RT3-2018...RT3-2018 BRIEFING SESSION Page 3 of 17 Response 4(1) The supplier is paid in advance and...

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

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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?

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 http://www.etenders.gov.za/content/supply-delivery-installation-commissioning-and-

maintenance-office-automation-solutions-state

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). 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 # 3.6.2 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?

http://www.etenders.gov.za/content/supply-delivery-installation-commissioning-and-maintenance-office-automation-solutions-state



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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. Adjustments should be made to ensure pay for use.

2. P12 #16.4 and 16.4.2.1 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, #16.4 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 # 16.4.2.2 – 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. P15 #17.3 – 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.

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

Ré surveys to be done: Do you envisage a total assessment of the entire existing fleet (i.e. 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?


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Response 4(7)

Yes but not in October 2018, probable over a period of 6months to a year. 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 18.2.3.

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


3rd 01-Oct-20 30-Sep-23 01-Oct-23 01-Oct-24 30-Sep-25


- Please confirm the date contracts will be extended to for the 24 month extension, see above table.

- 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 #18.6 Termination Rights

Should sub-contractors default on the service and we are penalized may we terminate their contract with

us? This would be contrary to Annexure B 4.4.2.(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


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11. P 20 #20.3.1 Pre-qualification criteria:

Please define 30% of total contract value i.e. does it include all rentals and or service charges or profit? 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 #20.9

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 i.e. as the

main contracting party.

Response 4(13)

The purpose of sub-contracting is to empower Black EMEs and QSEs for future sustainability of their businesses

that will be achieved through other Government initiatives. If the Sub-contractor is in a position to bid as a main

contractor, it means sub-contracting pre-qualification criteria for the main bidders will apply to them. Evaluation of

the main bidders will be according to the different groups, as an example a Distributor will not be evaluated with

a Re-seller.

Questions 5 from Nashua

1. Please may you assist us with the current MIF (Machines in Field) contracted through RT3, to date.

Response 5(1)

The RT3-2015 awarded machines are on the National Treasury‟s website on the Special Conditions of Contract,

please download the zip file. The web link is attached

http://www.treasury.gov.za/divisions/ocpo/ostb/contracts/default.aspx

a) Follow up Question: We however are looking for the total quantity of machines that government have

procured through RT3 to date.

a) Follow up Response: Please elaborate further on the reason for the requested information as it means I

must provide you with information for all suppliers on RT3-2015 including Nashua

b) Follow up Question: In essence, yes. However what we are trying to establish is what is the estimated

number of machines that will be procured per segment

b) Follow up Response: I understand, but with this type of commodity it will be a challenge to estimate the

number of machines as one of the objectives on the new contract is to optimise the existing machines

from 2012 and 2015 transversal contracts. Many of the Government institutions were not exercising the

option of extending the SLA for the additional 2 years and many were replacing machines after 36months.

http://www.treasury.gov.za/divisions/ocpo/ostb/contracts/default.aspx


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If an estimate was possible to do we would have availed that information on the Special Conditions of

Contract. The analysis undertook has shown that current machines can still be utilised (useful life and

beyond) but the analysis for optimisation will guide accordingly.

Question 5(2)

Please may you elaborate more on the “OEM Black Partner List” and what is required?

Response 5(2)

We anticipate partnering with the overseas Black Partners in terms of supervising the sub-contracting and other

elements. We therefore request to know the black partners of your overseas OEM‟s for that purpose

Question 5(3)

May you please advise if CERTIFICATION is required for the Shredders?

Response 5(3)

It is not required for shredders, see also page 6 of the briefing session minutes

Question 5(4)

As indicated during the engagements earlier in the year, most of OEM devices come with the following options:

i. Additional two-tray (1000 sheet) feeder; and

ii. Credenza

Most devices to be proposed require either one of these as MANDATORY to enable the device to be a free-

standing (on the floor) unit. In order to compare “apples with apples”, may we please assume that all OEMs will

have a CREDENZA as part of the standard unit mentioned under Section C1 of Annexure B?

