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Request for Proposal/Tender: AFF T06/2017
AFF: T06/2017 Page 1 of 41 Service Provider:
___________________________________ Signature: _______________
REQUEST FOR PROPOSALS
TENDER NUMBER:
AFF: T06/2017
DESCRIPTION:
The purpose of this Request for Proposals (“RFP”) is to request
proposals from suitably qualified service providers for acquisition
and implementation of an Enterprise Resource Planning (ERP)
Solution.
PUBLISHED DATE:
17 September 2017
CLOSING:
Date: 06 October 2017 Time: 12h00 Noon
VALIDITY PERIOD:
40 days
BID RESPONSES MUST BE HAND DELIVERED / COURIERED TO:
Attorneys Fidelity Fund 5th Floor Waalburg Building 28 Wale
Street Cape Town Attention: Ms Angeline Amamoo
Notes: Bidders must ensure that they sign the register at
reception when delivering
their bids.
Bidders should ensure that bids are delivered in time to the
correct address. If the bid is late,
it shall not be accepted for consideration. The reception is
generally accessible 8 hours a day
(08h30 to 16h30); 5 days a week (Monday to Friday). Bidders must
ensure that they sign the
register at the reception when delivering bids. Bidders must
advise their couriers of the
instruction above to avoid misplacement of bid responses.
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___________________________________ Signature: _______________
TABLE OF CONTENTS
Tenderers are to ensure that they have received all pages of
this document, which consist of
the following documents:
PART A: TENDER INSTRUCTIONS & REQUIREMENTS
Content
Page
1. Invitation to Tender
3
2. Price Declaration by the Tenderer
6
3. Validity of Tender for the Period of Acceptance
7
4. Declaration of Interest
8
5. Certificate of Independent Bid Determination
12
6. General Conditions of Tender
15
7. Tax Clearance Requirements
17
8. Preference Points Claim in terms of the Procurement
Policy
18
9. Timeframes
21
10. Tender/ Bid Declaration (Service Providers Declaration
Form)
22
PART B: TERMS OF REFERENCE
11. Enterprise Content Management Terms of Reference
Part B, 35 - 40
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___________________________________ Signature: _______________
1. INVITATION TO TENDER
Tender number:
AFF T05/2017
Closing date:
06 October 2017
Closing time:
12h00 Noon
DESCRIPTION
The purpose of this Request for Proposals (“RFP”) is to request
proposals from suitably qualified service providers for acquisition
and implementation of an Enterprise Resource Planning (ERP)
Solution..
SCOPE INITIATIVE
The Attorneys Fidelity Fund is underway on an initiative to
acquire and implementation of an Enterprise Resource Planning (ERP)
Solution.
VALIDITY
40 days from the closing date of the tender
TENDER DOCUMENTS MUST BE PLACED IN THE TENDER BOX AS PER
DETAILS
BELOW:
Attorneys Fidelity Fund
5th Floor Waalburg Building
28 Wale Street
Cape Town
Faxed or E-mailed tenders will NOT be accepted and will be
disqualified. Tenderers should
ensure that their tender document arrives at reception before
the closing date and time at the
correct address. If the tender is late, it will not be accepted
for consideration.
All Tenderers must furnish the following particulars and include
it in their submission (Failure
to do so may result in your bid being disqualified).
Name of Tenderer
Registration number
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___________________________________ Signature: _______________
In case of a consortium/joint venture, full details on
consortium/joint venture members:
(1)
Name of Entity
Registration number
VAT registration number
Tax Clearance Certificate submitted
Yes
No
(2)
Name of Entity
Registration number
VAT registration number
Tax Clearance Certificate submitted
Yes
No
(3)
Name of Entity
Registration number
VAT registration number
Tax Clearance Certificate submitted
Yes
No
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___________________________________ Signature: _______________
Name of contracting entity in case of a consortium/joint
venture:
Name of Tenderer
Registration number
VAT registration number
Postal address
Street address
Contact details of responsible person who will act on behalf of
the entity/consortium/joint
venture:
Name and Surname
Position
Telephone number
Code: Number:
Cell number
Facsimile number
Code: Number:
E-mail address
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AFF: T06/2017 Page 6 of 41 Service Provider:
___________________________________ Signature: _______________
2. PRICE DECLARATION BY THE TENDERER
I/ We have examined the information provided in your tender
document and offer to undertake
the work prescribed in accordance with the requirements as set
out in the tender document.
The tender price quoted in this tender is valid for the
stipulated period. We confirm the
availability of the proposed team members. We confirm that this
tender will remain binding
upon us and may be accepted by you at any time before the expiry
date.
