TDR 64/2019: the Design, Supply, Delivery and Installation of an Electronic Records, Documents and Workflow System for Mossel Bay Municipality

Tender Summary:

TDR64/2019

2020-01-10 10:00

2020-01-24 12:00

Computer programming, consultancy and related activities, Computer Software Supply and License Management, Information and Communications Technology

Mossel Bay

Mossel Bay Municipality

Mossel Bay Municipality Tenders

MOSSEL BAY MUNICIPALITY


INVITATION TO TENDER


CLOSING TIME: 12:00 CLOSING DATE: 24 JANUARY 2020


TDR 64/2019: THE DESIGN, SUPPLY, DELIVERY AND INSTALLATION OF AN ELECTRONIC RECORDS, DOCUMENTS AND WORKFLOW SYSTEM FOR MOSSEL BAY MUNICIPALITY


Tenders are hereby invited from service providers for the design, supply, delivery and installation of an electronic records, documents and workflow system for Mossel Bay Municipal Area for the period 1 July 2020 to 30 June 2030. The tender is subject to the approval of a Section 33 process.


Tenders must be submitted on the original documents and remain valid for ninety (90) days after the closing date of the tender. Enquiries pertaining to the specifications can be addressed to Mr Joubert Coetzee at telephone (044) 606-5100. Enquiries pertaining to the completion of the documents can be addressed to Ms Unchin Kannemeyer at telephone (044) 606-5192.


A set of tender documents can be obtained at a non-refundable cost of R232 per set from Ms Unchin Kannemeyer who may be contacted at telephone (044) 606-5192 OR it can be obtained on our website at https://www.mosselbay.gov.za/tenders-available free of charge (follow the procurement-link). Payments must be made at the cashiers at the Mossel Bay Municipality’s Main Building, 101 Marsh Street on the Lower Ground Floor (seaside) prior to collecting the tender document and proof of payment must be submitted when collecting the tender document from the Supply Chain Management Offices, Plaza Aquada Building, 55 Marsh Street, Mossel Bay.


A compulsory site and information meeting which will take place at 10h00 on Thursday, 10 January 2020 at the Council Chambers, First Floor, Mossel Bay Municipality Main Building.


PLEASE ENSURE THAT ALL PARTNERS OF A JOINT VENTURE ARE CIDB REGISTERED AND ATTEND THIS COMPULSORY MEETING. FAILURE TO ATTEND THE MEETING WILL RESULT IN THE BID BEING NON-RESPONSIVE.


Please note: The Municipality prefer that Senior Company Staff members or Contract Managers attend the compulsory site meeting as the Scope of Works, the Design and the Tender Specifications will be discussed in detail along with the Execution phase expectations and possible amendments. It remains the Bidder’s responsibility to familiarise themselves with and fully understand the tender specifications to be able to submit a responsive tender.


Prospective bidders that arrive 15 (fifteen) minutes or more after the advertised time the meeting started will not be allowed to attend the meeting or to sign the attendance register. If a prospective bidder is delayed, he/she must inform the contact person before the meeting commence and will only be allowed to attend the meeting if the chairperson of the meeting, as well as all the other bidders attending the meeting, give permission to do so.


Fully completed tender documents must be placed in a sealed envelope and placed in the tender box on the Lower Ground floor (seaside) at the Mossel Bay Municipality Main Building, 101 Marsh Street, Mossel Bay by not later than 12h00 on Friday, 24 January 2020 or be mailed to reach the Tender Box, Mossel Bay Municipality, PO Box 25, Mossel Bay, 6500 before the specified closing date and time. The envelopes must be endorsed clearly with the number, title and closing date of the tender as above.


Bids will be evaluated on pre-qualification as set out in the tender document.


Bids will be pre-evaluated on following criteria and bids that score less than 35 out of 50 points will be considered as not responsive:


Pre-evaluation criteria and weight:

1. Relevant experience of company or legacy companies carrying a maximum weight of 20 points.

2. System Functionality carrying a maximum weight of 30 points.


Responsive bids will then be evaluated on the 80/20 or 90/10 Preference Points system as prescribed by the Preferential Procurement Regulations, 2017.


Receipts will be issued on request only for tenders handed in during office hours from Mondays to Fridays. Receipts will not be issued for tenders placed in the tender box after hours or which are received by mail.


The tender box will be emptied just after 12:00 on the closing date as above, hereafter all bids will be opened in public. Late tenders or tenders submitted by e-mail or fax will under no circumstances be accepted.


The Municipality reserves the right to withdraw any invitation to tender and/or to re-advertise or to reject any tender or to accept a part of it. The Municipality does not bind itself to accepting the lowest tender or award a contract to the bidder scoring the highest number of points.


It is expected of all Bidders who are not yet registered on the Central Supplier Database to register without delay on the prescribed form. The Municipality reserves the right not to award tenders to Bidders who are not registered on the Database.


ADV THYS GILIOMEE

MUNICIPAL MANAGER



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