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ANNEXURE 1

TECHNICAL AND PRICING REQUIREMENTS

RFQ NUMBER: RFB 1743/2018

CLOSING DATE: 08 June 2018

CLOSING TIME: 11:00AM

RFQ DESCRIPTION:

Supply, implement, maintain and support a Commercial off-the-shelf (COTS) innovative solution to replace the current South African School Administration and Management System (SA-SAMS) to the Department of Basic Education (DBE), North West Provincial Education, and Free State Provincial Education.

1 of 102CONFIDENTIAL

ContentsANNEX A: INTRODUCTION................................................................................................................................. 2

1 PURPOSE AND BACKGROUND......................................................................................................................... 2

1.1 PURPOSE.............................................................................................................................................................21.2 BACKGROUND.....................................................................................................................................................2

2 SCOPE OF BID.................................................................................................................................................. 2

2.1 SCOPE OF WORK.................................................................................................................................................22.2 DELIVERY ADDRESS.............................................................................................................................................22.3 CUSTOMER INFRASTRUCTURE AND ENVIRONMENT...........................................................................................2

3 TECHNICAL REQUIREMENT OVERVIEW............................................................................................................ 2

3.1 PRODUCT REQUIREMENTS..................................................................................................................................23.2 SOLUTION DESIGN PRINCIPLES............................................................................................................................23.3 SOLUTION TARGET ARCHITECTURE.....................................................................................................................23.4 SOLUTION INTEGRATION REQUIREMENTS..........................................................................................................23.5 PROJECT AND SERVICES REQUIREMENTS............................................................................................................2

4 BID EVALUATION STAGES................................................................................................................................ 2

4.1 BID EVALUATION PROCESS..................................................................................................................................24.2.................................................................................................................................................................................24.3 BIDDER QUALIFICATION......................................................................................................................................2ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION.................................................................................................2

5 ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS..................................................................................2

5.1 ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION........................................................................................25.2 ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS....................................................................................2ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS......................2

6 TECHNICAL MANDATORY................................................................................................................................ 2

6.1 INSTRUCTION AND EVALUATION CRITERIA.........................................................................................................26.2 TECHNICAL MANDATORY REQUIREMENTS.........................................................................................................26.3 DECLARATION OF COMPLIANCE..........................................................................................................................2

7 TECHNICAL FUNCTIONALITY............................................................................................................................ 2

7.1 INSTRUCTION AND EVALUATION CRITERIA.........................................................................................................27.2 TECHNICAL FUNCTIONALITY REQUIREMENTS.....................................................................................................27.3 FUNCTIONALITY DEMONSTRATION REQUIREMENT............................................................................................2FUNCTIONALITY DEMONSTRATION USE CASE..............................................................................................................27.4 EVALUATION OF THE DEMONSTRATION.............................................................................................................27.5 COMMERCIAL REQUIREMENT.............................................................................................................................27.6 CORE SYSTEM PRODUCTS....................................................................................................................................27.7 CORE FUNCTIONAL PRODUCTS...........................................................................................................................2

8 PROOF OF CONCEPT........................................................................................................................................ 2

8.1 PROOF OF CONCEPT FOR THIS BID IS NOT APPLICABLE......................................................................................2ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC)...........................................................................................2

9 SPECIAL CONDITIONS OF CONTRACT............................................................................................................... 2

9.1 INSTRUCTION......................................................................................................................................................29.2 SPECIAL CONDITIONS OF CONTRACT..................................................................................................................29.3 DECLARATION OF ACCEPTANCE..........................................................................................................................2ANNEX A.4: COSTING AND PRICING.........................................................................................................................2


10 COSTING AND PRICING.................................................................................................................................... 2

10.1 COSTING AND PRICING EVALUATION.............................................................................................................210.2 COSTING AND PRICING CONDITIONS..............................................................................................................210.3 DECLARATION OF ACCEPTANCE.....................................................................................................................210.4 BID PRICING SCHEDULE..................................................................................................................................2ANNEX A.5: TECHNICAL SCHEDULES.........................................................................................................................2

11 TECHNICAL SCHEDULES................................................................................................................................... 2

11.1 LOCATION SCHEDULE.....................................................................................................................................2ANNEX A.6: TERMS AND DEFINITIONS.............................................................................................................................2

12 ABBREVIATIONS.............................................................................................................................................. 2

13 DEFINITIONS................................................................................................................................................... 2

ANNEX A.7: BIDDER SUBSTANTIATING EVIDENCE....................................................................................................2

ANNEX B: LOCAL CONTENT REQUIREMENTS (SBD 6.2) (THIS ANNEX IS NOT APPLICABLE)...................................2


Confidential Information Disclosure Notice

This Request for Bid (RFB) may contain confidential information that is proprietary of the DBE.

No part of the content hereof may be used, copied, disclosed or conveyed in whole or part to any party in any manner whatsoever, other than for purpose of preparing a Bid response, without prior written permission from the DBE.

All copyright and intellectual property rights herein vested with the DBE.


ANNEX A: INTRODUCTION

1 PURPOSE AND BACKGROUND1.1 PURPOSE

The purpose of this RFB is to invite Suppliers (hereinafter referred to as “bidders”) to submit bids for the “Supply, implement, maintain and support a Commercial off-the-shelf (COTS) innovative solution to replace the current South African School Administration and Management System (SA-SAMS) to the Department of Basic Education (DBE), North West Provincial Education, and Free State Provincial Education”.

The National Education Collaboration Trust (NECT) is acting on behalf of the DBE as the delivery management partner for the modernised SA-SAMS. The supplier will enter into a formal agreement with the NECT for the delivery and support of the solution.

1.2 BACKGROUND

The South African School Administration and Management System (SA-SAMS) is supplied and supported by the Department of Basic Education for use by schools. SA-SAMS is primarily aimed at assisting schools in managing the day to day operation, administration and reporting by the school. Although the primary purpose of SA-SAMS is school administration, the data that is captured in SA-SAMS is used by various levels of the Education Sector to support various mainstream activities including:

Reporting;

Planning;

Monitoring and Oversight;

Learner management;

Educator management;

Curriculum management;

Identifying where support and intervention in the schools are required; and

Registration for National Senior Certificate (NSC) and Assessment of candidates

Therefore, the need to have accurate data in SA-SAMS is not only important for the day to day running of the school, but also for other processes in the PEDs and DBE that depend on this data. While SA-SAMS is rich in functionality, the DBE has identified areas where SA-SAMS can be improved further in terms of a new technology platform, a business solution that will enable modernising business processes, enhancing the usability of the user functions, validating data and submitting information timeously, for use by various levels of management, thus removing existing and cumbersome manual processes such as survey completion, etc. There are also significant opportunities to re-engineer the operational processes that impact schools and districts, capturing and validating data at its source, automating processes and providing enabling technology.


DBE is implementing an action plan that seeks to effect organisational change in order to improve service delivery in a dynamic environment while trying to meet legitimate demands by the public for enhanced and differentiated levels of service. Clearly there is a requirement to achieve an equitable balance between maintaining organisational continuity and effecting organisational change. This DBE Plan has 27 goals as listed in the detail Sector action plan which can be downloaded from the following links:

The Action Plan to 2019: Full Document

https://www.education.gov.za/LinkClick.aspx?fileticket=RM_nNzDdXwQ%3d&tabid=418&portalid=0&mid=4697

The Action Plan to 2019: Pamphlet - English

https://www.education.gov.za/LinkClick.aspx?fileticket=w4OzxxXQsmA%3d&tabid=418&portalid=0&mid=4697

Table 1 - Applicable Action Plan Goals and Targets, lists 4 of the 27 goals which are regarded as priority goals and for the SA-SAMS solution as they have a direct impact and bearing on the Education Management Information System Strategy and the SA-SAMS Modernisation project. Table 1 - Applicable Action Plan Goals and Targets

Goal TargetGoal 11 Improve the access of children to quality Early Childhood Development

(ECD) below Grade 1.Goal 16 Improve the professionalism, teaching skills, subject knowledge and

computer literacy of teachers throughout their entire careers.Goal 21 Ensure that the basic annual management processes take place across all

schools in the country in a way that contributes towards a functional school environment.

Goal 27 Improve the frequency and quality of the monitoring and support services provided to schools by district offices, partly through better use of e-Education.


https://www.education.gov.za/LinkClick.aspx?fileticket=w4OzxxXQsmA%3D&tabid=418&portalid=0&mid=4697

https://www.education.gov.za/LinkClick.aspx?fileticket=w4OzxxXQsmA%3D&tabid=418&portalid=0&mid=4697

https://www.education.gov.za/LinkClick.aspx?fileticket=RM_nNzDdXwQ%3D&tabid=418&portalid=0&mid=4697

https://www.education.gov.za/LinkClick.aspx?fileticket=RM_nNzDdXwQ%3D&tabid=418&portalid=0&mid=4697

2 SCOPE OF BID2.1 SCOPE OF WORK

2.1.1 Scope Inclusion

The scope of work is delivered as per the following phases:

Phase 1 (12 months)

Supply and install the COTS software and use the Agile methodology to customise, integrate and test the modernised SA-SAMS solution, as detailed in Section 7: Technical Functionality to replace the current SA-SAMS solution

Implement an instance of the modernised SA-SAMS system in a sandpit environment onto a new technology platform.

Provide the data migration requirements for the modernised SA-SAMS.

Develop the modernised SA-SAMS training material.

Phase 2 (4 months)

Train the users that will be conducting User Acceptance Testing (UAT).

Provide support and resolve all defects identified during UAT.

Develop rollout tool kits for each of the 3 types of schools (Type A: full internet connectivity, Type B: partial internet connectivity and Type C: no internet connectivity).

Test the rollout tool kits and resolve all identified defects and issues.

Implement the modernised SA-SAMS solution into production.

Provide training and support to the system users in the DBE, North West and Free State PEDs including schools and district offices in these two provinces.

Identify all data sources, test migration data and sign off data migration readiness.

Identify all infrastructure requirements, test infrastructure and sign off infrastructure Technical readiness.

Phase 3 (2 months)

Rollout the modernised SA-SAMS system using the tested toolkits in all type A, B and C schools in the North West and Free State Provincial Education Departments.

Rollout the modernised SA-SAMS system using the tested toolkits at the North West and Free State PED offices.

Rollout the modernised SA-SAMS system at DBE office.

Phase 4 (12 months, parallel with Phase 3)

Maintenance and support for 12 months;

Handover the system to SITA for ongoing support and maintenance.


Define the approach, processes, procedures, people and tools that will be used to support the solution for the national rollout.

2.1.2 Scope excludes

Provision and support of technical capacity and infrastructure.

Rollout of the solution at the remaining seven PED’s.

2.2 DELIVERY ADDRESS

2.2.1 The goods and services must be provided at the physical locations as per section 11.1 and the School’s List.xls (Appendix 1 - School’s List.xls).

The Bidder is required to be onsite as follows:

Phase 1 NECT offices in Centurion full time and may be required to travel to the DBE offices in Pretoria. The Bidder needs to be aware of the potential risk of connectivity to the DBE environment that is hosted by SITA.

Phase 2 The Bidder may be required to travel for deployment and support to the schools in the Free State and North West PEDs.

Phase 3 NECT offices in Centurion full time and may be required to travel to the DBE offices in Pretoria and to the schools on the Free State and North West PEDs.

Phase 4 The bidder will be required to be located at the DBE offices in Pretoria.

Office accommodation and internet connectivity will be provided by the NECT for a maximum of 30 onsite staff. The Bidder is required to provide their project staff with the necessary computers and software. The goods and services must be provided at the physical locations as below:

2.2.2 Primary place of work

Table 2 – Primary site location for SA-SAMS modernisationPhase Physical Address

1, 2, 3 ,4 NECT, c/o ELRC Offices, 261 West Avenue, Centurion, Gauteng, 00462.2.3 Secondary place of work

Table 3 – Secondary site location for SA-SAMS modernisationPhase Physical Address

1 Sol Plaatje House, 222 Struben St, Pretoria Central, Pretoria, 00012 Free State and North West – Various public schools and the PED office as

stipulated in Section 11.13 Free State and North West– Various public schools and the PED office as

stipulated in Section 11.14 Sol Plaatje House, 222 Struben St, Pretoria Central, Pretoria, 0001

2.3 CUSTOMER INFRASTRUCTURE AND ENVIRONMENT

This section provides a high-level overview of the current SA-SAMS solution and infrastructure.


1.

2.3.1 Current SA-SAMS

The users of the current SA-SAMS are the schools and they focus mainly on the capture of data for operational purposes as well as reporting to parents, districts, PEDs, and DBE, extracting and submitting of that data to departments that require the data. The process involves:

Schools capturing various school administration data on SA-SAMS. The data captured on SA-SAMS is stored in an Access database on the school’s local machine(s) and used to manage operations relating to the school, staff, learners and parents, finances, library, physical infrastructure, assets and resources.

At regular intervals specified by the PED or DBE, the Access database that contains the data from SA-SAMS is also written onto an external media device which the school manually or electronically (depending on the province) sends onto the district, circuit or directly to the province.

2.3.2 Provincial Data Warehouses

Eight out of nine PEDs currently have data warehouses that are aimed at collecting, uploading and storing various types of information including information from SA-SAMS. This allows the provinces to be able to access information from SA-SAMS and other sources for the purposes of reporting and to undertake various types of data analysis. Limpopo PED is in the process of building a data warehouse.

2.3.3 Submission of Data from SA-SAMS to LURITS

The Learner Unit Record Information Tracking system (LURITS) contains data submitted via SA-SAMS and other sources. The information includes information relating to learners, learner grades, details of schools, as well as details of educators.

2.3.4 Data Received via external devices or Email at District / Circuit Levels

The District / Circuit receives the data from various schools and performs various quality assurance (QA) procedures on the data to ensure that there are no errors. At this stage, the data could be sent back to the school to fix if there are major errors. Once the QA procedures have been completed, the Districts / Circuits then submit the SA-SAMS data to the PED. (Note that the QA procedures vary from province to province and are not always performed at this level).

2.3.5 Data Received at the Province

Data is received at the Provincial level from the District / Circuit or possibly directly from schools, and then checked using various tools to identify any errors. The errors mainly relate to either missing or incomplete information and/or data that has not been completed according to the required format. At this point, there are often attempts to rectify the data errors, but due to the volume of data processed, there are many instances where errors won’t be rectified before submission into LURITS. The tools and the QA process used to verify the data vary from province to province.


Once the QA processes have been completed, the data from SA-SAMS is first submitted to the Provincial Data Warehouse via an upload of an XML file (where the province has a data warehouse). That information is then sent from the Provincial data warehouse to LURITS, using an XML format. Where the province does not have a Provincial data warehouse, the data from SA-SAMS is uploaded to LURITS directly (XML format) using an upload facility.

2.3.6 The LURITS feedback file is sent back to the school

Once the data has been uploaded into LURITS there is a feedback file that is sent back to the schools. The feedback file contains: LURITS numbers that have been generated in LURITS for learners that previously did not have them; and it also contains information relating to any errors with the submitted data from SA-SAMS that were identified on LURITS. The feedback file is then imported into SA-SAMS where the LURITS numbers are assigned. In addition, the school would then be expected to rectify the errors that were identified during the LURITS upload.

2.3.7 Submission of data from CEMIS to LURITS

CEMIS is the system that is used in the Western Cape PED to submit learner information. The system is online and therefore information is submitted to LURITS in an XML format.

Officials within the Western Cape are able to access data at District, Circuit and Provincial level using CEMIS. The data that is contained in CEMIS is learner related (facilitating the “Learner Tracking” function) rather than school administration specific.

2.3.8 Comparison of data from LURITS to the NPR

There is currently a process where the DBE is working in partnership with the Department of Home Affairs (DHA) that is aimed at validating the learner data from the National Population Register (NPR). The partnership involves manually exchanging data that relates to learners as follows:

The DBE provides learners’ information with ID numbers to DHA so that the DHA can verify the information

The DBE provides information of learners without ID numbers to retrieve ID numbers of those that are civilly registered, assist in identifying undocumented learners and to support DHA to register undocumented learners.

The DHA provides the DBE with information of children of school going age (5 to 18) so that the DBE can identify those that are not in the school system

2.3.9 Data Driven District (DDD) Dashboard

The Dashboard is aimed at providing various users of SA-SAMS data with key metrics that provide pertinent information that will assist in improving the performance of schools. The information can be accessed at District, circuit and school level. The information for the Dashboard is retrieved from the Provincial warehouses.

2.3.10 Learner Management System (LMS)


Learner Management System: This is the system which contains learner information regarding Learner Assessments (LMS).

