REQUEST FOR PROPOSALS (RFP) TENDER NO: 15 OF

REQUEST FOR PROPOSALS (RFP) TENDER NO: 15 OF 2018-19 CCTV SYSTEM, FINGERPRINT CLOCKING SYSTEM & GUARD TOUR PATROL SYSTEM Civic Offices Mpumalanga Crescent Lot 1 Mountain View Township EZULWINI Swaziland

TABLE OF CONTENTS DETAILS PAGE 1. Preamble 3 2. General Terms and Conditions 3 3. Eligibility Criteria 5 4. Information Required from Tenderers 5 5. Evaluation Process 6 6. Pricing and Payment conditions 7 7. Items Required Breakdown 8 Table 1.1 9 8. Annexures 11 Annexure 1 Form A Price Schedule Form B - Bid Submission Form Form C - Eligibility Declaration Form 2

EZULWINI TOWN COUNCIL RFP TENDER NO: 15 OF 2018-19 CCTV, CLOCKING and GUARD PATROL SYSTEMS 1. PREAMBLE The Ezulwini Town Council requires a competent, registered, and reputable company to tender for the provision of CCTV, Clocking, and Guard Patrols Systems for its properties and sites. The procurement is to be completed in the financial year 2018-19. 2. GENERAL TERMS AND CONDITIONS Tenderers attention is drawn to the general conditions of purchase and conditions of tender: 2.1 This tender document constitutes the contract of engagement on award of the tender. Aspects of this tender shall be deemed as binding and part of the contract for award. 2.2 The Council does not bind itself to accept any or the lowest tender. 2.3 Tenderers shall, supply technical data, illustrations and/or leaflets which adequately describe the items offered including quality. 2.4 If required by the Council the tenderer shall supply sample items and these samples of the accepted tender will be retained by the Council throughout the duration of the contract period. Any items supplied not in accordance with the approved samples will be rejected. 2.5 The validity period of the Tender shall be 90 days from the date of submission. 2.6 Clarifications may be requested in writing by email, but not later than 10 th July 2018. (Providing a full week before the submission deadline.) The address for clarification is: townclerk@ezulwini.co.sz 2.7 Any time before the submission deadline, the Procuring entity may issue an addendum to the RFP Tender document and notify all Tenderers who received the tender documents. The Tenderers will be allowed at least 3 days before the

tender submission deadline, to effect the changes to the bid. Where necessary, the deadline for submission would be extended. This will be applicable whenever there are major errors or omissions to tender documents noted by Procuring entity before the submission deadline. 2.8 All Tenderers are required to provide contact email addresses to the procuring entity through which they will be notified of the intention to award on the day that the Intention is sent to the Swaziland Public Procurement Regulatory Agency (SPPRA). 2.9 The Tender documents, as well as all related correspondence exchanged by the service provider(s) and the Authority, shall be written in the English language. 2.10 Completed tender documents under sealed cover with Tenderer s name, Tender No. and address on reverse side of the envelope must be made addressed to the: Chief Executive Officer/ Town Clerk Ezulwini Town Council P.O box 344 Ezulwini H106 Not later than 3:00 pm on Wednesday 18 th July 2018. One original and Two copies are required. Mark clearly on the cover page, which is the original and which are the 2 copies. 2.12 Late or telegraphic tenders will not be accepted. 2.13 Tenders will be opened on the same date at: Ezulwini Municipality Boardroom Plot 1 Mountain View Township Ezulwini 3:15 pm 2.14 Modification or withdrawal of Tenders: Tenderers may modify, substitute, or withdraw its Tender after submission, provided that written notice of the modification, substitution, or withdrawal is received by the Municipality before 4

the Proposal Due Date. It is hereby clarified that no Proposal shall be modified, substituted or withdrawn by the Bidder after the Proposal Due Date. 3. ELIGIBILITY CRITERIA You are required to meet the following criteria to be eligible to participate in public procurement: Have the legal capacity to enter into a contract; Not insolvent, in receivership, bankrupt or being wound up, not have had your business activities suspended and not be the subject of legal proceedings for any of the foregoing; Have fulfilled your obligations to pay taxes according to the tax laws of Swaziland and a current tax clearance certificate is required and must be submitted; Not have been convicted, or any of your directors or officers been convicted, of any criminal offence relating to obtaining or attempting to obtain a contract or subcontract; Ownership of firm Ownership of the consultancy firm shall need to be stated by way of producing relevant documents Current Form J and Certificate of Incorporation. Current Trading License The company s current trading license must be availed. Memorandum of Association In order to demonstrate compliance with these criteria, you should submit the documents stated below. 4. INFORMATION REQUIRED FROM TENDERERS 4.1 The Council will require the tenderers to submit the following information alongside the Proposal/Quotation: 5

