Tender No: BS/2004/SK/011/CON/01 Tender document issued by the BANKSETA
Page 4
REQUEST FOR PROPOSAL (RFP)
TENDER NUMBER: BS/2004/SK/011/CON/01
TENDER DESCRIPTION:
DESIGN AND DEVELOPMENT OF LEARNERSHIP GUIDES AND FACILITATION OF WORKSHOPS
BANKSETA BUSINESS UNIT: SKILLS DEVELOPMENT AND LEARNERSHIPS
DELIVERY ADDRESS: THORNHILL OFFICE PARK
BLOCK 15
94 BEKKER STREET
MIDRAND
CONTACT NUMBER; 011 805 9661
DATE DELIVERY REQUIRED: TO BE DETERMINED
TENDER CLOSING DATE: 12 NOVEMBER 2004
CLOSING TIME: 16: 00
REQUEST FOR PROPOSAL (RFP)
TENDER NUMBER: BS/2004/SK/011/CON/01
TENDER DESCRIPTION:
DESIGN AND DEVELOPMENT OF LEARNERSHIP GUIDES AND FACILITATION OF WORKSHOPS
THE FOLLOWING PARTICULARS MUST BE FURNISHED
(FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED)
NAME OF BIDDER ………………………………….…………………………………………………
POSTAL ADDRESS …………………………………………………….……………………………...
STREET ADDRESS ………………………………………………………….…………………………
TELEPHONE NUMBER CODE……………NUMBER………………………………….…………………
CELL PHONE NUMBER CODE……………NUMBER………………………………….…………………
FACSIMILE NUMBER
CODE ………… NUMBER………………………..…………………………….
VAT REGISTRATION NUMBER
……………………………………………………………………………..
HAS A TAX CLEARANCE CERTIFICATE BEEN SUBMITTED (RFP 09)? Yes No
SIGNATURE OF BIDDER …………………………………………………..…………………………………………….
DATE …………………………………………………………………………………………………
CAPACITY UNDER WHICH THIS BID IS SIGNED
………………………………………………………….……………………………………
TOTAL BID PRICE…………………
The successful bidder will be required to fill in and sign a written Contract Form (VEND 02).
BANKSETA STANDARD TENDER DOCUMENT PACKRFP 01: Bid Cover Page
RFP 02: Evaluation Criteria
RFP 03: Instructions to Bidders
RFP 04: Bid Commitment and Declaration of Interest
RFP 04.1: Compulsory Tender Meeting - Declaration of Attendance
(only when a compulsory site inspection is applicable)
RFP 05: Specification/ Terms of Reference and Special Conditions
RFP 06: RFP Price Schedule
RFP 07: Vendor Information
RFP 08: Tax Clearance – Application Form
Primary preferences claim forms:
PREF 01: Purchases - Ownership and Management of 0rganisations
by HDIs. (90/10)
Secondary preferences claim forms:
PREF 02: The Promotion of Small Businesses
Contract forms:
VEND 01: BANKSETA General Conditions of Contract
VEND 02: BANKSETA Pro Forma Contract Form
ALL TENDERS MUST BE SUBMITTED ON THE OFFICIAL BANKSETA RFP FORMS – (NOT TO BE RE-TYPED)
Tender no: BS/2004/SK/011/CON/01 Tender document issued by the BANKSETA
RFP 03 Page 13
EVALUATION CRITERIA (80:20)
CRITERION / MAXIMUM POINTS TO BE AWARDED1. Functionality (Complete the max points and evaluation criteria as appropriate) / Refer to Terms of Reference (RFP 05)
Experience of prospective contractor
Technical approach
Capability of staff to be used
Sub total (maximum)
2. Price (Complete the max points as appropriate) / Complete Price Schedule (RFP06)
Relative competitiveness of proposed price*
Sub total (maximum) / 1 & 2 not more than 80
3. Preference points ( 80 / 20 Preference Rule) / Complete PREF 01 and PREF 02
Equity ownership by HDI:
Race (Equity, Management & Control) / 12
Women / 2
Disability / 2
Promotion of Small Businesses / 4
Sub total (maximum) / 20
GRAND TOTAL / 100
* Marks in this section are awarded according to the following formula:
Pt / = / Rmin / X maximum point availableRt
Where
Pt / = / Points scored for price of tender under consideration
Rt / = / Rand value of tender under consideration
Rmin / = / Rand value of lowest acceptable tender
1 INSTRUCTIONS TO BIDDERS
1. SUBMITTING PROPOSALS
1.1 The closing date and time for submissions is strictly 12 November 2004
1.2 Submissions can be delivered between 08:30 and 16:30, Mondays to Fridays prior to the closing date, and between 08:30 and 16:00 on 12 November 2004.