2.3.11 National Senior Certificate (NSC) system

The NSC system is an education transversal standalone mainframe system enabling the certification for the NSC assessments. It houses the information relating to the registration and results data for the National Senior Certificate exams. There is functionality to manually upload data from LURITS to obtain the relevant data that is required.

2.3.12 PERSAL

PERSAL is the transversal Human Resource and payroll system use by all for Government Departments including the Department of Basic Education. With the information in PERSAL being used primarily for payroll purposes, it contains educator, and other DBE staff information as well as certain public service information but naturally excludes staff employed by School Governing Bodies (SGB). The DBE HR and the EMIS branches, however, share certain HR data.

2.3.13 NEIMS

NEIMS is an education transversal database system that stores school infrastructure data. The data stored includes details about the state of school infrastructure, pictures of the school infrastructure etc. It allows the DBE to have a view of the state of infrastructure at the various schools in order to identify places where interventions are required to ensure that infrastructure adheres to the Norms and Standards for school infrastructure.

The data that relates to infrastructure that is captured on SA-SAMS is not currently fed through to NEIMS. The data that is stored in NEIMS is collected through regular surveys from schools using manual NEIMS assessment forms and is then captured into NEIMS at national level. Some provinces have also built their own applications to provide NEIMS with the required data.

2.3.14 BI Reporting

BI Reporting is used to produce various reports and management information from LURITS, PERSAL and NEIMS. The information extracted consists of regular and ad hoc reports from these systems. BI reporting is aimed at improving the ability to access various types of information for reporting and data analysis.

2.3.15 Methods, standards and practices

The DBE uses Minimum Inter-Operability Standards (MIOS) and Government-wide Enterprise Architecture (GWEA) as standards for systems and applications acquired and used by the department

Figure 1 below depicts the current system landscape as described above.


Data Going Directly to DDD

Data Warehouse

ONLINE

CD

SA-SAMS DB

CD

SA-SAMS DB

Data Warehouses

XML

XML

SURVEYS

XML

PROVINCE

CIRCUIT / DISTRICT

SCHOOL

NATIONAL

SA-SAMS

0

1

2

3

4

5

6

Category 1 Category 2 Category 3 Category 4

‘Data Driven Districts’ Data

Official

Principal

CEMIS3rd Party

Applications

SA-SAMS

Official

SA-SAMS

BI

PERSAL

NEIMS

GET

ComparisonsDDD Data

Warehouse

EMIS

WC DataWarehouse

NSC

XML

SA-SAMS DB

LURITSFeedback

file

LURITS

BI REPORTING

LURITSFeedback

file

LURITSDHA

SASSA

Figure 1 – Current system landscape


3 TECHNICAL REQUIREMENT OVERVIEWThe modernised SA-SAMS solution seeks to replace the current SA-SAMS solution and thus will ensure efficiency, accountability, and transparency of the school’s administration and management of learner and parent, educator, administrator and management, at local (school and district), provincial education departments (PEDs) and national (DBE) levels.

The requirement for the modernised SA-SAMS solution is to provide functionality as depicted in Figure 2 below, which lists and categorises the solution products as follows:

Core System products

Core Functional products

Core Business products

Figure 2 – Modernised SA-SAMS Core Solution Products

3.1 PRODUCT REQUIREMENTS

The core products as illustrated in Figure 3 are explained below:

3.1.1 CORE SYSTEM PRODUCTS

For details on the products below refer to Section 7: Technical Functionality


(a) Master data management

The master data management is the comprehensive method used to consistency define and manage the critical data of the school to provide a single reference point.

(b) Workflow engine

The Workflow engine defines the business and system processes within the SA-SAMS solution, linking data and control elements using drag and drop functionality.

(c) Business rules engine

Business rules are defined separately and, adding new and existing functions within the process flow, these rules can be applied to fields and processes.

(d) User administration

An authentication feature that provides the ability to create and control the state of users logged into the system. A detailed log (History and Audit log) of all changes made is maintained.

3.1.2 CORE FUNCTIONAL PRODUCTS

For details on the products below refer to Section 7: Technical Functionality

(a) Financial management

Setup and manage the finances of the school for monthly and annual reporting.

(b) Document management

Management of all documents generated, uploaded and utilised into and by the SA-SAMS system.

(c) Property and Asset management

Management of the school property and the assets acquired by the school.

(d) Task and schedule management

The task and schedule management product must have an easy schedule manipulation, analysis and comparison, resource and time allocation, ongoing curriculum progress tracking and multiple baseline analysis.

(e) Case management

A feature that supports a predefined, collaborative process that is aimed at resolving incidents, problems, request or proposals.

(f) Reporting and dash-boarding

Generating predefined and customised reports and real-time dashboards.

3.1.3 CORE BUSINESS PRODUCTS

For details on the products below refer to Special conditions of contract Section 8: Scope of Technical Solution.


(a) School setup and administration

Process of setting up the school and managing changes to the school profile.

(b) Manage curriculum

Defining and managing the school curriculum and reporting on curriculum coverage.

(c) Manage learner

Registration and management of learners’ personal and academic details within and between schools. This module will require integration with the DHA for the validation of ID and citizenship and with SASSA for social grant status.

(d) Manage educator/staff

Assists schools in the administration and management of educators’ and staff information. Data exchange with the PERSAL system as well as integration with the relevant SACE system(s) for educator information verification and update, will be required.

(e) Manage accommodation

The management of hostel accommodation for learners.

(f) School Governing Body management (SGB)

Management of school governing body activities in alignment with the South African Schools Act.

(g) Manage transportation

The management of transportation services provided to learners.

(h) Incident management

The logging and resolution of incidents raised in relation to learners, educators, school infrastructure and governance.

(i) Manage school infrastructure

The management of the infrastructure of the school, including buildings, sanitation and other facilities.

(j) Learning and Teaching Support Material (LTSM)

Managing the procurement, distribution and collection of learning and teaching support material.

(k) Manage library

Managing the procurement, rental and collection of library resources.

(l) Manage communications and notifications

The management of school communication and notifications to parents, school governing body and other stakeholders.

(m) Manage school assets


Managing the procurement, use, maintenance and disposal of the school assets.

3.2 SOLUTION DESIGN PRINCIPLES

The DBE has developed a set of design principles to be followed when designing, customising or implementing the modernised SA-SAMS solutions. These principles seek to inculcate and uphold a culture of excellence and high professional standards in service delivery.

Figure 3 – Modernised SA-SAMS Design Principles


3.3 SOLUTION TARGET ARCHITECTURE

The diagram below depicts the envisaged high-level architecture of the target solution. The detailed solution requirements are described in section 7: Technical Functionality.

Figure 4 – Proposed Target Solution Architecture

The target solution architecture is premised on the following building blocks:

(a) Channels

Completely separated from the back office through the enterprise service bus. Business components and services are developed once, published in the enterprise service bus and re–used seamlessly across the channels and devices.

(b) Business logic

Express the logic as a self–contained set of granular components that have limited or no data dependency.

(c) Business Rules Engine

Centralise into a standalone business risk and rules engine so that they can be used both easily and consistently across the enterprise.

(d) Enterprise service bus


Use a defined, enterprise–standard interface between all architectural components and services.

(e) Interfaces

Interfaces for system to system validation and verification will be via API’s or web services

(f) Data

Separation of operational, analytical and master data and further separation of master data into learners, teachers, school’s management, school administration and departmental categories.

3.4 SOLUTION INTEGRATION REQUIREMENTS

The solution is required to, in real time or just-in-time, integrate into the following organisations or systems:

Table 3 - Key system integrations

System or Entity to Integration

into

Type and frequency of data required

Data sent Data received Comments

South African Social Security Agency

External system -Annually for new learners and on an adhoc basis for existing learners

Learner details (name, surname, ID number and grant reference number)

Verification of data sent

Integrate into SASSA for data triangulation with SASSA grant recipient data for learners.

Department of Home Affairs

External system - Real time

Name, surname and ID number for learners and educators/staff


Integrate into DHA for data verification

Statistics South Africa

External system -Annually for new learners and on an adhoc basis for existing learners

Name, surname and ID number for learners


Integrate into Stats-SA ECD data to verify early childhood development information for learners.

South African Council of Educators

External system - full bi-directional integrations for annual and adhoc educators’ qualifications and professional status verification.

Name, surname and ID number and SACE professional number and educator qualifications

Verification of data sent and receipt of professional status

Bi-directional integrate into SACE for verification and update of educator personal and professional details at the Council of Educators


System or Entity to Integration

into

Type and frequency of data required

Data sent Data received Comments

PERsonnel and SALary Information System

External system -Annually for new educators and staff and on an adhoc basis for existing educators and staff.

Name, Surname, ID number and persal number


Integration for verification of staff/educator personal information

National Senior Certificate

Internal system – Annually for Grade 12 learners

Name, Surname, ID number, learner subjects, previous results

Confirmation of data received

Integrate into NSC for registration of Grade 12 learners to write their NSC examinations.

National Education Infrastructure Management System

Internal system –real time

School name, EMIS number, incident number

Status and Progress report

Integrate into NEIMS for the management and progress of school infrastructure projects.

Learner Unit Record Information and Tracking System


School name, EMIS number and school profile data

Confirmation of data received

Integrate into LURITS for the provision of summarised school profile data required for provincial and national reporting

Learning and Teaching Support Material


School name, EMIS number, request number

Status and Progress report

Integrate into LTSM for managing the procurement, delivery and receipt of support material for learning and teaching.

Interfaces for system to system validation and verification will be via API’s or web services.

Enhanced transport requirements shall be Secure HTTP (HTTPS) that consists of the standard HyperText Transfer Protocol (HTTP) layered on top of a secure Transport Level Security (TLS) session.

Further technical details for each system will be defined during the solution design.


3.5 PROJECT AND SERVICES REQUIREMENTS

3.5.1 Project Delivery Schedule and Performance

Supply, implement, maintain and support a Commercial off-the-shelf (COTS) innovative solution to replace the current South African School Administration and Management System (SA-SAMS) to the Department of Basic Education (DBE), North West Provincial Education, and Free State Provincial Education.

For the North West and Free State implementations (including districts and schools) – please reference Appendix 1 - School’s List.xls.

Figure 5 – Delivery timelines

Figure 5 – Delivery timelines depicts a 4-phased approach towards the implementation of the modernised SA-SAMS solution, the scope of work is delivered as per the following phases:

Phase 1 (12 months)

Supply and install the COTS software and use an Agile methodology to design, develop/configure, integrate and test the modernised SA-SAMS solution, as detailed in Section 7: Technical Functionality to replace the current SA-SAMS solution




Phase 2 (4 months)





Implement the modernised SA-SAMS solution into production.





Phase 3 (2 months)




Phase 4 (12 months, parallel with Phase 3)




3.5.2 Project Methodology

The Project Methodology and key document deliverables, below illustrates the high-level process that will be followed and the key governance documents that will be delivered for the project. The project will cover the 4 phases described in paragraph 3.5.1. above with Project control extending the entire lifecycle of the project:

Figure 6 – Project Methodology and key document deliverables


3.5.3 Project Execution

The execution phase focuses on the execution of the plans defined in the planning phase. The solution delivery will follow an Agile method.

Figure 7 – Project Methodology and key document deliverables

The requirements defined in this RFB will be converted into a product backlog (major work packages) by the guidance of a Product owner. The Scrum team (Scrum master, Subject Matter Experts (SME’s), business analysts, developers, testers, trainers) then convert the product backlog into sprint backlogs (minor development packages).

The scrum team then selects logical sequential requirements from the sprint backlog and then deliver in a 2 or 3-week sprint. For SA-SAMS 4 three-week sprints are planned for the base solution to be delivered. Following the base solution, the scrum team will be split in two or three teams to concurrently develop the remaining backlog until the complete solution is configured/developed. After each sprint the team will demonstrate the work completed to the SME’s and as the various components are completed these will be demonstrated to the wider user groups or stakeholders. As the major components are completed they will be deployed into the sandpit environment for further testing by a wider user group.

Once the entire solution is developed and deployed into the sandpit, end to end integration and technical testing will be completed before User acceptance testing starts.

In parallel to the afore-mentioned activities the pilot readiness activities including change management and training, marketing and communication, school and PED technical environments preparation and data cleansing and migration preparation, will be executed


The rollout strategy for SA-SAMS selected for SA-SAMS based on the rollout toolkit principle is that 18 schools for both pilot provinces will be selected for the testing of the rollout toolkit. Lessons learned will be incorporated into the toolkit process and a further 36 schools will be rollout out and toolkits improved. This process will then be extended for a further 72 schools in test package 3 before a full provincial rollout of SA-SAMS. Production support of the solution will start after test package 3 and handover to DBE production (SITA) is planned one month after project stabilisation of solution.

3.5.4 Project Steering Committee

The senior representative of the bidder will be required to attend the Project Steering Committee meetings to provide feedback and progress reports.

3.5.5 Project Delivery Schedule and Performance

The Bidder will be required to submit a Project Management Plan addressing their approach to Project management, their alignment or usage of hybrid (PRINCETM 2 and agile) methodology, Project organisation, and reference to procedures and standards to be used in the execution of the Project. The Plan must include a schedule detailing all Project phases and milestones, critical dates, task duration, and responsibilities.

The milestones of the proposal will translate into contracted deliverable dates for the successful Bidder. This will be a milestone-based contract and not a time and material-based contract. The table is an indication of the key stages and sign off deliverables:

Table 5 - Key milestones and deliverablesCritical Milestones Signed off Deliverable

Phase 1 Phase 1: Solution development

Phase Initiation Initiate Project with all the relevant governance and Project documents signed off

Acceptance of Design Documents high level design signed off with associated product documented

Development and system integration testing completed

SA-SAMS system developed with sign off testing results (functional and non-functional, technical testing)

Technical rollout into sandpit Solution must be available in the sandpit environment with all user have a defined training and practice curriculum per profile

Completion of phase Signed off phase completion certificate

Phase 2 Phase 2: UAT, Toolkit development, Site Readiness

Users training completed and sign-off Identify, train and signoff all user training

User acceptance testing sign-off Signed off user acceptance testing (business, technical and support)

Data migration readiness sign-off

Identify all data sources, test migration data and sign off data migration readiness

Technical readiness sign-off Identify all infrastructure requirements, test infrastructure and sign off infrastructure Technical readiness

Go-live Solution live and operational in production


Phase 3 Phase – Toolkit Implementation

Type A Signed off rollout toolkit Rollout toolkit developed and tested for fully connected school

Type B Signed off rollout toolkit Rollout toolkit developed and tested for partially connected school

Type C Signed off rollout toolkit Rollout toolkit developed and tested for zero connected school

PED Signed off rollout toolkit Rollout toolkit developed and tested for PED’s

Phase 4 Phase 4 Production Support

Production Handover Handover the system to SITA for ongoing support and maintenance


4 BID EVALUATION STAGES4.1 BID EVALUATION PROCESS

4.1.1 The bid evaluation process consists of several stages that are applicable according to the nature of the bid as defined in the table below.

Table 6 – Bid evaluation stages

Stage Description Applicable for this bid

Stage 1 Administrative pre-qualification verification YESStage 2A Technical Mandatory requirement evaluation YESStage 2B Technical Functionality requirement evaluation YESStage 2C Technical Proof of Concept requirement evaluation NOStage 3 Special Conditions of Contract verification YESStage 4 Price / B-BBEE evaluation YES

4.2 BIDDER QUALIFICATION

4.2.1 The bidder must qualify for each stage to be eligible to proceed to the next stage of the evaluation.


ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION

5 ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS5.1 ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION

5.1.1 The bidder must comply with ALL of the bid pre-qualification requirements in order for the bid to be accepted for evaluation.

5.1.2 If the Bidder failed to comply with any of the administrative pre-qualification requirements, or if SITA is unable to verify whether the pre-qualification requirements are met, then DBE reserves the right to –

(a) Reject the bid and not evaluate it, or

(b) Accept the bid for evaluation, on condition that the Bidder must submit within 7 (seven) days any supplementary information to achieve full compliance, provided that the supplementary information is administrative and not substantive in nature.

5.2 ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS

(1) Submission of bid response: The bidder has submitted a bid response documentation pack –

(a) that was delivered at the correct physical or postal address and within the stipulated date and time as specified in the “Invitation to Bid” cover page, and;

(b) in the correct format as one original document, three copies and two portable external devices.

(2) Attendance of briefing session: If a briefing session is called, then the bidder has to sign the briefing session attendance register using the same information (bidder company name, bidder representative person name and contact details) as submitted in the bidders response document. The briefing session is not compulsory.

