TEL. NUMBER: P.O BOX 639 FAX NUMBER: Technical Enquiries Ms K. N Shihepo Document Enquiries: Ms J.

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1 TEL. NUMBER: P.O BOX 639 FAX NUMBER: ONDANGWA Technical Enquiries Ms K. N Shihepo Document Enquiries: Ms J. Luanda RFP NO. RFP-NE 01/2018 DESCRIPTION : E-LEARNING MANAGEMENT SYSTEM NAME OF CONTRACTOR :... ADDRESS : CONTACT PERSON :... TEL. NUMBER :... FAX NUMBER :... CLOSING DATE: 23/02/2018 CLOSING TIME: 12: 00

2 CONTRACTORSS ARE CAUTIONED TO READ ALL OF THE DOCUMENTS CONTAINED IN THIS INVITATION AND TO SUBMIT FULLY AND CAREFULLY. PROPOSALS SUBMITTED IN ANY FORM OR ON TERMS OTHER THAN THOSE PRESCRIBED IN THE RFP DOCUMENTS MAY NOT BE CONSIDERED OR MAY BE DISQUALIFIED. Documents must be mailed or delivered to: THE SECRETARY THE SECRETARY TENDER BOARD TENDER BOARD NORED ELECTRICITY (PTY) LTD NORED ELECTRICITY (PTY) LTD NORED HEAD OFFICE P.O Box 639 MAIN ROAD ONDANGWA ONDANGWA NAMIBIA Table of Contents 1. RFP NOTICE DEFINITIONS INTRODUCTION INSTRUCTIONS TO CONTRACTORS Submission of RFPs RFP PROCESSES Rules in respect to RFP Procedures COPYRIGHT LIMITATION OF LIABILITY... 10

3 Page 3 8. CONFIDENTIALITY DISCLAIMERS GOOD FAITH FURTHER ENQUIRIES AND ASSISTANCE COMMUNICATIONS SOLE TERMS VARIATIONS AND CANCELLATIONS CESSION INDULGENCIES RFP PROCESSES CLOSING DATE AND PROCESSES Closing date and delivery address Opening of RFPs APPENDIX A: SCOPE OF WORK APPENDIX B - PRICING ANNEXURE A PARTICULARS OF CONTRACTOR... 17

4 Page 4 1. RFP NOTICE RFP NO: RFP-NE 01/2018 ELECTRONIC LEARNING MANAGEMENT SYSTEM NORED ELECTRICITY (PTY) LTD hereby invites RFPs from experienced and reputable companies to provide an E-LEARNING MANAGEMENT SYSTEM RFP DOCUMENTS: Available as of Monday, 05, February 2018 From NORED Ondangwa Regional Offices Ondangwa, Namibia Tel: RFP FEE: N$ per document (non-refundable) ADMINISTRATION ENQUIRIES: Ms. Johanna Luanda j.luanda@nored.com.na, Tel: TECHNICAL ENQUIRIES: Ms Kristina Shihepo k.shihepo@nored.com,na, Tel: NB: The Lowest or only RFP will not necessarily be the successful Contractor and value for money bidding is preferred to least cost bidding. No Late submission of RFPs will be accepted. Documents in a sealed envelope clearly marked: RFP NO: RFP-NE 01/2018 is to be addressed to The Tender Secretary, Nored Electricity (PTY) LTD, P O Box 639, Ondangwa, Namibia or Hand deliver to Nored Head office, Ondangwa Main Road, in the tender box. The documents should reach NORED latest by 12:00 on Friday 23/02/2018 NORED ELECTRICITY RFP/06/2017: elearning Management System

5 Page 5 2. DEFINITIONS NORED RFP Proposal Request for Proposal (RFP) elms Services Northern Namibian s Regional Electricity Distributor, a juristic person as created by Namibian Government The documents submitted by the Contractor which constitutes a general proposal to meet NORED s requirements in accordance with the provisions of this RFP and constitutes an offer in response to the RFP; The document inviting Contractors to submit a Proposal in accordance with and in the manner set out in this document and as communicated to the Contractors; Electronic Learning Management System The services specified in the RFP; Contractor NORED's Requirements Evaluation A juristic person offering to supply the services as per the NORED s requirement; The services specified in the Terms of Refference and as communicated to the Contractors;. This shall be the measuring of a Contractor's ability to meet the requirements of the RFP and it shall be undertaken by way of NORED s Internal Tender Committee advising the Board Tender Committee, which Board sub-committee will be taking the final decision on behalf of NORED.