Response 5(4)

The technical/scope of solution is being reviewed and an update will be provided as a response

Question 5(5)

Please advise if we are allowed NOT TO RESPOND to certain sections of the tender, i.e. The Shredders, without

compromising ourselves on the rest of the tender?

Response 5(5)

You are required to respond to any of the 4 categories of the technical specification/scope of solution or a

combination dependent on what your company offers as there are different suppliers for different equipment

Question 5(6)

May you please explain what you mean by the “Black Partners List” requirement – if this is the same as the EME

/ QSE to be used for 30% sub-contracting?

Response 5(6)

The overseas/international OEMs are not allowed to bid on their own unless they partner or it‟s through a partner

in South Africa. Therefore the section requires the black partners of your overseas/international OEM(s) in South

Africa as National Treasury requires to partner with them for oversight role on the sub-contracting.

Question 5(7)

1. Can you please explain how we envisage the pre-qualification criteria 20.3.1 to work?


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Response 5(7.1)

A main bidder is required to sub-contract for downstream activities. Main bidder is required to indicate the

services that the sub-contractor will perform

2. For most of government or state owned institution they only apply provisions of 4(1)(c) in relation to 9(1)

which refer to tenders with a value that exceed R30m.

Response 5(7.2)

It is advisable that you do not assume how the Preferential Regulations are applied because the application is

informed by the market analysis, what is feasible and the objectives of the transversal contract. An organ of state

can apply all the regulations of the Preferential Regulations based on the market analysis (industry structure and

what is feasible)

3. I understand that National Treasury has liberty to apply the prequalification criteria for whatever minimum

amount they deem fit.

Response 5(7.3)

The statement is incorrect, National Treasury as the custodian of the Preferential Regulations applies it the same

as any organ of state dependent on the commodity and all the analysis conducted through the strategic sourcing

process

4. Whilst not disputing what National Treasury can stipulate what is the prequalification criteria I do not see

how this can be enforced in a contract like RT3 for the following reasons.

The tender is a for a shopping list.

The tender does not a specific value

There is no guarantee of how many items a supplier can be awarded, even so what the need at which

location throughout South Africa

The „special conditions of contract‟ document attached is clear that the EME/QSE need to provide

activities like deliver, service, supply consumables and / recycle.

It is almost impossible to set up an entity or enter into a contract to full fill no 4 above without a clear

contract value, location and knowing exactly what you are tendering for. The subcontracting agreement

will work successfully and achieve the desired outcome of building sustainable businesses where there is

work of certain value in a specific area.

Response 5(7.4)

Your statement is noted however not necessarily true

5. Setting up an office that is fully equipped to service equipment at the expected level by the customer has

high overheads and therefore it becomes viable for a tender that has specific value in a specific area.

How for example can we have an entity that we will subcontract service of 5 machines in Umtata? And

achieve the required level of service?

Response 5(7.5)

Panel of supplier‟s contract or framework agreements do not guarantee any business as they are based on an

“as and when required” basis but they provide a ring-fenced opportunity for multiple suppliers. If the transversal

contract award was planned to be for a single supplier, as an industry you would be negative about it due to the

impact hence the opportunity is to share the contract.

Your opinion is noted, the Policy Chief Directorate that drafted the Preferential Regulations was consulted

including the implementation of the regulations and they are in support of the objectives.


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6. My question is I need guidance from your office of how do you see this working?

Response 5(7.6)

The sub-contractor(s) would contract with the main bidder understanding the nature of this commodity and the

contract terms and conditions. Through the business that the main bidder will obtain, the main bidder will ensure

the empowerment targets set on this transversal contract are achieved

7. Is there any reason that you have chosen not to apply this prequalification criteria per s9(1) and thus

make it applicable a contract of R30m value?

Response 5(7.7)

You have rightly put it on your point 2 above that there is no contract value for the transversal contract and hence

Preferential Regulation 9(1) is not suitable for this commodity

8. I could have a subcontracting agreement with multiple entities but in reality the actual subcontracting will

not be viable or practical due to only a few machines that I have managed to sell in a specific area.