(3) Registered Supplier. The bidder is, in terms of National Treasury Instruction Note 3 of 2016/17, registered as a Supplier on National Treasury Central Supplier Database (CSD).


ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS

6 TECHNICAL MANDATORY6.1 INSTRUCTION AND EVALUATION CRITERIA

(1) The bidder must comply with ALL the requirements by providing substantiating evidence in the form of documentation or information, failing which it will be regarded as “NOT COMPLY”.

(2) The bidder must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the bid response. During evaluation, DBE reserves the right to treat substantiation evidence that cannot be located in the bid response as “NOT COMPLY”.

(3) The bidder must complete the declaration of compliance as per section Error: Reference source not found below by marking with an “X” either “COMPLY”, or “NOT COMPLY” with ALL of the technical mandatory requirements, failing which it will be regarded as “NOT COMPLY”.

(4) The bidder must comply with ALL the TECHNICAL MANDATORY REQUIREMENTS in order for the bid to proceed to the next stage of the evaluation.

6.2 TECHNICAL MANDATORY REQUIREMENTS

TECHNICAL MANDATORY REQUIREMENTS Substantiating evidence of compliance(used to evaluate bid)

Evidence reference (to be completed by bidder)

6.2.1 BIDDER CERTIFICATION / AFFILIATION REQUIREMENTS

The bidder must be an OSM or a registered OSM partner of the proposed COTS software.

Provide a copy of a valid letter from OSM indicating, (a) the bidder’s name, (b) the bidder’s OSM partner level/grade, (c) date the partnership was established, and (d) information stating that the partnership is valid at time of bid.

Note: All letters, certificates or licenses must be in writing, dated, signed and on a letterhead of the entity that issued to letter.

<provide unique reference to locate substantiating evidence in the bid response – see Annex A.7>

6.2.2 BIDDER EXPERIENCE AND CAPABILITY REQUIREMENTS

Provide 2 letters of affirmation (or an affidavit to this effect) from Business or Government customers to whom the project or service

<provide unique reference to locate




The bidder must have designed and implemented the following solution components to at least two (2) customers during the past three (3) years:

Master data management;

Workflow engine;

Business rules engine;

User and system administration;

Financial management;

Document management;

Property and Asset management;

Task and schedule management;

Case management; and

Reporting and dash-boarding

NB: All the aforementioned components may not necessarily have been implemented at one customer solution.

was delivered. Each letter must be dated, signed and on a letterhead of the customer that indicating:(a) The customer Company name and physical address;

(b) Customer contact person’s name, telephone number and email address;

(c) For a Business customer, the Company Registration Number as registered with Companies and Intellectual Property Commission (CIPC);

(d) Which of following components that was implemented at each customer must be included:

Master data management;

Workflow engine;

Business rules engine;

User and system administration;

Financial management;

Document management;

Property and Asset management;

Task and schedule management;

Case management; and

Reporting and dash-boarding; and

(e) Project Start and End Date.

substantiating evidence in the bid response – see Annex A.7>

6.2.3 LETTER OF GUARANTEE The bidder must provide an original bank official letter confirming the <provide unique




The bidder must provide a Letter of Guarantee from one of the major banks reflecting the bidder’s financial access to capital equating to the value of the project.

bidders’ access to capital equating to the value of the bid.

NB: The letter must NOT include the rand value but must include confirmation to the access to the bid capital

reference to locate substantiating evidence in the bid response – see Annex A.7>

6.3 DECLARATION OF COMPLIANCE

Comply Not ComplyThe bidder declares by indicating with an “X” in either the “COMPLY” or “NOT COMPLY” column that –

(a) The bid complies with each and every TECHNICAL MANDATORY REQUIREMENT as specified in SECTION 6.2 above; AND

(b) Each and every requirement specification is substantiated by evidence as proof of compliance.


7 TECHNICAL FUNCTIONALITY7.1 INSTRUCTION AND EVALUATION CRITERIA

7.1.1 The bidder must complete in full all of the TECHNICAL FUNCTIONALITY requirements.

7.1.2 The bidder must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the bid response. During evaluation, DBE reserves the right to treat substantiation evidence that cannot be located in the bid response as “NOT COMPLY”

7.1.3 Evaluation per requirement

The evaluation (scoring) of bidders’ responses to the requirements will be determined by the completeness, relevance and accuracy of substantiating evidence. Each TECHNICAL FUNCTIONALITY requirement will be evaluated using the following scale:

Evaluation criteria ScoreIrrelevant (does not meet any requirement or no substantiation)

0

Poor (far below minimum requirements) 1Good (meets minimum requirements) 3Excellent (exceeds minimum requirements) 5

7.1.4 Weighting of requirements

The full scope of requirements will be determined by the following weights:

No. Technical Functionality requirements Weighting1. Functions Demonstration Requirements 20%2. Commercial Requirements 10%3. SA-SAMS Core System Products 30%4. SA-SAMS Core Functional Products 40%

TOTAL 100 %

7.1.5 Minimum threshold

To be eligible to proceed to the next stage of the evaluation, the bidder must achieve a minimum threshold score of 70% in each of the technical functionality requirements as listed in paragraph 7.1.4 Weighting of requirements.

7.2 TECHNICAL FUNCTIONALITY REQUIREMENTS


The Bidder’s attention is drawn to the existing SA-SAMS application. It is hereby suggested that the bidder downloads, installs and runs the current SA-SAMS application from http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49837 to gain a better understanding of the current SA-SAMS user experience and functionality available to the schools. The username is Dbe@dmin and password S@msDbe. The Bidder is required to use the SA-SAMS manuals listed below (and fabricated data) to set up a school profile and manage the school operations.

Table 7 - SA-SAMS ManualsHyperlink to Manuals Internet locations of Manuals

Introduction http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49101&userid=8913

General School Information http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49102&userid=8913

Human Resource Information http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49103&userid=8913

Learner and Parent Information Part 1

http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49104&userid=8913

Learner and Parent Information Part 2


Governance Information http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49106&userid=8913

Standard Letter and Forms http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49107&userid=8913

Export Data http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49108&userid=8913

Annual National Assessment http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49109&userid=8913

Financial Assistant http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49110&userid=8913

Curriculum Assistant http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49111&userid=8913

Physical Resources http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49112&userid=8913

Library http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49113&userid=8913

Security and Database Function http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49114&userid=8913

IQMS http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49115&userid=8913

LURITS Approval


















































http://www.thutong.doe.gov.za/ResourceDownload.aspx?id=49837

TECHNICAL FUNCTIONALITY REQUIREMENTS

Substantiating evidence and evaluation criteria (used to evaluate bid)

(8.1)

(8.2)7.3 FUNCTIONALITY DEMONSTRATION REQUIREMENT




(8.3)

(8.4)

The main objective of the SA-SAMS is to replace the current SA-SAMS systems and modernise the current processes. The bidder solution should be built on top of the Enterprise Technology Platform and contains the functionality that is aligned with the SA-SAMS core solution products as mentioned in Figure 2. The SA-SAMS solution also provides core functionalities such as a workflow engine, business rules engine, enterprise content and documents management, master data management as well as a multi-channel collaboration platform to support the entire school administration and management process end to end. The case study below must be read in conjunction with the entire RFB and presented with narration on self-execution file that is saved on an external media that can be viewed on a standard computer.

DO NOT include marketing and sale pitch information on this media.

The scope of the demonstration will be for the SA-SAMS basic functionality, This Use Case below must be developed on the Bidder system and saved on an external media device that will be added to the BID response. This demonstration will cover the:

Login of users on a web-based portal;

School, learner and educator registration;

Curriculum set-up and management;

Learner test results (input test scores, moderation, audit trails);

Reports;

Audit log; and

will be executable on a standard computer.

FUNCTIONALITY DEMONSTRATION USE CASE

Thulisa Primary School is a new school and needs to be registered on the SA-SAMS system. The setup of the school must be administered




by the School’s Administrator and queued in a workflow to be approved by the school principal and thereafter the Provincial Education Department representative for the school.

Use the data in the table below and setup the school for approval.

EMIS number 341362

School name Thulisa Primary School

Physical address 498 Simelane Street | Skhosana | Katlehong | Germiston

School contact number (011) 909 3507

Principal’s name Mr SE Kumalo

Principal’s contact number 079 794 4812

School information The Persal system is used to manage the school’s salary payment process.

Single shift operation.

Uses the nearby school’s woodwork facilities.

School details:

a) EMIS number: 162305

b) Windmill Park Primary School

c) 3253 East Central Road

d) Windmill Park Ext 9




The Woodwork subject is taught at Windmill Park Primary School by the Windmill Park Primary School educators.

Examination authority is Provincial with the examination centre being Skhosana. The examination centre number assigned is 5459595.

Public school resides on the land of a church and is offered a wide range of subject fields.

The predominant language of learning, teaching and correspondence is IsiXhosa.

There are no multi-grade or remedial classes.

Thulisa Primary School is an ordinary school with grades from R to 7, with 3 classes per grade.

5-day cycle, with a maximum of 8 periods per day and a maximum of 60 mins.

The school term is as per the public-school terms for School year 2017.

The SGB has the authority to look after the property, building, grounds and hostels occupied by the school. In addition, the extra-mural activities and the subject choices according to the provincial policy are also defined and managed by the SGB.

Subjects offered:

o IsiXhosa First Language

o English Second Language

o Mathematics

o Life Orientation

o Technology

Additional disciplinary codes for minor violations of general classroom discipline are:




o Copying of fellow learner’s homework.

o Disrupting learning environment.

The following nursery and primary schools feed into the school:

a) Bright Light Nursery school

b) Principal: Mrs A Knowledge

c) Contact number: 082 123 4567

d) Windmill Park Primary School

e) Principal: Mr RR Mashala

f) Contact number: 082 556 9540

Educators

Mrs HR Tshabalala

a) Specialised subjects: Mathematics and IsiXhosa

b) Instruction Language: IsiXhosa

c) ID: 8204190066084

d) Persal number: 123456

e) Race: Black

f) Teaching level: Primary

g) Years of experience: 5

h) Qualification: Professional degree

Learners Tebogo Khumalo




a) ID number: 0711140099084 | Male

b) Grade: 4 | Class: 4B

c) Educator: Mrs HR Tshabalala

d) Physical Address: 123 Mandela Road | Skhosana | Germiston

e) Parent: Mr SM Khumalo | Home number: 011 – 432 8765 | Contact number: 084 345 6789

Curriculum

Mathematics: Grade R to 7:

Numbers, calculations and relationships; Patterns, functions and algebra; Space and shapes; Measurement and Data handling

Life Orientation: Grade R to 7:

Health promotion

IsiXhosa: Grade R to 7:

Listening; Speaking; Reading and viewing; Writing; Thinking and reasoning and language structure and uses

UPDATE LEARNER RECORDS

A current learner, Tebogo Khumalo has moved into a new area closer to the school and Mrs Tshabalala has informed the principal of the learner’s new residential address and home contact number. The Principal has instructed the School Administrator to update the details accordingly on the system and process it for his approval, by queueing it in the workflow for the principal’s approval.

New residential address 283 Simelane Street | Skhosana | Katlehong | Germiston




Home number 011 – 909 7753

UPDATE MONTHLY CURRICULUM COVERAGE

On a monthly basis, the educators are required to provide feedback on the coverage of the curriculum. The educators capture that progress and submit it for review. The school’s HODs review and approve the progress report in the workflow queue to ensure that information is accurate and complete before submitting the progress report to the principal for consumption. If the HOD declines the feedback, the feedback is queued back to the educator in the workflow and the educator is required to update the feedback accordingly and resubmit the progress report.

GENERATE AND PRINT LEARNER’S REPORT

The educators are required to submit the final results and learner progress reports must be generated automatically once approved in the workflow by the school’s HODs. Using the report template below, configure a report in the bidder’s system:




GENERATE AUDIT LOGS

A parent is disputing the learner’s final results and the school principal requires an audit log of the submitted final results of the learner for a specific period.

7.4 EVALUATION OF THE DEMONSTRATION

The bidder’s demonstration of the above use case will be evaluated by the following requirements:

7.4.1 WEB BASED PORTAL WITH ROLE-BASED REGISTRATION AND LOGIN FOR EASY USABILITY SYSTEM AIDED LOST CREDENTIAL MANAGEMENT

Demonstrate that the proposed product meets the following requirements:(a) Runs on the Android and iOS mobile platforms;

(b) Accessible via popular web browsers, namely Windows Edge, Internet Explorer, Google Chrome, Safari and FireFox.

(c) Transition seamlessly between mobile and desktop devices without losing any functionality;

(d) User must be able to recover/manage lost credential (user name or password);

(e) Access different functionality based on role;

Evaluation0 = None of the above requirements met, or no evidence/response provided;1 = (a), (b) and (c) of the above requirements are met;3 = (a), (b), (c) and (d) of the above requirements are met;5 = (a), (b), (c), (d) and (e) are met.

7.4.2 INTUITIVE, PROCESS DRIVEN SCHOOL, LEARNER AND EDUCATOR REGISTRATION

Demonstrate that the proposed product meets the following requirements:(a) Intuitive, flexible, user input driven data capturing for setting up and capturing the school

information;(b) Data pre-population from master data records;(c) Field validation rules (e.g. telephone number must be 10 numbers);(d) On-screen help guides;




(e) Tooltips to guide the user.


7.4.3 CURRICULUM SET-UP AND MANAGEMENT

Demonstrate that the proposed product meets the following requirements:(a) Setup school curriculum from master data;(b) Maintain the prescribed school curriculum from master data;(c) Allocate subjects to a learner;(d) Update the curriculum coverage;(e) Automated approval of the school curriculum.


7.4.4 LEARNER TEST RESULTS (INPUT TEST SCORES, MODERATION, AUDIT TRAILS)

Demonstrate that the proposed product meets the following requirements:(a) Select report generation when viewing a learner record;(b) Viewing final report before saving;(c) Workflow learner results between educator and school HOD for moderation changes;(d) Return workflow learner results with moderation changes and re-route between educator and

school HOD for approval;(e) Email report as PDF to Parent (use own email address to show receipt of email).

Evaluation




0 = None of the above requirements met, or no evidence/response provided;1 = (a), (b) and (c) of the above requirements are met;3 = (a), (b), (c) and (d) of the above requirements are met;5 = (a), (b), (c), (d) and (e) are met.

7.4.5 REPORTS AND DASHBOARDS Demonstrate that the proposed product meets the following requirements:(a) Dashboards available on landing page;(b) Display a trend analysis report on the dashboard.(c) Using a wizard driven process to customise a dashboard on the landing page;(d) Drill down capability for details on summarised dashboards;(e) Display a predicative analysis report on the dashboard.


7.4.6 VIEWING OF AUDIT LOG AND HISTORY TRACKING

Demonstrate that the proposed product meets the following requirements:

(a) Login as an auditor and view all system activity logs;(b) Search using the learner name and date range as parameters;(c) View an audit trail for changes made to a learner record;(d) Save an audit trail report in a PDF format;(e) Log an automated incident to query the learner record discrepancy found.

Evaluation0 = None of the above requirements met, or no evidence/response provided;1 = (a), (b) and (c) of the above requirements are met;3 = (a), (b), (c) and (d) of the above requirements are met;




5 = (a), (b), (c), (d) and (e) are met.


7.5 COMMERCIAL REQUIREMENTTECHNICAL FUNCTIONAL REQUIREMENTS Substantiating evidence of compliance

(used to evaluate bid)Evidence reference (to be completed by bidder)

7.5.1 BIDDER’S CUSTOMER BASEThe bidder must provide a description of their profile customer Base. Include data on local representation and localisation of planned solution if required.

Provide a sworn affidavit showing the total number of customers that the bidder has in the public sector.

Evaluation0 = Bidder has a customer base of 0 in the South African public sector;1 = Bidder has a customer base of ≥1 and <3 in the South African public

sector;3 = Bidder has a customer base of 3 in the South African public sector;5 = Bidder has a customer base of >3 in the South African public sector.


7.5.2 BIDDER’S ICT INDUSTRY EXPERIENCEThe bidder must provide a description of the Bidder’s experience in the ICT industry in South Africa.

Provide a sworn affidavit showing the number of years’ experience in the ICT Industry in South Africa.

Evaluation0 = Bidder has <1year experience in ICT;1 = Bidder has ≥1 and <5 years’ experience in ICT;3 = Bidder has 5 years’ experience in ICT5 = Bidder has >5 years’ experience in ICT



7.6 CORE SYSTEM PRODUCTSTECHNICAL FUNCTIONAL REQUIREMENTS Substantiating evidence of compliance


7.6.1 USER ADMINISTRATION

The system must be able to set different levels of access including read-only, read-write access. It must provide simplified interfaces to improve ease of access for all users.