Name and Surname
Signature
Date
Are you duly authorised to commit the tender
Yes
No
Capacity under which this tender is signed
The TOTAL TENDER PRICE is the all-inclusive price taking the
various pricing elements of
the pricing schedule and adding them all together:
TOTAL TENDER PRICE note 1
R
Note 1: Total Cost of Ownership (TCO) to the Attorneys Fidelity
Fund, inclusive of VAT
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AFF: T06/2017 Page 7 of 41 Service Provider:
___________________________________ Signature: _______________
3. VALIDITY OF TENDER FOR THE PERIOD OF ACCEPTANCE
Validity of tenders for the period of acceptance:
The tender price shall be open for acceptance for a period of at
least 20 calendar days after
the closing date of the tender. It should be noted that
Tenderers may offer a shorter validity
period, but their bid may in that event, be disregarded for this
reason. State if tender prices
shall be fixed or are subject to escalation in terms of a
formula defined in the tender, or to be
defined by the tenderer, as applicable.
The tender holds good until:
__________________________________________________
(State alternative period)
Print name : _______________________________________
Signature of Tenderer: _______________________________
Name of Company : _________________________________
Date : ____________________________________________
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___________________________________ Signature: _______________
4. DEFINITION OF ACRONYMS
The following acronyms are used in Part A of this tender
document
Acronym Description
HDI Historically Disadvantaged Individuals
VAT Value Added Tax
SBD Standard Bidding Document
AFF Attorneys Fidelity Fund
AIIF Attorneys Insurance Indemnity Fund
JV Joint Venture
SME Small and Medium Enterprises
B-BBEE Broad-Based Black Economic Empowerment
5. DECLARATION OF INTEREST
5.1. Any legal person, including persons employed by the Fund,
the Attorneys Insurance
Indemnity Fund, the respective Law Societies, or the Law Society
of South Africa,
persons having a kinship with persons employed by the Fund, the
respective Law
Societies, or the Law Society of South Africa, including a blood
relationship, may make
an offer or offers in terms of this invitation to bid/tender. In
view of possible allegations
of favouritism, should the resulting bid or part thereof, be
awarded to persons employed
by the Fund, the respective Law Societies, or the Law Society of
South Africa, or to
persons connected with or related to them, it is required that
the bidder or his/her
authorised representative declare his/her position in relation
to the
evaluating/adjudicating authority where –
• The bidder is employed by the state; and/or
• The legal person on whose behalf the bidding document is
signed, has a
relationship with persons/a person who are/is involved in the
evaluation and or
adjudication of the bid(s), or where it is known that such
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.
5.2. In order to give effect to the above, the following must be
completed and
submitted with the bid.
Full name of bidder or his/her representative
Identity number
Position occupied in the Company (director,
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___________________________________ Signature: _______________
trustee, shareholder, etc.)
Company registration number
Tax reference number
VAT registration number
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___________________________________ Signature: _______________
5.2.1. The names of all directors
/trustees/shareholders/members, their individual identity
numbers, tax reference numbers and, if applicable, employee
numbers, must be
indicated in paragraph __ below.
5.2.2. Are you or any person connected with the bidder presently
employed by the Attorneys
Fidelity Fund, the Attorneys Insurance Indemnity Fund, the
respective Law Societies
and/or the Law Society of South Africa.
YES / NO
5.2.3. If so, furnish the following particulars:
Name of person/ director/trustee/member/ shareholder
Name of institution at which you or the person connected to the
bidder is employed
Position occupied in the institution
Any other relevant particulars
5.2.4. If you are presently employed by the Attorneys Fidelity
Fund, the Attorneys Insurance
Indemnity Fund, the respective Law Societies and/or the law
Society of South Africa,
did you obtain the appropriate authority to undertake
remunerative work outside your
employment.
YES / NO
5.2.4.1. If yes, did you attach proof of such authority to the
bid document?
YES / NO
5.2.4.2. If no, please furnish reasons for non-submission of
such proof.
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___________________________________ Signature: _______________
5.2.5. Did you or your spouse, or any of the company’s
directors/trustees/shareholders/
members or their spouses conduct business with the Attorneys
Fidelity Fund, the
Attorneys Insurance Indemnity Fund, the respective Law Societies
and/or the Law
Society of South Africa in the previous twelve months?
YES / NO
5.2.5.1. If so, please furnish particulars.
5.2.6. Did you or any person connected with the bidder, have any
relationship (family, friend,
other) with a person employed by the Attorneys Fidelity Fund,
the Attorneys Insurance
Indemnity Fund, the respective Law Societies and/or the Law
Society of South Africa,
and who may be involved with the evaluation and/or adjudication
of this bid?
YES / NO
5.2.6.1. If so, please furnish particulars.
5.2.7. Are you or any person connected with the bidder, aware of
any relationship (family,
friend, other) between any other bidder and any person employed
by the Attorneys
Fidelity Fund, the Attorneys Insurance Indemnity Fund, the
respective Law Societies
and/or the Law Society of South Africa, who may be involved with
the evaluation
and/or adjudication of this bid?
