Reg. No. 1991/005477/06
CENTRALNORTH WEST AREA: MAINTENANCE AND REPAIRS TOAIR CONDITIONERS
Advert /Publish DateAvailability of Documents
Compulsory Site Inspection
Compulsory Briefing Session
Closing Date
Closing Time / 11h00 AM
BIDDER’S FULL LEGAL NAME
Please indicate whether this is the original or a copy by ticking the applicable block.
ORIGINAL / COPY NUMBERACCRONYMS / DESCRIPTION
SAPO / South African Post Office Limited
BBBEE / Broad Based Black Economic Empowerment
BEE / Black Economic Empowerment
JV / Joint Venture
RFP / Request For Proposal
CV / Curriculum Vitae
PPPFA / Preferential Procurement Policy Framework Act
EME / Exempted Micro Enterprises
SCM / Supply Chain Management
ED / Enterprise Development
SUPPLY CHAIN MANAGEMENT
Cnr. Moreleta Street and James Drive
Silverton
Pretoria
0184
PO Box 4162
Pretoria
0001
Tel: 012 845-2448
Fax: 086 687 5154
E-mail:
RFQ No:
DESCRIPTION:CENTRAL NORTH WEST: MAINTENANCE AND REPAIRS TO AIR CONDITIONER
CLOSING DATE:………………………at 11:00AM
Dear Sir /Madam
REQUEST FOR PROPOSAL
You are hereby invited to submit proposals for the provision of Maintenance of Air-Conditioners at South African Post Office Limited owned buildings in the various areas within Northern Region for a period of three (3) years.
Your proposal should be addressed as follows:
General Manager: Procurement (Supply Chain Management)
South African Post Office Limited
Corner St Andrews and East Burger Streets
CBD
BLOEMFONTEIN
Attention: Lawrence Isaacs (Manager: Procurement)
The tender box is accessible to the public 24 hours per day, 7 days per week. The measurements of the “tender box slot” are 450mm wide x 250mm high, and you must ensure that documents/files are not larger than the above dimensions. Files, which are too bulky (i.e. more than the above mentioned dimensions) must please be split into two or more files.
Please note that late documents will not be considered. The South African Post Office Limited shall not be bound to accept any offer.
MAINTENANCE OF AIR CONDITIONERPage 1
/ South African Post OfficeThe details for compulsory site inspection and briefing session are as follows:
COMPULSORY SITE INSPECTIONS:
BUILDING / PHYSICAL ADDRESSCentral North West
1 / Alabama PO / 52 Alex/Huckle Streets, Alabama, Klerksdorp
2 / Bloemhof PO / 78 Prince Street, Bloemhof
3 / Bothaville PO / 35 President Street, Bothaville
4 / Coligny PO / 94 Vootrekker Street, Coligny
5 / Deneysville PO / 19 Main Road, Deneysville
6 / Flamwood Walk Po / Shop 13 Flamewood Walk Centre, Brother Partick Street, Flamewood, Klerksdorp
7 / Flamwood PO / 67 Amatis Street, Flamewood, Klerksdorp
8 / Fochville PO / 57 Church Street, Fochville
9 / Freemanville PO / Pick 7 Pay Mini Market, Poplar Street, Freemanville
10 / Gopane PO / 681 Kgosing Section, Gopane Village
11 / Hartebeesfontein PO / 61 Voortrekker Street, Hartbeesfontein
12 / Ikageng PO / 3680 Cnr. Moleli & Lekhele Streets, Ikageng
13 / Ipeleng PO / 393 Morobe District of Schweizer Reneke