1.3 No late submissions will be considered.
1.4 Submissions (an original plus 1 hard copy and 1 electronic copy) should be delivered in the tender box to:
Attention: Christine Fritz
BANKSETA
Block 15, Thornhill Office Park
94 Bekker Road
Midrand
1.5 Submissions should be in a sealed envelope marked with
§ Tender no: BS/2004/SK/011/CON/01
§ The name of the prospective contractor
1.6 The contact person at BANKSETA is Christine Fritz, who can be contacted at 011 – 805 9661 or by e-mail at
2. QUERIES
Any clarification required by a prospective contractor regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the tender, may be requested in writing (letter, facsimile or e-mail) till 15:00 on 20 October 2004. The tender number should be mentioned in all correspondence. Requests by telephone will not be accepted.
If appropriate, the clarifying information will be made available to all prospective bidders, whose contact details are available, by 22 October 2004. Any clarification regarding the answers provided to questions shall be lodged by no later than 16:00 on 26 OCTOBER 2004. No new requests for clarification will be entertained thereafter.
3. FORMAT OF PROPOSALS
Prospective contractors are to set out their proposal in the following format:
Part 1: / Cover Page & Cover Letter (RFP 01.1)Part 2: / Bid Commitment & Declaration of Interest (RFP 04);
Part 3: / Vendor Information (RFP 07)
Part 4: / SARS Tax Clearance Certificate (RFP 08)
Part 5: / HDI Preference Forms (PREF 01)
Promotion of Small Businesses (PREF 02)
Part 6: / Not applicable
Part 7: / Experience in this Field - Consulting and Other Professional Services
Part 8: / Technical Approach - Consulting and Other Professional Services
Part 9: / Staff Details - Consulting and Other Professional Services
Part 10: / Price Schedule (RFP 06)
3.1 Part 1: Cover Page & Covering Letters
The proposal must be accompanied by a letter signed by a person of suitable authority to commit the prospective contractor. This letter should contain the following paragraph:
“We have examined the information provided in your tender documents and offer to undertake the work described in accordance with the requirements as set out in the tender document. The prices quoted in this tender are valid for sixty (60) days and we confirm that this tender will remain binding upon us and may be accepted by you at any time before this expiry date.”
3.2 Part 2: Bid Commitment & Declaration of Interest
This form must be studied and completed carefully, as it contains several important conditions:
· Part A focuses on Bid Commitment; while
· Part B contains the Declaration of Interest required from every bidder
This form must be signed in INK by the bidder. Failure to sign this form may invalidate the bid / tender / proposal.
By signing Part A of the Bid Commitment form the bidder confirms that he / she is familiar with the following:
§ Content of the BANKSETA General Conditions Of Tender, Contract And Orders (form VEND 01) and fully acquainted with all the terms and conditions contained therein; and
§ Acquainted with the various undertakings that form the basis of a valid offer which, if accepted by the BANKSETA, will result in a binding contract.
The bidder must also indicate a domicilium citandi et executandi, being the actual premises (street address) where the business is located. In the event of any legal action, the summons will be served at this address.
Part B of the Bid Commitment form is used to indicate interest arising from having connections with persons employed by the BANKSETA. In order to ensure that all bidders receive fair and equal treatment, it is necessary that Part B be completed in full. All tenders / proposals received must be evaluated and adjudicated objectively without favouritism, prejudice and detrimental effect towards any person.
3.3 Part 3: Vendor Information
Bidders are urged to complete this document accurately, as the information in this from will serve the following purposes:
r Background information in the evaluation and adjudication process;
r Enabling the BANKSETA to compile a database of vendors / suppliers;
r Supporting the BANKSETA in the implementation of a system of preferences as required by the PPPF-Act.
Failure to complete the form in full may result in the bidder not being considered for any BANKSETA order or contract.
This document also requests pertinent information regarding the bidder’s enterprise. It is therefore, incumbent on all bidders to complete this form.
3.4 Part 4: SARS Tax Clearance Certificate
The taxes of the successful bidder must be in order, or satisfactory arrangements must have been made with the Receiver of Revenue to meet his / her tax obligations.
The attached form “Application for Tax Clearance Certificate (in respect of bidders)” must be completed in all respects and submitted to the Receiver of Revenue where the bidder is registered for tax purposes.
The Receiver of Revenue will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of six (6) months from date of issue. This Tax Clearance Certificate must be submitted in the original together with the bid.
Failure to submit the original and valid Tax Clearance Certificate may invalidate the bid.