YES / NO
5.2.7.1. If so, please furnish particulars.
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___________________________________ Signature: _______________
5.2.8. Do you or any of the
directors/trustees/shareholders/members of the company have
any interest in any other related companies whether or not they
are bidding for this
contract?
YES / NO
5.2.8.1. If so, please furnish particulars.
5.2.9. Full details of
directors/trustees/shareholders/members
Full Names
Identity Number
Personal Tax Reference Number
Employee number
DECLARATION
I, THE UNDERSIGNED (Name)
_______________________________________________
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 4.2.1 to
4.2.9
ABOVE IS CORRECT. I ACCEPT THAT THE ATTORNEYS FIDELITY FUND
MAY
REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE
TO BE
FALSE.
Signature: ___________________________
Name:__________________________
Position: ____________________________ Date:
__________________________
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___________________________________ Signature: _______________
6. CERTIFICATE OF INDEPENDENT BID DETERMINATION
6.1. This Standard Bidding Document (SBD) must form part of all
bids¹ invited/ submitted.
6.2. 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.
6.3. 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:
6.3.1. disregard the bid of any bidder if that bidder, 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.
6.3.2. 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.
6.4. 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.
6.5. In order to give effect to the above, the attached
Certificate of Bid Determination must
be completed and submitted with the bid:
¹ Includes price quotations, 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.
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___________________________________ Signature: _______________
CERTIFICATE OF INDEPENDENT BID DETERMINATION
I, the undersigned, in submitting the accompanying bid:
_________________________________________________________________________
(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 off:
_____________________________________________________________________
that:
(Name of Bidder)
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 bidder to sign this Certificate, and
to submit the accompanying
bid, on behalf of the bidder;
4. Each person whose signature appears on the accompanying bid
has been
authorized by the bidder to determine the terms of, and to sign
the bid, on behalf of
the bidder;
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 bidder,
whether or not affiliated with the bidder, 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 bidder and/or is
in the same
line of business as the bidder.
6. The bidder has arrived at the accompanying bid independently
from, and without
consultation, communication, agreement or arrangement with any
competitor.
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___________________________________ Signature: _______________
However communication between partners in a joint venture or
consortium³ will not
be construed as collusive bidding.
7. In particular, without limiting the generality of paragraphs
6 above, there has been no
consultation, communication, agreement or arrangement with any
competitor
regarding:
(a) prices;
(b) 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
bidder, 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.
10. 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.
Signature: ___________________________
Name:__________________________
Position: ____________________________ Date:
__________________________
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___________________________________ Signature: _______________
7. GENERAL CONDITIONS OF TENDER
7.1. It is an absolute condition of the tender that the taxes of
the tenderer must be in order,
or that suitable arrangements have been made with the Receiver
of Revenue to satisfy
them.
7.2. An Original, Valid, Tax Clearance Certificate must be
submitted as an original with the
tender proposal on or before the closing date and time of the
tender. Failure to submit
an original and valid Tax Clearance Certificate may invalidate
your tender.
7.3. Each party to a consortium/ sub-contractors submits a
separate original and valid Tax
Clearance Certificate. Copies of the Application for a Tax
Clearance Certificate are
available at any Receiver’s Office.
7.4. Tender forms contained within Part A of the Tender Document
requesting information
have been drawn up so that certain essential information is to
be furnished in a
specific manner and format. Any additional particulars shall be
furnished in a separate
annexure.
7.5. The tender forms must not be retyped or re-drafted but
photocopies may be prepared
and used.
7.6. Tender forms should not be filled in by means of mechanical
devices, for example
typewriters. Black ink must be used to fill in tenders.
7.7. Tenderers shall check the numbers of the pages and satisfy
them that none are
missing or duplicated. No liability shall be accepted in regard
to claims arising from the
fact that pages are missing or duplicated.
7.8. Tenderers shall clearly state whether or not prices will
remain firm for the duration of
the contract. Only firm prices will be accepted. Non-firm prices
(including prices subject
to rates of exchange of variations) will not be considered. In
cases where different
delivery points influence the pricing, a separate pricing
schedule must be submitted for
each delivery point.
7.9. All prices shall be quoted in South African currency and be
VAT inclusive.
7.10. Unless specifically provided for in the tender document,
no tenders submitted may be
transmitted by telegram, telex, facsimile, e-mail or similar
apparatus and will not be
considered.
7.11. The Attorneys Fidelity Fund reserves the right to withdraw
this tender.
7.12. These conditions form part of the tender general
conditions and failure to comply
therewith will invalidate your tender.
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___________________________________ Signature: _______________
7.13. The service provider’s company letterhead must be used for
the proposal’s cover letter
and reflect the company’s name and address.
7.14. The correct Tender Reference Number (See the front page of
this RFP for the Tender
Number) and service provider’s company name must appear on all
pages including the
proposal.
7.15. All pages of the proposal must be initialled by the
responsible person.
7.16. All bidders responding to this Tender must be prepared to
schedule a visit the offices
of the Attorneys Fidelity Fund or to another location upon
request. In addition, bidders
may be interviewed as part of the selection process.