Response 5(7.8)

Main bidder will strive to make the sub-contracting work as part of black supplier development

9. Do you expect 30% subcontracting on each and every transaction? If we sell 5 machines in 6 months 1 in

each province, do you expect 30% of this to be subcontracted?

Response 5(7.9)

No, 30% of your total contract value, meaning all the deals for the 36months and the 24months combined makes

the total contract value of your company on RT3. The 30% sub-contracting is a minimum that can be sub-

contracted but each deal will differ and you will sub-contract according to feasibility and throughout the contract

we will be tracking towards your total contract value. Therefore you can sub-contract more than 30%

10. Does it mean it that for the first 5 machines there could be no subcontracting because of the practicality;

however we could make this up over time when we sell more machines? Understanding of course that for

the period of the contract I have to have met the 30% subminimum. In essence this will not be tracked per

machine but for the total contracted machines to my entity?

Response 5(7.10)

Between the successful bidders we will discuss in depth of the practical elements of enforcing sub-contracting to

avoid postponement of sub-contracting based on unknown future business. If I were to agree on the first

statement, many other companies might use the reason for making up in future (which is unknown) and end-up

not sub-contracting if at the worst case only deals of 5machines are obtained during the contract and not more.

In essence you are right that for the contract period you need to aim at achieving a minimum of 30%. Where

more percentage can be achieved it would be better for EMEs/QSEs.

11. Please confirm when bidders will receive Annexure C – Rate of Exchange.

We also understand that price adjustments will be considered for new equipment/solutions procured

during the Transversal Contract period based on ROE fluctuations, however, please may you advise what

other price adjustments will National Treasury allow?

Are copy costs expected to remain fixed for the duration of the Transversal Contract period?


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If not, what should the copy cost price adjustment be based on, i.e. ROE, CPI, etc.?

Should new equipment/solutions be procured a year or two into the Transversal Contract period, will only

ROE price adjustments be considered or can we take into consideration other factors i.e. Increases from

International OEMS, CPI, etc.?

Response 5(7.11)

The commitment from the briefing session said today, 18 May 2018. Will communicate accordingly as it will be

uploaded on e-tenders where the bid is advertised. ? Let me respond to all price adjustment questions once you

have Received Annexure C

Question 6 from Maximise

May we kindly be allowed to bid for the open tender, we missed the briefing meeting yesterday because we only

saw that there was an open tender yesterday afternoon, this is a huge opportunity that we wouldn‟t like to miss

out on please consider our request.

Response 6

The briefing session was not compulsory. Kindly go through the Special Conditions of Contract and its supporting

documents to respond to the Request for Proposal

a) Follow up Question: Where can I be able to view all the information?

a) Follow up Response: Government tenders are advertised on etenders website, to access the bid

http://www.etenders.gov.za/content/supply-delivery-installation-commissioning-and-maintenance-office-

automation-solutions-state

Questions 7 from Panaromic Office Solutions

I was at the briefing for RT3-2018 i am already registered at CSD and have that MAAA number. How do i register

with national treasury so i can submit the tender electronically when the time comes?

Response 7(1)

In order to submit the response to the Request for Proposal, the details of submission are detailed on section 3.1

to 3.2 of the Special Conditions of Contract. Kindly go through the Special Conditions of Contract thoroughly.

Also the minutes show you how to register for the portal submission.

2. If we are not currently tendering on Any RT-3 tenders are we allowed to partake RT3-2018 tender cause I

have just heard that RT3 tenders work differently.

Response 7(2)

RT3 does not work differently, the difference that might be there is that it‟s a transversal contract that can be

used by any organ of State. Any company can bid for it otherwise it was not going to be through a competitive

bidding process.

You do not need to be on a previous RT3 to bid for RT3-2018




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Question 8 from SB Direct

If a supplier proposes to not bid for the Shredders and Duplicators will the supplier be disqualified or penalised in

any form?

