Request for Managed Print Solution Services Provider - Briefing Session
Appointment of a Service Provider for Managed Print Solution Services for a 5-Year Period. Key topics discussed include Scope of Services, Service Level Agreement, B-BBEE, Evaluation Methodology, Pricing Evaluations, and Questions. Submission requirements, deadlines, and communication details highlighted for potential bidders.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
NON-COMPULSORY BRIEFING SESSION Appointment of a Service Provider for the provision of Managed Print Solution Services for the Period of Five (5) Years RFP Number: TCC/2022/07/0179/7144/RFP Date: 23 March 2023 1
Agenda Item No. Topic Presenter 1 Busi Chabalala Opening and Welcome Key Points to Highlight and General Information 2 Busi Chabalala Scope of Services 3 Nwabisa Goba Service Level Agreement 4 Liz McClymont Bella Maja/Tenjwase Gumede B-BBEE 5 Evaluation Methodology 6 Tinto Seotloadi Pricing Evaluations 7 Beauty Ngobese & Nkosinathi Ngobese Questions and Closure 2
Purpose Request for Approval Welcome the bidders Team Each Transnet attendee to briefly introduce themselves. General Disclaimer: This briefing session must not contradict the RFP and its supporting documents published, and should there be any errors, acts of omissions or misinterpretations, then the RFP and its attachments takes precedence of it. Respondents will be given an opportunity to ask questions at the end. All verbal questions must be put in writing on the RFP Clarification form (Section 8) and Transnet will provide a written response. No verbal feedback must be construed as binding until in writing 3
Key Points - General (1/2) Please note the following submission requirements, but not limited to: Final RFP and all Returnable Documents listed on Section 5 (List of Returnable Documents) may still be downloaded directly from National Treasury s e-Tender Publication Portal at www.etenders.gov.za and Transnet website, free of charge. Respondents who wish to respond to this RFP as a Joint Venture [JV] or consortium with B-BBEE entities, must state their intention to do so in their RFP submission. Such Respondents must also submit a signed JV or consortium agreement between the parties clearly stating the percentage [%] split of business and the associated responsibilities of each party. The RFP closes punctually at 12h00 4 April 2023. Respondents must ensure that bids are uploaded timeously onto the system. Transnet will not accept bid submission via email. All bids must be loaded on the system. Bid Validity period is 180 Business Days from Closing Date. Respondents RFP proposal must sign documents [sign, stamp and date the bottom of each page] before uploading them on the system. The person or persons signing the submission must be legally authorised by the respondent to do so. Respondents must register on the National Treasury s Central Supplier Database CSD prior to submitting/uploading their bids. Business may not be awarded to a Respondent who has failed to register on the CSD, only foreign suppliers with no local registered entity need not register on the CSD. 4
Key Points - General (2/2) Communication relating to this RFP: After the briefing session, should Respondents have more questions, RFP Clarification Request Form (Section 8) should be submitted onto the system, and also sent to: Busi.Chabalala@transnet.net and Jessica.Mwandla@transnet.net before 12:00 pm 24 March 2023. In the interest of fairness and transparency, Transnet s response to such a query will be published on the e-tender portal and Transnet website. Respondents are required to ensure that all clarification questions are sent to Transnet before the clarification closing date and time in order to allow Transnet sufficient time to respond to all clarification questions. It is prohibited for Respondents to attempt, either directly or indirectly, to canvass any officer or employee of Transnet in respect of this RFP between the closing date and the date of the award of the business. Respondents found to be in collusion with one another will be automatically disqualified and restricted from doing business with organs of state for a specified period. 5
Scope of Services /Requirements Transnet is seeking a Service Provider for Managed Print Services (MPS) over a period of 5 (five) years for all of Transnet s Operating Divisions. The Statement of Work and Specification documents sets out Transnet s MPS requirements. This is not an equipment-based contract, but rather a service contract in which the Service Provider assumes full responsibility and risk for all printing functionality needs and maintenance services on inscope devices. At the end of the contract Transnet will not own any equipment put into place under this contract. The Service Provider must have the experience and capability to have effectively render MPS solution services to a corporate client with an installation base of approximately 3813 devices serving 20000 end-users across South Africa and neighbouring countries such as Botswana, Lesotho, Mozambique, Zambia and Zimbabwe. The solution needs to cater for both the reduction and growth of installed devices due to changes in business and operational demand, organisational restructuring, or as a result of the adoption of digital and other new technologies and developments. This service is to be provided by the Service Provider to Transnet at all designated Transnet Sites in South Africa and in offices in over border countries where Transnet has operations. 6
