1. Fasset Vendor Briefing Session FAS/ET/EXE/ICTSYSTEMS/CON01002
06 August 2018
FAS/ET/EXE/ICTSYSTEMS/CON01002

2. Fasset Briefing Session
FAS/ET/EXE/ICTSYSTEMS/CON01002
AGENDA

3. Agenda 10:00 – 10:30 Registration and Welcome 10:30 – 11:00
Fasset Briefing Session
FAS/ZS/MCD/PRSERVICES/CON941
10:00 – 10:30
Registration and Welcome
10:30 – 11:00
COMPULSORY:
General Guidelines To Tendering With Fasset
11:00 – 12:00
Technical specifications: FAS/ET/EXE/ICTSYSTEMS/CON01002
12:00 – 12:30
Questions

4. General Instructions to Bidders
Fasset Briefing Session
FAS/ET/EXE/ICTSYSTEMS/CON01002
General Instructions to Bidders

5. General notes related to the Briefing Session
Instructions
Fasset Briefing Session
FAS/ZS/COMM/TTL/CON765FAS/ZS/COMM/TTL/CON765
General notes related to the Briefing Session
Attendance registers: Each bidder MUST complete and sign the Attendance register.
In addition to the signed register, each bidder will be issued with a colour-coded letter of attendance with a Fasset stamp and a Fasset signature.
This letter of attendance must be included in your original copy of your bid submission!
Minutes of the briefing session will be ed to all attendees next week.
Please leave your business card with a FASSET Representative.
FAS/ZS/COMM/TTL/CON765
FAS/ZS/COMM/TTL/CON765

6. General notes related to the Briefing Session
Instructions
Fasset Briefing Session
General notes related to the Briefing Session
Bidders are reminded: Telephonic requests for clarification will NOT be accepted. Any clarification required by a bidder regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the bid is to be requested in writing via from Bomkazi Mnombeli
A reply will be forwarded within three (3) working days. All questions and answers will be published on the Fasset website as appropriate and s will be sent to all prospective bidders after the cut-off date, for queries, i.e Friday, 17 August 2018.
The bid reference number should be quoted in all correspondence.
 - FAS/ET/EXE/ICTSYSTEMS/CON01002

7. Instructions
Fasset Briefing Session
CONDITIONS AND INSTRUCTIONS THAT BIDDERS NEED TO TAKE NOTE OF:
One (1) original plus four (3) hard copies of the bid and a soft copy with the pricing schedule and invitation to bid in a separate envelope, i.e. four(4) documents and a soft copy handed in/delivered to the address on the bid document.
Only bids that are submitted as one (1) original plus four (3) hard copies and a soft copy with the pricing schedule and invitation to bid will be accepted as valid and responsive. The original and copies will be distributed to the tender evaluation panel, and must contain the same information and must all be neatly marked and professionally presented.
NB: Bidders must indicate on the cover of each document whether it is the original or a copy. Copies must be numbered, e.g. Copy 1.

8. Instructions
Fasset Briefing Session
CONDITIONS AND INSTRUCTIONS THAT BIDDERS NEED TO TAKE NOTE OF:
Bids should be submitted in a sealed envelope, marked with:
Bid number FAS/ET/EXE/ICTSYSTEMS/CON01002
Friday, 24 August 2018 (at 11:00).
The name and address of the bidder
Documents submitted on time by bidders shall not be returned.
Bids received late shall not be considered. A bid will be considered late if it arrived even one second after 11:00 or any time thereafter. The tender (bid) box shall be locked at exactly 11:00 and bids arriving late will not be considered under any circumstances. Bids received late shall be returned unopened to the bidder. Bidders are therefore strongly advised to ensure that bids be despatched allowing enough time for any unforeseen events that may delay the delivery of the bid.

9. Instructions GENERAL CONDITIONS OF CONTRACT
Fasset Briefing Session
FAS/ZS/MCD/PRSERVICES/CON941
GENERAL CONDITIONS OF CONTRACT
The General Conditions of Contract must be accepted. The GCC can be downloaded from the Fasset website. Please refer to link below:
SECTION A
Please note Section A should NOT be submitted with the proposal. The following areas are included to guide your proposal.
BACKGROUND
BID SUBMISSION INSTRUCTIONS
PRE-QUALIFICATION CRITERIA
CONTRACT FORM

10. To be completed and submitted as part of the proposal
Fasset Briefing Session
SECTION B
To be completed and submitted as part of the proposal

11. Section B – Compliance Documents
Fasset Briefing Session
Section B – Compliance Documents
Special Conditions accepted and signed on all pages, any deviation to be indicated on the last page.
POPI Act Consent
Declaration of Interest – include director details in full
Declaration of bidders past SCM practices
Certificate of Independent Bid Determination
Preference Points Claim Form – indicate if subcontracting on page 35, ensure witnesses sign
Invitation to Bid – complete all areas highlighted in yellow
Tax Compliance (CSD or SARS pin)
Certified BEE Certificates from SANAS accredited agencies/original sworn affidavits
CSD Summary Report
Business Registration Certificate
VAT Registration Certificate
Please take note of Section 21:
Summary of Elimination Reasons on page 27

12. Supply Chain Management (SCM)
Fasset Briefing Session
Supply Chain Management (SCM)

13. SCM Process Fasset Briefing Session
Potential Providers access documentation by:
Downloading from Fasset's website
Request via from Fasset
Fasset advertisement appears in:
The Government Gazette
The Fasset website
E-tender Portal

14. SCM Process Fasset Briefing Session
Round 1: Compliance
Each submission is checked for compliance. i.e. Does the submission contain the required documentation?

