Expression of Interest (Eoi) s1

EOI NO: 01/2011

EXPRESSION OF INTEREST (EOI)

DESCRIPTION OF SERVICE REQUIRED

NRCS REQUESTS SUBMISSIONS OF EXPRESSIONS OF INTEREST (EOI) FROM INTERESTED PARTIES TO BE REGISTERED ON AN APPROVED LIST ON THE SUPPLIER DATABASE.

ISSUE DATE: 11 April 2011

CLOSING DATE: 03 May (10h00)

Section 1

NOTICE TO RESPONDENTS

1 CONTACT DETAILS

This EOI was issued on the 9 June 2008, by the office of Supply Chain Services, Services,

1 Dr Lategan Road, Groenkloof, Pretoria.

2 COMPLETION OF EOI

2.1 NRCS will not be liable for any costs incurred in the preparation of the Respondent’s EOI.

2.2 All copies of the EOI must be initialled on each page and signed by the duly authorised representative of the Respondent.

2.3 A formal briefing session might be held if required after EOI’s have been received.

3 SUBMISSION OF EOI DOCUMENTS

3.1 Late EOI’s will not be considered and an EOI delivered to any address or deposited in any box other than that stipulated herein will not be considered.

3.2 EOI submissions (Duplicate) must be enclosed in sealed envelopes, which are to be endorsed as shown below:

3.3 EOIs must be deposited reach The Chairperson, NRCS Acquisition Council, before the closing date and time. An envelope must NOT contain documents relating to any EOI other than that shown on the envelope.

If posted, the envelope must be addressed to: The Chairperson, NRCS Bid Adjudication Committee, Willow Park Units 25 &26, Willow Road Business Park, Willow Road, Fairview

3.4 If a EOI is received late, the Respondent’s franking machine impression will not be accepted as proof that the EOI was posted in time.

If delivered by hand, the envelope must be addressed to: The Chairperson, NRCS Bid Adjudication Committee, Willow Park Units 25 &26, Willow Road Business Park, Willow Road, Fairview and handed in at that address before the closing date and time.

3.5 No email or facsimile EOI will be considered.

3.6 EOI number 01/2011 closes punctually at 10h00 on 03 May 2011.

4 BLACK ECONOMIC EMPOWERMENT

NRCS fully endorses and supports the Government’s Broad-Based Black Economic Empowerment (“BBBEE”) programme and it is strongly of the opinion that all South African business enterprises have an equal obligation to redress the imbalances of the past.

4.1 NRCS will therefore prefer to do business with local business enterprises who share these same values. To this end, NRCS will seriously reconsider continued business relationships with such local business enterprises that do not possess a BBBEE “recognition level” of at least a level 5.

4.2 NRCS consequently urges Respondents (large enterprises and “QSE’s” - see below) to have themselves accredited by any one of the various Accreditation Agencies available, who do their BBBEE ratings in accordance with the latest Codes (i.e. those promulgated on 9 February 2007) and whose names appear on the present ABVA (Association of BEE Verification Agencies) – “List of Full Members” as displayed on the ABVA website (www.abva.co.za).

4.3 Although no agencies have, as yet, been accredited by SANAS (SA National Accreditation System), NRCS will, in the interim, accept rating certificates of respondents who have been verified by any of the listed agencies.

4.4 Enterprises will be rated by such agency based on the following criteria -

4.4.1 Large Enterprises (i.e. annual turnover >R35million):

§ Rating level based on all 7 (seven) elements of the BBBEE scorecard.

4.4.2 Qualifying Small Enterprises – “QSE” (i.e annual turnover >R5million but <R35million):

§ Rating based on any 4 (four) of the elements of the BBBEE scorecard.

4.4.3 Emerging Micro Enterprises – “EME” (i.e. annual turnover <R5m are exempt from being rated/verified):

§ Automatic rating of Level 4 BBBEE irrespective of race of ownership, i.e. 100% BBBEE recognition

§ Black ownership >50% or Black Women ownership >30% automatically qualifies as Level 3 BBBEE, i.e. 110% BBBEE recognition

§ EME’s should only provide documentary proof of annual turnover (i.e. audited financials) plus proof of Black ownership if Black ownership >50% or Black Women ownership >30%

4.5 In addition to the above, Respondents who wish to enter into a Joint Venture or subcontract portions of the contract to BBBEE companies, must state in their tenders the percentage, of the total contract value that will be allocated to such BBBEE companies, should they be successful in being awarded any business. A rating certificate in respect of such BBBEE JV-partners and / or sub-contractor/s, as well as a breakdown of the distribution of the aforementioned percentage must also be furnished

4.6 In view of the high emphasis which NRCS places on Broad-based Black Economic Empowerment, NRCS will allow certain preference points for BBBEE in the evaluation of all responses. Depending upon the value of the ensuing business award (i.e. below or in excess of R300 000.00), the 80/20 or 90/10 point preference system will be utilized, where BBBEE will count out of 20 or 10 respectively in the evaluation process.

Each respondent is required to furnish proof of the above to NRCS. Failure to do so will result in a score of zero being allocated for BBBEE.

TURNOVER - Kindly indicate your company’s annual turnover for the past year:

R______

· If annual turnover <R5m, please attach audited financials

· If annual turnover >R5m please attach accreditation certificate by an ABVA accreditation agency (registered as a “Full Member”).

5 SUPPLIER / SERVICE PROVIDER

The Respondent must state hereunder the legal entity (name and address of the Company) that will be rendering the said service.

NAME OF COMPANY ADDRESS (PHYSICAL)

……………………………….………..…………………………….……………………………….