Scope of Services /Requirements (Continued) The service must be highly responsive to supporting Transnet s business and operational processes, increase employee productivity and reduce user frustration, be sensitive to environmental factors encouraging a reduction in the usage of consumables and paper, and actively assist Transnet to manage and drive down associated costs. The Service Provider must supply the following categories of devices: Entry level devices Mid-range devices High-volume devices Entry level large format printers (wide format printers / plotters) Medium volume large format printers Large volume large format printers High volume standalone scanners Dot matrix flatbed printers Barcode label printers 7 Handheld scanners
Scope of Services /Requirements (Continued) Maintenance and Support Transnet requires the Service Provider to: Remotely manage all networked devices; Maintain onsite store for parts and toners at sites where the Service Provider has placed a warm body; Proactively identify and solve potential printing problems and replenish supplies (consumables / toner cartridges) before Business and Operations are affected; Provide spare toner cartridges at sites for devices that are not connected to the network. These cartridges must be replaced as soon as the spare is installed; Implement non-disruptive software updates and patches to printers and print servers to address security risks and provide new functionality, when required; Perform preventative maintenance on devices to reduce the impact of device downtime; and Provide on-site support for major locations and mission critical business sites. Note: First line support of the devices and end-user computer support are contracted to the IT Data Services for Transnet or performed by the ODs themselves where applicable, but this does not exclude the Service Provider from providing first line device support when needed. 8 Help and Service Desk
Scope of Services /Requirements (Continued) Service Class Service Coverage Window Standard Normal Office Hours 07h00 - 17h00 on Monday to Friday, excluding public holidays Extended Extended Office Hours - 07h00 - 22h00 Monday to Friday and 07h00 am 17h00 on Saturdays, including public holidays Full 24 hours a day, 7 days a week, all year round Premium Transnet s Operational sites (yards, harbours, light houses, port terminals etc.) work on a 24hr x 7 basis, all year around whilst standard support will be sufficient for most of the large office blocks. The Service Provider is required to access the Transnet Helpdesk system to action the faults and requests, and update the status on a daily basis until the fault/request is closed. Tickets will be logged at Transnet s IT Services Help Desk, monitoring of ticket queues must be done according to the Premium Service Coverage Window. Security The Service Provider must provide, at a minimum: Encryption of data and logs to protect the data stored in the non-volatile memory or hard disk drive of the multifunction printers whether the data is permanently or temporarily stored; Secure printing on MFDs via a user PIN; on decommissioning, devices will be securely erased and a completion certificate will be shared with Transnet before the removal of devices from Transnet premises; and Ports on network connected devices to be configured to ensure they are secure. 9
Scope of Services /Requirements (Continued) Reporting The Service Provider must provide reporting on: Volumes per device, user, cost centre, and OD; Ability to report business trends relating to print usage; Service Level measurements (target, actual, no of incidents and requests, priority, etc.); Trends related to volumes, consumables, faults etc; Detailed monthly reporting per device, including device detail (model, contract no and location), usage statistics, agreed cost per copy, Incidents and Requests logged against that device and trend on faults and corrective measures where necessary; Monthly service review report packs on agreed dates for each month while the contract is still active; Total billing value against contract value; Invoice payment and aging; Root Cause Analysis reports on all critical faults and when requested by Transnet; Physical damaged devices/equipment report (to be submitted with the costs on each quotation submitted); and Reporting will be based on a weekly and monthly basis per OD and on a Transnet wide level. 10
Scope of Services /Requirements (Continued) Training The Service Provider must provide the following training: Basic How to training for users upon device installation; Training on specialised functionality, tailored to user role, as needed; How to guides where requested; and Technical training for first line support engineers(Transnet or Transnet s 3rd Party staff). Transition and Disengagement The Service Provider is required to provide a detailed transition plan which will minimise impact on Business and Operations. The plan is expected to start once the contract has been awarded. A detailed disengagement plan is also required detailing how the service provider will be wrapping up and handing over services to a new incumbent that will be appointed by Transnet to further provide services. Infrastructure integration requirements The MPS solution must integrate seamlessly with Transnet s existing network, server/mainframe, systems and end-user environments. Transnet site locations (countrywide and over border) The Service Provider (plus its partners and subcontractors) needs to have the geographical reach to provide the required services and support at all Transnet 11 sites within the required service levels agreed.
