Department of Agriculture and Rural Development: Free State
Name of Tenderer: ………………………………………………….
DARD/RFP 05/2016 Request for Proposal for the Design and Installation of a Waste Water Treatment Package Plant at Glen – Department of Agriculture and Rural Development – Free State Province
Department of Agriculture and Rural Development: Free State
Tender No 05/2016
REQUEST FOR PROPOSAL FOR THE DESIGN AND INSTALLATION OF A WASTE WATER TREATMENT PACKAGE PLANT AT GLEN AGRICULTURAL INSTITUTE – DEPARTMENT OF AGRICULTURE AND RURAL DEVELOPMENT – FREE STATE PROVINCE
PROCUREMENT DOCUMENT(Based on NEC 3 ECC Option A)
11 November 2016
Issued by:
Department of Agriculture and Rural Development Free State / Prepared by
Taka Chiwanza
Private Bag X02
Bloemfontein
9300 / Private Bag X02
Bloemfontein
9300
Contact:
Name: Mammuso Bonokoane / Taka Chiwanza
Telephone: (051) 861 8488 / (051) 861 8350
Name of tenderer: ......
1
Name of Tenderer: ………………………………………………….
DARD/RFP 05/2016 Request for Proposal for the Design and Installation of a Waste Water Treatment Package Plant at Glen – Department of Agriculture and Rural Development – Free State Province
/Department of Agriculture and Rural Development: Free State
DARD/RFP 05/2016
REQUEST FOR PROPOSAL FOR THE DESIGN AND INSTALLATION OF A WASTE WATER TREATMENT PACKAGE PLANT AT GLEN AGRICULTURAL INSTITUTE – DEPARTMENT OF AGRICULTURE AND RURAL DEVELOPMENT – FREE STATE PROVINCE
Contents
Number / HeadingTHE TENDER
Part T1: Tendering procedures
T1.1 / Tender notice and invitation to tender
T1.2 / Tender data
Part T2: Returnable documents
T2.1 / List of returnable documents
T2.2 / Returnable schedules
THE CONTRACT
Part C1: Agreements and Contract data
C1.1 / Form of offer and acceptance
C1.2 / Contract data
Part 1 – Data by the Employer
Part 2 – Data by the Contractor
C1.3 / Performance bond
Part C2: Pricing data
C2.1 / Pricing assumptions
C2.2 / List of activities
Part C3: Scope of work
Part C4: Site Information
TECHNICAL PROPOSAL ENVELOPE 1
1
Name of Tenderer: ………………………………………………….
DARD/RFP 05/2016 Request for Proposal for the Design and Installation of a Waste Water Treatment Package Plant at Glen – Department of Agriculture and Rural Development – Free State Province
/Department of Agriculture and Rural Development: Free Sate
DARD/RFP 05/2016
REQUEST FOR PROPOSAL FOR THE DESIGN AND INSTALLATION OF A WASTE WATER TREATMENT PACKAGE PLANT AT GLEN AGRICULTURAL INSTITUTE – DEPARTMENT OF AGRICULTURE AND RURAL DEVELOPMENT – FREE STATE PROVINCE
T1.1Tender Notice and Invitation to Tender
THE DEPARTMENT OF AGRICULTURE AND RURAL DEVELOPMENT INVITES INTERESTED, EXPERIENCED AND POTENTIAL SERVICE PROVIDERS TO BID FOR: REQUEST FOR PROPOSAL FOR THE DESIGN AND INSTALLATION OF A WASTE WATER TREATMENT PACKAGE PLANT AT GLEN AGRICULTURAL INSTITUTE – DEPARTMENT OF AGRICULTURE AND RURAL DEVELOPMENT – FREE STATE PROVINCETenderers should have a minimum CIDB contractor grading designation of 6 CE or 5 CE PE or higher.
Preferences are offered to tenderers who are B-BBEE compliant.
Only tenderers who meet the eligibility criteria as contained in the tender data are eligible to submit tenders.
The physical address for collection of tender documents is Department of Agriculture and Rural Development
Room no. 149, Cashier’s Office, ground floor, Administration Building, Gielie Joubert Street, Glen.
Tender documents may be collected during working hours between 08h00 and 15h30 onweekdays.
Tender documents may be downloaded for free from the government website at www. etender.gov.zafrom date of advertisement.
A non-refundable tender deposit of R 587.00 payable in cash or by bank guaranteed cheque made out in favour of the Department is required on collection of bound hard copies of the tender documents.