Response 8

No the supplier will not be disqualified, you can bid for any of the categories on the technical specification/scope

of solution

Question 9 from Datacentrix Holdings

Is the mandatory drop down please confirm that the device need to meet this requirement and not as an option.

Response 9

This is a mandatory function that the device must have, bundled into the price. The wording means that the

option must be included in the price.

Question 10 from Rena Business Solutions

1. As per Phase 1 Section 20.2 : Bullet 6, Are OEM allowed to tender parallel with their dealers they

support? And if so, how would National Treasury treat the bids e.g. pricing and support is given from

OEM‟s.

Response 10(1)

South African OEM‟s (if any) can bid parallel with the dealers but each group will be evaluated separately, as an

example Distributors will be evaluated separately from Sub-distributors and Re-sellers. The pricing submitted will

be the price for the entire contract period for each group.

Emphasis is put that the overseas or international OEM‟s cannot tender except if partnering with a South African

company (JV etc.)

2. As per Phase 1 Section 20.2 : Bullet 8: Sub bullet 4 & 5. Is the UIF compliance and CF compliance

mandatory on date of submission or could be submitted at a later stage of evaluation?

Response 10(2)

All the requested documents as per section 20.2 are required with the response to the RFP at the closing date.

Mandatory documents are clearly marked and it is always a good practise to respond to all the requirements of a

bid as stated


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3. As per Phase 1 Section 20.2 : Bullet 8: Sub bullet 5. Is Compensation Fund (CF) compliance applicable

to RT3 2018 Transversal Contract?

Response 10(3)

Yes it is applicable. The Compensation for Occupational Injuries and Diseases Act applies to all employers.

Anyone who employs 1 or more workers must register with the Compensation Fund and pay annual assessment

fees.

4. In a situation where the OEM is bidding alongside its BEE partner and the dealer which they support, how

will it affect all three of us when it comes to pricing adjudication?

Response 10(4)

An OEM will not be competing with a Re-seller it will be competing with other OEM‟s. The overseas/international

OEM‟s will not be allowed bidding unless it has partnered with an SA partner. Therefore the bidders of the

contract can be any South African company that will be in a position to fulfil the requirements of the RFP.

5. Would it be correct to say that the OEM is considered the distributor, the BEE partner the sub distributor

and the re-seller the dealer as per the above question.

Response 10(5)

Within the industry, these names are used interchangeably and therefore the contract is open for South African

Distributors, Sub-Distributors, Re-Sellers and whatever name is used within the industry. Key is that each

category will compete on its own (e.g. Re-sellers will compete with Re-sellers)

6. Please note that we cannot produce the Letter of Good Standing with the bid document as required on the

closing bid date pending Audit for ROE which the Department of Labour-Compensation Fund is still

assessing. With that in mind can we submit a clarification letter for the Department of Labour regarding

COID?

Response 10(6)

There are 14days left before closing date, maybe the situation would have changed

a) Follow up Question/Statement: Yes we are hoping so, in the interim we will personally visit their offices

to see how we can expedite the process.

Question 11 from Lexmark

1. Please will you confirm how the Exchange Rate increases / decreases will be applied throughout the

duration of this contract? Will it continue to be revised annually or quarterly or only after a specific %

increase?

Response 11(1)

Annexure C will be issued the latest on Friday, 18 May 2018 with more details on how the exchange rate

increases/decreases will be applied

2. How many products will be selected / awarded per segment and per prime contractor?


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Response 11(2)

The aim of the transversal contract is to enhance competition by awarding an office automation solution to a

number of suppliers within the panel and not necessarily a solution to 1 supplier. Although the outcome of the

RFP responses will determine the final award of products/solution

Question 12 from AZ Trading

Further to the briefing session on 07 May 2018, please could we raise the following questions, based on the

Shredder requirements / specifications?

1. RT3- Technical Specs- Item Shred 6 Shredding, 50 page capacity, Din P-3- , the specifications are too

close to Shred 7 (50 page, Din P4). There are also very limited resources in manufacturing for Din P3, on

this volume scale. Could either Shred 6 or Shred 7, be reclassified as a lower volume machine, ie 35-40

page?