Certified copy of an official statement of the Directors, alternative directors, managers and auditors of the company (for Swaziland firms: Form J ); Certified copy of an official statement of the annual summary of shares capital and shares (for Swaziland firms: Form C ); Certified copy of the Labour Compliance Certificate. Certified copy of Trading License Certified copy Tax Clearance Certified copy of SNPF Compliance Certificate Police Clearance certificate for ALL Directors E350 Receipt showing payment for the Tender Document Proposals from companies without this information will not be considered. Arrangement of documents must be in accordance with Annexure 1 and marked as per the index letters. 4.2 Tenderers will also be required to provide the following information as part of their proposal: Experience of similar nature for minimum 3 years. Proof of such experience to be attached. (FY 2015-16, 2016-17, 2017-18) The company/firm should have sufficient technical expertise and requisite infrastructure to develop install a Biometric Attendance system, CCTV security surveillance system, and guard tour patrol system. List of technical expertise to be furnished by the bidder. Names and Contact Details of at least three (3) reference customers 5. EVALUATION PROCESS The Municipality intends to award a contract resulting from this solicitation to the lowest priced, technically acceptable offeror/quoter. The Evaluation Process shall include the following: i. Compliance review (Pass/Fail) 6

The Municipality will perform an initial review of proposals received to determine compliance with the terms of the solicitation. The Municipality may reject as unacceptable proposals which do not conform to the solicitation. ii. Technical Acceptability (60 points) Technical Acceptability will include a review of the Tenderers previous similar experience and current technical expertise. (20 pts) Technical Acceptability will also include a review of their proposal against the minimum required specifications items listed under section 7 (40 pts) Bidders should include a confirmation of specifications for their offered/quoted systems. Bidders may highlight any additional features that improve their offering iii. Financial Evaluation (40 points) Bidders should provide a valid quote/price schedule. The quote should also include details on: Payment terms (5 pts) Availability and delivery timeline for systems (5 pts) Warranty period against manufacturer defects (5 pts) Availability of after sale customer services or technical support (5 pts) Tenderers are expected to provide a concise and clear after sales policy with clearly stated pricing for support after the Warranty/Complementary support period has ended. Total Price quoted (20 pts) The vendor with the lowest total price will receive the total score of 20 points. Other proposals shall be given a financial score which is inversely proportional to the lowest evaluated price. The best evaluated quotation will be determined by financial comparison among the technically acceptable and responsible offerors. The contract will be awarded to the vendor with the highest overall combined score. 7

6. PRICING AND PAYMENT CONDITIONS 6.1 Price shall be quoted in Emalangeni only. Price for the supplies must be duty free. 6.2 Any form of levy or charges such as customs and excise, tax, sales duty, surcharges or discounts must be included in the tender price (s) but priced as a separate line item in the submitted quote. 6.3 Transport/distribution costs (cost of supply, delivery and off-loading) of the goods to the required site must be included in the quotation but priced as a separate line item in the submitted quote. If not included in the quote, quoted price will be assumed to be inclusive of such costs. 6.4 No extra charges of any kind will be allowed unless specifically agreed to by Buyer in writing. 6.5 The general conditions of payment of the Council shall apply in this contract. The Council shall make payment for work done and accepted by the Council within 30 days of receipt of invoice from the vendor. No other conditions may be allowed. 6.6 Advance payment will not be made by the Council. The vendor is expected to have the capacity to make delivery on all orders issued within 30 days without any advance payment. 7. ITEMS REQUIRED BREAKDOWN Note the specifications given below are for guidance only and the Council reserves the right to alter requirements. 8