Queries relating to the issue of these documents may be addressed in writing to Ms M.E. Bonokoane, e-mail
A compulsory clarification meeting with representatives of the Employer will take place at The Auditorium at Glen on Friday 18 November 2016 starting at 11:00 hrs.
The closing time for receipt of tenders is 11:00 hrs on Friday 02December 2016. Telegraphic, telephonic, telex, facsimile, e-mail and late tenders will not be accepted.
Tenders may only be submitted on the tender documentation that is issued.
Requirements for sealing, addressing, delivery, opening and assessment of tenders are stated in the Tender Data.
Tender1T1.1
Part T1: Tendering proceduresTender Notice and Invitation to Tender DARD/RFP 05/2016
Name of Tenderer: ………………………………………………….
DARD/RFP 05/2016 Request for Proposal for the Design and Installation of a Waste Water Treatment Package Plant at Glen – Department of Agriculture and Rural Development – Free State Province
/Department of Agriculture and Rural Development: Free State
DARD/RFP 05/2016
REQUEST FOR PROPOSAL FOR THE DESIGN AND INSTALLATION OF A WASTE WATER TREATMENT PACKAGE PLANT AT GLEN AGRICULTURAL INSTITUTE – DEPARTMENT OF AGRICULTURE AND RURAL DEVELOPMENT – FREE STATE PROVINCE
T1.2Tender Data
The conditions of tender are those contained in the latest edition of SANS 10845-3, Construction Procurement – Part 3:Standard conditions of tender.SANS 10845-3 makes several references to the Tender Data for details that apply specifically to this tender. The Tender Data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the provisions of SANS 10845-3.
Each item of data given below is cross-referenced to the clause in SANS 10845-3 to which it mainly applies.
Clause number / Tender Data
3.1 / The Employer is Department of Agriculture and Rural Development: Free State Province
3.2 / The tender documents issued by the employer comprise the following documents:
THE TENDER
Part T1: Tendering procedures
T1.1 - Tender notice and invitation to tender
T1.2 - Tender data
Part T2: Returnable documents
T2.1 - List of returnable documents
T2.2 - Returnable schedules
THE CONTRACT
Part C1: Agreements and Contract data
C1.1 - Form of offer and acceptance
C1.2 - Contract data
C1.3 - Performance Bond
Part C2: Pricing data
C2.1 - Pricing assumptions
C2.2 - List of activities
Part C3: Scope of work
C3 - Scope of work
Part C4: Site information
C4 - Site information
3.3 / The employer’s agent is :
Name: Taka Chiwanza (Technical)
Tel: (051) 861 8350 / 083 254 1613
E-mail:
Address: Private Bag X02, Bloemfontein, 9300 / The employer’s agent is :
Name: Mammuso Bonokoane (Supply Chain Management)
Tel: (051) 861 8488 / 083 655 2371
E-mail:
Address: Private Bag X02, Bloemfontein, 9300
3.5 / The language for communications is English
3.6 / Option 4of the proposal procedure using the two-envelope system shall be applied.
4.1 / Only those tenderers who satisfy the following eligibility criteria and who provide the required evidence in their tender submissions are eligible to submit tenders and have their tenders evaluated:
- Tenderers who provide the required evidence in their tender submissions.
- The tenderer is registered in terms of the companies act (Act 71 of 2008); or in cases of a partnership, has in place a Partnership Agreement that enables the partnership to continue to function in the event of the death or withdrawal of one of the partners.
- A tenderer who has entered into agreement with one or more Engineering Professional service provider(s) for the provision of the required technical and design aspects of the contract, who have in their full-time employ, ECSA registered professional civil, mechanical and electrical engineers.
- A tenderer who provides audited financial statements for the preceding year. If the financial statements are older than 6-months, the tenderer must provide interim financial statements.
- A tenderer who can provide at least one contactable reference from a previous client to whom similar services have been successfully rendered.
- A tenderer’s service providers who will assist with the technical design must have professional indemnity insurance cover issued by a reputable insurer in an amount of not less than R5 million in respect of a claim, without limit to the number of claims.
- The tenderer or any of their principals must not be under restriction to do business with government.
- Valid Tax Clearance Certificate, or provide an active Centralised Supplier Database (CSD) supplier registration number.
- Must be V.A.T. registered.
- Tenders will only be accepted from tenderers who attended the compulsory clarification meeting, and attached the clarification meeting certificate.
