Reg. No. 1991/005477/06
Witspos Transport: CLEANING SERVICES WSCM.857.S
Advert /Publish Date / 20/01/2017Availability of Documents / 20/01/2017
Compulsory Site Inspections / 26/01/2017
Briefing Session / 26/01/2017
Closing Date / 31/01/2017
Closing Time / 11:00
BIDDER’S FULL LEGAL NAME
Please indicate whether this is the original or a copy by ticking the applicable block.
ORIGINAL / COPY NUMBER / OF 4ACRONYMS
ACRONYMS / DESCRIPTIONSAPO / 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
7 Mooi Street
Johannesburg
2003
PO Box 261127
Johannesburg
2023
Tel: 011221 5800 ext 152
Fax: 086723 6474
Email:
RFQ NO:WSCM.857.s
DESCRIPTION:CLEANING SERVICES
CLOSING DATE:31/01/2017
Dear Sir /Madam
REQUEST FOR QUOTATION
You are hereby invited to submit quotation for the provision of Cleaning Services at the Witspos Transport building in the WitsRegion for a period ofthree (3)years day shift ONLY no night shift required.
Your quotation should be addressed as follows:
Procurement (Supply Chain Management)
South African Post Office Limited
7 MOOI STREET
JOHANNESBURG
2003
Attention: (Purchasing Specialist: Procurement)
The tender box is accessible to the public 24 hours per day, 7 days per week. The measurements ofthe “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.
The detail for compulsory briefing and site inspection is as follows:
CLEANING SERVICESPage 1
COMPULSORY BRIEFING AND SITE INSPECTION
1. / Building / Witspos Transport and LogisticsDate: / 26 JANUARY 2017
Time: / 13H00 PM
Venue: / Witspos Transport
Contact Person: / Name
Salome Mogoane
Telephone Number
(011) 2215800EXT 152
All enquiries shall be addressed, in writing, to the attention of the above-mentioned South AfricanPost Office official.
Yours sincerely
ZAKHE NGQOBE
GM: STRATEGIC SOURCING
SCOPE OF SUPPLY AND SPECIFIC INSTRUCTIONS
- BACKGROUND
1.1.The SAPO Limited requires a bidder/s to provide Cleaning Servicesat Witspos Transport building at WitsRegion.
- OBJECTIVES
2.1To appoint a service provider/s for the provision of Cleaning Services for a period of one(3years) .
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
1.2.To appoint a service provider/s for the provision of CleaningServicesat Witspos Transport building at Wits Regionfor a period of one(3 years) .
- POINTS OF DELIVERY OF SERVICES
No / Building / Physical Address
1 / Witspos Transport / CNR Northern Parkway and Rouillard, Ormonde
- PRICE BASIS
5.1Bidders shall take into account that the SAPO total requirements may not be allocated to only one bidder.
5.2Bidders shall quote prices in South African Rand and Value Added Tax shall be excluded and shown separately.
5.3Bidders shall quote on the basis indicated in the Pricing Scheduleand as stated in the Proposal Questionnaire.
5.4SAPO 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.
5.5Pricing of goods and services must be linked to the specifications.
5.6Bidders 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.
5.7Where figures are referred to in numerals and in words and there is a conflict between the two, the words will prevail.
5.8The successful bidder shall commit to the programme of continuous improvement, which will result in cost-efficiencies during the currency of the relationship.
5.9Bidders 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.
- DISCOUNT
Bidders shall, as requested in clause 2 of the Quotation Questionnaire, indicate whether they offer any discounts.
- QUOTATION 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.
8.3Quotation documents must be completed in ink and any amendments to the quotation 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.
8.5Quotation must be compiled in the following manner:
8.5.1one (1) original quotation (marked ‘original’) must be submitted.
8.5.2four (4) copies of the quotation (marked ‘copy’) must be submitted;
8.5.3loose-leaf (not bound) quotation will not be accepted.
8.5.4if the quotation 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;
8.5.5all Annexures, company profiles, CV’s, etc., shall form part of the ‘ORIGINAL’ as well as the ‘COPY’ quotation.
8.6 All quotation must be delivered sealed. The following information shall appear on the outside of the sealed quotation:
8.6.1Name of bidder;
8.6.2Description of quotation;
8.6.3RFQ number;
8.6.4Closing date and time;
8.6.5Name of person for whose attention the quotation is intended; and
8.6.6The name and address of the Bidder must be written on the reverse side of the quotation/envelope.
- CONSULTATION PRIOR TO SUBMISSION OF A QUOTATION
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 DetailsProcurement
Specialist
Salome Mogoane / South African Post Office Limited
Supply Chain Management
7 Mooi Street,entrance 8 Polly Street,Johannesburg,2003 / (011) 2215800 ext 152
- CLARIFICATIONS
10.1Bidders are encouraged to submit clarification questions to the specification, in writing to SAPO Officials mentioned above not later than.30/01/2017 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).
- VALIDITY PERIOD OF QUOTATION
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 one hundred and twenty (120) days from the date on which quotation are due. After such period a bidder may withdraw his quotation if he has not been notified of its acceptance.
- 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.
- CONDITIONS OF BID
13.1The South African Post Office Limited reserves the right to reject and /or disqualify any quotation:
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 bidder 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.