7.17. The Attorneys Fidelity Fund is not responsible for any
expense incurred in preparing
and submitting a Proposal or taking any action in connection
with the selection
process, or for the costs of any services performed in
connection with submission of a
Proposal.
7.18. Late submissions will not be accepted. A submission will
be considered late if it arrives
only a second after 12:00 or any time thereafter. The tender
shall be locked at exactly
12:00 and tenders arriving late will not be accepted under any
circumstances.
Tenderers are therefore strongly advised to ensure that their
tenders be dispatched
allowing enough time for any unforeseen events that may delay
the delivery of the
tender.
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___________________________________ Signature: _______________
8. TAX CLEARANCE REQUIREMENTS
8.1. It is a tender condition that the taxes of the successful
bidder must be in order, or that
satisfactory arrangements have been made with the South African
Revenue Services
(SARS) to meet the bidder’s tax obligations. Should a Tax
Clearance Application be in
progress, then proof from SARS must be provided that an
application is in progress.
8.2. In order to meet this requirement, bidders are required to
obtain from SARS and
complete in full the “Application for a Tax Clearance
Certificate” and submit it to any
SARS branch office nationally.
8.3. Application for the Tax Clearance Certificate may also be
made via e-Filling. In order
to use this provision, taxpayers will need to register with SARS
as an e-Filer through
the SARS website.
8.4. Tax clearance requirements are also applicable to foreign
bidders/individuals who wish
to submit bids.
8.5. SARS will verify that the bidder’s tax matters are in order
and furnish the bidder with a
original Tax Clearance Certificate which will be valid for a
period of one year from date
of approval.
8.6. The original, valid Tax Clearance Certificate must be
submitted together with the
bid/tender proposal. Failure to submit original, valid Tax
Clearance Certificate will
result in the bid/tender proposal being invalidated. Certified
copies of the Tax
Clearance Certificate will not be accepted.
8.7. In bids where Consortia/Joint Ventures/Sub-Contractors are
involved, each party must
submit a separate original, valid Tax Clearance Certificate.
Certified copies of the Tax
Clearance Certificate will not be accepted.
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___________________________________ Signature: _______________
9. PREFERENCE POINTS CLAIM IN TERMS OF THE SUPPLY CHAIN
POLICY
The preference point system will be applied in the adjudication
of all bids/tenders.
9.1. GENERAL CONDITIONS
9.1.1. In order to give preference to affirmable enterprises,
proposals from prospective
providers/suppliers, procurement will be evaluated on a
point-scoring system as
follows:
▪ For values not exceeding R100 000 - the 80/20 preference point
system is used.
▪ For values exceeding R100 000 - the 90/10 preference point
system is used.
9.1.2. Points are allocated as follows:
Criteria 80/20 point scoring
system
90/10 point scoring
system
Price / Functionality 80 points 90 points
Equity Ownership 4 points 2 points
Management 2 points 1 point
Employment Equity 2 points 1 point
Skills Transfer 4 points 2 points
Women 4 points 2 points
Disability 2 points 1 point
Locality/SME/SMME/other 2 points 1 point
9.2. ADJUDICATION USING A POINT SYSTEM
9.2.1. Tenders will be evaluated on Functionality and Price as
well as HDI.
9.2.2. A specified minimum number of points must be scored for
functionality to qualify for
further adjudication, and points for qualifying bids will be
combined with the points
scored for price which will not exceed 80 or 90 points dependant
on which point
system is applicable.
9.2.3. Preference points shall be calculated after prices have
been brought to a comparative
basis.
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___________________________________ Signature: _______________
9.2.4. Points scored will be rounded off to 2 decimal
places.
9.2.5. The tender obtaining the highest number of points will be
awarded the contract.
9.3. POINTS AWARDED FOR FUNCTIONALITY AND PRICE
9.3.1. The 80/20 or 90/10 preference point system will be
applied in the adjudication of all
bids/tenders. A specified minimum number of points for
functionality must be scored to
qualify for further adjudication. Points for functionality and
price will be established
separately for each individual tender and calculated in
accordance with the provisions
stated within the policy. The functionality points for
qualifying bids/tenders will be
combined with the points scored for price which will not exceed
80 or 90 points.
9.3.2. Ownership
Points will be allocated for ownership of an enterprise by HDIs
51 - 100% = 2 points 25.1 - 50% = 1 point
9.3.3. Management
Only the executive management of the enterprise will qualify for
a maximum of 1 point should the enterprise be managed by 50,1% or
more HDIs at the executive level.
9.3.4. Employment Equity
Enterprises will qualify for a maximum of 1 point should their
staff complement comprise 50% or more people from historically
disadvantaged communities. To this effect, tenderers must
substantiate any claim for this point by submitting a certificate
from the Department of Labour regarding their staff complement and
positions held within.