14 / Jouberton PO / 15599 Ext 2, Lethurie Street, Jouberton
15 / Kanana PO / Shop 5, 1568 Mako Shopping Centre, Kananan, Orkney
16 / Kanana East PO / 1520 Disele Street, Kanana Township, Orkney
17 / Khotsong PO / 2053 Khotsong Street, Khotsong
18 / Khuma PO / 6701/2 Mokgethi Street, Khuma, Stilfontein
19 / Klerksdorp PO / Shop 15, City Mall, Cnr Church & Nessr Streets. Klerksdorp
20 / Klerksdorp Depot / Cnr. Delver & Emily Hobhouse Street, Klerksdorp
21 / Kockspark PO / 60 Maharrey Street, Kockspark
22 / Leeudoringstad PO / 12 George Street, Leeudoringstad
23 / Mafikeng South PO / Cnr Nelson /mandela & Sekame Drive, Mafikeng
24 / Makwassie PO / 28 Phillips Street, Makwassie
25 / Mareetsane PO / 4 Farm Goosen, Destrict, Mareetsana
26 / Matlosana PO / Cnr. Teak & Wilcon Streets, Matlosana
27 / Modimosana PO / Modimosana Village, Madikwe District, Swartruggens
28 / Molopo PO / Pick & Pay Shopping Centre, Molopo Street, Vryburg
29 / Monshiwa PO / Shop Section A, Erf 877, Monshiwa, Mafikeng
30 / Muzimuhle PO / Muzimuhle Shopping Centre, Muzimuhle Vaalreefs, Orkney
31 / Noordbrug PO / 5 Esselen Street, Noordbrug
32 / Oranjeville PO / 20 Market Street, Oranjeville
33 / Orkney PO / 65 Fletcker Avenue, Orkney
34 / Ottosdal PO / 40 Voortrekker Street, Ottosdal
35 / Parys PO / 61 Dolf Street, Parys
36 / Parys Correctional Services / Cnr. Buiten & Dolf Street, Parys
37 / Potchefstroom PO / 35 OR Tambo Street, Potchefstroom
38 / Potchefstroom Area Office / 35 Greyling Street, Potchefstroom
39 / Promosa PO / 9 Daniel Street, Promosa
40 / Rammulotsi PO / 3049 Rammulotsi, Viljoenskroon (Transportable Office)
41 / Reivilo PO / Voortrekkerstreet, Reivilo
42 / Riverwalk PO / Riverwalk Centre, Cnr. James Moroka &Govan Mbeki Streets, Potchefstroom
43 / Sasolburg PO / 48 Fichardt Street, Sasolburg
44 / Sasolburg Dept Hom Affairs / 48 Fichardt Street, Sasolburg
45 / Stilfontein PO / 89 Hartebeesfontein Ave, Stilfontein
46 / Tampostad PO / Tampostad Village, Tampostad
47 / Tosca PO / Plot 2, Farm Ascot, Tosca Vryheid Area
48 / Vaal Reef PO / 1 West Street, Shaft 1,Vaalkop Farm, Orkney
49 / Vaalpark RPO / Therina Centre, Opperman Street, Sasolburg
50 / Ventersdorp PO / 29 Carmichael Street, Ventersdorp
51 / Viljoenskroon PO / 36 De Nysschen Street, Viljoenskroon
52 / Viljoenskroon Dept. Home Affairs / 36 De Nysschen Street, Viljoenskroon
53 / Vredefort PO / 15 Oranje Street, Vredefort
54 / Wolmaransstad PO / 21 Kruger Street, Wolmaransstad
55 / Zamdela PO / 9 Phofung Street, Sasolburg
56 / Zeerust PO / 11 Voortrekker Street, Zeerust
57 / Zuiping PO / Noligwa Residence Portion 4, Farm Chrystalkop, 69, Orkney
CONTACT PERONS: Moramang Mofokeng 018464 1314
SCOPE OF SUPPLY AND SPECIFIC INSTRUCTIONS
- BACKGROUND
1.1.The SAPO Limited requires a bidder/s to provide Maintenance of Air-conditionersat SAPO owned and leased buildings in the Northern Region.
1.2.The services are required at various (SAPO) offices, warehouses, mail centres and post offices where identified.