- Only those tenderers who are registered with the CIDB in a contractor grading designation equal to or higher than a contractor grading designation determined in accordance with the sum tendered, or a value determined in accordance with Regulation 25 (1B) or 25(7A) of the Construction Industry Development Regulations, for a 6 CE or 5 CE PE class of construction work, are eligible to have their tenders evaluated.
- Contractors registered as potentially emerging (PE) enterprises with the CIDB should satisfy the following criteria:
- the employer agrees to provide the financial, management or other support that is considered appropriate to enable the contractor to successfully execute that contract.
- Joint ventures are eligible to submit tenders provided that:
- The member of the JV who is responsible for the construction works component of the contract is registered with the CIDB;
- The JV member responsible for the construction works component of the contract has a contractor grading designation in the Civil Engineering class of construction work; and
- In the event of there being more than one JV member with a CIDB grading, the lead member should have at least 6 CE or 5 CE PE.
4.7 / The arrangements for a compulsory clarification meeting are as stated in the Tender Notice and Invitation to Tender.
Tenderers must sign the attendance register in the name of the tendering entity. A clarification meeting certificate will be issued to tenderers present. This document must be completed and bound into the tender document with the other returnable documents.
Tenders will only be accepted from tenderers who attended the compulsory clarification meeting, and attached the clarification meeting certificate.
Addenda, minutes and responses to questions will only be issued to tenderers who were present at the clarification meeting.
4.13.1 / Parts of each tender offer communicated on paper shall be submitted as an original, plus 0 (zero) copies.
4.13.5 / The employer’s details and address for delivery of tender offers and identification details that are to be shown on each tender offer envelope are:
Location of tender box: Admin Building, Ground Floor, SCM component, Glen
Physical address: Gielie Joubert Street, Glen
Identification details: Tender reference number, DARD/RFP 05/2016REQUEST FOR PROPOSAL FOR THE DESIGN AND INSTALLATION OF A WASTE WATER TREATMENT PACKAGE PLANT AT GLEN AGRICULTURAL INSTITUTE – DEPARTMENT OF AGRICULTURE AND RURAL DEVELOPMENT – FREE STATE PROVINCE
Closing date: Friday 02December 2016
Closing time: 11h00
4.13.4 / The tenderer is required to submit with his tender the following certificates:
1) An original Tax Clearance Certificate issued by the South African Revenue Services, or provide an active Centralised Supplier Database (CSD) supplier registration number.
2) Verified B-BBEE Certificate.
3) Certificates as required for verification of quality.
4) Certificates as required for proof of eligibility.
4.13.5 / A two-envelope procedure is required. On the closing date, only the non-financial proposals will be opened, and the names of the tenderers will be announced.
Only the financial proposals of tenderers who, in the quality evaluation score, have more than the
minimum number of points for quality stated in the tender data will be opened on the day that the presentations will be held, where the score obtained for thenon-financial proposals and the total price and any preferences claimed will be announced.
4.13.6 / Telephonic, telegraphic, telex, facsimile or e-mailed tender offers will not be accepted.
4.15 / The closing time for submission of tender offers is as stated in the Tender Notice and Invitation to Tender.
4.16 / The tender offer validity period is 90 days.
4.19 / Access to the project site shall be provided for additional inspections, tests and analysis. This will be on appointment only as and when requested by tenderers.
4.20 / The tenderer is required to submit with his tender a letter of intent from an approved insurer undertaking to provide the Performance Bond to the format included in Part C1.3 of this procurement document unless another acceptable form of performance bond will be provided.
5.1 / The Employer will respond to requests for clarification received up to fiveworking days before the tender closing time.
5.2 / The employer shall issue addenda until three working days before tender closing time.
5.4 / Tenders will be opened immediately after the closing time for tenders at 11h00. On the closing date, only the non-financial proposals will be opened, and the names of the tenderers will be announced.
5.11.5 / The procedure for the evaluation of responsive tenders is Method 4 (Financial offer, quality and preference)
The total number of tender evaluation points (TEV) shall be determined in accordance with the following formula.
TEV = f1 (NFO+NP) + f2NQ
where f1and f2 are fractions, f1 equals 1 minus f2 and f2 equals 0.70
NFO is thenumber of tender evaluation points awarded for the financial offer made in accordance with 5.11.7 where the score for financial offer is calculated using the following formula
A = (1 - (P - Pm))
Pm
and W1 equals:
1) 90 where the financial value inclusive of VAT of all responsive tenders received have a value in excess of R1 000000 or
2) 80 where the financial value inclusive of VAT of one or more responsive tender offers have a value that equals or is less than R 1000000
NPis thenumber of tender evaluation points awarded for preferences claimed in accordance with the Preferencing Schedule
NQis thenumber of tender evaluation points awarded for quality offered in accordance with 5.11.9 where W2 = 100.