Response 12(1)

The technical/scope of solution is being reviewed and an update will be provided

2. Local Content - We notice that there is no provision for local content, ie, Shredder bags, Shredder Oil.

Would this not be advantageous?

Response 12(2)

Based on the Request for Information as part of the analysis, it was only Service and Maintenance that could be

sourced locally hence the ring-fencing was not done for shredder bags and oil. We will advise if they are

considered for local content or not

3. Point B.3b) - End-user training (once-off) of at least 1 hour for 5-10 users- what happens in the case

where we deliver to stores at head office or Provincial level and the units is distributed by the SCM

department/Stores to other provinces offices at a later stage?

Response 12(3)

If delivery is at the stores, the institution will arrange with supplier for training the ultimate end users (once

off training for costing),

thereafter each supplier should make a video self-online training (as in u-tube) available to each institution

(to cater for new users)

4. Special Conditions of Contract for Rt3-2018- 17.3 Bidders to provide detailed proposal on the

implementation roll-out methodology and plan for phase 1-3 below. Is this applicable to Shredders?

Response 12(4)

No, it is not applicable

5. Figure 1- page 16 of 42 is more applicable to office automation companies than shredder suppliers, as

we don't normally do analyses of historical equipment usage according to the provide weights this

account to 30% of the evaluation process. What information is required for the shredders suppliers in their

implementation plan?


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Response 12(5)

Page 31 of 42 number 2 specifies the evaluation requirements for Shredders. We will provide a revised table for

Phase 3b specifically for shredders to clarify the evaluation elements especially on the implementation proposal

by 18 May 2018

6. SBD-1 page 02, form does not have an allocation for a once off purchase structure.

Response 12(6)

Page 2 of the SBD 1 refers to models and shredders do not have models and are a once-off purchase meaning

the selection applies to rental. Will also clarify to bidders

Question 13 from Thikho Technologies

1. Can we meet to discuss more SMME component in this contract?

Response 13(1)

It will be appreciated if you can communicate in writing all the concerns you have regarding the SMME

component of this contract as it is one of the conditions of this transversal contract to address all concerns in

writing.

2. The way it has been done, it limits the component to of black participation especially on the SMME.

Response 13(2)

For your information, National Treasury embarked on a Request for Information in November 2017 that was

advertised on the one platform of Government tenders (www.etenders.gov.za) to close the gaps identified on the

previous RT3 transversal contracts. Attached is the Request for Information for your attention, especially

questions 6.9 to 6.19 that has shaped how the black participation on this contract was formulated. 21 responses

were received from the market but your company did not respond. All respondents were invited to discuss their

responses including the black economic transformation of this industry as asked on the Request for Information.

You also need to be aware that this RT3 contract has been in place for around 30 years and no black

participation has taken place as it has always been evaluated on Price and B-BBEE Level. It is the Request for

Information process that allowed all consultations to address any matters as it is an informal process of gathering

information.

The black participation on this contract is informed by the market analysis conducted for this commodity, of which

the Request for Information forms part of. The Preferential Procurement Regulations 2017 have been applied

and through the consultation within National Treasury from the Policy unit, some empowerment targets had to be

removed because it was double dipping. For an example, to address black ownership and black economic

empowerment within the current industry, that portion had to be removed from the RFP because the BEE score

card covers or let me say the companies get measured through the BEE score card on those elements. I can

share other examples that had to be removed because the structuring of black participation on contracts is

required to be within the ambit of the Preferential Procurement Regulations 2017

3. I don‟t understand which responses are you referring too? The attached RFI has closed in 15 December

2017. I would be happy to have a meeting with you anytime this week before this contract closes.

Response 13(3)

I am advising you that the Request for Information process was for that purpose of consulting and understanding

what can be done on this industry in terms of black participation. That process yielded the Request for Proposal

that we are currently on.

http://www.etenders.gov.za/


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4. As per my initial email, I requested a meeting with you and your team before this contract closes. It can‟t

be right that black SMME are treated as an afterthought when white business are benefitting from

government contracts. This legacy contracts must benefit our black SMME directly not as a co-partner to

white firm, until when will this status quo remain? It can‟t be right that because SMME didn‟t respond then

they must be marginalised

Response 13(4)

You seem not to understand my response that we (National Treasury, SITA and Provincial Treasuries) have

already engaged the market extensively on the black empowerment initiatives on this contract through the

Request for Information process of last year and other many individual consultations within Government itself on

the subject.