- OBJECTIVES
2.1To appoint a service provider/s for the provision of Maintenance of Air-conditioners in the various areas within Northern Region for a period of three (3) years.
2.2To promote local enterprises within a specific region.
2.3To promote Enterprise Development (ED). SAPO intends promoting Exempted Micro Enterprise’s (EME’s) through this bid. However, entities other than EME’s are required to provide an ED plan to demonstrate their contribution to EME development, in accordance with the specification.
- DESCRIPTION OF SERVICE
To appoint a service provider/s for the provision of Maintenance of Air-conditioners in the various areas within Northern Region for a period of three (3) years.
- POINT OF DELIVERY
As per site inspection list
4PRICE BASIS
4.2Bidders shall take into account that the SAPO total requirements may not be allocated to only one bidder.
4.3Bidders shall quote prices in South African Rand and Value Added Tax shall be excluded and shown separately.
4.4Bidders shall quote on the basis indicated in the Pricing Scheduleand as stated in the Proposal Questionnaire.
4.5SAPO requires an all-inclusive and fully transparent cost structure. Escalations must be included and the Percentage Price Breakdowns must be included in the format specified.
4.6Pricing of goods and services must be linked to the specifications.
4.7Bidders must indicate what portion of the total price will be allocated to each member of the JV or Consortium where a Bidder is constituted of more than one member.
4.8Where figures are referred to in numerals and in words and there is a conflict between the two, the words will prevail.
4.9The successful bidder shall commit to the programme of continuous improvement, which will result in cost-efficiencies during the currency of the relationship.
4.10Bidders must warrant to the SAPO and indicate that the pricing quoted is free of any errors or omissions and that the Bidder is able to deliver the contract on the prices quoted.
6.PAYMENT
Service Provider shall supply the Post Office with a monthly tax invoice and a schedule setting out the Services performed.
7.DISCOUNT
Bidders shall, as requested in clause 2 of the Proposal Questionnaire, indicate whether they offer any discounts.
8.PROPOSAL DOCUMENTS
8.1Bidders responding to this (RFQ) are deemed to do so, on the basis that they acknowledge and accept all the Terms and Conditions of this RFQ.
8.2No bids submitted by Facsimile, telegram, email will be considered. It is the bidder’s sole responsibility to ensure that the complete bid has been received by the Closing Date and Time. Postmarking before or on the Closing Date will not substitute for actual receipt. Giving the bid to a courier prior to the Closing Date without actual receipt by the SAPO by the Closing Date and Time will not excuse the late delivery of a bid.
8.3Proposal documents must be completed in ink and any amendments to the proposal documents, whether erasures or by means of correction fluid (e.g. tippex), must be initialled by the bidder.
8.4All documents and correspondence must be in English.
8.5Proposals must be compiled in the following manner:
8.5.1one (1) original proposal (marked ‘original’) must be submitted.
8.5.2loose-leaf (not bound) proposal will not be accepted.
8.5.3if the proposal is submitted by a consortium / JV, each company forming part of the consortium / JV must complete the Declaration of Interest and Mutual Confidentiality Non-disclosure individually and submit it as part of the proposal;
8.5.4all Annexures, company profiles, CV’s, etc., shall form part of the ‘ORIGINAL’ as well as the ‘COPY’ proposals.
8.6 All proposals must be delivered sealed. The following information shall appear on the outside of the sealed proposal:
8.6.1Name of bidder;
8.6.2Description of proposal;
8.6.3RFQ number;
8.6.4Closing date and time;
8.6.5Name of person for whose attention the proposal is intended; and
8.6.6The name and address of the Bidder must be written on the reverse side of the proposal/envelope.
9.CONSULTATION PRIOR TO SUBMISSION OF A PROPOSAL
Bidders shall consult, in writing, with the undernoted SAPO officials should there appear to be any discrepancy, ambiguity or uncertainty pertaining to the meaning or effect of any description, dimension, quality, quantity or any other information contained in this bid. SAPO undertakes to provide clarification in writing to all Bidders, provided that the request is received prior to the closing date and time for clarifications.