6 Page 6 3. INTRODUCTION Incorporated in 2001, the Northern Namibia s regional Electricity Distributor, NORED, has put itself on the world map as a reliable energy supplier. It s started with the operation on 13 March NORED was the first ever-regional electricity distributor to be established in Namibia and in the Southern Africa. It started with less than a hundred employees, but NORED immediately became a business with significant technological, financial and corporate services presence. NORED draws its strength from the volume of regional and local authorities it represents, as well as from the skills by its employees and the stable shareholder base. Regional Council and Local Authority electricity companies as well as the National power utility, NamPower, own NORED. The company distributes electricity in the following regions Zambezi, Kavango East, Kavango West, Southern part of Kunene, Oshana, Ohangwena, Omusati, Northern part of Oshikoto The operations are supported by the Head Office in Ondangwa Town and Four Regional Centers at the following Towns: Ondangwa, Rundu, Ongwediva, Katima Mulilo Helao Nafidi,, and Outapi

7 Page 7 In addition to the 80 third party Vending points strategically located throughout the area of operation, Service Centers are also found at, Opuwo,, Omuthiya, Eenhana, Nkurenkuru, Okahao, Ruacana, Divundu and Okongo, as well as Kongola in Zambezi region. Vision is to be a leading electricity distributor through best practice, innovation and technology. MISSION to supply quality and affordable electricity to all customers The day to day running of the NORED s business is premised on the values of Respectful, Promptness, Accountability, Knowledgeable Confidence, Teamwork and Integrity. 4. INSTRUCTIONS TO CONTRACTORS It is compulsory that contractors / Contractors submitting a bid to follow the following instruction Submission of RFPs RFPs are required to return the complete set of RFP documents with all the required information and complete in all respects. All forms and schedules must be duly filled in BLACK INK and signed for the RFP to qualify. Contractors shall not tamper with the RFP documents, which shall be submitted as issued. RFP documents that have been tampered with shall be deemed to be unacceptable and hence the Contractor shall be disqualified. Failure to observe this rule may lead to the disqualification of the RFP. Mistakes made by the Contractor in the completion of the Schedules shall not be erased. A line shall be drawn through the incorrect entry and the correct entry shall be written above and the correction initialled by the Contractor. Failure to comply with this rule shall lead to the disqualification of the RFP. Completed RFP documents, fully priced and duly signed in black ink, and enclosed in a sealed envelope bearing the RFP number and the closing date, must be delivered to: THE TENDER SECRETARY - TENDER COMMITTEE NORED Electricity (Pty) Ltd P O Box 639, Main Road Ondangwa Namibia Tel: and deposited in the tender box located at the entrance foyer at the NORED Head Offices ONDANGWA by not later than the closing date and time as indicated on the cover page - when the RFPs will be opened. No RFPs received after the said closing time for this RFP will be considered.

8 Page 8 5. RFP PROCESSES 5.1. Rules in respect to RFP Procedures All RFPs must be delivered to NORED strictly as provided for in clause Contractors must ensure that they deliver their RFP documents into the tender box, or alternatively (in case RFP documents cannot for one or other reason be placed in the tender box) that they receive a written acknowledgement of receipt in respect of their RFP from a member of the NORED Tender Committee. NORED shall not be responsible for any failure to consider a RFP which was not delivered strictly in accordance with clause 18 and NORED's failure to consider such a RFP shall in no way invalidate the RFP process or the award of any contract pursuant thereto, nor shall such failure give rise to any right in favour of or claim by the relevant Contractor Contractors must provide all of the information as requested in this document. All forms and information contained in the RFP shall become the property of NORED and NORED reserves the right to make copies of the hard and soft copies of the RFP Proposals Contractors must ensure that all information submitted by them in respect of the RFP is complete, accurate and fairly represents the response to the RFP communicated. Contractors must further ensure that, irrespective of the weighting (if any) ascribed to any criteria, the RFP Proposal contains all information relevant to an evaluation of those criteria. Any information which is incomplete, inaccurate, ambiguous or conditional may result in the RFP being disqualified or adversely evaluated RFP Proposals received later than the date and time specified in clause 18.1 will be rejected and RFPs that are incomplete or are not submitted in accordance with the requirements of this RFP, including all format requirements, may be rejected by NORED without further consideration No Contractor may modify or amend its RFP Proposal after the final date and time for the submission thereof in any way without the prior written consent of NORED.

