholders / members YES/NO

of the company have any interest in any other related companies whether or not they are bidding for this contract?

2.11.1 If so, furnish particulars: ……………………………………………………………………………. ……………………………………………………………………………. …………………………………………………………………………….

Full details of directors / trustees / members / shareholders.

Full Name Identity

Number

Personal Tax

Reference Number

State Employee

Number / Persal

Number

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DECLARATION

I, THE UNDERSIGNED (NAME)………………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE SANRAL MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 2 and 3 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE. ………………………………….. ..…………………………………………… Signature Date …………………………………. ……………………………………………… Position Name of proposer

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Form G: DECLARATION OF PROPOSER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES In order to give effect to the above, the following questionnaire must be completed and submitted with the proposal. Item Question Yes No 1. Is the Proposer or any of its directors listed on the National

Treasury’s database as companies or persons prohibited from doing business with the public sector?

1.1 If so, furnish particulars:

2. Is the Proposer or any of its directors listed on the Register for Proposal Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?


3. Was the Proposer or any of its directors convicted by a court of law (including a court outside the Republic of South Africa) for fraud or corruption during the past five (5) years?


4. Was any contract between the Proposer and any organ of State terminated during the past five (5) years on account of failure to perform on or comply with the contract?


CERTIFICATION I, THE UNDERSIGNED (FULL NAME) _________________________________________ CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND CORRECT. I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE. __________________________________ _____________________ Signature Date __________________________________ ______________________________ Position Name of Proposer

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FORM H: TEAM DETAILS In this section Proposers must provide details of the team named in the previous part. The Proposers must provide a summary chart containing all the people to be used. Name Position in team Current

position Years of experience

Education Relevant specialist areas of knowledge demonstrating suitability for position

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FORM I: CURRICULUM VITAE TEMPLATE Proposed role in the project:

1 Family name

2 First name:

3 Date of birth:

4 Nationality

5 Education

Institution (Date from - Date to)

Degree(s) or Diploma(s) obtained

Membership of professional bodies

Other skills (e.g. computer literacy, etc.)

Present position:

Years within the organisation:

Key qualifications (relevant to the project)

Professional experience

Date: (From – To) (mm/yy)

Organisation

Location

Position

Description of duties

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Date: (From – To) (mm/yy)

Organisation

Location

Position

Description of duties

Other relevant information (e.g. Publications)

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FORM J: LITIGATION HISTORY FOR

Name of Applicant or Partner of a Joint Venture / Consortium

____________________________________________________________________

Applicants, including each of the partners of a joint venture / consortium, shall provide information on any

history of litigation or arbitration resulting from contracts executed in the last five (5) years or currently under

execution. A separate sheet should be used for each partner of a joint venture / consortium.

(For RSA Rand Equivalent use exchange rate US$1 = R7 or €1 = R9 or £1 = R12)

Year

Award for or

Against

Applicant

Name of Client, Cause of Litigation, and

Matter in Dispute

Disputed Amount

(current value,

RSA Rand

Equivalent

Signature: ________________________

Designation: ______________________

Company: ________________________

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SBD 9

Form L: CERTIFICATE OF INDEPENDENT PROPOSER DETERMINATION

1 This Standard Bidding Document (SBD) must form part of all bids¹ invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an

agreement between, or concerted practice by, firms, or a decision by an association of

firms, if it is between parties in a horizontal relationship and if it involves collusive bidding

(or bid rigging).² Collusive bidding is a per se prohibition meaning that it cannot be justified

under any grounds.

3 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all reasonable steps to prevent abuse of the supply chain management system and authorizes accounting officers and accounting authorities to:

a. disregard the bid of any proposer if that proposer, or any of its directors have abused

the institution’s supply chain management system and or committed fraud or any other improper conduct in relation to such system.

b. cancel a contract awarded to a supplier of goods and services if the supplier

committed any corrupt or fraudulent act during the bidding process or the execution of that contract.

1 This SBD serves as a certificate of declaration that would be used by institutions to ensure

that, when bids are considered, reasonable steps are taken to prevent any form of bid-

rigging.

2 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9)

must be completed and submitted with the bid:

¹ Includes price proposals, advertised competitive bids, limited bids and proposals.

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or

lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging

is, therefore, an agreement between competitors not to compete.

SBD 9 CERTIFICATE OF INDEPENDENT PROPOSER DETERMINATION

I, the undersigned, in submitting the accompanying bid:

________________________________________________________________________

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(Bid Number and Description)

in response to the invitation for the bid made by:

________________________________________________________________________

(Name of Institution)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of:__________________________________________________that:

(Name of Proposer)

1 I have read and I understand the contents of this Certificate;

2 I understand that the accompanying bid will be disqualified if this Certificate is found not to be

true and complete in every respect;

3 I am authorized by the proposer to sign this Certificate, and to submit the accompanying bid,

on behalf of the proposer;

4 Each person whose signature appears on the accompanying bid has been authorized by the

proposer to determine the terms of, and to sign the bid, on behalf of the proposer;

5 For the purposes of this Certificate and the accompanying bid, I understand that the word

“competitor” shall include any individual or organization, other than the proposer, whether or

not affiliated with the proposer, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on their qualifications,

abilities or experience; and

(c) provides the same goods and services as the proposer and/or is in the same line of business

as the proposer

SBD 9

6 The proposer has arrived at the accompanying bid independently from, and without

consultation, communication, agreement or arrangement with any competitor. However

communication between partners in a joint venture or consortium³ will not be construed as

collusive bidding.