Officials / Location / Contact DetailsAmos Matjutla
(Manager: Procurement)
(Procurement Specialist) / South African Post Office Limited
Supply Chain Management
Cnr. James Drive and Moreleta Street
Silverton, Pretoria. / (012) 845 2448.
082 788 4874
(012) 845 2486.
10.CLARIFICATIONS
10.1Bidders are encouraged to submit clarification questions to the specification, in writing to SAPO Officials mentioned above not later than 10h00 on ……………... No further questions will be entertained after this period.
10.2The SAPO will respond in writing to queries and distribute to all bidders within five (5) days after receipt of questions.
10.3Oral communication or instruction by SAPO or its representative shall have no standing in this Request for Quotation (RFQ) unless and until they have been confirmed in writing.
10.4SAPO accepts no responsibility for the failure of any bidder not receiving notifications or correspondence relating to this Request for Quotation (RFQ)
11.VALIDITY PERIOD OF PROPOSAL
The period during which the SAPO shall have the right to accept a proposal without any right of withdrawal on the part of the bidder shall be Onehundred and twenty (120) days from the date on which proposals are due. After such period a bidder may withdraw his proposal if he has not been notified of its acceptance.
12.COST OF THE BID
Each Bidder shall bear all of its costs (of whatsoever nature) associated with the preparation or submission of its bid and of negotiating with the SAPO regarding a possible contract agreement and any other costs and expenses incurred by the Bidders in connection with or arising out of the competitive procurement process.
13.CONDITIONS OF BID
13.1The South African Post Office Limited reserves the right to reject and /or disqualify any proposal:
13.1.1 Received without all the data and information requested.
13.1.2That fails the Gate Keeping Criteria.
13.1.3That fails to comply with the specification.
13.1.4That contains any information that is found to be incorrect or misleading in anyway.
13.1.5That fails to submit the correct number of copies and in the correct format.
13.1.6Such non-compliant bids shall be rejected without further evaluation, provided that South African Post Office Limited believes, in its own discretion, that the non-compliance is minor then South African Post Office Limited may continue with the evaluation, or seek clarification thereon or reject the bid.
13.2The South African Post Office Limited reserves the right:
13.2.1Not to award or cancel this RFQ at any time and shall not be bound to accept the lowest or any bid.
13.2.2To negotiate with the Preferred bidder/s, and failing agreement to negotiate with all Reserved Bidders identified in the evaluation process, regarding any terms and conditions, including price without offering the same opportunity to any other Bidder who has not been awarded the status of the Preferred or Reserved Bidder.
13.2.3To accept part of a bid rather than the whole bid.
13.2.4To benchmark prices of items that are contracted and should these items be available at a more competitive price than the contracted price, South African Post Office Limited will request the current bidder to reduce their price to be inline failing which, these will be purchased out of contract.
13.2.5To split the award of the bid between two or more Bidders.
13.2.6To cancel and/or terminate the bid process at any stage, including after the Closing Date and/or after presentations have been made, and/or after bids have been evaluated and/or after the Preferred Bidders and Reserved Bidders have been notified of their status as such.
13.2.7To carry out site inspections, product evaluations or explanatory meetings in order to verify the nature and quality of the Services bidded for, whether before or after adjudication of the bid.
13.2.8To award the contract to a Bidder whose bid was not the lowest in price.
13.2.9To correct any mistakes at any stage of the bid that may have been in the bid documents or occurred at any stage of the bid process.
13.3Minimum scores / points to be obtained on evaluation of bids:
13.3.1 Bidders with a score less than seventy percent (70%) for the functionality criteria will not be eligible for further evaluation.
13.4No attempt may be made, whether directly or indirectly, to canvass any member of SAPO staff before the award of the contract. Any enquiries must be referred, in writing, to the specified persons.