9.3.5. Skills development
A maximum of 2 points will be allocated for either of the two
elements as follows: Employees within the enterprise – 2; or
Transfer of skills to JV partners – 2.
Tenderers must indicate in their tender submission the point/s
claimed and substantiate what skills transfer have taken place in
terms of their employees or how will this be managed during the
execution of the contract.
9.3.6. Women
In this respect, there is no distinction between women in terms
of designated groups and all women shall therefore qualify for a
maximum of 2 points as follows:
Ownership – 25% or more = 1 point Management – 25% or more = 1
point
9.3.7. Disability
An enterprise will qualify for a maximum of 1 point should any
of their owners or employees fall into this category.
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___________________________________ Signature: _______________
9.3.8. Locality
A maximum of 1 point will be allocated for an enterprise that is
located within the boundaries of a designated municipal area in
which the relevant office of the AFF is situated (Cape Town and/or
Centurion).
9.3.9. Locality
The value of tender attributable to sub-contractors is limited
to 25%.
9.3.10. The 80/20 or 90/10 preference point allocation
systems
A maximum of 80 or 90 points is allocated for functionality and
price where the total
combined points allowed for functionality and price, may not
exceed 80 or 90 points:
80/20 90/10
Np= 90{1 – (P - Pm)} or Np= 90{1 – (P - Pm)} Pm Pm
Where Np = the number of tender adjudication points awarded for
price
Pm = the price of lowest responsive tender, adjusted to a
common base if applicable
P = the price of the responsive tender under consideration,
adjusted to a common base if applicable.
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___________________________________ Signature: _______________
10. TIME FRAMES
Published date
17 September 2017
Closing date
06 October 2017
Validity period
40 days
Project commencement
06 November 2017
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11. TENDER BID DECLARATION
Tenderers who claim points in respect of equity ownership must
complete the service
providers declaration form (Service Provider Declaration Form)
below.
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SERVICE PROVIDER DECLARATION FORM
NB: Should your FORM not be completed in full with your
Tender/Proposal will be rejected.
Information in this questionnaire received will be treated with
confidentiality.
Company name:
Completed by:
(Full name and surname)
Designation
Date
IMPORTANT NOTES: PLEASE READ CAREFULLY
To be completed by all Service Providers responding to a tender/
proposal or upon
registration as an approved service provider on the procurement
data base;
The application must be completed in full, be signed and
commissioned by a Commissioner
of Oaths where required.
A company profile must accompany the registration form but will
not be accepted as a
substitute for the application form – all fields on the
application form must be completed by
the tenderer.
Attached the following:
• Valid original Tax Clearance Certificate
• Copy of Registration Certificate (CC or Pty Ltd), Articles of
Association and
Memorandum of Agreement, whichever is applicable.
• Company profile including experience.
• A copy of the previous three years audited/ signed-off
financial statements.
• Copies of SABS or any other rating or accreditation,
certificates etc. where
applicable.
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SERVICE PROVIDER DETAILS
Registered name of the Company
Trading name of the Company
Company/ Close Corporation Registration Number
VAT Registration Number
Income Tax Reference Number
Telephone Number
Fax Number
Web Address
E-mail Address
Business Physical Address
Postal Address
Name of Contact Person
Contact Numbers Cell
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SERVICE PROVIDER DETAILS
Type of firm (Please √ the relevant box or boxes)
Public Company
Private Company
Closed Corporation
Sole Proprietor
Partnership
Trust
Section 21 Company
Government/Parastatal
Joint Venture
Consortium
Other, specify: _______________________________________
Participation capacity (Please √ the relevant box or boxes)
Prime Contractor
Sub-Contractor
Supplier
Developer
Services including Professional
Manufacturer
Repairer
ISO Listed
Importer
Exporter
Distributor
Sales
Other, specify: _______________________________________
Small, medium, micro enterprise (smme) status Please √ the
relevant box or boxes)
Micro
Very small
Small
Medium
Large
Total number of employees
Full time
Number:
Part time
Number:
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SERVICE PROVIDER DETAILS
List of all partners, proprietors and shareholders
Name and
Surname
Identity Number
Citizenship Date of Ownership
% of Ownership
% Voting Status (HDI,
Woman, Disabled)
List and identify any owner or management office bearer who has
an ownership interest in another firm
Name and
Surname
Identity Number
Citizenship Date of Ownership
% of Ownership
% Voting Status (HDI,
Woman, Disabled)
List and identify any owner or management officer who is an
employee or has duties in another business
Name and
Surname
Identity Number
Citizenship Date of Ownership
% of Ownership
% Time Devoted
Status (HDI,
Woman, Disabled)
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SERVICE PROVIDER DETAILS
Indicate by name and status, those individuals in the firm
(including owners and non-owners) responsible for the day to day
management and business decisions
Activity Name and Surname
Race Gender Disabled (Yes/No)
Financial Decisions
Cheque signing
Acquisition of lines of credit
Sureties
Major purchases or acquisitions
Signing of contract
Management Decisions
Estimating
Marketing and sales operations
Hiring and firing of management
Supervision of office personnel
Supervision of field/production activities
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SERVICE PROVIDER DETAILS
Client details where similar projects to this tender have been
undertaken
Company/Institution name
Address
Contact person and number
Value of contract and date
Description of work
Company/Institution name
Address
Contact person and number
Value of contract and date
Description of work
Company/Institution name
Address
Contact person and number
Value of contract and date
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Description of work
SERVICE PROVIDER DETAILS
List your current main clients below
Company/Institution name
R-value per annum and turnover %
R
%
Contact person and number
Company/Institution name
R-value per annum and turnover %
R
%
Contact person and number
Company/Institution name
R-value per annum and turnover %
R
%
Contact person and number
Company/Institution name
R-value per annum and turnover %
R
%
Contact person and number
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SERVICE PROVIDER DETAILS
General
Did the firm exist under a previous name?