The system must also provide configurable workflows which can simplify complex processes.

The following functionalities must be provided:

Permissions Granularity Field-Level Permissions Role-Based Interfaces Audit Logging User Task Lists Task Assignment Board/Management View

The bidder must provide proof of evidence (affidavit, screen dumps, letters from clients, manuals and functional brochures/marketing material) to show that the bidder’s solution meets the following requirements:

a) Define user or group permissions to user role on a field-by-field basis.

b) Record all data updates, along with the data and the user who made the update, in an audit log and history log.

c) Provide “dashboard” views which summarise the user task currently relevant to each individual user.

d) Provides users with a “task list” when they sign onto the system.e) Users can assign tasks, such as reviews and approvals to other users.f) Provide a focused, role-based view for management and user group

members.g) Assign tasks to users based on rules and roles.h) Assign users to predefined but customisable user roles and profiles.i) Provide two different internal interfaces. One shows all system

functionality. The other shows only the tasks specifically assigned to the user.

Evaluation:0 = None of the above requirements met, or no evidence/response

provided;1 = (a), (b), (c) and (d) of the above requirements are met;3 = (a), (b), (c), (d), (e), (f) and (g) of the above requirements are met;5 = (a), (b), (c), (d), (e), (f), (g) and (h) or (i) are met.


7.6.2 MASTER DATA MANAGEMENT The bidder must provide proof of evidence (affidavit, screen dumps, letters <provide unique




Master Data represents the business objects, such as a school, Learning and Training Material, curriculum, results, etc., that are shared across more than one transactional application or module. This data represents the business objects around which the transactions are executed. This data also represents the key dimensions around which analytics are done. Master data creates a single version of the truth about these objects across the operational landscape. Business rules verification on fields

from clients, manuals and functional brochures/marketing material) to show that the proposed solution meets the following requirements that define the role-based access functionality:a) Profile the master data according to all possible sources (external and

internal) and the current state of data quality in each source;b) Consolidate the master data into a central repository and link it to all

participating applications and functional modules;c) Enabling synchronization of the central master data with enterprise

(DBE, PED and school) business processes and the connected applications and functional modules;

d) Govern the master data by enabling clean up, deduplication, and enrich data with information from 3rd party systems, all done to business rules;

e) Leverage the fact that a single version of the truth exists for all master data objects by supporting business intelligence systems and reporting.


provided;1 = (a), (b) and (c) of the above requirements are met;3 = (a), (b), (c) and (d) of the above requirements are met;5 = (a), (b), (c), (d) and (e) are met.

reference to locate substantiating evidence in the bid response – see Annex A.7>

7.6.3 BUSINESS RULES ENGINE

Business rules are defined separately and added to a new or existing function within the process flow of the workflow engine. These business rules are applied to fields


a) Business rules must be defined separately and added to a new or existing function within the process flow of the workflow engine.

<provide unique reference to locate substantiating evidence in the bid response – see Annex




on the screens.

The Business Rules engine must have a configurable, modular “drag and drop” type graphical user interface.

b) Business rules must be applied to fields, processes and condition-based sub-processes.

c) The user must be able to copy and re-use existing processes.d) There must be versioning of business rules and applying multiple

versions of rules within the solution for processing.’e) The Business Rules engine must have a configurable, modular “drag

and drop” type graphical user interface.f) A wizard tool that converts policy documents into business rules.


provided;1 = (a), (b) and (c) of the above requirements are met;3 = (a), (b), (c) and (d) of the above requirements are met;5 = (a), (b), (c), (d) and (e) or (f) are met.

A.7>

7.6.4 WORKFLOW ENGINEThe Workflow Engine is required to empower users to thoroughly define and enforce the business process workflow within the SA-SAMS Solution. It maps the business process linkages of the functions and data elements. The Workflow Engine enables total control in designing system processes and business workflow.

The following features must be provided with this functionality:

The bidder must provide proof of evidence (affidavit, screen dumps, letters from clients, manuals and functional brochures/marketing material) to show that the bidder’s solution meets the following:

a) The workflow engine features an integrated email and/or sms-based alert system, or any notification and communication module that defines the triggers, to facilitate the communication of different workflow events and notify workflow participants.

b) Reusable workflow processes.c) Create and immediately deploy business process workflows.d) A wide-variety of workflow templates have been setup to cater for

typical school management workflows.e) Workflows are designed with a web-based graphical flowchart tool





integrated email-based alert system notification and communication automatic status report generation summarise defined sets of actions dashboard depicting the progress of

the business workflows.

directly. Designing a workflow can be as easy as drag and-dropping data and control elements.



7.7 CORE FUNCTIONAL PRODUCTSTECHNICAL FUNCTIONAL REQUIREMENTS Substantiating evidence of compliance


7

7.5

7.6

7.7

7.7.1 REPORTING AND DASHBOARDThe proposed bidder’s solution must feature Dashboard and Analytics Report capability that empowers users to cut across clusters of plain data to gain insight into the strategic and operational landscape on a real-time basis. The following minimum features must be included:

The bidder must provide proof of evidence (affidavit, screen dumps, letters from clients, manuals and functional brochures/marketing material) to show that the bidder’s solution meets the following requirements:a) Allows the user search or filter to find a set of records;b) Allows the user quickly to view favourite reports on reporting

home page;c) Supports ad-hoc reports within the system, which can include and

filter by nearly any field displayed to users. These reports can include custom data columns, data sets, sorting, grouping, logos and headers;

d) Allows the user to expand and collapse levels of information from summary reports;

e) Allows the user to set up distribution list to email customised





Searching and Filtering

Report Modification

Favourite Reports

Saving Modified Reports

Ad Hoc Reporting

Hierarchical Summaries

Data Reporting

Report Drill-Down

Attachment Searching

Emailing and sharing customised reports

reports with the option of the receiver to manage subscription to the email list;

f) Make updates to standard reports—for example, to change the columns displayed, or the grouping;

g) Allows the user to save reports that he/she creates or modify and email to a specific distribution list;

h) Allows the user to search the content of file attachments through integration with document management;

i) The solution must provide a tool to publish certain surveys with various information. This should be only on an exception basis where the data is not already on SA-SAMS and would eliminate the time-consuming process of submitting manual surveys.



7.7.2 DOCUMENT MANAGEMENTThis requirement is for all types of digital assets to be managed within the system. In conjunction with the workflow engine, complex processes and procedures must be defined to handle digital assets and automate document review and approval processes.

The following aspects of the document

The bidder must provide proof of evidence (affidavit, screen dumps, letters from clients, manuals and functional brochures/marketing material) to show that the bidder’s solution meets the following requirements:a) All types of digital assets are managed within the system;b) Provide version control and document history tracking;c) Provide content searching capability for stored documents;d) Provide document review and approval capability;





management functionality define the minimum requirements: version control history tracking searching capabilities document review and approval

e) Provide auto archiving of digital assets.



7.7.3 TASK AND SCHEDULE MANAGEMENT

The system must enable the user to build the best schedule and school timetable with no conflict of time while satisfying learner requirements, curriculum coverage and educator availability.The following features must be provided with this functionality:

Integrated Timetable System generated timetable Timetable options and scenarios View schedules Timetable wizard set-up Schedule Management External timetable solutions Predefined Timetable templates


a) The timetable must be fully integrated into the solution, this means that it must be able to utilise all the relevant data that has been captured into the system. This can include information on learners, educators, classes etc. to set up and manage the timetable.

b) The timetable functionality must guide the user through the process of completing the timetable, where there are issues in producing the timetable, the system must guide the user in the resolving of those issues.

c) The solution must provide users with a robust timetable that is able to cater for complex scenarios. This includes scenarios where schools do not have subject sets but allows learners to choose whichever subjects they would like to do in addition to the languages.

d) Provide predefined templates.





e) Enable easy schedule manipulation, analysis and comparison, resource allocation, time allocation, on-going progress tracking, and multiple baseline analysis.

f) Generate timetables for individual learners and educators.g) Export individual timetables in PDF format;h) Supports integration with external timetable solutions.i) The user can view his/her timetable on a mobile device or

convert the entire timetable into a calendar of appointments.



7.7.4 FINANCIAL MANAGEMENTThe system must provide functionality for the school to manage its financial resources. Users must be able to upload approved budgets, track expenditure against the budget and process payments to service providers and suppliers. The system must also be able to generate financial reports in line with the GRAP accounting standards.The following features must be provided with this functionality:

Budgeting Method


a) Allows the user to enter a budget amount for each school or sections of the school rolled up in the school budget and report on that information;

b) Able to generate financial statements as per GAAP accounting standard;

c) Allows the user to easily set-up multi-year budgeting;d) Allows the user to see what scheduled payments are due or

upcoming;





Budget Reporting Hierarchical Budget Tracking Copying Budgets Budget splitting Multiyear Budgeting What-Ifs Ring-fenced budgeting Default Payment Scheduling Viewing Payment Schedules Paper Check Requests View Annual Scheduled Payments Schedule-Based Payment Viewing Third-Party Payee Support Electronic Payments Viewing Payments Made Accounting Integration Automated Payment Approval Process Payment Controls

e) Can split school budgets across more than one funding source for budgeting and payment-tracking purposes;

f) Allows the user to configure audit/security controls to ensure that only certain staff can change payment information with full audit history;

g) Supports an automated payment approval process with configurable workflow steps;

h) Integration with external accounting packages.


provided;1 = (a), (b), (c) and (d) of the above requirements are met;3 = (a), (b), (c), (d), (e) and (f) of the above requirements are met;5 = (a), (b), (c), (d), (e), (f) and (g) or (h) are met.

7.7.5 PROPERTY AND ASSET MANAGEMENT

The solution must provide functionality for the school to manage the asset management lifecycle from acquisition to disposal as well as to manage the school infrastructure maintenance. PEDs and DBE must be able to manage a portfolio of schools in relation to the needs of the education community.


a) Create a portfolio of properties made up of the list of public schools in the country;

b) Provide analytic capability for decision-making and policy making regarding schools;

c) Provide ability to plan, deliver and manage the maintenance





cycle for a portfolio of schools;d) Provide for schools to create and maintain an asset register;e) Provide for reporting capability and utilise the schools master

data to analyse trends and provide predictive analysis.



7.7.6 CASE MANAGEMENTThe case management product is required to support a complex process that requires a combination of human tasks and electronic workflow, such as incoming applications to the school, a submitted claim by a service provider, a complaint by a parent or any stakeholder, school incidents, request for information/service, task assignment, etc. The solution uses the workflow, collaboration tools, storage of images and content, decisioning, and processing of electronic files or cases.

The bidder must provide proof of evidence (affidavit, screen dumps, letters from clients, manuals and functional brochures/marketing material) to show that the bidder’s solution meets the following requirements:a) The solution can record decisions on a matter and link these to the

status of a case;b) Users can register and assign cases to relevant role-players, group

or individuals for resolution;c) Assignees can update the status of the case through the resolution

process;d) Users can easily retrieve information on a case based selected

filters and produce reports.e) Users can define workflows for each case as well as triggers for

escalations and alerts;f) Enables the user to define custom categorisation for tracking and

reporting.





g) Enables the user to easily attach files to cases, including Word documents, Excel spread sheets or PDFs, voice notes, videos and stores attached documents in the database as objects rather than links.

h) A document size and type can be controlled including compression tools for attachments.


provided;1 = (a), (b), (c) and (d) of the above requirements are met;3 = (a), (b), (c), (d), (e) and (f) of the above requirements are met;5 = (a), (b), (c), (d), (e), (f) and (g) or (h) are met.


8 PROOF OF CONCEPT8.1 PROOF OF CONCEPT FOR THIS BID IS NOT APPLICABLE


ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC)

9 SPECIAL CONDITIONS OF CONTRACT9.1 INSTRUCTION

(1) The successful supplier will be bound by Government Procurement: General Conditions of Contract (GCC) as well as this Special Conditions of Contract (SCC), which will form part of the signed contract with the successful Supplier. However, DBE reserves the right to include or waive the condition in the signed contract.

(2) The DBE reserves the right to –

a) to disqualify any Bidder who has been involved in the process or leading up to the process of the BID documents (URS development, ConOps development, technical documentation development).

b) Negotiate the conditions, or

c) Automatically disqualify a bidder for not accepting these conditions.

(3) In the event that the bidder qualifies the proposal with own conditions and does not specifically withdraw such own conditions when called upon to do so, DBE will invoke the rights reserved in accordance with subsection 9.1(2) above.

(4) The bidder must complete the declaration of acceptance as per section 9.3 below by marking with an “X” either “ACCEPT ALL” or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.

9.2 SPECIAL CONDITIONS OF CONTRACT

(1) CONTRACTING CONDITIONS

(a) Formal Contract. The Supplier must enter into a formal written Contract (Agreement) with the National Education Collaboration Trust.

(b) Right of Award. DBE reserves the right to award the contract via the National Education Collaboration Trust for required goods or services to multiple Suppliers.

(c) Right to Audit. DBE reserves the right, before entering into a contract, to conduct or commission an external service provider to conduct a financial audit or probity to ascertain whether a qualifying bidder has the financial wherewithal or technical capability to provide the goods and services as required by this tender.

(2) BIDDER PRESENCE

The bidder must have presence in Gauteng, North West and Free State provinces to meet the Service Level conditions.

(3) INTEGRATION

The bidder solution must integrate with the DBE existing systems and external systems as prescribed in Table 4 - Key system integrations above.

(4) NON-DELIVERY AND LIQUIDATED DAMAGES


The bidder is required to pay liquidated damages of 8% (eight percent) of the contract value each month in the event that the Project phases are not delivered according to the agreed timeline and acceptance criteria for reasons within the bidders control unless otherwise agreed.

(5) DELIVERY ADDRESS. The bidder must deliver the required products or services at

Physical AddressNECT , c/o ELRC Offices, Ground Floor, 261 West Avenue, Centurion, Gauteng, 0046The DBE Sol Plaatje House, 222 Struben St, Pretoria Central, Pretoria, 0001SITA Centre, 459 John Vorster Dr, Centurion, Pretoria, 0048Free State – Various public schools and the PED office as stipulated in Section 11.1North West – Various public schools and the PED office as stipulated in Section 11.1

(a) Phase 1 NECT offices in Centurion full time and may be required to travel to the DBE offices in Pretoria and the SITA offices in Centurion. The Bidder needs to be aware of the potential risk of connectivity to the DBE environment that is hosted by SITA.

(b) Phase 2 The Bidder may be required to travel for deployment and support to the schools in the Free State and North West PEDs. The physical locations as specified in section 11.1.

(c) Phase 3 NECT offices in Centurion full time and may be required to travel to the DBE offices in Pretoria and the SITA offices in Centurion

(d) Phase 4 The bidder will be required to be located at the SITA Centre in Centurion.

(6) SCOPE OF WORK AND DELIVERY SCHEDULE

The DBE is seeking the supply, implementation, maintenance and support a Commercial off-the-shelf (COTS) innovative solution to replace the current South African School Administration and Management System (SA-SAMS) to the Department of Basic Education (DBE), North West Provincial Education, and Free State Provincial Education. This must be completed within a period of 28 months. For the North West and Free State implementations (including districts and schools) – please reference Appendix 1 - School’s List.xls.


Figure 8 – Delivery timelines

The bidder is responsible to perform the work as outlined in the following Work Breakdown Structure (WBS):

WBS Statement of Work Delivery Timeframe1. Phase 1

Supply and install the COTS software and use an Agile methodology to design, develop/configure, integrate and test the modernised SA-SAMS solution, as detailed in Section 7: Technical Functionality to replace the current SA-SAMS solution




Ends 12 Months after contract is awarded

2. Phase 2





Implement the modernised SA-SAMS

Ends 4 months after the completion of Phase 1


WBS Statement of Work Delivery Timeframesolution into production and then rollout to the North West and Free State PEDs.




3. Phase 3




Ends 2 months after completing Phase 2

4. Phase 4




Starts when phase 2 ends and is completed after 12 months

(7) SERVICES AND PERFORMANCE METRICS

The bidder is responsible to provide the following minimum services as specified in the Service Breakdown Structure (SBS). This will be defined as a part of the Service Level Agreement to be entered into with the successful bidder.