9 Page After submitting a RFP Proposal, no Contractor may make any changes in the composition of its consortium before the final date and time for the submission of the RFPs without the prior written approval of NORED. Full details of any such intended change must be notified in advance, in writing, to NORED for consideration. NORED reserves the right to reject or accept such change, whether conditionally or unconditionally. NORED reserves the right to disqualify any Contractor who makes or attempts to make any change(s) to the composition of its consortium other than in accordance with the aforesaid provisions Responses from prospective Contractors will be rejected if the Contractor is found to have engaged in any of the following practices and/or acts: a) Having agreed with any other person that the other person will refrain from submitting a RFP Proposal; b) Having directly, or indirectly canvassed any officer or representative of NORED for acceptance of their proposal. c) Having adjusted the price offered by, or in accordance with, any other person; d) Having offered, directly or indirectly, valuable consideration to any officer or representative of NORED, for acceptance of their proposal; e) Having a particular link with other RFPs/parties involved which other parties have also submitted a RFP Proposal without specifically declaring the extent of the link to NORED or having been affected by any potential conflict of interest. f) Any attempt by a Contractor to obtain confidential information, enter into unlawful agreements with competitors or attempt to influence any member of the Tender Committee during the process of examining, clarifying, evaluating and comparing RFPs will lead to the rejection of its RFP and may result in administrative penalties which could result in the retention of the RFP deposit and reimbursement of expenses that might be incurred as a result thereof;

10 Page COPYRIGHT Copyright in the material contained in the RFP vests in NORED. Consequently, it cannot be copied in whole or in part or in any form or in any format without the prior written consent of NORED. 7. LIMITATION OF LIABILITY NORED shall only be liable to the Contractor in respect of damage caused by its wrongful and intentional acts or omissions or willful breach by it of the Terms of RFP. The Contractor accordingly waives any right which it may have in respect of any loss, damages, claims, actions, liabilities, costs or expenses of any nature whatsoever and howsoever incurred which are otherwise suffered or sustained by it in connection with this RFP, including, without limitation, any damages which arise as a result of the grant, withdrawal, decline or disqualification of any RFP. 8. CONFIDENTIALITY 8.1. Each Contractor agrees to maintain the confidentiality of all information supplied to it in connection with the RFP process (whether in text, chart, picture or other form) unless disclosure is required by Law. Contractors shall not disclose in whole or in part any details pertaining to their submissions and the RFP process to anyone not specifically involved in their submissions, unless written consent is obtained from NORED prior to such disclosure NORED will maintain the confidentiality of information designated as confidential by a Contractor when it submits its RFP except where that information is not proprietary or where disclosure is required by Law or is otherwise required by NORED for the purpose of evaluating and selecting RFPs. NORED reserves the right to publicly disseminate any information of a non-confidential nature contained in any RFP.

11 Page DISCLAIMERS 9.1. Each Contractor is obliged to become acquainted with all of the provisions of the Laws affecting the RFP and fulfillment of its terms Neither NORED nor its employees, directors or advisers make any representation or warranty, express or implied or accept any responsibility or liability as to the accuracy or completeness of the information any written or oral information made available in connection with NORED, its business activities and nothing contained herein is or shall be relied upon as a promise or representation, whether as to the past or as to the future. 10. GOOD FAITH All RFPs are required to be submitted in good faith and Contractors and each of the members of the Contractor's consortium and any of their respective members, directors, employees, officers, agents, representatives and advisers are required to act in good faith during the RFP process and thereafter. 11. FURTHER ENQUIRIES AND ASSISTANCE In submitting a RFP, the Contractor grants NORED the right to make any enquiry or investigation it deems appropriate. Contractors shall, if requested, assist NORED in any such enquiry or investigation and shall assist NORED in other ways as may reasonably be required by NORED to evaluate their RFP. 12. COMMUNICATIONS All written communications from Contractors to NORED, in regard to this RFP, must be sent by electronic mail ( ) to Kristina Shihepo k.shihepo@nored.com.na or Tel (065) NORED reserves the right not to consider or respond to written communications sent to it otherwise than in this manner.