YES / NO If YES, what was its previous name?
Does your company or any of its employees have a vested interest
in the Attorneys Fidelity Fund, the Attorneys Insurance Indemnity
Fund, the respective Law Societies and/or the Law Society of South
Africa
YES / NO If YES, state where the said employee/s have such
vested interest
Indicate as to whether any of the partners, proprietors and
shareholders is in the service of the Attorneys Fidelity Fund, the
Attorneys Insurance Indemnity Fund, the respective Law Societies
and/or the Law Society of South Africa, or has been in their
service in the previous twelve months
Name:
Institution:
Description:
At what % of full capacity are you operating?
What % of work, directly or indirectly, is for the Attorneys
Fidelity Fund, the Attorneys Insurance Indemnity Fund, the
respective Law Societies and/or the Law Society of South Africa
Have you been previously on the approved supplier list of the
Attorneys Fidelity Fund, the Attorneys
YES / NO If YES, specify
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Insurance Indemnity Fund, the respective Law Societies and/or
the Law Society of South Africa
SERVICE PROVIDER DETAILS
What was your average turnover (excluding VAT) during the
previous three financial years?
Who are your present material/equipment/services suppliers or
provider
Does your company have an after-hours service policy?
YES / NO If YES, specify
Are warranties offered on new items/ repairs, etc?
YES / NO If YES, state particulars
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BANKING DETAILS
I/We hereby request and authorize you to pay any amounts which
accrue to me/us to the credit
of my/our bank account with the below-mentioned bank. I/we
understand that the credit
transfer hereby authorized will be processed by computer through
a system known as
Electronic Funds Transfer and I/we also understand that no
additional advice of payment will
be provided by my/our bank, but details of each payment will be
printed on my/our bank
statement or any accompanying voucher. (This does not apply
where it is not customary for
banks to issue bank statements.) I/we understand that a payment
will be applied by the
Attorneys Fidelity Fund in the normal way, and that it will
indicate the date on which funds will
be available in my/our account.
Bank account name:
Name of Bank:
Branch code and name:
Account number:
Type of account
Cheque/current
Savings
Transmission
Bank details to be certified as correct by DATE STAMP of
BANK
Name and Surname:
Signature:
Designation:
Telephone number and code:
Fax number and code
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I/We the undersigned, acknowledge(s) that:
The information furnished is true and correct
• The B-BBEE points claimed is in accordance with the General
Conditions contained
within this document
• Any conflict of interest has been declared in writing
• An official AFF Purchase Order will be accepted
• Payment of any goods delivered or services rendered will be
effected in terms of the
subsequent engagement/appointment agreement
Name and Surname:
Signature: (Duly authorised to sign)
On behalf of: (Name of Firm)
Physical address:
Telephone number and code
Date
REGISTERED COMMISSIONER OF OATHS:
Signature:
Commissioner’s stamp with registered number
Date:
Failure to have a copy of this document signed by a Commissioner
of Oaths may invalidate this tender/proposal submission
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PART B – TERMS OF REFERENCE
1. Project Objectives
AFF and AIIF is looking for an experienced service provider to
assist with the design, installation
and deployment of an Enterprise Resource Planning (ERP) system
across multiple business units.
This ERP technical capability is aimed unifying and managing
business resources regarding
Finance and Accounting Management, Human Resource Management,
Enterprise Asset
Management, Enterprise Risk Management (ERM), Project
Management, Supply Chain
Management and Quality Management.
2. Acronyms and Abbreviations
The following acronyms are used in the terms of reference
Acronym Description
AFF Attorneys Fidelity Fund
HRM Human Resource Management
SCM Supply Chain Management
ERP Enterprise Resource Planning
AIIF Attorneys Insurance Indemnity Fund
ERM Enterprise Risk Management
ICT Information and Communications Technology
SME Subject Matter Expert
3. Modules and Functional Overview
The key functionalities and requirements for the Enterprise
Resource Planning (ERP) solution for
AFF and AIIF is described in Figure 1. The service provider must
ensure that the ERP solution can
deliver on these core capabilities.