SBS Service Element Service Grade Service Level1. Call Centre Normal 8h x 5d, 07:30 – 16:30

2. Incident Response Normal Maximum 4 hours

3. Incident Restore Normal Maximum 8 hours


(7.1) SUPPORT METHODOLOGY

The strategy, detailed plans and procedures for the Maintenance and Support functions that are required for the successful operation of the SA-SAMS solution. To this end, the bidder must provide and deliver the following functions:

(a) Planning and Implementation;(b) Service Control (Helpdesk);(c) Service Level Agreements;(d) Change Control;(e) Version and Migration Control;(f) Release Control and Management; (g) User Administration;(h) Monitoring;(i) Performance Management;(j) Backup and Recovery Management; and(k) Licensing

(7.2) USER SUPPORT AND TRAINING

The user support and training strategy, approach and plan documents and delivery must address the following:

(a) Unlimited phone support as part of the yearly maintenance fee. (b) Online manuals and documentation with context sensitive and searchable help

content.(c) Classroom based as well as online user training.(d) Establishment and running of user support forums.

(7.3) IT OPERATIONAL MANAGEMENT AND SUPPORT

During the planning and implementation of the modernised solution, the operational maintenance and support must be taken into consideration.

(a) The bidder must ensure an international IT management and/or governance standard(s) will be followed in delivering IT operational management and support;

(b) The process and/or procedure that will be followed in delivering IT operational management and support; and

(c) The IT operational management and support task in the various phases of the project delivery.

(7.4) SERVICE CONTROL

The service control strategy, detailed plan and approach documents must address the following:

(a) the traditional “Help Desk” or “Service Desk” functions with the addition of handling service requests and User Administration and the integration of this function into DBE helpdesk within the initial 12-month period.

(b) The three levels of support providing Service Request Management, Problem Management, and User Administration aligned with DBE helpdesk.

(c) The levels of support provided for the entire period after delivery of the products/tools and the support options available.


(d) The categories and measures for various types of service requests and the process for improving “problem trends”.

(e) Illustrate how many users can be supported.(f) Illustrate how users with varying levels of sophistication can be supported.(g) Do you provide 24-hr service and support?(h) Do you provide a toll-free support number?(i) Do you have a global support program?(j) What is the charge for support after installation?(k) Frequency of upgrades and new releases, and cost implications thereof.

(7.5) SERVICE LEVEL MANAGEMENT

The service level management strategy, detailed plan, approach, processes and procedures include a dashboard service level agreement must be provided by the bidder.

(7.6) CHANGE MANAGEMENT

The change management strategy, detailed plan and approach documents must address the following:

(a) planning, communicating, coordinating, scheduling, monitoring, and controlling changes for the development, test and production environments.

(b) Define the process that will protect the various environments from changes that are potentially disruptive or have unacceptable risk associated with them.

NB. For the sake of simplicity, the change control, migration control, version control and release control and management are grouped under this heading.

(7.7) SYSTEM ADMINISTRATION AND MANAGEMENT

The system administration and management strategy, detailed plan and approach documents must address the following:

(a) the process and/or approach to system administration and management responsibilities for the solution after implementation.

(b) the roles, responsibilities and tools for system administration and management of the solution after implementation. This must include data management, system administration and any other necessary roles.

(c) the minimum daily tasks for each role involved in post-implementation system administration and management.

(8) SCOPE OF TECHNICAL SOLUTION

(8.1) CORE BUSINESS PRODUCTS

Refer to section Table 7 - SA-SAMS Manuals, for an understanding of the current SA-SAMS functionality.

(i) SCHOOL SETUP AND ADMINISTRATION

The product or solution must be used to register a school and manage the school’s profile, internal structure, general school management data on the system using an EMIS number as a reference. The bidder must configure and/or customise the proposed solution to meet the following requirements:


(a) Register a new school.(b) Close an existing school.(c) Merge/split a school(s).(d) Setup school cycle information.(e) Update the school profile.(f) Manage the school class structure.(g) Setup a new school year.(h) Setup and maintain the school terms.(i) Maintain the feeder schools’ database.(j) Setup and maintain the school extra mural activities and sports.(k) Access data from the Early Childhood Development (ECD) system.

(ii) MANAGE CURRICULUM

The product or solution must be used to define and manage the school curriculum. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Manage the prescribed school curriculum.(b) Manage the curriculum aspects for each subject.(c) Define the curriculum content.(d) Lock the prescribed curriculum.(e) Manage learner assessment.(f) Capture learner test or examination marks.

(iii) MANAGE LEARNER

The product or solution must be used to manage learners within the school, transfer learner from one school to another and identify if a learner has been allocated a social grant with SASSA. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Admit a first-time learner to the school.(b) Transfer the learner from one school to another.(c) Archive learner and parent information.(d) Update learner and parent information.(e) Create, update and view learner attendance.(f) Manage the learner merit and demerit points.(g) Manage learner extra mural activities.(h) Manage learner nutrition.(i) Manage learner transportation.(j) Record and manage learner assessment.(k) Manage learner yearly promotions.(l) Allow learners to view the learning sets assigned to them.

(iv) MANAGE EDUCATOR/STAFF

The product or solution must be used to manage all staff’s personal information, the educator’s teaching experience and expertise, class allocation. The educator’s information


must be verified with SACE and PERSAL. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Identify a teaching and non-teaching staff member.(b) Manage educator/staff information.(c) Manage the educator’s teaching experience.(d) Manage the educator/staff attendance.(e) Manage educator’s allocated classes.(f) Manage all teaching and non-teaching staff appraisals and performance management

processes including peers to complete an evaluation of the staff member.(g) View leave, apply, approve/decline leave in accordance with the leave policy.(h) Delegate tasks and inbox items to another user if out of office.

(v) MANAGE ACCOMMODATION

The product or solution must be used to effectively manage the school’s hostel accommodation for learners. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Hostel information -The system must manage various rooms types, occupancy, facilities in the rooms and assign multiple wardens for hostels

(b) Learner Admission - The system must manage the hostel admission process and provide accommodation to students based on academic performance. Students can apply online for hostel dormitory & other facilities.

(c) Room Reservation - The system must allow the configure room allocation rules and automatically allot rooms to learners based on room type and capacity. Manage room transfers and update room vacancy status in real-time.

(d) Fee Management - The system must calculate hostel fees, facility charges and fine. Allow the payment of fees at the time of admission before the due date, and issue receipts.

(e) Guests and Visitors - The system must record of authorised guests who are allowed to stay in hostels.

(f) Mess Management - The system must maintain the student data using mess services includes details of their meals and accounts. Automatically calculate mess charges, track mess expenditure and all other transactions.

(g) Attendance records - The system must be able to capture daily attendance records of students with in and out timings with the ability to track the missing learners in the hostel and notify parents by email and messaging.

(h) Inventory Management - The system must manage and control hostel assets efficiently and track hostel consumables and durables by location, value, date and lot codes using RFID, barcode scanners and mobile devices.

(vi) SCHOOL GOVERNING BODY (SGB) MANAGEMENT

The product or solution must be used to manage the School Governing Body activities in alignment to the South African Schools Act, this includes the management of the


membership, policies, functions and training. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Manage SGB membership(b) Manage school safety committee rules and regulations.(c) Manage school finances (e.g. school maintenance).(d) Manage SGB training.(e) Manage SGB elections.

(vii) MANAGE TRANSPORTATION

The product or solution must be used to manage the transportation needs of the learners. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Manage school bus routes and ad-hoc bus trips.(b) Manage school bus ticketing and indemnity consent.(c) Manage school bus schedule.

(viii) INCIDENT MANAGEMENT

The product or solution must be used to manage the logging and resolution of incidents raised across the solution delivery. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Create new incidents.(b) Update an existing incident.(c) Process the incident, allowing the relevant users to provide input, investigations and

approvals or rejection feedback.(d) Close resolved incidents.

(ix) MANAGE SCHOOL INFRASTRUCTURE

The product or solution must be used to manage the school infrastructure. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Manage the school security.(b) Manage the school property.(c) Manage School Infrastructure Maintenance Schedule

(x) MANAGE LEARNING AND TEACHING SUPPORT MATERIAL

The product or solution must be used to manage the procurement, distribution and collection of learning and teaching support material. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Manage the procurement of LTSM.(b) Manage the distribution of LTSM.(c) Manage the cataloguing of LTSM.


(d) Manage the collection of LTSM.

(xi) MANAGE LIBRARY

The product or solution must be used to manage the procurement, rental and collection of library resources. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Manage the procurement of library resources.(b) Manage the rental of library resources.(c) Manage the cataloguing of library resources.(d) Manage the collection of library resources.(e) Manage the penalties of defaulters.(f) Manage library user records.

(xii) MANAGE COMMUNICATION

The product or solution must be used to manage the school communications and notifications to parents, school governing body and other stakeholders. This includes the pre-defined notifications that are sent throughout an activated school process. The system must have functionality to create letter and document templates, which include personalised text, mail-merged communications e.g. Emails and SMS to parents for parent teacher meetings, and custom formats, fonts and logos. It must integrate with Microsoft Word or an equivalent web-based word processor mail merge application. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Create a new communication.(b) Provide an update on an existing communication.(c) Manage the contact and recipient list.(d) Manage communication responses from recipients.(e) Manage the pre-defined notifications.(f) Allows the user to define a default format for printing application summaries, choosing

which fields to include as well as customising fonts, colours and logos.(g) Search capability for all forms of communication.(h) Allows the user to create letter templates in Microsoft Word or an equivalent web-

based word processor that include mail-merged information about learners, and allows customized fonts, colours and logos.

(i) Allows the user to print letters or summary reports, or bulk learner reports in a single step.

(j) Allows the user to view and customise individual letters before printing them.(k) Allows the user to attach documents to School Governing Body documents(l) Allows the user to send emails with attached reports via the system to a single

individual or group that meets criteria through a complex query.(m) Allows the user to create emails to individuals and groups based on templates that

include both standard text and “mail-merge” type inserted data.(n) Allows the user to attach files to emails.(o) Allows the user see email delivery statistics.


(p) Allows the user set up and send automatic emails based on certain events, such as online application submission.

(q) Allows the user to set up and send scheduled reminder emails to learners, parents and administrators.

(r) Emails are sent through the Bidder email service to protect you from blacklisting, and the Bidder takes a series of steps to ensure email is not flagged as spam, unless the client hosts the system themselves. In this case, emails are sent through clients’ email servers, potentially exposing them to blacklisting.

(s) The solution should offer a chat room and forum functionality that allows users to share experiences and assistance with communities of practice.

(t) This allows the user, based on their profile to automatically be part of a specific e-community or search and enter another chat room based on predefined rules.

(u) Allows online users to engage in online real-time discussion forums.(v) Allows users to engage in discussion via an online chat.(w) Allows users to view announcements in the ticker bar at the base of the system’s UI.

(xiii) MANAGE SCHOOL ASSETS

The product or solution must be used to manage the procurement, use, maintenance and disposal of the school assets. The bidder must configure and/or customise the proposed solution to meet the following requirements:

(a) Log the school assets.(b) Manage the school asset register.(c) Manage the school asset maintenance.(d) Manage the decommissioning/disposal of school assets.

(8.2) PRODUCT PERFORMANCE REQUIREMENTS

(i) SYSTEM PERFORMANCE

The product or solution must be designed to achieve low latency, flexibility, platform portability, scalability, high availability, data integrity and manageability. The Bidder will be required to design, test, implement and sign-off the following system performance requirement and functionalities:

(a) The proposed solution must be designed for low latency requirements from a database design approach, data and processing co-location and system resources (memory, storage, processors, etc.) usage approaches.

(b) The bidder’s solution must be designed for flexibility to support various physical designs and continue to perform well.

(c) The bidder’s must be designed for platform flexibility to enable solution deployment across different operating systems and mobile platforms.

(d) The bidder’s solution must be designed for scalable to accommodate changes in the number of users, data volumes and multiple storage media.

(e) Provides utilities for user administration, backup/archiving, performance monitoring and tuning, usage monitoring, diagnostic tools, server utilisation, system version control and specific automation features.


(f) A Patch Management process must be provided for the solution to ensure all aspects of the solution perform normally.

(g) Provide integrated high availability architecture with the required redundancy that will ensure 24*7*365 availability.

(h) Supports load balancing using a Network Load Balancer.(i) Supports implementation on a High Availability cluster to ensure maximum solution

availability.(j) Must run on a virtual machine as well as on a standalone machine simultaneously.(k) Must support Standard Industry means of Monitoring (SNMP, WMI, etc.).(l) The Code must be able to be monitored for Memory usage and possible speed issues.

(ii) SOLUTION ARCHITECTURE

The Bidder will be required to present a detailed description of the proposed Solution Architecture aligned to DBE and PED’s Architecture. It must show clearly the different packages suggested and the integration methods employed across the various architecture layers and per architecture component. The Bidder will be required to design, implement and sign-off the following solution architecture requirement and functionalities:

(a) Presentation through Functional, Technical and Data viewpoints. (b) Multiple communication channels which include SMS, Web and Telephone.(c) Reporting and presentation of static and dynamic reporting, custom and generic

dashboards with “real time” or “just in time” information from decentralised and centralised data sources.

(d) A separate business rule engine that can be used consistently across all modules.(e) Process models expressed as a set of discrete components that can be orchestrated to

deliver all the desired business services and can modified and enhanced as business evolve.

(f) User interfaces module completely separated from the back office and connected through the enterprise service bus.

(g) Business components and services are developed once, published in the enterprise service bus and re–used seamlessly across the channels and devices.

(h) Business logic is expressed as a self–contained set of granular components that have limited or no data dependency.

(i) Workflow Engine with role driven profiles linked to security access with escalations for non-conformance to KPI’s as specified in the functions and design specifications.

(j) Separation of operational, analytical and master data, and further separation of master data into applicable entities.

(k) Use an Enterprise Service Bus to manage defined, enterprise–standard interface between all architectural components and services.

(l) The solution must be multi-tiered i.e. separate the web service, business logic and database.

(iii) SECURITY

The solution must provide adequate security to protect the system and the data from threats including to data theft, data corruption, data loss. The Bidder will be required to design, test, implement and sign-off the following security requirement and functionalities:


(a) The solution must provide an authorisation / security management facility / module that prevents unauthorised access.

(b) Security must be integrated into and compatible with DBE security framework. (c) Uses unique passwords with centralised password management, which includes

encryption of passwords and the definition and use of authentication standards. (d) Provides segregation of duties and non-repudiation and crafted which to address

unique roles for users at DBE offices (national and provincial, districts and schools.(e) A security audit trail must be created by the solution for all activities, including

recording of various steps within a security related activity. Audit trails must be available to track data changes as well as configuration changes, incorporating such features as: logon time, logoff time, number of retries and user involved.

(f) Provide for the confidentiality, integrity, privacy of records (as described in 2.7.1 of POPI act) and data will be maintained from ETL to end user reporting.

(g) Provide for full external security attack monitoring and handling, including potential cyber and virus threats, denial of service attacks, spam registration and other. Include all preventative and monitoring capabilities required including the use of, for example, special firewalls, etc.

(h) Provide for encrypted data transfer over secure file transfer protocol. The encryption must allow for security whilst the information is in transit and encryption at the database level.

(i) Must meet industry leading practice security standards (such as ISF Standard of Good Practice and ISO17799 as well as the standards documented in GWEA 2009 and the CGICTPF regulated by DPSA)

(j) All Communication between Users (any client Interface) must be encrypted (k) The solution must support being situated behind a Reverse Proxy (Incoming

connections to the Solution) for incoming access and must support a Forwarding Proxy if Access to the internet is required (From the Solution) while remaining Proxy Friendly to facilitate the caching of static information.

(l) The solution should not require administrative rights to run but should be able to run with minimal privileges on the server.

(m) Supports an external Audit Log Server where the audit information can be sent to.(n) Must be clearly documented and should be security vetted. (If not vetted, this must be

arranged within 3 months of contract award).

(iv) DATA INPUT

The solution must provide for user-friendly, intuitive and flexible data input mechanism. The Bidder will be required to design, test, implement and sign-off the following system’s data input requirements and functionalities:

(a) Enables the user to customise the front-end to match the look and feel of the school, including colours, fonts and navigation.

(b) Carries over contact information and other appropriate data for an entity with the ability to prepopulate other screens

(c) Entities can view their status online.(d) The ability for the system to go offline and be downloaded, once the initial integration

functions are completed(e) Spell-check all free input data fields


(f) Users can save partially completed functions and return to them later.(g) The system should automatically save in progress, but the user can be prompted to

save their work at regular intervals.(h) User registration follows standard best practices—enter Name, ID number email

address, password and favourite questions and then are sent a confirmation email.(i) All users can reset lost credentials following an automated verification process.(j) Users can easily view or print reports/datasets, etc. at any stage in the process.(k) The user can create a preview packet of their information which includes either copies

of all uploaded documents, or links to them.(l) The system must have the ability to have field validations or derive data from input

fields e.g. validation of ID number and then derive date of birth gender etc.(m) Input fields should be linked and verified to applicable business rules (n) The solution must have the ability to copy and paste from external sources e.g. Users

may copy a table from Excel into a table format on an input screen or the system must have the ability to upload and convert an Excel spreadsheet into an input field.

