RT3-2018 - National Treasury

1 BRIEFING SESSION QUESTIONS AND ANSWERS RT3-2018 SUPPLY, DELIVERY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF OFFICE AUTOMATION solutions TO THE STATE FOR THE PERIOD 7 MAY 2018 RT3-2018 BRIEFING SESSION Page 2 of 17 SOME QUESTIONS RECEIVED DURING THE BRIEFING SESSION It was a request that the questions raised during the briefing session be submitted in writing to ensure responses are provided accordingly These are some of the questions raised during the briefing session but not received in writing: 1. Speed of devices not aligned to the volumes, 2. Specification of shredders based on straight cut but security is based on a cross-cut, 3. No space for pre-paid on the technical specification/scope of solution, 4. Is sub-contracting per province?, 5. Will National Treasury be paying sub-contractors direct or it will be the main bidder?

2 ALL WRITTEN QUESTIONS RECEIVED TO-DATE Question 1 from Amaphosa Amahle Project, Vukokuhle Holdings, Thikho Technologies, 3DR, Nine Rock Group, Lesenyeho Builders, With reference to the above-mentioned tender, we kindly request that you forward us the bid document via e-mail as we were unable to locate it on the website/links advertised. Response 1 Government tenders are advertised on etenders Please access the bid at Question 2 from Unknown Company Is this for a 3 year RENTAL period or its RT3-2018 supply, delivery, installation, commissioning and maintenance of office automation solutions to the state for the period 1 October 2018 to 30 September 2021? Response 2 Yes it is for a 3 year rental period Question 3 from SAGE Platinum Reseller We are interested in bidding for the office Automation system, may you please assist by clarifying if the Office Automation system required is an Enterprise Resource Planning system (ERP).

3 If possible may you please advise on its basic function so that we know if we have any system that suits your requirements? Response 3 The transversal contract is not for an office automation system but for office automation solutions (printers with software and accessories). For more details on the requirements please see the Special Conditions of Contract Questions 4 from Konika Minolta South Africa 1. P 6 # Pre-paid How / when do we balance pre-paid billing? Will the adjustment be allowed every quarter based on the prior quarter s actual click usage? RT3-2018 BRIEFING SESSION Page 3 of 17 Response 4(1) The supplier is paid in advance and therefore there are no monthly invoices to be issued. It can be a matter of reconciling the credits given versus the usage.

4 Adjustments should be made to ensure pay for use. 2. P12 # and point 3 Can a single tenderer tender on more than one brand for the same machine specification? If not can a tenderer tender different brands for different provinces/regions? Response 4(2) Yes on both questions 3. P12, # The 2 models Can we tender on both options? Per Annexure B1, the cost elements are exactly the same so from a tendering point of view would it be more advantageous to tender on the MPS model. Response 4(3) Yes 4. P14 # MPS If we tender on this may we sub-contract the service of competitors equipment? Response 4(4) It is a requirement that you indicate what you are sub-contracting, each sub-contractor (if more than 1) must be shown the services/goods they will provide 5.

5 P15 # buy-back of equipment Would the correct term here not be Settlement instead of buy-back. If required, could the settlement/ buy-back be financed into the new solution? Response 4(5) Buy-back is the correct term as it refers to non-RT3 participants who may have procured equipment and on participation as part of optimisation you can decide to buy the existing equipment for a provision of an optimal solution. With RT3 participants, there can be no settlement but optimisation as the settlement of existing rentals will suffice to wasteful expenditure 6. P 16 SCM reports to NT on selected proposal Won t the cycle be too long for urgent installations? Will this not cause participants to rather opt not to go RT? Response 4(6) The submission/reporting of the final proposal installed/to be installed will be the responsibility of the participant.

6 The purpose is to close the gap of participants not procuring as per their needs but based on other factors like availability of budget etc. 7. P16 Roll out Plan R surveys to be done: Do you envisage a total assessment of the entire existing fleet ( RT3 2012 and RT3 2015) in October 2018 or as and when Departments place orders on RT3 2018<; Will physical addresses of all RT3 machine installations be provided? Will machine history of 3rd party machines be made available? How long are Phases 1& 2 expected to take? Can orders under RT3 2018 be placed whilst these assessments are being undertaken / completed? RT3-2018 BRIEFING SESSION Page 4 of 17 Response 4(7) Yes but not in October 2018, probable over a period of 6months to a year.

7 Yes, also as and when they place orders as the analysis will be the first step in the procurement process. The provision of information about the existing equipment will be provided and proper planning will take place with the successful panel of bidders. Yes, orders from RT3-2018 will continue whilst assessments of older rentals take place. 8. P17, #18 Duration of Contract We have a query regarding the end dates, contracts starting in the 3rd year (Oct 2020 to Sept 2021 would end Sept 2023 to Aug 2024 and not Sept 2023 as per Taken in Year Start date End date (36 months) Extension - Year 1(from) Extension - Year 2 (from) Extension End date 1st 01-Oct-18 30-Sep-21 01-Oct-21 01-Oct-22 30-Sep-23 01-Sep-19 31-Aug-22 01-Sep-22 01-Sep-23 01-Aug-24 2nd 01-Oct-19 30-Sep-22 01-Oct-22 01-Oct-23 30-Sep-24 01-Sep-20 31-Aug-23 01-Sep-23 01-Sep-24 01-Aug-25 3rd 01-Oct-20 30-Sep-23 01-Oct-23 01-Oct-24 30-Sep-25 01-Sep-21 31-Aug-24 01-Sep-24 01-Sep-25 01-Aug-26 - Please confirm the date contracts will be extended to for the 24 month extension, see above table.)

8 - Is the aim to have all RT3 contract ending in the same year? If Yes, would this not be a challenge for the following RT3 tender requiring the replacement of all devices within the first 12 month period of the new tender. Response 4(8) The aim in RT3-2018 is to have all contracts not ending beyond the 24months extension period, which is September 2023 with the exception of contract that would commence in the last year of the transversal contract, as an example of a worst case scenario, a contract that will commence in September 2021 will end Aug 2024 and will not be extended for the additional 24month. In summary there should not be a contract of RT3-2018 beyond August 2024. 9. P 17 # Termination Rights Should sub-contractors default on the service and we are penalized may we terminate their contract with us?

9 This would be contrary to Annexure B (P34). Response 4(9) The aim of this transversal contract is also to have partnerships. Termination of contracts either for main bidder or sub-contractor will not be an easy thing but a remedial process should be followed to get to the point of penalising. 10. P18 Participants For participants, other than State Departments, will participation be subject to financial approval by the service providers/? Response 4(10) All spheres of Government are allowed to participate on the transversal contract. As bidder s, your own processes of vetting is not prohibite RT3-2018 BRIEFING SESSION Page 5 of 17 11. P 20 # Pre-qualification criteria: Please define 30% of total contract value does it include all rentals and or service charges or profit?

10 If rentals are included, are there any qualifying service providers offering rental financing of equipment? Response 4(11) A contract value for RT3-2018 includes rental and all relevant services in providing a printing solution to a participant. The total contract value for any bidder on the panel cannot be quantified at the beginning but at the end of the transversal contract. During the contract, there will be reporting and meetings that will include the tracking of the 30% sub-contracted value. The 30% is a minimum and main bidders can exceed the threshold. 12. P24 # Is there any further clarification as to when the Cost Price Adjustment (Annexure C) will be provided? Response 4(12) It will be published on the 18th of May 2018 13. May a company we are proposing as a sub-contractor, also submit a tender in their own right as the main contracting party.