12 Page It is the responsibility of Contractors to ensure that their communications have been received by the responsible person at NORED and Contractors should obtain, wherever possible, a delivery confirmation from NORED in respect thereof. NORED shall not be responsible for not having considered or otherwise responded to any written communication for which an acknowledgement of receipt was not obtained by the Contractor NORED may communicate in writing to Contractors at the address or other contact details provided by Contractors in their queries or in their RFPs/responses. 13. SOLE TERMS Save for applicable Law, the terms set out herein constitute the sole record of Contractors' rights and claims against NORED with regard to the matters dealt with in this RFP and no representations, terms, conditions or warranties in respect of such matters not contained herein shall be binding on NORED. The Contractor furthermore waives the right to rely on any alleged expression or provision not contained in this RFP. 14. VARIATIONS AND CANCELLATIONS No variation, addition, deletion or cancellation of any of the Terms of RFP shall be effective unless reduced to writing and signed by or on behalf of NORED. 15. CESSION No Contractor may cede its rights or delegate its obligations which arise under this RFP without the prior written consent of NORED. 16. INDULGENCIES No indulgence granted by NORED to a Contractor shall constitute a waiver of any of NORED's rights under this RFP in respect of such Contractor or its rights in respect of any other Contractor, nor shall the giving of such indulgence give rise to any right or claim by any other Contractor.

13 Page 13 Accordingly, NORED shall not be precluded as a consequence of having granted such indulgence from exercising any rights against the Contractor or other Contractors which may have arisen in the past or which may arise in the future. 17. RFP PROCESSES The Contractor undertakes at all times to do, within a reasonable period of time, all such things, perform all such actions and take such steps and to procure the doing of all such things, the performance of all such actions and taking of all such steps as may be open to it and necessary for or incidental to the putting into effect and maintenance of the RFP or of any RFP award. 18. CLOSING DATE AND PROCESSES Closing date and delivery address The RFP Proposal, of which 1 (ONE) copies are required, to this RFP must be sealed, clearly marked: RFP-NE 01/2018: elearning MANAGEMENT SYSTEM And should be delivered before 12h00 on or before 23 February 2018, to the following delivery address: TENDER SECRETARY NORED HEAD OFFICE ONDANGWA MAIN ROAD, ONDANGWA, NAMIBIA No late responses/submissions will be accepted ed or faxed responses/submissions will not be accepted Opening of RFPs The official opening of RFPs will take place at NORED s HEAD OFFICE, ONDANGWA MAIN ROAD, ONDANGWA, on the 23 February 2018 at 12h00. Contractors who wish to witness the opening are welcome to be present.

14 Page APPENDIX A: SCOPE OF WORK ELearning Management System General NORED Electricity LTD Pty is seeking proposals from V e n d o r s who are capable of providing an E-Learning Management System. NORED is looking t o partner with a n experienced Vendor that is able to p r o v i d e a complete Learning Management System. This project envisages the installation, configuration, integration, testing, training and implementation, and start up and post go live support of an elearning Management System for NORED. NORED prefers that the LMS (data repository) be hosted on premise and accessed through our intranet ELearning Management System Objectives One of the key defining elements central to the success of NORED as an organization is to ensure an involvement of continual learning and knowledge sharing. To foster such a practice it is imperative to use technology in such a way that knowledge exchange becomes a normal engagement without external interventions. The elearning Management System is envisaged as a vibrant platform for accessing knowledge & information as well as to share and collaborate. The following are the key outcomes expected after implementing and operationalizing LMS, a) Course/content creation and uploading c) Content storage and repository. d) Content dissemination/replication (use of shared knowledge by others), e) Increasing the reach to maximum stakeholders spread across the company f) Analytics and reporting