Up to 100 minus W1 tender evaluation points will be awarded to tenderers who complete the preference schedule and who are found to be eligible for the preference claimed.
5.11.9 / The quality criteria and maximum score in respect of each of the criteria are as follows:
Quality criteria / Sub-criteria / Maximum number of points
Quality Schedule A
1. Institutional capacity / 1.1 Capacity / 20
1.2 Ability / 45
Quality Schedule B
1.Presentation (Planning and design) / 1.1 Approach paper / 5
1.2 Technical approach / 10
2.Presentation (Operational considerations) / 2.1 System attributes / 10
2.2 Compliance / 5
2.3 Serviceability / 5
3. Life-cycle costing / N/A / 30
Maximum possible score for quality (Ms) / 130
Quality shall be scored by not less than three evaluators in accordance with the following schedules:
Quality Schedule A and Quality Schedule B.
5.11.9 / The prompts for judgment and the associated scores used in the evaluation of quality shall be as follows:
Table C. Prompts for Judgement
Score / Prompt for judgement
0 / Failed to address the question / issue
20 / A detrimental response / answer / solution – limited or poor evidence of skill / experience sought or high risk that relevant skills will not be available
40 / Less than acceptable – response / answer / solution lacks convincing evidence of skill / experience sought or medium risk that relevant skills will not be available.
60 / Acceptable response / answer / solution to the particular aspect of the requirements and evidence given of skill / experience sought
80 / Above acceptable – response / answer / solution demonstrating real understanding of requirements and evidence of ability to meet it.
100 / Excellent – response / answer / solution gives real confidence that the tenderer will add real value.
The scores of each of the evaluators will be averaged, weighted and then totalled to obtain the final score for quality.
5.13 / Tender offers will only be accepted if:
a)the tenderer is registered on the Central Supplier Database (CSD) for the South African government ( see ) unless it is a foreign supplier with no local registered entity
b)the tenderer is in good standing with SARS according to the Central Supplier Database;
c)the tenderer submits a letter of intent from an approved insurer undertaking to provide the Performance Bond to the format included in Part C1.3 of this procurement document
d)the tenderer is registered with the Construction Industry Development Board in an appropriate contractor grading designation;
e)the tenderer or any of its directors/shareholders is not listed on the Register of Tender Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector;
f)the tenderer has not:
i) abused the Employer’s Supply Chain Management System; or
ii) failed to perform on any previous contract and has been given a written notice to this effect;
f)the tenderer has completed the Compulsory Declaration and there are no conflicts of interestwhich may impact on the tenderer’s ability to perform the contract in the best interests of the employer or potentially compromise the tender process;
g)the tenderer is registered and in good standing with the compensation fund or with a licensed compensation insurer (WCA)
h) the tenderer is registered and in good standing with the compensation fund or with a licensed compensation insurer (COIDA)
h)the employer is reasonably satisfied that the tenderer has in terms of the Construction Regulations, 2003, issued in terms of the Occupational Health and Safety Act, 1993, the necessary competencies and resources to carry out the work safely.
5.17 / The number of paper copies of the signed contract to be provided by the employer is 1.
The additional conditions of tender are:
Tender1T1.2
Part T1: Tendering proceduresTender Data DARD/RFP 05/2016
Name of Tenderer: ………………………………………………..
DARD/RFP 05/2016 Request for Proposal for the Design and Installation of a Waste Water Treatment Package Plant at Glen – Department of Agriculture and Rural Development – Free State Province
T.2.1 List of returnable documents
1 Documentation to demonstrate eligibility to have tenders evaluated- Copy of tendering entity(s) CIPRO registration documents. I the case of a Joint Venture or Consortium, each member’s documents must be submitted.
- Partnership Agreement(s) if applicable.
- Joint Venture or Consortium agreement.
- Audited financial statements for the preceding year. If the financial statements are older than 6-months, the tenderer must provide interim financial statements.
- At least one contactable reference from a previous client to whom similar services have been successfully rendered.
- Copy of professional Indemnity insurance certificate of professional service providers assisting the contractor with the design of the works.
- CIDB contractor registration certificate. In case of more than one contractor, each to submit their certificates.
The above-mentioned documents must be bound into the Tender Document immediately after the cover-page titled Eligibility Documents, in the order stated above.