(v) DATA REVIEW

Once the user has captured the data, the system should help manage the process of reviewing inputs and recommending/approving the data input. The Bidder will be required to design, test, implement and sign-off the following system’s data review requirements and functionalities:

(a) Allows the user to see historical relationship — for example, if a parent has multiple children in the same school, or a learner with siblings that were in the school.

(b) Supports checklist functionality to define what information or documents you require from user as they complete a specific function.

(c) Allows the initiating user to reopen data once they’ve submitted it. If further information is required from the user and be saved as a second version and an audit trail of changes is generated on the back end.

(d) Users can easily print summaries or full data sets.(e) Search all data records per field(f) Provides a “portal” interface to allow supervisory/managers/etc. to see and review

data more easily.(g) Allows the super-user/administrator to define automatic steps and rules, or

“workflow,” for the review process.(h) Multiple users can comment on, approve or request additional information(i) Supports on and off-line viewing and reviewing of data.(j) Provides extensive functionality to track external user interests and potential conflicts

of interest and use those criteria to assign data for review.(k) Allows a user to grant via an approved process, temporary access to another whilst out

of office.(l) Allows the user to choose whether to allow other users to see each other’s comments.(m) Automatically notified when status change on workflow process (email and home

landing page notification).


(vi) DATA ACCESS

The availability of data for easy but controlled access is a critical requirement for the system. There is a requirement for the system to be able to extract and export the data for use in Microsoft Office applications. Data and the system must be accessible via mobile devices. The Bidder will be required to design, test, implement and sign-off the following system’s data access requirements and functionalities:

(a) Allows the user to export all data visible to users into another file format, such as .pdf .xls or .csv.

(b) Provides a SOAP API to allow a programmer to create custom automated data flows to an external system.

(c) Provide support for data processing via mobile devices. (d) Provide functionality to let the user do an encrypted data extraction onto an external

device with the encryption key to be automatically stored on another external device (auto detect not to store on same device).

(e) Provide functionality to let the user do an encrypted data upload from an external device with the encryption key to be automatically uploaded from another external device. (auto detect not to store on same device).

(8.3) PROJECT DELIVERY

(i) PROJECT METHODOLOGY

The bidder is required to use a hybrid methodology (PRINCE™ 2 and Agile) with specific focus on the agile development/configuration that must include the following requirements:

(a) phase, procedures and processes; (b) tools and techniques that the bidder will use for the various stages of the project.(c) key dependencies, risks, critical decisions required, assumptions to ensure a successful

delivery of the project. (d) Bidder’s organisational and resource certification achieved. (e) The bidder must identify the DBE required skills and knowledge to ensure a successful

the project delivery. (f) The Bidder must also detail relevant lessons learnt from previous implementations as

well as critical success factors for the nature of the project delivery and rollout.

(ii) PROCESS IMPROVEMENT

The bidder must ensure that a continuous process improvement program that is based on best practice development approaches / methodologies is in place for the SA-SAMS Solution with the following requirements catered for:

(a) continuous assessment elements, (b) continuous improvement planning process, (c) continuous process improvement tools and techniques to be used, (d) matrices and monitoring for the continuous process improvement.


(e) The Bidder should plan to accept an independent, established and industry recognised organisation that may be appointed by NECT to assess the maturity of the processes being used to develop and manage the solution applications. The appointed organisation will not be a competitor of the Bidder.

(f) The Bidder must also deliver a clear strategy that will allow for a clear correlation between the SA-SAMS model and the ability by way of process improvement to achieve long-term integration and alignment with the incremental and iterative development of the SA-SAMS solution.

(iii) STATEMENT OF DELIVERABLES

The bidder is required during the initial phase to deliver an agreed statement of deliverables which details the deliverables or documents per stage and the purpose for each deliverable or document:

(a) Phases;(b) Stages;(c) Deliverables; and(d) Purpose of deliverable.As the example below of the Statement of deliverables

Phase and Stage

Deliverable Purpose

Initiation Phase Test Plans

The test plan documents the strategy that will be used to verify and ensure that the SA-SAMS system meets its design specifications and other requirements.

Initiation Phase

Training Plans

The test plan documents the strategy that will be used to verify and ensure that the SA-SAMS system meets its design specifications and other requirements.

(iv) DESIGN MANAGEMENT

Using an agile methodology approach and design principles in Section 3.1. Solution Design Principles, the bidder will be required to document the design that meets the DBE business needs and modernisation requirements. The bidders SA-SAMS solution design document must incorporate the following:

(a) clearly explain how they will utilise the agile methodology processes to ensure the design of the system is appropriate for the needs of DBE as it and its technology and business environment evolves.

(b) clearly articulate how the DBE modernisation and design principles, as mentioned in Section 3.1. Solution Design Principles, will be incorporated in the solution design of the system

(c) clearly explain how they will manage revisions to existing design and developed components;


(d) clearly explain how they will manage the identification and implementation of an end-to-end integrated requirement from identification to design and through to end of life per component.

(v) SOLUTION BUILD

In documenting the approach to the SA-SAMS solution build the bidder is required to ensure the following requirements within the agile approach:

(a) describe their approach on how they will use the planning (backlog and sprint) to deliver the solution build.

(b) clearly articulate the agile configuration and or development from product backlog to component testing.

(c) explain their approach on how they will use the sprint planning and deliver to ensure that the core base configuration is completed in the shortest timeframe.

(d) clearly explain how they will approach splitting of the development team into smaller teams to parallel streams the remaining development.

(vi) IMPLEMENTATION STRATEGY

Document an approved implementation strategy, in particular the planned iterations and incremental approach and method. The bidders SA-SAMS implement strategy document must address the following:

(a) ensure site readiness(b) testing the toolkit in 3 phases as well as incorporating into the toolkit the lessons

learnt in each testing phase;(c) the incremental approach and deploying of the SA-SAMS solution; and(d) supporting the SA-SAMS solution after rollout.

(vii) DATA MIGRATON

The migration strategy and approach will document the methodology and processed of cleaning ad migrating of existing data in the current databases and hard copy documents to the proposed solution. The following must be addressed:

(a) identify the data requirements from the current data; (b) plan for capturing and validation of hard copy data(c) plan and methodology that will be used to test the data compliancy of each school and

PED; and(d) use ETL tools that will be used to migrate the data.

(viii) SYSTEM TESTING

The strategy, plan and approach for functional and non-functional, technical testing and system acceptance testing must address the following:

(a) Functional Testing including Component Testing, Integration Testing, System Testing, Regression Testing and Solution Acceptance Testing,


(b) Non-Functional Testing including Performance Testing, Usability Testing, Security Testing and Portability Testing;

(c) Usability Testing including Graphical User Interface Testing, Non-Graphical User Interface Testing, Portability Testing, Security, Authentication and Authorisation testing;

(d) Technical Testing including Performance Testing, Load Testing and Performance Benchmarking, Stress Testing, Data and Database Integrity Testing, Fault Tolerance and Failover Testing, Configuration and Deployment Testing and Regression Testing; and

(e) The Bidder must describe the defect logging, defect monitoring and defect resolution process.

(ix) USER ACCEPTANCE TESTING

The User Acceptance Testing strategy, plan and approach documents must address the following

(a) Usability Testing including User Acceptance Testing, Graphical User Interface Testing, Non-Graphical User Interface Testing, Portability Testing, Security, Authentication and Authorisation testing

(b) User Acceptance Test Plans, (c) Entry and exit criteria results including verification of the test results. (d) The Bidder must describe the defect logging, defect monitoring and defect resolution

process pertaining to user acceptance testing. (e) The bidder must provide details of support that will be provided to the users during

the UAT.

(x) ROLLOUT TOOLKIT

A comprehensive end to end rollout toolkit strategy, approach and plan that will be used for the development and setting up of the rollout for Type A, B and C schools as well as SA-SAMS at national and provincial departments must be documented and developed, tested and implemented. The rollout toolkit that will be developed by the bidder, tested and used for the rollouts of the provincial department (including districts) and a school rollout for the new SA-SAMS solution. This toolkit must incorporate as a minimum the following:

(a) the end to end implementation at a school level;(b) a comprehensive “dummy guide” for the solution implementation;(c) the toolkit checklist must include the tasks the technical implementation; (d) Testing guides;(e) change management; (f) training of technical support staff and users;(g) communication;(h) solution support;(i) rollout readiness; and (j) data cleansing and migration.

(xi) TRANSITION MANAGEMENT


The transition management strategy, detailed plan and approach documents must address the following:

(a) a plan for the evolution from the existing system to a new web-based/enabled system including strategy, plan, approach and method for managing the transition.

(b) detail description of the evolution from the existing system to a new mobile application including strategy, plan, approach and method for managing the transition.

(c) all change management initiatives that will be used on the Project.

(xii) QUALITY ASSURANCE / CONTROL

The Quality Assurance / Control methodology and process(es) that will be used in the Project delivery. Compliance with International Quality Standards is to be detailed and any Internationally Recognised Quality Certifications held should be stated. The following must also be addressed:

(a) detail the phases in which various quality assurances and control methodology and process(es) used in the Project delivery that will be implemented as well as the process followed the remedial actions to be resolved;

(b) include the internal or/and external party used by the bidder for conduction quality assurance as may be required by the standards followed by the bidder;

(c) The bidder must state the international quality standard(s) they follow in delivering projects;

(d) The bidder must describe the process and/or procedure they follow in delivering projects; and

(e) The bidder must describe how they will use their quality control methodology/process to deliver this project.

(xiii) REQUIREMENT MANAGEMENT

The requirements management strategy, detailed plan and approach documents in an Agile delivery environment must address the following:

(a) an approach for ensuring that they will manage the product backlog (capture and manage existing, new, evolving and changing business and technical environments) within the Agile solution development process;

(b) how deliverables will be measured and reported on; and(c) an approach for managing diverse stakeholders’ requirements.

(xiv) RISKS MANAGEMENT

The Risk management process that it will follow on the project and must address the following:

(a) Risk management strategy and approach; (b) Plans and processes for identify, classify and manage risk on the project; (c) Risk management tools; and(d) Risk mitigations strategies.


(xv) ISSUE MANAGEMENT

The issue management process that it will follow on the project and must address the following:

(a) strategy and approach; (b) Process for identify, classify and manage issues on the project; (c) Issue management tools; and(d) Issue resolution strategies.

(xvi) CHANGE CONTROL

The change control strategy, approach and plan documents must how each proposed change during a project is adequately:

(a) defined, (b) assessed, (c) reviewed and (d) approved or declined before implementation. (e) The bidder must address how the change control process will be used to avoid

unnecessary changes that might disrupt services and ensures the efficient use of resources.

(xvii) PROJECT RESOURCE MANAGEMENT

The project resource management strategy, detailed plan and approach documents must address the following:

(a) A detailed Resource Plan must present the resource categories and levels of that the Bidder will be supplying (including subcontractors). The bidder must also indicate what resources they require from NECT’s and DBE’s during Project implementation.

(b) CV’s / resumes for all the bidder’s delivery personnel that will be used for the project delivery including relevant experience and certification

(c) Details of any 3rd parties’ resources involved in the Bid(d) The Bidder must also provide details on how they will manage continuity during staff

turnover.

(xviii) PROJECT DOCUMENTATION AND LIBRARY

The project documentation and library used for all artefacts of the project hard copy and soft copy covering:

(a) all application software;(b) user manuals and configuration document(c) platform system software; and(d) The bidder must provide a list of the documents per phase that will be produced to

keep a record of project and for good governance.

(xix) PROJECT APPROACH


The project approach addresses the hybrid (PRINCE® 2 for the Project management and Agile for system delivery) methodology for deployment approach and plan that could be used to deliver the SA-SAMS into production in a shorter time period as indicted by in figure 8 without compromising the scope or quality. Alterative deliver approaches may be proposed.

(a) provide strategy, approach and detail plan of how they will reduce the Phase 1 (12 month) phase 2 (4 months) and phase 3 (2 months) times without compromising the scope, quality and without increasing risk and complexity of the project

(b) Describe the shortest, average and longest length of time, in calendar days, required to get your solution into initial production and the dependencies required to achieve this timeline.

(c) Describe specific steps that your consultants or the customers need to take to minimise installation time.

(d) Describe specific issues in previous installations that have extended the installation time.

(e) Which organisations will provide application integration consultants? Describe their organisation, specific implementation experience and scale of available expertise

(f) Describe how your proposal will assist DBE employees at all levels to embrace the radical changes in the organisation that will be part of this initiative. Include information on how this will be resourced.

(g) Describe how your proposal will assist to develop the necessary management processes to implement and operate the solution. Include information on how this will be resourced.

(9) CERTIFICATION, EXPERTISE AND QUALIFICATION

(a) The bidder represents that,

(i) it has the necessary expertise, skill, qualifications and ability to undertake the work required in terms of the Statement of Work or Service Definition and;

(ii) it is committed to provide the Products or Services; and

(iii) perform all obligations detailed herein without any interruption to the Customer.

(b) The bidder must provide the service in a good and workmanlike manner and in accordance with the practices and high professional standards used in well-managed operations performing services similar to the Services;

(c) The bidder must perform the Services in the most cost-effective manner consistent with the level of quality and performance as defined in Statement of Work or Service Definition;

(d) Original Software Manufacturer (OSM) work. The bidder must ensure that work or service is performed by a person who is certified by Original Software Manufacturer.

(10) LOGISTICAL CONDITIONS

(a) Hours of work. The NECT office hours of work are from 8am to 5pm.


(b) In the event that the DBE grants the bidder permission to access DBE's Environment including hardware, software, internet facilities, data, telecommunication facilities and/or network facilities remotely, the bidder must adhere to DBE's relevant policies and procedures (which policy and procedures are available to the bidder on request) or in the absence of such policy and procedures, in terms of, best industry practice.

(c) Tools of Trade. The bidder must supply all tools of trade for the project.

(11) SKILLS TRANSFER AND TRAINING

(11.1) The Supplier must provide the strategy, approach and plan for knowledge and skills transferred from the Bidder will be to DBE. This will be a measurable target in the contract.

(11.2) TECHNICAL STAFF TRAINING

The technical staff training strategy, approach and detailed plans that will allow for current SA-SAMS technical staff to be re-skilled in the bidder’s technologies and solution processes must address the following:

(a) The bidder must include knowledge transfer on the project with DBE staff fulfilling key roles on the Project. This will be a measurable target in the contract.

(b) The various training options (e.g: classroom, train-the-trainer, e-Learning, video-based training, etc) that the bidder will use to train the various user groups also using the sandpit environment.

(c) The Bidder must include the requirements needed from the DBE, dependencies and risks for each training option to enable success of training.

(11.3) USER TRAINING

The user training strategy, approach and detailed plan that will allow for current SA-SAMS users to be re-skilled and trained on the modernised SA-SAMS solution must address the following:

(a) A detailed strategy and approach for the various anticipated training modules for the different user roles.

(b) The various training options (e.g.: classroom, train-the-trainer, e-Learning, video-based training, etc) that the bidder will use to train the various user groups also using the sandpit environment for post training experience.

(c) The Bidder must include the requirements needed from the DBE, dependencies and risks for each training option to enable success of training.

(11.4) SYSTEM TRAINING CONTENT

The system training content document must include for each defined user group (educators, school administration, HOD’s, principals, SGB members, district administration, district managers, PED administration, PED managers, DBE administration, DBE managers (incl. help desk and end-user support) the content for the and address the following:

(a) Pre-requisite courses(b) Mandatory courses(c) Optional courses


(d) On the job training / floor walking(e) The training offerings and the curriculum that will be covered, measured and tested

using the sandpit option.

(11.5) TRAINING MATERIAL

Details the development and provision of user training materials for both technical staff and user training material for all courses that is available for:

(a) User Training; (b) Technical Staff Training; (c) The training material must be available both online as well as in hard copy.

(12) REGULATORY, QUALITY AND STANDARDS

(a) The bidder must for the duration of the contract ensure that the proposed product or solution conform with the Government Minimum Interoperability Standards (MIOS).

(13) PERSONNEL SECURITY CLEARANCE

(a) The bidder’s personnel who are required to work with information related to NATIONAL SECURITY must have a valid South African security clearance or must apply within 30 days of the signed contract for a security clearance to the level of CONFIDENTIAL at the expense of the bidder from the South African State Security Agency or duly authorised Personnel Security Vetting entity of SA Government.