Scope of Services /Requirements (Continued) A Service Level Agreement (SLA) will be used to measure the performance and service provided by the successful bidder. Such SLA will be linked to service credits that will be imposed should the performance of the successful bidder fall below the required minimum level of performance. The SLA will cover monthly reporting which will feed into contract administration. Refer to Annexure D. 12
B-BBEE Scorecard B-BBEE Definition: Broad-Based Black Economic (B-BBEE) means the economic empowerment of all black people including women, workers, youth, people living with disabilities and people living in rural areas through diverse but integrated socio-economic strategies. Purpose: To increase the number of black people that manage, own and control enterprises and productive assets. To facilitate ownership and management of enterprises and productive assets by communities, workers, cooperatives and other collective enterprises To achieve an equitable representation in all occupational categories and levels in the workforce To procure from large, medium and small sized black owned enterprises To increase investment in enterprises and communities that are owned and managed by black people A valid B-BBEE certificate OR an Affidavit for QSE and EME s is required B-BBEE Amended Codes Principles Enhanced the recognition status of black owned EMEs and QSEs An EME that is 100% owned by black people qualifies as a level 1 contributor; An EME that is more than 51% owned by black people qualifies as a level 2 contributor; 13 No verification requirements for EMEs; EME to obtain a Sworn affidavit or a CIPC Certificate
B-BBEE Validity of Sworn Affidavit Determining validity of a sworn affidavit for B-BBEE compliance (Practice Guide 01 of 2022: ) The legal dictionary (https://legal-dictionary.thefreedictionary.com/Affadavit) defines a sworn affidavit as a written statement of facts voluntarily made by a person under an oath or affirmation administered by a person authorized to do so by law. In terms of the Codes, Exempted Micro-Enterprises (EMEs) and black controlled and owned Qualifying Small Enterprises (QSEs) only have to use a sworn affidavit to indicate their B-BBEE Compliance status. Government introduced this mechanism specifically to reduce the cost of doing business and regulatory burden for these entities. Note: Page 3 of 9 Practice Guide 01 of 2022: Determination of Validity of a B-BBEE Verification Certificate, B-BBEE Certificate and Sworn Affidavit . Refer to page 4 of 9 of the Practice Guide. B-BBEE verification certificates and certificates issued by the Companies and Intellectual Property Commission (CIPC) for B-BBEE purposes. CIPC website (www.cipc.co.za) Bidders who do not submit B-BBEE Status Level Verification Certificates or applicable affidavit copy will be deemed as non-compliant contributors to B-BBEE will score zero for preference points . This also applies to Bidders who submit letters or expired certificates indicating that their B-BBEE status is in the process of being verified. Where a B-BBEE certificate is to be used for scoring purposes only, such letters indicating that their B-BBEE status is in the process of being verified or expired certificates are submitted, bidders will be scored zero for preference points. 14
Joint Venture In 2019 DTI released amendments to the Codes of Good Practice. Joint Ventures are referred to in Revised Code 000, Statement 000: General Principles As per paragraph 7 of Amended Code Series 000, Statement 000 of the Codes of Good Practice, unincorporated joint ventures are required to compile a consolidated verification certificate. A consolidated verification certificate will consolidate the verified compliance data of joint venture partners if those Measured Entities were a single Measured Entity. A JV will require its own Broad-Based Black Economic Empowerment (B-BBEE) certificate if they would like to tender or enter into a contract that requires a B- BBEE Certificate. A trust, consortium or joint venture (including unincorporated consortia and joint ventures) must submit a consolidated B-BBEE Status Level verification certificate for every separate bid. Note the following: A consolidated verification certificate is required. The consolidation is based on the weighting as defined in the joint venture agreement. The respective scores are weighted according to their proportionate share in the joint venture. A joint venture certificate is valid for 12 months and only applicable to a specific project. Eligibility of a Joint Venture Joint Ventures are required to compile a consolidated verification certificate. A consolidated verification certificate will consolidate the verified compliance data of joint venture partners in accordance . 15