It is unfortunate that your company did not see the advertised Request for Information to respond to it in

addressing such black empowerment matters. I request that you read through the Request for Information

document so you can understand the drive taken to transform this RFP as you believe it‟s an afterthought.

The team (across South Africa) has prioritised the black empowerment on this contract based on how the market

is structured informed by a thorough market analysis.

You welcome to share your concerns in writing in order they can be addressed as a condition of this RFP. I will

be not in a position to create a dialogue on the matter but will appreciate any concerns regarding the RFP in

writing for addressing and sharing to all as committed on the 18th. The sharing of questions to all bidders assists

others when responding in cases the questions raised were not thought of by another bidder.

I will appreciate if you can respect the RFP process and allow your concerns to be addressed as requested

The request is for any company interested in bidding for RT3-2018 to ask any questions in writing and responses

will be provided. I shared you a journey of how the structuring of the RFP came about

5. During the briefing session, I asked about SMMEs and someone responded that this contract wasn‟t

made with SMME in mind and that can‟t be right.

Response 13(5)

Your statement is incorrect, kindly refer to the briefing session minutes section 5 on page 9 as attached

yesterday as the purpose of this contract on black economic empowerment is the opposite of your statement

6. Presently as black SMME we can‟t do business with private companies and now even our government

don‟t think of us, something is wrong and what we are requesting is to be given a chance. We have the

skills and knowledge to do the job but this field can‟t be level.

Response 13(5)

Kindly refrain from making statements without the facts of the plans of National Treasury on empowerment of the

subcontractor‟s. Through the market analysis the limitations of SMMEs in this industry are known and National

Treasury has initiatives with other Government institutions on how to uplift SMMEs.

7. Thanks for sharing the RFI, Thanks I read it but on the RFP the black empowerment initiative is only as a

partner? Basically what treasury is saying to all South Africans is that, black empowerment in terms of

SMME will only be welcomed as a 30% partnership only, how regrettable. Treasury must champion the

black SMME better than that. I will be available to meet you and further discuss this thorny issue with you.


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As the President said during SONA, that SMME will be given first priority on state contracts, that‟s why I

decided to engage you. I apologise to make this issue a dialogue, it wasn‟t my attention.

SMMEs must take precedence on legacy contracts; this is the same fight we are taking to SITA contracts

too. All these big companies in these current contracts have already has their own SMME component and

owns by the same company and the contract will revolve around same people every time. We are just

requesting a voice then a chance in this contract as a black South African SMME

Response 13(7)

For 30 years nothing on black empowerment was done on this contract and it is now that black empowerment is

enforced on this contract. It is also indicated on the briefing session minutes that they will be monitored to ensure

upliftment. We will be waiting for your concerns for addressing. Thank you

8. Kwanele, can we meet urgently, please. I can come to your office. Thanks for your positive response

Response 13(7)

Kindly provide the elements for discussion

Question 14 from HP South Africa

MF6/c has an output capacity of 250 sheets.

MF7/c & 8/c has an output capacity of 1000 sheets. This is a huge jump from 250 to 1000. Industry standard

output would be 500 pages even for category 6. In order to have 1000 sheet output vendors will need to attach

an output stacker, thus increasing the price significantly. In our case it would be a 3000 sheet output stacker.

Please could you review the output capacity and rather let the purchaser decide on what output device they

would want (if required). With the adoption of Pin or Follow me a high output capacity is no longer a big

requirement.