(b) The bidder’s personnel who are required to work with GOVERNMENT CLASSIFIED information or access government RESTRICTED areas must be a South African Citizen and at the expense of the bidder be security vetted (pre-employment screening, criminal record screening and credit screening).

(c) The bidder must ensure that the security clearances of all personnel involved in the Contract remains valid for the period of the contract.

(14) CONFIDENTIALITY AND NON-DISCLOSURE CONDITIONS

(a) The bidder, including its management and staff, must before commencement of the Contract, sign a non-disclosure agreement regarding Confidential Information.

(b) Confidential Information means any information or data, irrespective of the form or medium in which it may be stored, which is not in the public domain and which becomes available or accessible to a Party as a consequence of this Contract, including information or data which is prohibited from disclosure by virtue of:

(i) the Promotion of Access to Information Act, 2000 (Act no. 2 of 2000);

(ii) being clearly marked "Confidential" and which is provided by one Party to another Party in terms of this Contract;


(iii) being information or data, which one Party provides to another Party or to which a Party has access because of Services provided in terms of this Contract and in which a Party would have a reasonable expectation of confidentiality;

(iv) being information provided by one Party to another Party in the course of contractual or other negotiations, which could reasonably be expected to prejudice the right of the non-disclosing Party;

(v) being information, the disclosure of which could reasonably be expected to endanger a life or physical security of a person;

(vi) being technical, scientific, commercial, financial and market-related information, know-how and trade secrets of a Party;

(vii) being financial, commercial, scientific or technical information, other than trade secrets, of a Party, the disclosure of which would be likely to cause harm to the commercial or financial interests of a non-disclosing Party; and

(viii) being information supplied by a Party in confidence, the disclosure of which could reasonably be expected either to put the Party at a disadvantage in contractual or other negotiations or to prejudice the Party in commercial competition; or

(ix) information the disclosure of which would be likely to prejudice or impair the safety and security of a building, structure or system, including, but not limited to, a computer or communication system; a means of transport; or any other property; or a person; methods, systems, plans or procedures for the protection of an individual in accordance with a witness protection scheme; the safety of the public or any part of the public; or the security of property; information the disclosure of which could reasonably be expected to cause prejudice to the defence of the Republic; security of the Republic; or international relations of the Republic; or plans, designs, drawings, functional and technical requirements and specifications of a Party, but must not include information which has been made automatically available, in terms of the Promotion of Access to Information Act, 2000; and information which a Party has a statutory or common law duty to disclose or in respect of which there is no reasonable expectation of privacy or confidentiality;

(c) Notwithstanding the provisions of this Contract, no Party is entitled to disclose Confidential Information, except where required to do so in terms of a law, without the prior written consent of any other Party having an interest in the disclosure;

(d) Where a Party discloses Confidential Information which materially damages or could materially damage another Party, the disclosing Party must submit all facts related to the disclosure in writing to the other Party, who must submit information related to such actual or potential material damage to be resolved as a dispute;

(e) Parties may not, except to the extent that a Party is legally required to make a public statement, make any public statement or issue a press release which could affect another Party, without first submitting a written copy of the proposed public statement or press release to the other Party and obtaining the other Party's prior


written approval for such public statement or press release, which consent must not unreasonably be withheld.

(15) GUARANTEE AND WARRANTIES.

The bidder warrants that:

(a) The warranty of goods supplied under this contract remains valid for twelve (12) months after the goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the contract;

(b) as at Commencement Date, it has the rights, title and interest in and to the Product or Services to deliver such Product or Services in terms of the Contract and that such rights are free from any encumbrances whatsoever;

(c) the Product is in good working order, free from Defects in material and workmanship, and substantially conforms to the Specifications, for the duration of the Warranty period;

(d) during the Warranty period any defective item or part component of the Product be repaired or replaced within 3 (three) days after receiving a written notice from the DBE;

(e) the Products is maintained during its Warranty Period at no expense to DBE;

(f) the Product possesses all material functions and features required for DBE Operational Requirements;

(g) the Product remains connected or Service is continued during the term of the Contract;

(h) all third-party warranties that the bidder receives in connection with the Products including the corresponding software and the benefits of all such warranties are ceded to DBE without reducing or limiting the bidder’s obligations under the Contract;

(i) no actions, suits, or proceedings, pending or threatened against it or any of its third-party suppliers or sub-contractors that have a material adverse effect on the bidder’s ability to fulfil its obligations under the Contract exist;

(j) The DBE is notified immediately if it becomes aware of any action, suit, or proceeding, pending or threatened to have a material adverse effect on the bidder’s ability to fulfil the obligations under the Contract;

(k) any Product sold to the DBE after the Commencement Date of the Contract remains free from any lien, pledge, encumbrance or security interest;

(l) the DBE’s use of the Product and Manuals supplied in connection with the Contract does not infringe any Intellectual Property Rights of any third party;

(m) the information disclosed to the DBE does not contain any trade secrets of any third party, unless disclosure is permitted by such third party;

(n) it is financially capable of fulfilling all requirements of the Contract and that the bidder is a validly organized entity that has the authority to enter into the Contract;

(o) it is not prohibited by any loan, contract, financing arrangement, trade covenant, or similar restriction from entering into the Contract;


(p) the prices, charges and fees to the DBE as contained in the Contract are at least as favourable as those offered by the bidder to any of its other customers that are of the same or similar standing and situation as the DBE; and

(q) any misrepresentation by the bidder amounts to a breach of Contract.

(16) INTELLECTUAL PROPERTY RIGHTS

(a) The DBE retains all Intellectual Property Rights in and to the DBE's Intellectual Property. As of the Effective Date, the bidder is granted a non-exclusive license, for the continued duration of this Contract, to perform any lawful act including the right to use, copy, maintain, modify, enhance and create derivative works of DBE's Intellectual Property for the sole purpose of providing the Products or Services to DBE pursuant to this Contract; provided that the bidder must not be permitted to use DBE's Intellectual Property for the benefit of any entities other than DBE without the written consent of DBE, which consent may be withheld in DBE's sole and absolute discretion. Except as otherwise requested or approved by DBE, which approval is in DBE's sole and absolute discretion, the Supplier must cease all use of DBE's Intellectual Property, at of the earliest of:

(i) termination or expiration date of this Contract;

(ii) the date of completion of the Services; and

(iii) the date of rendering of the last of the Deliverables.

(b) If so required by DBE, the bidder must certify in writing to DBE that it has either returned all DBE Intellectual Property to the DBE or destroyed or deleted all other DBE Intellectual Property in its possession or under its control.

(c) DBE, at all times, owns all Intellectual Property Rights in and to all Intellectual Property.

(d) Save for the license granted in terms of this Contract, the bidder retains all Intellectual Property Rights in and to the bidder’s pre-existing Intellectual Property that is used or supplied in connection with the Products or Services.

(17) TARGETED PROCUREMENT/TRANSFORMATION

SITA, in terms of the PPPFA Regulation 2017 section 9(1), has an obligation to advance designated groups which includes black SMMEs (i.e. Exempted Micro Enterprises (EME) and Qualifying Small Enterprises (QSE)) for the supply of certain ICT goods or services where feasible to subcontract for a contract above R30 million, an organ of state must apply subcontracting to advance designated groups.

The bidder is required to subcontract a minimum of 30% of the value of the contract to an EME or QSE which is at least 51% owned by black people, or to EMEs and/ or QSEs which are at least 51% owned by black people”.


9.3 DECLARATION OF ACCEPTANCE

ACCEPT ALL DO NOT ACCEPT ALL

(1) The bidder declares to ACCEPT ALL the Special Condition of Contract as specified in section 9.2 above by indicating with an “X” in the “ACCEPT ALL” column, OR

(2) The bidder declares to NOT ACCEPT ALL the Special Conditions of Contract as specified in section 9.2 above by -

(a) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and;

(b) Provide reason and proposal for each of the conditions that is not accepted.

Comments by bidder:Provide reason and proposal for each of the conditions not accepted as per the format:Condition Reference:Reason:Proposal:


ANNEX A.4: COSTING AND PRICING

QUALIFICATION NOTICE

To safeguard the integrity of the bidding process, the technical and financial proposals should be submitted in separate sealed envelopes, as per “National

Treasury: Supply Chain Management a guide for Accounting Officers / Authorities, 2004”, section 5.9.4; therefore

All bid Pricing Schedules, as indicated in section 10 COSTING AND PRICING, must be

submitted in a SEPARATE SEALED ENVELOPE, failing which the bid WILL BE DISQUALIFIED.


10 COSTING AND PRICING10.1 COSTING AND PRICING EVALUATION

(3) ALL PRICING SCHEDULES MUST BE SUBMITTED IN A SEPARATE SEALED ENVELOPE, failing which the BID will be DISQUALIFIED.

(4) In terms of Preferential Procurement Policy Framework Act (PPPFA), the following preference point system is applicable to all Bids:

(a) the 80/20 system (80 Price, 20 B-BBEE) for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); or

(b) the 90/10 system (90 Price and 10 B-BBEE) for requirements with a Rand value above R50 000 000 (all applicable taxes included).

(5) This bid will be evaluated using the PPPFA preferential points scoring system of 80/20.

(6) The bidder must complete the declaration of acceptance as per section 10.3 below by marking with an “X” either “ACCEPT ALL”, or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.

(7) Bidder will be bound by the following general costing and pricing conditions and SITA reserves the right to negotiate the conditions or automatically disqualify the bidder for not accepting these conditions. These conditions will form part of the Contract between SITA and the bidder. However, SITA reserves the right to include or waive the condition in the Contract.

10.2 COSTING AND PRICING CONDITIONS

(1) The bidder must submit the Pricing Schedule(s) as prescribed in section 10.4 as well as the relevant enclosed Standard Bidding Document SBD 3.1, 3.2 or 3.3.

(2) SOUTH AFRICAN PRICING. The total price must be VAT inclusive and be quoted in South African Rand (ZAR).

(3) TOTAL PRICE

(a) All quoted prices are the total price for the entire scope of required services and deliverables to be provided by the bidder.

(b) The cost of delivery, labour, S&T, overtime, etc. must be included in this bid.

(c) All additional costs must be clearly specified.

(4) BID EXCHANGE RATE CONDITIONS. The bidders must use the exchange rate provided below to enable SITA to compare the prices provided by using the same exchange rate:

Foreign currency South African Rand (ZAR) exchange rate1 US Dollar1 Euro1 Pound


10.3 DECLARATION OF ACCEPTANCE

ACCEPT ALL DO NOT ACCEPT ALL

(1) The bidder declares to ACCEPT ALL the Costing and Pricing conditions as specified in section 10.2 above by indicating with an “X” in the “ACCEPT ALL” column, or

(2) The bidder declares to NOT ACCEPT ALL the Costing and Pricing Conditions as specified in section 10.2 above by -

(a) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and;

(b) Provide reason and proposal for each of the condition not accepted.

Comments by bidder:Provide the condition reference, the reasons for not accepting the condition.


10.4 BID PRICING SCHEDULE

Note:a) Bidder must complete the pricing as per the attached spread sheet Appendix 3 – Pricing

Template (Part A and Part B)

b) All Prices must be VAT INCLUSIVE.

Description Price (VAT Incl.)

1 Software Cost2 Support and Maintenance for 1 year3 Implementation Cost4 BID TOTAL (VAT Incl.)


SBD 3.1PRICING SCHEDULE – FIRM PRICES

(PURCHASES)

NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE 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

Name of bidder: ………………………………………………………… Bid number:

Closing Time: 11:00 Closing date:

OFFER TO BE VALID FOR ……… DAYS FROM THE CLOSING DATE OF BID._______________________________________________________________________________ITEM QUANTITY DESCRIPTION BID PRICE IN RSA CURRENCYNO. ** (ALL APPLICABLE TAXES INCLUDED)

_______________________________________________________________________________

- Required by: THE STATE INFORMATION TECHNOLOGY AGENCY SOC LTD

- At: …………………………………………………

…………………………………………………

- Brand and model: …………………………………………………

- Country of origin: …………………………………………………

- Does the offer comply with the specification(s)? *YES/NO

- If not to specification, indicate deviation(s) ………………………………….

- Period required for delivery ………………………………….*Delivery: Firm/not firm

- Delivery basis ……………………………………

Note:All delivery costs must be included in the bid price, for delivery at the prescribed destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies.*Delete if not applicable


ANNEX A.5: TECHNICAL SCHEDULES

11 Technical Schedules11.1 LOCATION SCHEDULE

Refer to Appendix 1 - School’s List.xls.


ANNEX A.6: Terms and definitions

12 ABBREVIATIONS

Abbreviations /

AcronymsDescription

API Application program interfaceBC Business CaseBI Business IntelligenceCIT Component Integration TestingCOBIT Control Objectives for Information and Related TechnologiesCOTS Commercial off-the-shelfDBE Department of Basic EducationDDD Data Driven DistrictsDHA Department of Home AffairsECD Early Childhood DevelopmentECM Enterprise Content ManagementEME Exempted Micro EnterprisesETL Extract, Transform and LoadFDS Functional Design SpecificationGWEA Government wide enterprise ArchitectureIT Information TechnologyITIL Information Technology Infrastructure LibraryJV Joint VentureLAN Local Area NetworkLASS LURITS Accredited Software SystemsLMS Learner Management SystemLTSM Learner Teacher Support MaterialLURITS Learner Unit Record Information and Tracking SystemMDM Master Data ManagementMIOS Minimum Interoperability StandardsMIS Management Information SystemMS-SQL Microsoft sequential query languageNECT National Education Collaboration TrustNEIMS National Education Infrastructure Management SystemNSC National Senior CertificateOSM Original Software ManufacturerOS Operating SystemPED Provincial Education DepartmentPERSAL Personnel Information and Salary systemPID Project Initiation DocumentPM Project ManagementPMO Project Management Office


Abbreviations /

AcronymsDescription

PSC Project Steering CommitteePOPI Protection of Personal InformationPortal Web Based PortalPPPFA Preferential Procurement Policy Framework ActQA Quality AssuranceQSE Qualifying Small EnterprisesRFB Request for BidROI Return of InvestmentRSA Republic of South AfricaSACE South African Council of EducatorsSARS South African Revenue ServicesSA-SAMS South African School Administration and Management SystemSASSA South African Social Security AgencySBA School Based AssessmentSIT System Integration TestingSITA State Information Technology AgencySLA Service Level AgreementSMME Small, Medium and Macro EnterprisesSMS Short messaging serviceSNMP Simple Network Management ProtocolSOA Service orientated ArchitectureSOAP Simple Object Access ProtocolSOP Standard Operating ProceduresSOW Scope of WorkSSA State Security AgencyTCC Total Cost to CompanyUAT User Acceptance TestingUI User InterfaceURS User Requirements SpecificationWF Weighing factorXMI XML Metadata InterchangeXML Extensible mark-up language

13 DEFINITIONSThe State Information Technology Agency (Pty) Ltd [hereinafter referred to as SITA] is a company with limited liability duly incorporated in accordance with the Companies Act of the Republic of South Africa, company registration number 1999/001899/07, and in terms of the State Information Technology Agency Act No. 88 of 1998 [Hereinafter referred to as “SITA Act”] as amended by SITA Amendment Act (Act 38 of 2002).


SITA is mandated in accordance with section 7(g) of the Act to render Information and Communications Technology (ICT) services to government departments, and to act as the procurement agency of the Government.

“Acceptable Bid” - means any bid, which, in all respects, complies with the specifications and conditions of the BID as set out in this document.

“Agile project management” is an iterative approach to managing software development projects that focuses on continuous releases and incorporating customer feedback with every iteration.

"As is" and "To be" process means a process flow if the task that are to be completed in the current business process and the future business process mapped in an industry accepted standard

“Bid” - means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods through price quotations, advertised bidding processes or proposals. Refers to the Request for Bid.

“Bidders” - means any enterprise, consortium or person, partnership, company, close corporation, firm or any other form of enterprise or person, legal or natural, which has been invited by SITA to submit a bid in response to this bid invitation.

“Business Case” means provides justification for the Project in terms of benefits, costs, risks, and timescales and is used to assess viability

“Communication Plan” means the communication plan serves as a guide to the communication and sponsorship efforts throughout the duration of the Project. It is a living and working document and is updated periodically as audience needs change. It explains how to convey the right message, from the right communicator, to the right audience, through the right channel, at the right time. It addresses the six basic elements of communications: communicator, message, communication channel, feedback mechanism, receiver/audience and time frame.

“Comparative Price” - means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration.