3.5 Part 5: HDI preference forms
The BANKSETA is committed to Black Economic Empowerment and all advertised RFPs will be subject to the Preferential Procurement Policy Framework (PPPF) Act - Act no 5 of 2000. The BANKSETA use standard Preference Points Claim Forms to request prospective bidders to claim preferences in terms of the PPPF-Act.
Preferences are awarded in order to further the Government's economic and empowerment policies. The PPPFA Regulations identified specific government objectives for the promotion of the Government's Reconstruction and Development Programmes.
The utilisation of the HDI Preference (the so-called primary objective) is mandatory – i.e. this must be included in all RFP documents (see forms PREF 01 or 02 and 03), which includes the definitions of the PPPFA and preferences for:-
§ Race;
§ Gender; and
§ Disability;
§ Management & Control
§ Promotion of Small Businesses
§
PREF 01 is the 80/20 HDI Preference claim form and PREF 02 is the 90/10 HDI Preference claim form. The applicable form depends on the preference rule that is applied to the RFP and is determined by the estimated value of the RFP. THE Evaluation Criteria Form (RFP 02) indicated the preference rule applied. PREF 03 is the Promotion of Small Businesses claim form.
3.6 Part 7: Experience in this Field (Applicable when Procuring Consulting and Other Professional Services)
Prospective contractors should provide at least the information as required in the Terms of Reference:
3.7 Part 8: Technical approach (Applicable when Procuring Consulting and Other Professional Services)
Please also refer to the “Terms of Reference”
Prospective contractors must, at least:
3.7.1 Describe, in detail, exactly how they propose to carry out the activities to achieve the outcomes identified in the terms of reference. They should identify any possible problems that might hinder delivery and indicate how they will avoid, or overcome, such problems.
3.7.2 Identify the position(s) involved in the direct delivery of the services to be provided and in the overall management of the work and name the people who will fill these positions.
3.7.3 Describe the tasks, duties or functions to be performed by staff in these positions.
3.7.4 Indicate the number of hours required to complete each task and the number of hours to be provided by each member of staff identified in 3.8.3.
NB: The time spent travelling to and from Bankseta is not to be charged for.
Prospective contractors are to present such information in a matrix. The following is provided merely as guidance – contractors are free to elaborate as they see fit:
Outcome/output / Activity / Staff member(s) involved (name and position) / Workdays/ hours for each staff member / Total workdays/ hoursNote: Part 8 should be no longer than 20 single-sided A4 pages in font Arial11.
3.8 Part 9: Staff details (Applicable when Procuring Consulting and Other Professional Services)
In this section prospective contractors must provide details of the staff named in Part 8, paragraph 3.
They should provide a summary chart containing all the staff to be used:
Name / Position in team / Current position / Years of experience / Age / Education / Specialist areas of knowledge / Race (HDI) / SA citizen (yes or no)For each staff member there must be a brief capability statement indicating clearly why they are suitable to fill their position.
3.9 Part 10: Cost Proposal
Consulting & Other Professional Services (Price schedule RFP 06B and the under mentioned paragraph must be included when procuring consulting and other professional services)
Contractors must complete RFP 06B form. Costs must be shown in the formats prescribed. All foreseeable costs related to this assignment are to be allowed for in the cost proposal. The proposed totals for staff costs and reimbursables will be included in the contract as the maximum amount to be spent on these items.
A cost proposal with one of the elements (staff costs and reimbursable costs) specifically omitted from the costing will be considered non-responsive.
Handling fees on reimbursable costs will not be considered.
Any budget amount indicated in this document shall be deemed to be a guide only and bidders are expected to submit a costing that is fair and reasonable
4. RULES
4.1 The RFP (Request for Proposal) Pack is drawn up so that certain essential information should be furnished in a specific manner. Any additional particulars shall be furnished in a separate annexure.
4.2 Should the RFP forms not be filled in by means of mechanical devices (for example typewriters), ink (preferably black) must be used to complete the forms.
4.3 Bidders shall check the numbers of the pages and satisfy themselves that none are missing or duplicated. No liability shall be accepted with regards to claims arising from the fact that pages are missing or duplicated.
4.4 The forms RFP 04 to RFP 09 and PREF series shall be completed, signed and submitted with the bid, together with an original Tax Clearance Certificate, as requested in RFP 08 (Vendor Information) and RFP 09 (Tax Clearance – Application Form).
4.5 Failure on the part of the bidder to sign any of the forms RFP 04 to RFP 10 and PREF series and thus to acknowledge and accept the conditions in writing or to complete the attached RFP forms, Preference Claim Forms, questionnaires and specifications in all respects, may invalidate the bid.
4.6 BANKSETA may at its discretion:
§ accept one or more Proposals;
§ accept a Proposal other than the lowest Proposal;
§ accept no Proposal;