Response 14

The technical/scope of solution is being reviewed and an update will be provided as a response

Question 15 from Office Technologies / Olivetti

1. Where can we find the machine specifications or are they part of information that will be sent on the 18th?

Response 15(1)

A document named 4 Annexure B Phase 3a Functionality Requirements as advertised

2. For first time bidders representing brands that have never participated in the RT3 before, can they be

allowed to add new BBBEE compliant sub-contractors during the contract term or at least the first 8

months of the contract? It is important for proper selection, grooming and the empowerment of carefully

selected committed people are empowered through this contract and we need to avoid a rush-through

approach because of submission deadline.

Response 15(2)

Previous brands do not define RT3-2018. All bidders must adhere to section 20.2 Phase 2 Pre-

Qualification Criteria and if no compliance the bidder will be disqualified and not evaluated further. Sub-

contractors provided will not be changed for the contract period


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3. Can new participants also be allowed time to certify their products provided it is done before the final

appointment of the successful panel of bidders?

Response 15(3)

At bid closing a certificate is required or proof thereof that the equipment has been submitted/in the process of

certification

4. For the rental and copy click pricing model, are we allowed to use rental finance sub-contractors that are

B-BBEE level1 to finance and bill for rentals whilst the main appointed remains accountable?

Response 15(4)

The transversal contract will appoint main bidders who can supply printing solution and sub-contract for

downstream activities. What happens in the background is between the main bidder and third party or parties

5. Please advise on how we can submit the alternative offer to the above?

Response 15(5)

As indicated during the briefing session that should you believe the requirements are limiting your response and

believe you can provide an alternative proposal in addressing the requirements, an alternative proposal clearly

marked can be submitted. It is not mandatory to submit an alternative proposal.

6. Should we make duplicates of the attached or is there a pre-determined manner of submitting this offer?

Response 15(6)

No, there isn‟t hence it‟s an alternative proposal addressing the requirements of the bid

7. The document calls for a sealing price, with the MPS model to price on in mind. How do we price correctly

on the software licences without knowing the number of users or can we perhaps all have a set number

(benchmark) to use for price evaluation purpose?

Response 15(7)

As this is a request for proposal, for MPS we have indicated what the solution should cover based on our needs.

The expectation is that your response will inform us how you will provide the MPS solution including how you

intend to price for it.

8. Does NT have some kind of indication regarding quantities that might be required per item category

perhaps based on previous RT3‟s?

Response 15(8)

In this type of a commodity, estimated quantities might not necessarily assist you because the rentals run for a

period of 36 with the extension period of 24 months. As example there are still rentals running from RT3-2012

(6years after transversal contract expired) because a rental taken on the last month of RT3-2012 in September

2015 will run up to 2020 (considering the extended 24 months period). The example aims to illustrate that an

institution that with rentals from 6years ago might still not be in need of equipment, hence we did not provide any

estimates of quantities on the special conditions of contract

We also aim to award an item to more than one bidder but the responses will depict the final outcome.


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Question/Statement 16 from Bytes

We must advise that Bytes is represented through its dealer network in several areas where the roll out and on-

going maintenance will take place.

Bytes and the individual dealers have a “Dealer Agreement” concluded between them which contains

comprehensive terms and conditions that ensures compliance with Xerox‟ exacting standards and covers every

aspect of Xerox‟ presence in the allocated territory. These agreements are, by their very nature, voluminous and

the inclusion of full copies of these documents may render the tender submission unnecessary bulky and

unwieldy, particularly in terms of an electronic submission.

The contents of these agreements are standard and may vary from Dealer to Dealer in minor respects only other

than the identification of the allocated territory. We respectfully request that for purposes of this tender we supply

a confirmatory letter from each dealer acknowledging their appointment as a Dealer and we supply a sample

contract which will reveal the terms and conditions of the appointment of each Dealer.

Response 16

Your request is noted, will revert and advise accordingly

Question 17 from Livityict

Are we allowed to bid only for 2(two) MFP?

Response 17

You can bid for any category (1 to 4) or a combination. Depending on what your company offers

END

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