EZULWINI TOWN COUNCIL RFP TENDER NO: 15 OF 2018-19 CCTV, CLOCKING and GUARD PATROL SYSTEMS Minimum Required Specifications: - Table 1.1 Specification for CCTV system Feature/Attribute Minimum Required Specification DVR 8CH Embedded DVR Recording System Min. 720p recording resolution per channel Remote Control USB Mouse and keyboard 18.5-inch monitor Real-time video overlay of date and time stamp AHD compatible Video 8 Channel Video Input HDMI, VGA Video Output Upto 5Mp display resolution Audio RCA Input and Output per channel Min. 720p video quality Cameras Min. 90 degree viewing angle (coverage) Night vision (minimum 12m distance) Indoor or Outdoor, IP66 rated Operation Temperature range of -20 o C to 50 o C Audio Microphone (with on/off option) One PTZ for main entrance gate Storage/Connection Internal Hard Drive 2TB minimum USB 2.0 Port WiFi Adaptor for wireless viewing option Software Should support Windows OS Internet Viewing Viewing on Handheld device (4G Tablet, Android, or ios) Power Power Supply Unit 10CH, 12 way Battery Back-up Warranty At least 24 months warranty, and maintenance plan or Service Level Agreement for technical support Other Miscellaneous Delivery Installation and Commissioning Training User Manual 9

Table 1.2 Specification for Clocking System Feature/Attribute Minimum Required Specification Terminal Self-calibrating, Single finger capture device Optical fingerprint sensor Storage of Fingerprints for at least 100 staff Memory storage of 50,000 transactions Additional Required Features Software Certifications/Standards Minimum 480 dpi image resolution In-built light source USB Connection Resistant to extreme temperatures, scratches, impact/vibrations Response time under 2.0 second Clocking produces an audible and visible cue Security: Only an admin can enter the main menu using fingerprint and pin combination Staff can clock using fingerprint or password (pin) or a combination of both Staff can check their own clocking(s) on the terminal but cannot make any changes Under 2 minutes to enrol new staff on system Communication: USB Flash drive and/or TCP/IP (network) Adjustable mounting bracket/stand Power supply transformer and cables Battery back-up up to 6 hours with no power Flash Drive (memory stick) Detachable USB Cable (at least 2m) Should support Windows OS Simple to install, configure, and use On PC adding of missing clock Data exported to excel or CSV for easy payroll calculation Support for multiple departments, shifts, or schedules No annual licensing fee on software ISO 19794, BioAPI, CE certification (or equivalent), NIST Fingerprint Image Quality Warranty At least 12 months warranty, Technical support Other Miscellaneous Delivery Installation and Commissioning 10

Training User Manual Table 1.3 Minimum Specification for Guard Tour Patrol System Feature/Attribute Minimum Required Specification System USB Reader/Downloader or IP Reader/Downloader Beacon checkpoints and/or NFC/QR Code checkpoints Incident reporting capability remote configuration multiple simultaneous patrol monitoring (minimum 5 patrols) automatic verification Software Should support Windows OS, & Android Simple to install, configure, and use Downloadable records and reports Support for multiple shifts, or schedules Automated Back-up for data No annual licensing fee on software Certifications/Standards ISO 18788 compatible Warranty At least 12 months warranty for all components Technical support Other Miscellaneous Delivery Installation and Commissioning Training User Manual 11

ANNEXURE 1 Submission Checklist Requirement A. Certified copy of Form J Available/not available (Please tick or cross x as appropriate) B. Certified copy of Form C C. Certified copy of the Labour Compliance Certificate. D. Trading License. E. Tax Clearance. F. SNPF Compliance Certificate. G. Police Clearances for Company Directors. H. E350.00 Receipt for payment of Tender document. I. Names and contact details of at least three (3) reference customers. J. Company Profile Authorised Signature: Company Seal/Stamp:

FORM A: PRICE SCHEDULE (In Company Letterhead) No: Description of System (s) Quantity Unit Rate 1 4 Channel CCTV System 1 2 [insert other fees/taxes if applicable] 3 4 VAT: Sub-total: Total Price 1 Fingerprint Clocking System 2 [insert other fees/taxes if applicable] 3 4 1 Guard Tour Patrol System 2 [insert other fees/taxes if applicable] 3 4 VAT: Sub-total: VAT: Sub-total: GRAND TOTAL: Our above mentioned cost includes all cost needed to provide the service as per the requirement of the Technical Specifications attached with this RFQ. Our Quotation is valid for days from the date of Submission. (Fill in # days) Authorized Signature: Date Name and Title of Signatory: Name of Service provider: Email Address:

FORM B: BID SUBMISSION FORM (In Company Letterhead) To: The Chief Executive Officer / Town Clerk Ezulwini Town Council Mpumalanga Crescent Plot Number 1 Mountain View Township P.O. Box 344 Ezulwini Dear Sir, I, the undersigned, offer to provide services to the Authority in accordance with the Request for Proposals dated 18 th June 2018 and our Proposal. We are hereby submitting this quotation/proposal. I hereby declare that all the information and statements made in the quotation/proposal are true and accept that any misinterpretation contained in it may lead to disqualification. We undertake, if my quotation/proposal is accepted, to initiate the services related to the assignment. We understand that the Ezulwini Municipality is not bound to accept the lowest or any proposal/quotation. Yours sincerely, Authorized Signature: Date Name and Title of Signatory: Name of Service provider: Email Address: Business Address:

FORM C: DECLARATION OF ELIGIBILITY FORM (In Company Letterhead) To: The Chief Executive Officer / Town Clerk Ezulwini Town Council Mpumalanga Crescent Plot Number 1 Mountain View Township P.O. Box 344 Ezulwini Dear Sirs: Re Tender Reference: 15 of 2018/2019 We hereby declare that: - a. I/We, including any joint venture partners or consortium partners, are a legal entity and have the legal capacity to enter into the contract; b. I/We are not insolvent, in receivership, bankrupt or being wound up, our affairs are not being administered by a court or a judicial officer, our business activities have not been suspended, and we are not the subject of legal proceedings for any of the foregoing; c. I/We have fulfilled our obligations to pay taxes and social security contributions; d. I/We have not, and our directors or officers have not, been convicted of any criminal offence related to our/their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a contract within a period of five years preceding the commencement of the procurement proceedings; and directors police clearances are attached; and e. I/We do not have a conflict of interest in relation to the procurement requirement. Authorized Signature: Date: Name and Title of Signatory:

ADVERTISEMENT EZULWINI TOWN COUNCIL TENDER NO 15 OF 2018-19 15 OF 2018-19 FOR PROVISION OF CCTV, CLOCKING and GUARD PATROL SYSTEMS The Ezulwini Municipality invites sealed Proposals for the provision of a CCTV System, a Clocking System, and a Guard patrol System. The Request for Proposals document can be obtained at the accounts department of the Municipality, as from 19 June 2018 for a non-refundable fee of E350.00 (Three Hundred and Fifty Emalangeni) per set. The method of payment shall be cash payable at the Ezulwini Municipality offices. The Proposal shall be delivered in sealed envelopes, clearly marked with the Name of the Bidder and Proposal RFP 15 of 2018/2019. The original and two copies must be enclosed in a sealed outer envelope, which shall be marked: Request for Proposal: PROVISION OF CCTV, CLOCKING and GUARD PATROL SYSTEMS FOR EZULWINI TOWN COUNCIL 15 of 2018/2019 - Do Not Open before 3:00pm (Swaziland time) on the 18 th July 2018 and addressed to: The Chief Executive Officer, Ezulwini Town Council, Mpumalanga Crescent, Plot Number 1 Mountain View Township, P.O. Box 344, Ezulwini. Failure to mark the envelope clearly and accurately may result in rejection of the application. To be eligible for consideration for this proposal, a tenderer should provide in its proposal the documents specified in Instructions to Tenderers, including the following; i) Form J ii) Form C iii) Labour Compliance Certificate iv) Certified copy of a valid Trading Licence v) Certified copy of a valid Tax Clearance Certificate vi) SNPF Compliance Certificate vii) Police Clearances for Company Directors viii) Proof of official purchase and payment of the Tender document ix) Company Profile x) Proof of Competence from Similar Business (3) The Proposal must be submitted at the Ezulwini Town Council Offices, at the latest by 3:00pm (Swaziland time) on 18 July 2018. Late tenders, as well as tenders received by telegram, facsimile, email or similar medium will not be considered. The Ezulwini Municipality reserves the right to accept or reject any proposal and is not bound to accept the lowest offer.

_Vusi Matsebula_ Town Clerk/CEO 17