13.5In the event that the Bidder intends to sub-contract any of the services and/or goods required, a substantial portion of each key element of the scope of work as defined Pages 39 must reside within the Bidding Entity.
Note: Bidders are not allowed to sub-contract more than 25% of the scope of services.
13.6Samples
13.6.1South African Post Office Limited shall not pay for samples provided and damaged / destroyed samples as a result of destruction testing.
13.6.2 Samples will not be returned to the bidder.
14.Black Economic Empowerment (BEE)
Bidders with low BEE credentials are encouraged to enter into meaningful business relationship (e.g. JV’s) with BEE companies.
15.Conditions of Purchase
The terms and conditions applicable to any order / contract that may result from this enquiry are stated in the Contractual Terms and Conditions.
SPECIAL CONDITIONS OF BID
1.1Bid Submission Requirements
1.1.1Bidders are required to submit their proposals per area/s within a region and clearly and accurately specify the area/s within a region for which they are bidding, in their bid responses. Bids that do not indicate the area/s will be deemed non-responsive and their proposals will be rejected.
1.1.1SAPO reserves the right to award multiple areas within a region to a single bidder based on the PPPFA preference point system.
1.2Compulsory Site Inspectionsper site, in an area within the region
1.2.1Compulsory site inspections will be conducted at each applicable SAPO building within the area/s that they are bidding for. A list of the buildings and their address details per area are included in the bid documents. An attendance register will be maintained per building, per site inspection and will be used as proof of attendance.
1.2.2Bidders who fail to attend and sign the attendance registers for compulsory site inspections will not meet the gate keeping criteria and their bid responses will not be evaluated further.
1.3Enterprise Development
1.3.1SAPO intends promoting EME’s through this bid.
1.3.2In the event that a bidder is NOT an EME:
1.3.2.1Non EME bidders must submit a detailed Enterprise Development (ED) plan, which will form part of the contractual agreement of the successful bidder and will include the following elements:
1.3.2.1.1Identifying and profiling the selected majority black owned EME’s
1.3.2.1.2Training and mentoring to be provided
1.3.2.1.3Jobs to be created through commitment to the selected EME(s)
1.3.2.1.4Financial support (cash flow, accounting procedures, etc)
1.3.2.1.5Process enhancement and capacity increase.
1.4Physical Location of Bidder within Region of Service Requirements
1.4.1This bid is limited to bidders who are physically located in the region in which they are bidding.
1.4.2Bidders must submit acceptable proof of physical location of company within region of service requirements evidenced by certified copies, which is not older than 3 months before the closing date of this bid, of the bidder’s:
1.4.2.1Municipal account
1.4.2.2A current lease agreement, or
1.4.2.3Proof of Physical Address from the Tribal Authority
1.5Legislative Requirements
1.5.1The bidder will be responsible for the servicing and maintenance of all Air-Conditioner components in accordance with the original equipment manufacturer’s specifications and industry standards.
1.5.2The bidder’s procedures for the procurement, storage, handling, transporting, application and general use of chemicals shall comply with all applicable legislation, Codes of good practice and Provincial Authorities, including but not restricted to:
1.5.2.1SABS national standards with relevance to the Air Conditioning, Refrigeration and Ventilation industry
1.5.2.2The Hazardous Substances Act (Act No. 15 of 1973)
1.5.2.3The Occupation Health and Safety Act (Act No. 85 of 1993)
1.6Performance
1.6.1The bidder will be responsible for all maintenance and servicing of Air-conditioners as specified, per area/s within a region in which the bidder is selected to provide the services.
1.6.2The bidder will be responsible for the servicing and maintenance of all Air conditioner components in accordance with the original manufacturer’s specifications, applicable regulations and industry standards.
1.6.3The bidder must be able to provide the maintenance services within the timelines indicated in this bid document and in accordance with SAPO’s conditions and /or agreed changes
1.6.4The bidder must be available during working hours for the duration of the contract to respond to Air-conditioner breakdowns or defects and complaints about any malfunctioning thereof.