- Black Economic Empowerment (BEE)
Bidders with low BEE credentials are encouraged to enter into meaningful business relationship (e.g. JV’s) with BEE companies.
- 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 TO 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.
1.1.2SAPO reserves the right to award multiple areas within a region to a single bidder based on the PPPFA preference point system.
1.2Compulsory Site Inspections per Area
1.2.1Compulsory site inspections will be held at each applicable SAPO building within the area/sin which abidderresponds. 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 register for compulsory site inspections will not meet the gate keeping criteria and their bid responses will not be evaluated further.
1.3Physical Location of Bidderwithin Region of Service Requirements
1.3.1This bid is limited to bidders who are physically located in the region in which they are bidding.
1.3.2Bidders must submit acceptable proof of physical location of company within region of service requirements evidenced by certified copies, which is not older than 36 months before the closing date of this bid, of the bidder’s:
1.3.2.1Municipal account,
1.3.2.2A current lease agreement if in rented building
1.4Enterprise Development
1.4.1SAPO intends promoting EME’s through this bid.
1.4.2In the event that a bidder is NOT an EME:
1.4.2.1Non 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:
1.4.2.1.1Identifying and profiling the selected majority black owned EME’s
1.4.2.1.2Training and mentoring to be provided
1.4.2.1.3Jobs to be created through commitment to the selected EME(s)
1.4.2.1.4Financial support (cash flow, accounting procedures, etc.)
1.4.2.1.5Process enhancement and capacity increase.
1.5Legislative Requirements
1.5.1The service provider will be responsible for the provision of Cleaning Services in accordance with these specifications, applicable legislation and regulations and industry standards.
1.5.2The service provider is expected to comply in full with all legislative requirements relating to the provision of Cleaning Services.
1.5.3The gazetted minimum wage is applicable to the industry and must be adhered to by the successful bidders.
1.5.4The amended Occupational Health and Safety Act No 85 of 1993, the Compensation for Occupational Injuries and Diseases Act and Environmental Acts must be followed to ensure that chemicals used by cleaning companies are safe and without risk to both to health and property. This also applies to procedures for the procurement, storage, handling and transport of such chemicals.
1.6Performance
1.6.1The bidder must be able to provide the Cleaning services within the timelines indicated in this bid document and in accordance with SAPO’s conditions and /or agreed changes
1.6.2The bidder must utilise its own equipment, at its own cost, for the proper provision of the specified Cleaning services at SAPO sites.
1.6.3The bidder must deliver the Cleaning Services within five (5) days notification or as specified in a purchase order.
1.6.4The bidder must be available during working hours for the duration of the contract.
1.6.5Cleaning services must be rendered during working hours from Monday to Friday, excluding weekends and public holidays, unless where otherwise specified.
1.6.6It is the bidder’s responsibility to ensure that no damage to SAPO property is caused by its employees where services are rendered. Costs of such damages will be for the account of the bidder.
1.6.7Every month, the bidder must submit a detailed written report to the SAPO on specific problems, suggestions, improved methods and work programmes, connected with this agreement.
1.6.8The Bidder must undertake supervisory visits to SAPO to conduct the followingsite inspection activities:
1.6.8.1Time and motion
1.6.8.2Client liaison and feedback
1.6.8.3Assessments of Cleaning standards
1.6.8.4Equipment and consumable audits
1.6.8.5Cleaning staff visits: bi-monthly staff visits, which includes the following:
1.6.8.6Appearance of uniform
1.6.8.7Quality of work – assessment
1.6.9The Bidder is to provide SAPO with a monthly report containing the following information:
1.6.9.1Consumable consumptions
1.6.9.2Operational requirements
1.6.9.3Incident reports
1.6.9.4Ad-hoc/specialized Cleaning requirements
1.6.9.5Cleaning standards
1.7Company Experience and Contactable References
1.7.1The bidder must have successfully executed at least one year cleaning project at other institutions. The bidder must provide full details regarding recently executed project(s) and contactable references per project. Bidders must respond to the requirements of experience and contactable references in the format provided for in the bid document.
1.7.2The bidder must also, as part of the bid response, submit a customer satisfaction report completed by the bidder’s client(s), indicating the bidder’s performance.
1.7.3SAPO reserves the right to visit an existing client of the bidders to validate experience and capability in line with the bid submitted.
1.8Experience of Key Resources
1.8.1It is the responsibility of the bidderto ensure that supervisors allocated to SAPO have more than 5 months of experience in cleaning services supervision. Curriculum vitae (CV) must be submitted in the bid response as proof.
1.8.2The biddermust submit together with its bid, a complete work plan in which, the following should be indicated:
1.8.2.1Number of resources that will be employed.
1.8.2.2The number of supervisors that will be employed.
1.8.2.3The work method that will be followed for the execution of the contract.
1.8.3All staff to be neatly and adequately attired in distinctive uniform supplied by the bidder.
CLEANING SERVICESPage 1
1.9Security and Employment Vetting
1.9.1The bidder’s personnel, who render services at SAPO sensitive security areas, must, at the cost of the bidder, be cleared up to the level of “CONFIDENTIAL” by SAPO.