“Consortium” - means several entities joining forces as an umbrella entity to gain a strategic collaborative advantage by combining their expertise, capital, efforts, skills and knowledge for the purpose of executing this tender.

“Curriculum” means the lessons and academic content taught in a school or education institution or specific course or programme.

“Deployment Plan” means the deployment plan outlines the scope, approach and execution planned for the deployment (Go-Live) of the SA-SAMS system. The plan includes information about system support, issue tracking, escalation processes, roles and responsibilities during, and after deployment. The deployment plan is intended to provide clients, stakeholders and support personnel with a smooth transition to the SA-SAMS system being deployed.

“Disability” - means, in respect of a person, a permanent impairment of a physical, intellectual, or sensory function, which results in restricted, or lack of, ability to perform an activity in the manner, or within the range, considered normal for a human being.


“Firm Price” - means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition or abolition of customs or excise duty and any other duty, levy or tax which, in terms of a law or regulation is binding on the contractor and demonstrably has influence on the price of any supplies or the rendering cost of any service, for the execution of a contract.

“Functional Design Specification” means a Functional Design Specification (FDS) is a document used by the Project in a pre-development phase to translate URS into a complete requirements document. A FDS will contain an organized list of requirements that can be used for development, compiling test cases, and facilitate client sign-off.

“Historically Disadvantaged Individual” (HDI) - means a South African citizen:

Who, due to the apartheid policy that had been in place, had no franchise in national elections prior to the introduction of the Constitution of the Republic of South Africa, 1983, (Act No. 110 of 1983) or the Constitution of the Republic of South Africa, 1993 (Act No. 200 of 1993) (the Interim Constitution); and/or;

who is a female; and/or;

who has a disability;

provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution is deemed not to be an HDI.

“Issue Register” means a document that captures and maintains information on all Project issues that are being managed formally

“Joint Venture” - (Project) means two or more businesses joining together under a contractual agreement to conduct a specific business enterprise with both parties sharing profit and losses. The venture is for one specific Project only, rather than for a continuing business relationship as in a strategic alliance. It is about sharing risk with others and providing one or more missing and needed assets and competencies.

“Lessons Log” means an informal repository for lessons learned that apply to the current Project and lessons from previous Projects

“Lessons Report” means documents lessons learned from the current Project that can be applied to future Projects

“Management” - in relation to an enterprise or business, means an activity inclusive of control, and performed on a daily basis, by any person who is a principal executive officer of the company, by whatever name that person may be designated, and whether or not that person is a director.

“Marketing Plan” means a systematic process of assessing SA-SAMS solution marketing opportunities and resources, determining marketing objectives and developing a thorough plan for implementation and control.

“Modernised SA-SAMS” means replacing the SA-SAMS systems with modern application development principles and runs on modern and state-of-the-art technology platforms and re-engineering and or enhancing the current business processes,

“Non-firm Price(s)” - means all price(s) other than “firm” price(s).


“Organ of State” - means a National Department or Provincial Administration as stipulated in Schedules 1 and 2 of the Public Service Act, Act 93 of 1994 (as amended).

“Person(s)” - refers to a natural and/or juristic person(s).

“Plan – Project, Stage and Team” means specifies the ‘what, when, how and by whom’ required to achieve an objective at a Project, stage, or team level all

“Prime Contractor” – means any person (natural or juristic) who forwards an acceptable proposal in response to this BID with the intention of being the main contractor should the proposal be awarded to him/her.

“Prince2® PRINCE2” (PRojects IN Controlled Environments) is a structured project management method and practitioner certification programme. PRINCE2 emphasises dividing projects into manageable and controllable stages.

“Product Description” means a describes the purpose, composition, derivation and quality criteria for a product

“Project Initiation Document” means a logical set of documents bringing together key information to start and to manage and control a Project.

“Project Product Description” means defines Project scope and requirements, customer quality expectation and acceptance criteria.

“Quality Management Strategy” means defines quality techniques, standards and responsibilities to be applied during a Project

“Quality Register” means a document that contains summary details of all planned and completed quality activities for the Project

“Rand Value” - means the total estimated value of a contract in South African currency, calculated at the time of invitations and includes all applicable taxes and excise duties.

“Risk Management Strategy” means describes goals, procedures, roles and responsibilities, tolerance, tools and techniques for applying risk management

“Risk Register”- means a record identified Project risks, their status and history

“Rollout toolkit” – means a templated rollout plan with all associated documents to assist the user to “self-roll-out” the system.

“Sandpit environment” - means the environment in which UAT and training of modernised SA-SAMS will be carried out. Refers to the testing environment that isolates untested code changes and outright experimentation from the production environment.

“Service Provider” means an individual or enterprise that renders a service (in terms of the approved interventions and/or activities to an approved beneficiary).

“SMME” – bears the same meaning assigned to this expression in the National Small Business Act, 1996 (Act No. 102 of 1996).

“Standard computer” means a laptop or desktop that uses a minimum of 32-bit operating system Windows 10 and Microsoft 2010, RAM 4.00GB.

“Sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a Project in terms of the contract.


“Subcontractor” - means any person (natural or juristic) who is subcontracted a portion of an existing contract by a Prime Contractor.

“Substantiating evidence” - means to prove the truth of or support with proof or evidence (screen dumps, letters from clients, manuals and functional brochures/marketing material.)

“Successful Bidder” - means the organisation or person with whom the order is placed and who is contracted to execute the work as detailed in the bid.

“Supplier Enterprises or Supply” means the applicant, as a supplier enterprise, must have a contract or tender to supply goods or services, for which contract/service the applicant requires business development interventions, training or tools, machinery and equipment, so as to enable the applicant to supply the goods or services, in terms of the contract/tender.

“Test Cases” means a test case in is a set of conditions or variables under which a tester will determine whether SA-SAMS system is working correctly or not and in accordance with the use cases.

“Test Plans” means the test plan and strategy that will be used to verify and ensure that the SA-SAMS solution meets its design specifications and other requirements.

“Training Plan” means the document will outline who will deliver the training, and when and where, the trainee needs to go to receive the system component of the training based on their user profiles and roles.

“Type A school” means a school that has a high speed reliable communication infrastructure to the SA-SAMS with and established local LAN.

“Type B school” means a school that has intermittent unreliable communication infrastructure to the SA-SAMS provincial data centre and an established local LAN.

“Type C school” means a school that has no communication infrastructure to the provincial SA-SAMS data centre. It will have access to stand alone desktop / PC that complies with minimum requirements and access to electricity.

“User” means an entity (parent, teacher, legal guardian, organisation, etc) applying to a school

“User Acceptance Certification” means the User Acceptance Certification is a document sign off by the user accepting the system to be according to the URS and is functioning optimally.

“User Requirements Specification” means the User Requirement Specifications defines the capabilities and functions that a System must be able to perform successfully to enable the business processes to be used by the user

“Work Package” means Contains information for creating one or more products, describing the products, the work and any constraints


ANNEX A.7: BIDDER SUBSTANTIATING EVIDENCE

This section is reserved for the bidder to provide information related to the substantiating evidence or comments in the format as required by the bid specification (e.g. text, graphical representation, diagrams, statistical reports, lists, reference letters, copies of product of solution documentation, certificates, licences, memberships, etc.).

Note: The evidence provided in this section will be used by the bid evaluation committee to evaluate the bid. Therefore, each piece of substantiating evidence must be cross referenced to requirements specification section.


ANNEX B: LOCAL CONTENT REQUIREMENTS (SBD 6.2) (This annex is not applicable)

DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR DESIGNATED SECTORS

This Standard Bidding Document (SBD) must form part of all bids invited. It contains general information and serves as a declaration form for local content (local production and local content are used interchangeably).

Before completing this declaration, bidders must study the General Conditions, Definitions, Directives applicable in respect of Local Content as prescribed in the Preferential Procurement Regulations, 2011, the South African Bureau of Standards (SABS) approved technical specification number SATS 1286:2011 (Edition 1) and the Guidance on the Calculation of Local Content together with the Local Content Declaration Templates [Annex C (Local Content Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to Annex C) and E (Local Content Declaration: Supporting Schedule to Annex C)].

1. General Conditions

1.1. Preferential Procurement Regulations, 2011 (Regulation 9) makes provision for the promotion of local production and content.

1.2. Regulation 9.(1) prescribes that in the case of designated sectors, where in the award of bids local production and content is of critical importance, such bids must be advertised with the specific bidding condition that only locally produced goods, services or works or locally manufactured goods, with a stipulated minimum threshold for local production and content will be considered.

1.3. Where necessary, for bids referred to in paragraph 1.2 above, a two-stage bidding process may be followed, where the first stage involves a minimum threshold for local production and content and the second stage price and B-BBEE.

1.4. A person awarded a contract in relation to a designated sector, may not sub-contract in such a manner that the local production and content of the overall value of the contract is reduced to below the stipulated minimum threshold.

1.5. The local content (LC) expressed as a percentage of the bid price must be calculated in accordance with the SABS approved technical specification number SATS 1286: 2011 as follows:

LC = [1 - x / y] * 100

Wherex is the imported content in Randy is the bid bid price in Rand excluding value added tax (VAT)

Prices referred to in the determination of x must be converted to Rand (ZAR) by using the exchange rate published by South African Reserve Bank (SARB) at 12:00 on the date of advertisement of the bid as indicated in paragraph 4.1 below.

The SABS approved technical specification number SATS 1286:2011 is accessible on http:/www.thedti.gov.za/industrial development/ip.jsp at no cost.


1.6 A bid may be disqualified if –

(a) this Declaration Certificate and the Annex C (Local Content Declaration: Summary Schedule) are not submitted as part of the bid documentation; and

(b) the bidder fails to declare that the Local Content Declaration Templates (Annex C, D and E) have been audited and certified as correct.

2. Definitions

2.1. “bid” includes written price quotations, advertised competitive bids or proposals;

2.2. “bid price” price offered by the bidder, excluding value added tax (VAT);

2.3. “contract” means the agreement that results from the acceptance of a bid by an organ of state;

2.4. “designated sector” means a sector, sub-sector or industry that has been designated by the Department of Trade and Industry in line with national development and industrial policies for local production, where only locally produced services, works or goods or locally manufactured goods meet the stipulated minimum threshold for local production and content;

2.5. “duly sign” means a Declaration Certificate for Local Content that has been signed by the Chief Financial Officer or other legally responsible person nominated in writing by the Chief Executive, or senior member / person with management responsibility (close corporation, partnership or individual).

2.6. “imported content” means that portion of the bid price represented by the cost of components, parts or materials which have been or are still to be imported (whether by the supplier or its subcontractors) and which costs are inclusive of the costs abroad (this includes labour or intellectual property costs), plus freight and other direct importation costs, such as landing costs, dock duties, import duty, sales duty or other similar tax or duty at the South African port of entry;

2.7. “local content” means that portion of the bid price which is not included in the imported content, provided that local manufacture does take place;

2.8. “stipulated minimum threshold” means that portion of local production and content as determined by the Department of Trade and Industry; and

2.9. “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing another person to support such primary contractor in the execution of part of a project in terms of the contract.

3. The stipulated minimum threshold(s) for local production and content (refer to Annex A of SATS 1286:2011) for this bid is/are as follows:


Description of services, works or goods Stipulated minimum threshold

_______________________________ _______%

_______________________________ _______%

_______________________________ _______%

4. Does any portion of the services, works or goods offered have any imported content?

(Tick applicable box)

YES NO

4.1 If yes, the rate(s) of exchange to be used in this bid to calculate the local content as prescribed in paragraph 1.5 of the general conditions must be the rate(s) published by SARB for the specific currency at 12:00 on the date of advertisement of the bid.

The relevant rates of exchange information is accessible on www.reservebank.co.za.

Indicate the rate(s) of exchange against the appropriate currency in the table below (refer to Annex A of SATS 1286:2011):

Currency Rates of exchangeUS DollarPound SterlingEuroYenOther

NB: Bidders must submit proof of the SARB rate (s) of exchange used.

5. Were the Local Content Declaration Templates (Annex C, D and E) audited and certified as correct?(Tick applicable box)

YES NO

5.1. If yes, provide the following particulars:

(a) Full name of auditor: ………………………………………………………(b) Practice number:………………………………………………………………………..(c) Telephone and cell number: ……………………………………………………………….(d) Email address: ………………………………………………………………………..

(Documentary proof regarding the declaration will, when required, be submitted to the satisfaction of the Accounting Officer / Accounting Authority)


http://www.reservebank.co.za/

6. Where, after the award of a bid, challenges are experienced in meeting the stipulated minimum threshold for local content the dti must be informed accordingly in order for the dti to verify and in consultation with the AO/AA provide directives in this regard.

LOCAL CONTENT DECLARATION(REFER TO ANNEX B OF SATS 1286:2011)

LOCAL CONTENT DECLARATION BY CHIEF FINANCIAL OFFICER OR OTHER LEGALLY RESPONSIBLE PERSON NOMINATED IN WRITING BY THE CHIEF EXECUTIVE OR SENIOR MEMBER/PERSON WITH MANAGEMENT RESPONSIBILITY (CLOSE CORPORATION, PARTNERSHIP OR INDIVIDUAL)

IN RESPECT OF BID NO. .................................................................................

ISSUED BY: (Procurement Authority / Name of Institution):

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

NB

1 The obligation to complete, duly sign and submit this declaration cannot be transferred to an external authorized representative, auditor or any other third party acting on behalf of the bidder.

2 Guidance on the Calculation of Local Content together with Local Content Declaration Templates (Annex C, D and E) is accessible on http://www.thedti.gov.za/industrial development/ip.jsp. Bidders should first complete Declaration D. After completing Declaration D, bidders should complete Declaration E and then consolidate the information on Declaration C. Declaration C should be submitted with the bid documentation at the closing date and time of the bid in order to substantiate the declaration made in paragraph (c) below. Declarations D and E should be kept by the bidders for verification purposes for a period of at least 5 years. The successful bidder is required to continuously update Declarations C, D and E with the actual values for the duration of the contract.

I, the undersigned, …………………………….................................................... (full names),do hereby declare, in my capacity as ……………………………………… ………..of ...............................................................................................................(name of bidder entity), the following:

(a) The facts contained herein are within my own personal knowledge.

(b) I have satisfied myself that:

(i) the goods/services/works to be delivered in terms of the above-specified bid comply with the minimum local content requirements as specified in the bid, and as measured in terms of SATS 1286:2011; and

(ii) the declaration templates have been audited and certified to be correct.

(c) The local content percentage (%) indicated below has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information


http://www.thedti.gov.za/industrial%20development/ip.jsp

contained in Declaration D and E which has been consolidated in Declaration C:

Bid price, excluding VAT (y) RImported content (x), as calculated in terms of SATS 1286:2011 RStipulated minimum threshold for local content (paragraph 3 above)Local content %, as calculated in terms of SATS 1286:2011

If the bid is for more than one product, the local content percentages for each product contained in Declaration C shall be used instead of the table above.The local content percentages for each product has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E.

(d) I accept that the Procurement Authority / Institution has the right to request that the local content be verified in terms of the requirements of SATS 1286:2011.

(e) I understand that the awarding of the bid is dependent on the accuracy of the information furnished in this application. I also understand that the submission of incorrect data, or data that are not verifiable as described in SATS 1286:2011, may result in the Procurement Authority / Institution imposing any or all of the remedies as provided for in Regulation 13 of the Preferential Procurement Regulations, 2011 promulgated under the Preferential Policy Framework Act (PPPFA), 2000 (Act No. 5 of 2000).

SIGNATURE: DATE: ___________

WITNESS No. 1 DATE: ___________

WITNESS No. 2 DATE: ___________

END OF SBD 6.2


LOCAL CONTENT TARGETS

The table below depicts the sectors/sub-sectors/industry goods that have been designated by the DTI with a minimum threshold for local content.

No. Sector/sub-sector/ industry Minimum thresholds for local content

Bid specification requirements designated by

DTI (indicate with “X”)

SITA local content target

(%)

1 Buses (bus body) 80%2 Textiles, clothing, leather and

footwear100%

3 Power pylons 100%4 Canned/processed vegetables 80%5 Pharmaceutical products:

OSD tender Family planning tender

70% volumes50% value

6 Rolling stock 65%7 Set top boxes 30%8 Furniture products:

Office furniture School furniture Base and mattress

85%100%90%

9 Solar water heater components 70%10 Electrical and telecom cables 90%11 Valves products and actuators 70%12 Residential electricity meter:

Prepaid electricity meters Post-paid electricity meters Smart meters

70%70%50%

13 Working vessels/boats (all types):Components

60%10%-100%