15. SCM Process Round 2: Functionality Fasset Briefing Session
Each submission is evaluated by the bid evaluation committee according to the evaluation criteria indicated in the bid document. It is therefore important to ensure that your submission addresses all the items included in the evaluation criteria and providers are urged to note the weighting that is attached to each criterion.
A score is allocated to each submission and if the document scores more than the minimum requirement for functionality e.g. 65%, it will move to the next round in the evaluation process.
Bidders must take note of the sub-minimum scores required in specific areas. Bids which meet the minimum of 65% for functionality, but fails to meet all sub-minimum scores will be eliminated.

16. Pricing and B-BBEE points
SCM Process
Fasset Briefing Session
Round 3:
Pricing and B-BBEE points
Each submission with a functionality score of more than the minimum required, will then be on equal footing.
The proposed price and B-BEE compliance are the only aspects taken into account in this round. The final evaluation score is calculated on the 80/20 principle (as indicated in the bid document).
The submissions that score the highest in this round may be invited for presentations. Presentations will be scored using the same functionality criteria.
Fasset may award the tender to the bidder with the highest score or it may be a lower scoring bid on justifiable grounds or no award at all.

17. COMBINING PRICE AND B-BBEE POINTS
SCM Process
Fasset Briefing Session
COMBINING PRICE AND B-BBEE POINTS
It is important to note that the BEC may recommend that the contract be awarded to a bidder obtaining the highest aggregate mark or to a lower scoring bid on justifiable grounds.

18. Contracting will follow.
SCM Process
Fasset Briefing Session
ADJUDICATION OF BID
Successful / unsuccessful bidders will be notified either via and / or telephonically.
The names of successful bidders will also be advertised in the Government Gazette and on the Fasset website.
Contracting will follow.

19. Technical Specifications
Fasset Briefing Session
CRITICAL ELEMENTS OF THE BID
FASSET is seeking to appoint a suitably qualified service provider who is located in South Africa to provide it with systems and support services including:
MIS,
Accounting System,
Supply Chain Management System,
Payroll and Leave System,
Call centre Function,
Disaster Recovery and other related solutions.
With respect to the MIS system it is important that the bidder has an EXISTING MIS system that specifically caters for the unique SETA environment. Whilst FASSET recognises that some enhancements of an existing system may be necessary to cater for FASSET’s specific requirements, the timescales for implementation and migration do not allow for any major MIS development.

20. Technical Specifications
Fasset Briefing Session
CRITICAL ELEMENTS OF THE BID
In summary the scope of this contract involves the following: A
Supply of systems for Accounting,
Finance Administration,
Supply Chain Management,
HR– Payroll and Leave,
as well as an MIS for
Employer,
Learning Programme,
Project,
Research, and
Marketing and Communications Management.
B - Business Intelligence and reporting capability across all systems as per requirements.
C - Website hosting.
D - Management of the call centre function and provision of Call Centre solution.
E - Incident and request logging system/facility.
F - Disaster Recovery services including provision of a “hot seat” facility.

21. BI Technical Specifications Fasset Briefing Session
Finance and Accounting
HR (Leave and payroll)
Call centre
Other IT: DR, Website, Intranet, Reporting
Event Management System
SCM
MIS

22. Technical Specifications
Fasset Briefing Session
CRITICAL ELEMENTS OF THE BID
Moving from an outsourced model to a hybrid model
Data migration is of critical importance
Contract with current service provider ends 31 December 2018
Integration / interfacing capabilities between systems
Reporting: NLRD / SETMIS / QMR / APR

23. Technical Specifications
Fasset Briefing Session
CRITICAL ELEMENTS OF THE BID
CONTRACT PERIOD
In terms of its licensing agreement, FASSET has existing rights until 31 March All services/goods required in this request for bid extending beyond this date are subject to the renewal of this license agreement. FASSET therefore reserves the right to terminate any services that could extend beyond 31st March 2020 should either the licence change or should the licence be substantially different.

24. RFB TIMELINES IMPORTANT DATES Activity Time Due Dates
Fasset Briefing Session
IMPORTANT DATES
Activity
Time
Due Dates
Final date for clarifying questions
16h00
17 August 2018
Closing Date
11h00
Friday 24th August 2018

25. Question and Answer Process
Fasset Briefing Session
Question and Answer Process
Questions must be in writing via to:-
Prospective Bidders will receive a receive response to their queries within 3 working days.
The questions and answers will be uploaded to the FASSET website.

26. Fasset Briefing Session
End of Session
QUESTIONS?