Figure 1: Modules and Functional Overview
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4. Technical Specifications
4.1 Software Licensing
AFF and AIIF businesses don’t currently own any ERP license, as
a result, the service provider
will facilitate the licensing for the ERP solution.
4.2 Server Infrastructure
Service provider must recommend, configure and deploy an
appropriate the server infrastructure
to host the ERP system/solution. The AFF and AIIF ERP
system/solution will take place on latest
Windows Platform.
4.3 Integration Requirements
• The ERP solution must provide a fully integrated, intuitive
platform through to analyze,
monitor, and even conduct the majority of data-driven tasks;
• The ERP solution through a single convenient portal, the
collects, stores and administers data
analysis, ensuring seamless communication within our
organization;
• The ERP solution to allow our business to track, collect and
analyze data on all tasks, records,
information and activities performed within multiple systems.
Ensuring smoother operations
and improved productivity;
• The ERP solution must be fully service-enabled (out-of-the-box
services) to allow integration
with Master Data Management Solution to extract the information
relating to Practitioners and
Firms as well as related information. The solution must be able
to support the following data
patterns:
o Batch;
o Real-time publication (Data Propagation); and
o Real-time subscription (Data Consumption).
• The ERP solution must also be able to integrate with AFF and
AIIF’s Enterprise Content
Management solution, Fund Collections Management Solution,
Integrated Claims
Management Solution, Project Management Solution (Project
Account Management and
Project Portfolio Management) and functional requirements e.g.
Human Resource
Management, Enterprise Asset Management, Enterprise Risk
Management, Enterprise
Quality Management, Finance and Accounting Management.
4.4 High-Level Functional Requirements
The high-level requirements for ERP solution for AFF and AIIF
can be summarized as follows:
4.5 Finance and Accounting Management
• The ERP solution must provide capability for finance teams to
do forecasting and
budgeting management;
• The ERP solution must provide capability for user to define
and manage fiscal calendar
periods as flexibly as possible;
• The ERP solution must provide capability for Budget
development and control;
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• The ERP solution must able to produce the full financial
statements for periods specified
by users;
• The ERP solution be able to maintain multiple fiscal calendar
periods;
• The ERP solution must provide capability to manage and
maintain chart of accounts
structures for AFF and AIIF separately in the same product
suite;
• The ERP solution must provide capability to perform cash
management for AFF and AIIF
separately in the same product suite;
• The ERP solution must provide capability to manage general
ledger transactions;
• The ERP solution must be able to accurately maintain and track
multiple organizational
cost centres for AFF and AIIF separately in the same product
suite;
• The ERP solution must be able to provide capability to perform
end-to-end journals
management for AFF and AIIF separately in the same product
suite;
• The ERP solution must be able to perform and administer
accounts payable for AFF and
AIIF separately in the same product suite;
• The ERP solution must be able to perform and administer
accounts receivable including
trust interest collection and premium collection for AFF and
AIIF separately in the same
product suite;
• The ERP solution must be able to integrate and import finance
and accounts data from
claims system;
• The ERP solution must be able to perform end-to-end supplier
invoice processing and
management for AFF and AIIF separately in the same product
suite;
• The ERP solution must be able to perform payroll management
for AFF and AIIF
separately in the same product suite; and
• The ERP solution must be able to perform control of payment by
way of verifying
accounts and amounts against invoices and contracts for AFF and
AIIF separately in the
same product suite.
4.6 Human Resource Management
• The ERP solution must be able to perform various aspects of
Recruitment Management;
• The ERP solution must be able to perform various aspects of
Employee Profile
Management;
• The ERP solution must be able to perform various aspects of
Employee Benefits
Management;
• The ERP solution must be able to perform various aspects of
Organizational Structure
Management;
• The ERP solution must be able to perform various aspects of
Employee Job Profile
Management;
• The ERP solution must be able to perform various aspects of
Training and Development
Management;
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• The ERP solution must be able to perform various aspects of
Employee Performance
Management;
• The ERP solution must be able to perform various aspects of
Employee Self-service
Management;
• The ERP solution must be able to perform various aspects of
Employee Relations
Management;
• The ERP solution must be able to perform various aspects of
Compliance/Statutory
Reporting Management; and
• The ERP solution must be able to administer Personal
Development Plan for employees.
4.7 Procurement Management
• The ERP solution must have the capability to manage list of
preferred suppliers and
supplier database management;
• The ERP solution must have the capability to perform supplier
profiling and risk
assessment;
• The ERP solution must have the capability to manage entire
procurement process,
including workflow for procurement approvals, referrals
etc.;
• The ERP solution must have the capability to create
requisitions and load quotations for
procurement;
• The ERP solution must have the capability to perform
purchase/procurement order
management;
• The ERP solution must have the ability to manage request for
quotations in terms of the
AFF and AIIF procurement policy;
• The ERP solution must have the ability to manage supplier
contracts and agreements;
• The ERP solution must have the ability to manage request for
proposals and tenders in
terms of the AFF and AIIF procurement policy;
• The ERP solution must have the capability for reporting on all
aspects of procurements
across the organisation.