Evaluation Methodology STAGE 1: STAGE 3 STAGE 2 PREQUALIFICATION Step 3 Step 2 Step 7 Step 1 Step 4 Step 5 Step 8 Step 6 Administrative responsiveness Returnable documents/ schedules Substantive responsiveness Pre-qualification MINIMUM THRESHOLDS Weighted scoring / 100*** Technical Desktop Site Visit Technical Pre-qualification Bidders are required to submit valid certificate(s) and accreditation letter(s) Original Equipment (OEM) confirming the partnership and / or accreditation to distribute or resell printers, printing solutions and printer equipment required. The certificate(s) and accreditation letter(s) from the OEM should specify the MFPs, Large format Devices and Dot matrix devices; and Bidder must evidence confirming that they have rendered managed print solution services in the last eight (8) years (not older than 1 February 2015). The verifiable evidence required are: Two (2) reference letters from the Bidders previous/current clients on the client s company letterhead. Each reference letter must clearly state the total multifunctional printers that have been deployed. The combined total number of multifunctional printers deployed from both reference letters must be more than one thousand five hundred (1500). NOTE: Transnet reserves the right to contact referees and / or request for a site visit of the referee premises to verify the information provided . Award of business and conclusion of contract Post tender negotiation with preferred bidder [2nd and 3rd ranked bidders (if required) in a sequential and not simultaneous manner] if pricing is not market-related Price (90) / or an the Selection of the preferred bidder. from Manufacturer B-BBEE scorecard (10) (Objective criterion to justify award to someone other than the highest ranked bidder must have been stated in the bid documents and can be used at this stage, if applicable) / or an WEIGHTED SCORE Technical criteria provide verifiable Minimum Minimum Threshold: Threshold: 75/100 15/20 number of 16
Step One: Test for Administrative Responsiveness Step : Procurement conducts evaluations to highlight non-responsive (non-compliant) bids and attempts to obtain outstanding documentation from 1 respondents prior to declaring them non-responsive and eliminating bids Yes/No Administrative responsiveness test: Validate whether bid has been lodged on time Validate whether all returnable documents and/or schedules were completed and returned by the closing date and time Verify the validity of all returnable documents Verify if the Bid document has been duly signed by the authorised respondent 17
Step Two: Test for Substantive Responsiveness Step : Evaluation committee evaluates if the bid conforms to all the terms, conditions, scope and/or specifications of the bid documents without material deviation or qualification 2 Substantive responsiveness test: Yes/No Whether any general pre-qualification criteria set by Transnet, have been met Whether the Bid contains a priced offer Whether the Bid materially complies with the scope and/or specification given Whether any Technical prequalification criteria have been met as follows: Bidders are required to submit valid certificate(s) and / or an accreditation letter(s) from the Original Equipment Manufacturer (OEM) confirming the partnership and / or accreditation to distribute or resell printers, printing solutions and printer equipment required. The certificate(s) and / or an accreditation letter(s) from the OEM should specify the MFPs, Large format Devices and Dot matrix devices; and Bidder must provide verifiable evidence confirming that they have rendered managed print solution services in the last eight (8) years (not older than 1 February 2015). The verifiable evidence required are: Two (2) reference letters from the Bidders previous/current clients on the client s company letterhead. Each reference letter must clearly state the total number of multifunctional printers that have been deployed. The combined total number of multifunctional printers deployed from both reference letters must be more than 18 one thousand five hundred (1500).
Step Three: Minimum Threshold of 75 points for Technical Criteria Step : Technical evaluation criteria that are used to determine the competency and capability of respondents, highest scores reflect best suited respondents 3 (refer to Annexure E). Technical Desktop Evaluation Scoring Points Managed Print Services 30 Print Security 10 Service Delivery 5 Geographical Reach 15 Customer Reporting 25 Product Lifecycle 5 Transition Plan 10 Total 100 Minimum Threshold 75 Bidder to meet or exceed 75 points in order to proceed to the next step. 19
Step Four: Minimum Threshold of 15 points for Technical Criteria Step : Technical evaluation criteria that are used to determine the competency and capability of respondents, highest scores reflect best suited 4 respondents (Refer to Annexure E). Technical Site Inspection Scoring Access to Managed Print Services on the Portal 5 Service Level Reporting on the Portal 5 Financial Reporting on the Portal 5 Functional Knowledge on the Portal 5 Total 20 Minimum Threshold 15 Bidder to meet or exceed 15 points in order to proceed to the next stage. 20
Step Five: Evaluation and Final Weighted Scoring Transnet will utilise the following formula in its evaluation of Price: PS = 90 1 Pt Pmin Pmin Where: Ps = Score for the Bid under consideration Pt = Price of Bid under consideration Pmin = Price of lowest acceptable Bid 21
Step Six: Evaluation and Final Weighted Scoring Broad-Based Black Economic Empowerment criteria [Weighted score 10 points] B-BBEE - current scorecard / B-BBEE Preference Points Claims Form o Preference points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table o indicated below: B-BBEE Status Level of Contributor 1 Number of points (90/10 system) 10 2 9 3 6 4 5 5 4 6 3 7 2 8 1 Non-compliant contributor 0 22 Source: Transnet PM
Questions and Closure All questions arising from this non- compulsory briefing session must be put in writing on the (Section 8) RFP Clarification Form submitted on the system and sent to Busi Chabalala@transnet.net and Jessica@Mwandla@transnet.net before 12h00 pm on 24 March 2023. 23
THANK YOU 24