15 Page Requirements 1. Learning types i) Asynchronous Self-paced ii) Asynchronous Instructor-led iii) Blended Learning 2. Mobile Learning Support i) Android&OSS 3. Content creation tools i) Built-In Authoring Tool ii) iii) iv) Changing Course default settings Upload courses Reuse PPTs, PDFs, Videos etc v) Consume online video content vi) assessment tools vii) Survey tools

16 Page Gamification i) Badges ii) Badge customization iii) Points iv) Rewards v) Levels vi) Leaderboards 5. Reports i) Grading Report Settings ii) iii) iv) Training Record Maintenance Training Record Maintenance Automated Report Scheduling v) delivery of Reports vi) Dashboards and Graphic Reports 6. Compliance Management 7. Certificates 8. Integration

17 Page 17 i) ii) EDRMS integration points 20. APPENDIX B - PRICING Prices shall remain valid for three (3) months for all deliverables. Contractors are to provide a detailed price breakdown of their solution inclusive of all expenses and professional fees. All pricing is to be in Namibian Dollars. 21. ANNEXURE A PARTICULARS OF CONTRACTOR 1. Full names and postal and physical address of Contractor: 2. Origin/registration/trade license number:. (a) Namibian company/contractor/supplier/trader: Registration number and date:.

18 Page 18 Trade license or certificate number and date, and name and address of person who issued the license or certificate: Financial interests held by a foreigner/foreign company (Furnish details): (b) Foreign company/contractor/supplier/trader: Country of registration. Registration number and date Financial interests held by a Namibian/Namibia company (Furnish details): 3. Capital structure: Total equity capital N$... (Amount in words):.... which total equity capital is made up as follows:

19 Page 19 Amount N$ Percentage of total capital (a) Capital owned by Namibians/ Namibian companies (b) Capital owned by foreigners/ foreign companies 4. Particulars of business: (a) Nature of activities: (b) Is the business, according to the Ministry of Trade and Industry, a small scale industry?. (Yes/No) If yes, give details and furnish documentary proof:

20 Page 20 (c) Is the Contractor located in communal areas/underdeveloped areas notified by the Ministry of Trade and Industry?.. (Yes/No) If yes, give details and furnish documentary proof: (d) Particulars of structured training programmes/apprenticeship courses of approved standards for labour/technical staff and managerial cadre/specialised training of women and handicapped persons/other programmes or activities benefiting disadvantaged Namibian citizens/assistance, sponsorship, bursaries, etc., provided to vocational training centres. Attach documentary proof.

21 Page 21 (e) Particulars of affirmative action programmes/activities undertaken such as promoting advancement of disadvantaged Namibian citizens; emerging Namibian entrepreneurship, women and handicapped persons; achieving a balanced structure of managerial care, etc. Attached documentary proof.

22 Page Organisational structure: Employees: Number of Category Total Number of formerly Number of numbers Namibians disadvantaged foreigners Namibians (a) Managing Directors/ Directors (b) (c) (d) (e) (f) Managers Office personnel/staff Skilled labour Unskilled labour Contract staff/labour TOTAL No. of women Included in above No. of handicapped persons Included in above 6. Buildings and erven: Area used Area of erf Area of building on erf Area of buildings used for Total area (in square metres) Manufacturing/assembling

23 Page 23 Area of buildings used as office space Area of buildings used for storage 7. Sub-Contractors: Is a subcontractor/sub vendor/ sub supplier involved in the performance of the agreement? (Yes/No) If yes, state in an annexure the percentage of the total RFP amount being performed by means of subcontracting, etc., and furnish in that annexure full particulars of the subcontractor/sub vendor/ sub supplier concerned, including physical address or addresses.. Signature Date Documents to be attached: The below documents are mandatory for this submission. Failure to submit mandatory documents will result in automatic disqualification. (1) Copy of registration certificate/trade license/ Founding Statement. (2) Good standing certificates (VAT & Social security) (3) Copy of certificate/document to substantiate any claim as being a small-scale industry. (4) Documentary proof regarding training programmes, apprenticeship courses, affirmative action programmes or activities, or other programmes or activities benefiting disadvantaged or handicapped Namibian citizens.