Procurement

Annexure 1 - SABEN Terms and Conditions of Purchase v2.0.pdf

Annexure 2 - SABEN TCCP ROUND 2 RFP 0005_2023 Equipment and Delivery Pricing.xlsx

Annexure 3 - SABEN TCCP WiFi Round 2 Equipment Supply Declaration by Proposer.pdf

SABEN TVET Wi-Fi ROUND 2 RFP 0005_2023 Bulk Equipment 26 May 2023 V3.pdf

Q&A - TCCP Campus Wi-Fi - ROUND 2 Equipment Supply RFP number: SABEN 0005/2023

Q: As the current fluctuations are in some cases way in excess of the low bidder margins for an RFP where price is a main criteria, we would respectfully want to request that SABEN consider the  option of allowing bidders to quote at the exchange rate of the closing date of the tender (or publish date) and to allow exchange rate adjustments on the foreign component only,  on the date of order to the successful bidder.

A: It is confirmed that fixed pricing is required, as specified in the RFP.

Q: We would like to request a one–week extension if possible?

A: No extension will be permitted.

Q: Are there existing Fortigate devices installed at the sites in the tender?  If they are not installed at all the sites, then how many sites do have Fortigate devices installed?

A: They all have Fortigates.

Q: Noted that the RFP  indicates firm pricing (we assume this means no exchange rate order variation will be allowed).

All quotations from suppliers is 100% firm if it is local content,  but any imported content is based on firm Foreign Currency pricing, however it  is still affected by the exchange rate variations to the Rand that may occur until the date of order. This is especially of importance in the current environment where the rates have been extremely volatile over short periods.

We fully understands the requirement and objectives of SABEN’s request for fixed pricing, but that can only be achieved by  using expected future currency exchange rates on the date of order, resulting in bidders having to still take a risk as that exchange rate cannot be guaranteed. It is also dependant on the maximum time period from tender submission until the actual order received. It will also result in bidders using different exchange rates in their quotations making comparing prices on an equal basis even more difficult.

There is an option of using a forward cover rate on the date of quotation (for say 30 or 90 days) but this require a committed order – In the case that the bidder is not successful the forward cover can be cancelled but then the bidder is still liable for the variance amount on the date of cancellation to the date of the forward cover taken.

As the current fluctuations are in some cases way in excess of the low bidder margins for an RFP where price is a main criteria, we would respectfully want to request that SABEN consider the  option of allowing bidders to quote at the exchange rate of the closing date of the tender (or publish date) and to allow exchange rate adjustments on the foreign component only,  on the date of order to the successful bidder.

This will allow SABEN to compare all prices on a fair and like for like basis. It also have the benefit of, should the exchange rate be lower on the date of order, the cost can be adjusted downwards to the benefit of SABEN.

Your confirmation on receipt of this email will be appreciated.

A: Please be advised, a question was receive from your organisation via the queries@SABEN email address and the answer was posted on 2 June 2023 on the identified website.

 Please note, as per RFQ

8.3         Any other contact with SABEN personnel involved in this RFP is not permitted during the RFP process other than as required through existing service arrangements or as requested by SABEN as part of the RFP process.

Q: Please assist with the following clarifications questions:

-              Will this be a swop out of existing indoor / outdoor AP’s?

-              No request for UTP CAT6 data points for wifi equipment? There are however CAT6 patch panels requested, hence the reason if this replace existing equipment.

-              No Fibre requested, Will all cabinets for wifi / data points already be interconnected?

-              SFP’s requested 1456, Indoor APs 1459, outdoor AP’s 563 – are these quantities based on Heat maps? Any heatmaps available for location of AP’s

-              Will each cabinet get a UPS? Number of cabinets - 728, number of UPS’s – 59.

-              Number of outdoor AP’s – 563, number of Poles / Outdoor AP mount – 303?

-              Trellidor – will this be for a single or double door

-              No routing provisioned for AP mounts, all routing already available from cabinet to AP mounting position?

-             We can see a controller required per site / building in a campus, is it for WAN?

Q: As per below can we add a “rate card” for optional items?

No logistics provisioned in pricing schedule; no items can be added to quote template.

No travelling, installations etc requested: Please refer to the below.

A: As per the published RFP, the window for queries regarding RFP 0005/2023 is closed:

8.1.3 Be accepted by SABEN up until 15:00 on 7 June 2023.

Q: Please can you assist with the following feedback/ response:

1. Section 11: The equipment provider confirms that the equipment items delivered are donated to the INSTITUTION by the TCCP project. Please can you clarify what this means, for a supplier/ partner who is responding to this tender?

1. point 3.3.4– Non-firm prices (including prices subject to rates of exchange variations) will not be considered. Would the bidder be given a chance to requote upon issue of PO based on ROE? (The ROE is unstable at the moment)

A: As per the published RFP, the window for clarifications on RFP 0005/2023 has closed:

8.1.3     Be accepted by SABEN up until 15:00 on 7 June 2023.

Awarded Service Providers:

Liquid Intelligent Technologies: UPS’

In2IT Tech: Cabinets; Switches and SFP’s

Elimu: Security Gates; AP’s and Controllers

Dido: Mounting Masts