4.8 Project Accounting Management
• ERP solution must provide the ability for project portfolio
management;
• ERP solution must provide demand management capability for
project and portfolio
management;
• The ERP solution must provide the ability to conduct project
feasibility study and business
case management;
• The ERP solution must provide the ability to prepare project
and portfolio budget
management;
• The ERP solution must provide the ability to prepare project
time and costs estimation and
planning;
• Project Cost Tracking Management
https://www.acumatica.com/cloud-erp-software/project-accounting/project-cost-tracking/
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o The ERP solution must able to get a total view of all costs
related to a project
including materials, labor, services, and inventory items;
and
o The ERP solution must able to allocate shared costs and
overhead expenses to
projects based on formulas.
• Advanced Billing Management
o The ERP solution must able to manage of all billing scenarios:
cost plus, fixed price,
time and materials, milestone billing, and contract-specific
pricing;
o The ERP solution must able to modify resource billing rates by
project, project
tasks, inventory item, employee, and account group;
o The ERP solution must able to Bill labor and materials
according to the customer,
the type of work being performed, or the specific project
contract.
• Time and Expense Management
o The ERP solution must able administer Employees, partners, and
contractors
timesheets.
4.9 Quality Management
• The ERP solution must provide quality management capability to
address the following
business needs:
o Quality performance analysis related to claims management and
process
calibration support claims;
o Allows a wide variety of characteristics and parameters to be
specified in the
stand inspection operation and maintain an extensive history to
improve claims
quality and identify recurring problems.
4.10 Enterprise Risk Management
• The ERP solution must provide the capability to manage an
electronic risk register for AFF
and AIIF respectively;
• The ERP solution must provide a way to custom develop risk
factors, risk grading, risk
allocation and mitigation;
• The ERP solution must provide a way to align risks to strategy
and strategic objectives;
• The ERP solution must provide capability to identify, assess,
quantify and prioritize risks
across the organisations and manage assurance requirements;
and
• The ERP solution must provide full risk reporting.
4.11 Enterprise Asset Management
• The ERP solution must provide capability to administer fixed
assets throughout their
lifecycle;
• The ERP solution must provide capability for assets tracking
and monitoring.
• The ERP solution must provide capability to manage and track
asset appreciation and
depreciation;
https://www.acumatica.com/cloud-erp-software/project-accounting/advanced-billing/https://www.acumatica.com/cloud-erp-software/project-accounting/time-and-expense-management/
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• The ERP solution must provide capability to manage asset
transfers, Disposal and
calculation of asset value;
• The ERP solution must provide capability to integrate assets
with capital expenditure
budget; and
• The system must have the capability to report on all leased
assets, their details and related
payment information.
4.12 Other Requirements
• The ERP solution to that provides detailed reports that are
intuitive, actionable and
relevant. Additionally, it allows for complete traceability,
ensuring that every error,
inconsistency and questionable process can be traced, corrected
and prevented.
5. Time Frames
Table 1 outlines the plan dates for the Complaints and
Disciplinary Management
Systems.
Table 1: Timelines for RFP
Activity Deadline
RFP Issuance Date 17 September 2017
Closing date for Questions 22 September 2017
Tender closing date and time 06 October 2017 @ 12.00 noon
Envisaged Commencement 06 November 2017
6. Contact Persons
Enquiries on the business needs and requirements;
▪ Mr. Sechaba Letooane, accessible at
[email protected]
Enquiries on the technical needs and requirements;
▪ Mr. Tiisetso Toloane, accessible at
[email protected]
1. Duration of the project
The duration of this project is estimated to be 10 months. The
contract will be Fixed
Price throughout the duration, unless AFF and AIIF change the
scope of the project to
include newer requirements, and this will be treated as scope
change and priced
accordingly. The project will be conducted primarily from 1256
Heuwel Road,
Centurion, which is the AFF and AIIF House, however the tenderer
must be away of
possible sights visit to Cape Town office as well as the
Pietermaritzburg.
mailto:[email protected]:[email protected]
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2. Pre-Qualification Requirements
• The vendor must have implemented technical solutions for ERP
(Reference
Letters from clients with contactable persons must be
provided;
• Service provider must be partner of the technology vendor;
and
• Service provider must have South African presence.
3. Project Planning, Pricing and Schedules
The Tenderer must provide a Timeline plan with clear milestones
/ deliverables
associated with high-level requirements for ERP Solution
documented in Terms of
Reference. The service provider must make a financial proposal
that includes all
aspects of the requirements documented in the terms of
reference.