1. PRESENTATION TITLE Presented by: Name Surname Directorate Date Briefing Session: W 1074 WTE SUPPLY, DEPLOYMENT AND MAINTENANCE OF E- MAIL MARKETING AND STATIONARY SYSTEM, OVER A PERIOD OF THREE (3) YEARS Presented by: Mogoma Nicodemus Sekgothe Senior SCM Practitioner Supply Chain Management 20 January 2016

2. W 1074 WTE The evaluation process is divided into 3 Stages. 1.ADMINISTRATIVE COMPLIANCE 2.FUNCTIONALITY 3.PRICE AND PREFERENCE Failure to comply with any item of any phase will invalidate your bid and it will not be evaluated further.

3. W 1074 WTE Phase1: ADMINISTRATIVE COMPLIANCE It’s compulsory that all bidders comply with the administration requirements of this bid. Omission to complete and/or submit the listed documents will render your bid non responsive and the bid will not be considered for the phase 2 evaluation. The compulsory documents that must be completed and/or attached to the bid include;  An original and valid tax clearance certificate  Company registration certificate (certified copy). Attach CIPRO/CIPC documents  Identity copies of all Directors. (certified copies)  Completed and signed standard bidding documents (SBD1, SBD2, SBD 3.1, SBD 4, SBD 6.1, SBD 8, SBD 9)  All pages to be signed or initialed, where no provision for signature is made.  Attendance of compulsory briefing session

4. W 1074 WTE Phase 2: Compliance) ItemDescription of expectations from bidders Mark: Comply Or Not Comply Comment Historically Disadvantaged Individuals Historically Disadvantaged Individuals (HDI)  Certified Identity copies of owners, as per the CIPRO company documents  BEE Certificate Main Solutions functionality Bidders must bid to provide an email marketing and stationery solution that is able to send campaign messages (banners) to both internal and external e-mail users. Email Signatures The system must be able to attach e-mail signatures as informed by the selected banner. Solution capability The system should be able to handle the distribution of stationery information to up to 15000 mailboxes and distribute in 1 to 1 or 1 to many relationships. Bypass capability The system offered must allow email bypass in the event of system downtime. System Integration The system will need to be integrated with other components and/or systems such as Microsoft Exchange server. Licensing model The licensing model of the system must be such that the DWS will pay a yearly fee per user/mailbox based on an estimation of 7000. User details The winning bidder will work with DWS technical team to collect and update user contact details for effective use of email signature facility of the MS Exchange 2010 system MS Exchange ServerThe system must be compatible with the MS Exchange server.

5. W 1074 WTE Phase 2: Compliance (Continues) ItemDescription of expectations from bidders Mark: Comply Or Not Comply Comment System hosting and infrastructure details The system must be hosted within the DWS premises and software as a service or offsite hosting will not be acceptable. MS Exchange ServerThe system must be compatible with the MS Exchange server.

6. Functionality Bidders must score at least 65 out of 100 in respect of functionality in order to qualify for advancement to phase 3. A bidder that scores less than 65 out of 100 will be regarded as submitting a non-responsive bid and will be disqualified.

7. EVALUATION CRITERIAWEIGHTMAX POINTS Score (Points allocated / max points x weight) 1.Bidder Profile 5 5 0 = No relevant skills & experience of the project manager; 1 = Relevant skills but limited experience (under 1year) of the project manager; 3 = Relevant skills with at least 2years experience of the project manager; 5 = Relevant skills with 3 (or more) years’ experience of the project manager; 1.Compliance to Requirements 30 5 0 = Solution does not integrate with MS Exchange and/or proposed hosting is offsite; 1 = Solution will be hosted on DWS premises and it integrates with MS Exchange and meets at least 50% of all requirements; 3 = Solutions meets 100% of requirements; 5 = Solutions exceeds one (or more) requirements; 1.Methodology and Approach 15 5 0 = No Methodology or Approach is provided; 1 = No clear link between activities and how they serve to meet any of the requirements; 3 = A clear link of activities and requirements is established; 5 = A clear link of activities exists, and a comprehensive risk management strategy is outlined; 1.Solution Demonstration  Email branding  Integration with MS Exchange server  Bypassing the email system in the event of solution downtime  Reporting 25 5 0 = Demo does not integrate with MS Exchange server; 1 = Demo integrates with MS Exchange server and meets 1 other requirement set for this demonstration; 2 = Demo integrates with MS Exchange server and meets 2 other requirements set for this demonstration; 3 = Demo integrates with MS Exchange server and meets all other requirements set for this demonstration; 5 = Demo integrates with MS Exchange server and exceeds one (or more) requirements; 1.Historically Disadvantaged Individuals (HDIs)  Certified Identity copies of owners, as per the CIPRO company document  BEE Certificate 255 0 = no HDIs as part of ownership 3 = HDIs form part of ownership 5 = 100% HDIs ownership

8. W 1074 WTE Phase 3: Evaluation of Price and preference point claimed The bid will be evaluated using 90/10. whereby the maximum point that can be claimed for price is 90 and 10 for BBBEE. Original or Certified copy of the BBBEE certificate must be submitted with bid in order to claim preference points. Failure to submit the BBBEE certificate your bid will not be invalidated but you wont be able to claim any preference points.

9. W 1074 WTE Submission of proposals In order for you to participate proof of payment of R 100.00 must be submitted with bid on the closing date. NB Original proof of payment no copies Bidder are required to submit 4 copies of the bid document plus the Original document. Closing date: 29 January 2016 at 11:00. NB: The Tender Box is located at Zwamadaka Building 157 Francis Baard Street, Pretoria and it open 24\7 including public holidays.

10. W 1074 WTE Q AND A Thank You Supply Chain Office Mogoma N Sekgothe bidenquirieswte@dwa.gov.za 012 336 7418