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7 In particular, without limiting the generality of paragraphs 6 above, there has been no

consultation, communication, agreement or arrangement with any competitor regarding:

prices;

geographical area where product or service will be rendered (market

allocation)

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and conditions

of the bid; or

(f) bidding with the intention not to win the bid.

8 In addition, there have been no consultations, communications, agreements or arrangements

with any competitor regarding the quality, quantity, specifications and conditions or delivery

particulars of the products or services to which this bid invitation relates.

9 The terms of the accompanying bid have not been, and will not be, disclosed by the

proposer, directly or indirectly, to any competitor, prior to the date and time of the official bid

opening or of the awarding of the contract.

³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

SBD 9

1 I am aware that, in addition and without prejudice to any other remedy provided to combat

any restrictive practices related to bids and contracts, bids that are suspicious will be

reported to the Competition Commission for investigation and possible imposition of

administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or

may be reported to the National Prosecuting Authority (NPA) for criminal investigation and

or may be restricted from conducting business with the public sector for a period not

exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act

No 12 of 2004 or any other applicable legislation.

………………………………………………… …………………………………

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Signature Date

…………………………………………………. …………………………………

Position Name of Proposer

SBD 9

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Form M: CERTIFICATE OF ATTENDANCE AT CLARIFICATION MEETING

Contract RFP: NRA 58000/2014/01 (NOT APPLICABLE)

Upgrade of the Database Administration and Managed Services (Oracle and MS SQL) Notes to Proposer: Unless the attendee’s name, details and signature also appear on the attendance register this certificate of attendance shall not be accepted and the proposer’s offer shall be deemed non-responsive. Scan a copy of completed and signed Certificate insert with your tender submission. This is to certify that I………………………………………………............................................. ................................................................................................................................................ representative of (proposer)………………………………………………………………………… of address……………………………………………………………………………………………. …………………………………………………………………………………………………………. …………………………………………………………………………………………………………. Telephone number…………………………………………………………………………………… Fax number…………………………………………………………………………………………… Email…………………………………………………………………………………………………… Attended the clarification meeting on (date)………………………………………………………. Conducted by………………………………………………………………………………………….

………………………………………………… ………………………………… Tenders Representative (Signature) Date …………………………………………………. ………………………………… Employers Representative (Signature) Name of Proposer

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I. FORM N: SCHEDULE OF WORK CARRIED OUT BY THE SUPPLIER The proposer shall enter in the spaces provided below a complete list of the last 5 (five)

Database Administration and Managed Services awarded contracts (in excess of R300 000.00

per annum). This information is deemed to be material to the award of the Tender.

Non-compliance or partial completion of the schedules may lead to disqualification.

REFERENCE FORM (1)

Client Name (Reference Company):

Contact Person’s full names:

Contact Person’s Delegation / Position: Contact Person’s Email Address:

Contact Person’s Fax Number: Contact Person’s Telephone Number:

Short description of key experience relating to similar services. Complete for each project and insert more lines if needed

Contract Name Contract Description Contract Value Duration of

Contract

(Months)

REFERENCE FORM (2)






Contract Name Contract Name Contract Name Contract Name

REFERENCE FORM (3)





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REFERENCE FORM (4)







REFERENCE FORM (5)







………………………………………………… …………………………………

Signature Date

…………………………………………………. …………………………………

Position Name of Bidder

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Form O: Compliance Matrix:

SCOPE OF WORK Proposers must demonstrate compliance with the detail scope of work outlined in section 3. Proposer must provide supporting information and clear reference for the compliance ratings stated in the compliance matrix below. Failure to do so will result in a zero (0) score. In the compliance column – Mark as follows

Comply

Not Compliant

Partial Compliant

Scope of work (Section 3)

Mark the Appropriate box

with an X Briefly explain Compliance and provide clear

reference to where included in supporting documentation

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3.2 Database Support Services

3.3 Technical Support and Troubleshooting

3.4 Implementation Support



3.7 Remote DBA Services

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Co

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3.8 End-of-Life upgrades

3.9 Database Monitoring Services

3.10 Key Monitoring Services

3.11 Database Assessment Services

3.12 General Database Administration outcomes

3.13 Database Tuning Services

3.14 Database Administrator Expertise

3.15 Basic DBA Skills

3.16 Oracle DBA expertise and experienced

3.17 Oracle DBA Responsibilities

3.18 Compulsory supporting documentation

3.19 Services Coverage

RFP: NRA 58000/2014/01


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3.20 Database and Operating System Security Functions

3.21 Disaster Recovery and Backup Functions

3.22 Training and Support

3.23 Comprehensive Security

3.24 Planning and Implementation

3.25 Specification of Equipment and Services

3.26 Maintenance and Support

3.27 Uptime Guarantee

3.28 Monthly Status Report

7. Service Level Agreement

Date: Signature:

Name of Proposer: Full Name:

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1. APPENDIX B FORM E: TAX CLEARANCE CERTIFICATE REQUIREMENTS IT IS A CONDITION OF THIS PROPOSAL THAT THE TAXES OF THE SUCCESSFUL PROPOSER MUST BE IN ORDER, OR THAT SATISFACTORY ARRANGEMENTS HAVE BEEN MADE WITH SOUTH AFRICAN REVENUE SERVICES (SARS) TO MEET THE PROPOSER’S TAX OBLIGATIONS. 1. In order to meet this requirement proposers are required to complete in full form TCC 001

“Application for a Tax Clearance Certificate” and submit it to any SARS office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign Proposers / individuals who wish to submit proposals.

2. SARS will then furnish the Proposer 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 this Proposal.

Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the Proposal. Certified copies of the Tax Clearance Certificate will not be accepted.

4. In Proposals where Consortia/Joint Ventures/Sub-Proposers are involved, each party must

submit a separate ORIGINAL Tax Clearance Certificate. 5. Copies of the TCC 001 “Application for a tax Clearance Certificate” form are available from

any SARS branch or nationally on the website www.sars.gov.za Applications for the Tax Clearance Certificates may also be made via e-Filing. In order to use this provision, taxpayers will need to register with SARS as e-Filers through the website www.sars.gov.za.

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FORM K: BEE VERIFICATION CERTIFICATE

Proposers are required to submit original and valid B-BBEE Status Level Verification Certificates or certified copies thereof together with their bids, to substantiate their B-BBEE rating claims. Proposers must submit their original and valid BEE status level verification certificate or a certified copy thereof, substantiating their BEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS In the event that no certificate is attached or the Verification Agency does not comply with the above, preference points of zero (0) will be allocated.

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Form Q: FORM OF OFFER

The South African National Roads Agency SOC Limited 48 Tambotie Avenue Val de Grace Pretoria 0184 Sir, CONTRACT NRA RFP 58000/2014/01. DATABASE ADMINISTRATION AND MANAGED SERVICES (ORACLE AND MS SQL)

I/we, by signing this form of offer, confirm that I/we are:

1. Committed to providing the work in terms of the requirements of the Scope of En-gagement

2. Willing and able to commence immediately once appointed, and complete the work by ............. 20...

3. Offering to perform the required services for the following amount

THE OFFERED TOTAL OF THE PRICES (INCLUSIVE OF VALUE ADDED TAX)

IS………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………(in

words) (R…………………………………………… in figure

Yours faithfully SIGNATURE: ..................................................... DATE: ......................................

NAME (IN CAPITALS): ....................................................................................................

CAPACITY: ......................................................................................................................

NAME AND ADDRESS OF ORGANISATION: .................................................................

..........................................................................................................................................

NAME AND SIGNATURE OF WITNESS:

SIGNATURE: ..................................................... DATE: ......................................

NAME (IN CAPITALS): ....................................................................................................

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Form R: Bill of Quantities

Pricing Schedule

COST SCHEDULE EXCLUDING VAT PAYMENT TERMS DESCRIPTION MONTHLY FEE PERIOD TOTAL EXCL VAT

MONTHLY FEES

Monthly Fees: Implementation of the SOW

R 36 R

Sub-Total

Vat

Total

The above total must be transferred to Form Q: Form of Offer

Monthly Services are inclusive of but not limited to points mentioned below

Database support and Managed Services (Oracle and Microsoft SQL) Database Support Services Technical Support and Troubleshooting Implementation Support Database & Application Support Remote DBA Services Database Upgrades End-of-Life upgrades should include Database Monitoring Services Database Assessment Services Database Tuning Services Disaster Recovery and Backup Functions Training and Support Comprehensive Security System Planning and Implementation Maintenance and Support System, Unit Testing, and Project Monitoring Monthly Status Reports

RATE ONLY ITEMS EXCLUDING VAT EXCLUDING VAT

The Proposer is to insert any applicable items.

DESCRIPTION OFFICE HOURS RATE AFTER HOURS RATE

Principal DBA (Insert Name / s) R R

Senior DBA (Insert Name / s) R R

Junior DBA (Insert Name / s) R R

Cost for special-request reports R R

Consulting Services R R

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Note: 1 All the associated cost must be quote in Rand and should be on fixed lump-sum basis. 2 No escalation of cost will be allowed under any circumstances. 3 No hidden charges will be allowed. I/We hereby, undertake that we shall not ask for any other charges other than the charges specified above. We also confirm that we will make our own arrangements at or own cost for travelling, boarding, lodging, communication etc. for the successful implementation of the project. Date: Signature:

Proposer: Full Name:

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2. APPENDIX C:

Form S: Special Conditions of Contract LIQUIDATED DAMAGES

For any delay in Installation, Upgrade and Commissioning of new database services, SANRAL will charge a penalty of:

R 500.00/= per day, for any delay in achieving project milestones, without

any upper limit until an extension is granted or the signoff of the target

milestone.

Subsequently R 300/= per day, subject to the cost not exceeding 20% of

the total cost.