6 COMMENCEMENT PERIOD

Respondents are to advise hereunder when they can commence with the contract after notification of award of business.

…………………………………..……………………………….………… (Days/Weeks/Months)

7 VAT REGISTRATION NUMBER

The Respondent must state hereunder the tax registration number which is applicable to Value Added Tax (VAT).

VAT Registration Number ……………………………….

8 TAX CLEARANCE CERTIFICATE

Respondents are requested to forward a copy of their Company’s Tax Clearance Certificate with their EOI.

Tax Clearance Certificate Number ……………………………………..

9 NAME (S) AND ADDRESS/ADDRESSES OF DIRECTOR (S)

The Respondent must disclose hereunder the full name(s) and address(s) of the director(s) of the company on whose behalf this EOI is submitted.

(i) Registration number of company ......

(ii) Registered name of company …………………………………………….

(iii) Full name(s) of director(s) Address/Addresses

......

10 REGISTRATION CERTIFICATE

Respondents are requested to forward a copy of their Company’s Registration Certificate with their EOI.

11 SIGNING OF EOI DOCUMENTS

By signing the EOI documents, the Respondent is deemed to acknowledge that he has made himself thoroughly familiar with all the conditions governing this EOI, including those contained in any printed form stated to form part hereof and NRCS will recognise no claim for relief based on an allegation that the Respondent overlooked any such condition or failed properly to take it into account for the purpose of calculating his EOI rates or otherwise.

SIGNATURE OF RESPONDENT(S)...... …………………………………...... …

PRINT NAME OF CONTACT PERSON………………………………………………………

ADDRESS...... ………………………………...... ………..

TELEPHONE NO...... ….………………………………...... ……….

FAX NO...... …………………………………...... ……….

DATE...... …………………………………...... ………..

Section 2

EXECUTIVE OVERVIEW AND SCOPE OF REQUIREMENTS

1 EXECUTIVE OVERVIEW

NRCS is a 3A public entity responsible for the administration of the NRCS Act, Legal Metrology Act and National Building Regulations and Standards Act. The NRCS is a Regulatory agency responsible for protecting health, safety and environment. This is achieved through ensuring that any producer or suppliers of regulated commodities meet the minimum requirements as per the applicable compulsory specification or technical regulation.

NRCS would like to take this opportunity to invite the public to give an indication of their interest to be registered on the Approved list for the provision of services and materials. NRCS will provide a period of three weeks for interested parties to indicate their interest in specific services. Therefore, once expressions of interests have been received for the provision of the attached services, a detailed procurement process will follow which might include site visits to facilitate evaluation of tenderers or suitable bidders.

2 SCOPE OF REQUIREMENTS

v Interested parties must note that a maximum of two services per category can be applied for.

v NRCS reserves the right to amend the list of services that will be offered.

v Supplier/Vendors and any interested parties who have previously provided their information and profiles or who had previously submitted any proposals to NRCS before, are required to submit new proposals or expressions of interest.

v Applications must be submitted in a sealed envelope, marked with the relevant “service description and code”

5. SERVICES / MATERIAL REQUIRED AT

The service / material is to be rendered to NRCS, Port Elizabeth Offices

Section 3

COMMODITY CATEGORIES FOR GENERAL GOODS and SERVICES

WITHIN THE PORT ELIZABETH AND SURRONDING AREAS

Cleaning services / Scs 01
Electrical Spares (components) / Scs 02
Locksmith services / Scs 03
Flowers and Bouquets / Scs 04
Laboratory Cleaning Chemicals, Degreases and detergents / Scs 05
Signage / Scs 06
Safety equipment & protective clothing / Scs 07
Cleaning & garden services / Scs 08
Printing matters / stationery etc. / Scs 09
Computer consumables / Scs 10
Building maintenance material
(paint etc.) / Scs 11
Fire detection system maintenance (Co2 systems and fire alarms) / Scs 12
General Maintenance Of Buildings / Scs 13
Repairs & Maintenance To Air Conditioners / Scs 14
Registered pest control operators / Scs 15
Repairs & Maintenance To Industrial Roller Shutter Doors / Scs 16
Repairs To Electrical Installation / Scs 17
Office Furniture / Scs 18
Refreshments (food & beverages) / Scs 19
Security Services / Scs 20
Carpet & furniture cleaners / Scs 21
Alarm Installation and Maintenance / Scs 22
Supply and installation of carpets / Scs 23
Transport Services (Trucks) / Scs 24
Dry Cleaning (Laundry) Services / Scs 25
Health & Safety Training / Scs 26

Respondent to indicate domicillium citandi et executandi here:

______

CONFIDENTIALITY

All information related to the EOI process, both during and after completion, is to be treated with strict confidence. Should the need however arise to divulge any information established from the service which is either directly or indirectly related to NRCS, written approval to divulge such information will have to be obtained from NRCS.

DISCLOSURE OF TENDER PRICES

Respondents must indicate here whether NRCS may disclose their tender prices and tender conditions to other contenders

YES / NO

DECLARATION

Respondents to declare hereunder whether any family and/or direct relationship exists between any of the owners / members / directors / partners / shareholders (unlisted companies) of the tendering company and any employee or Board Member of the NRCS:

YES / NO

If YES, please indicate below:

FULL NAME OF OWNER/MEMBER/DIRECTOR/

PARTNER/SHAREHOLDER ADDRESS

______

Indicate nature of relationship (if any):

______

(Failure to furnish all or incorrect information may lead to the disqualification of a response and may preclude a Respondent from future business with the Company)

RETURNABLE DOCUMENTS

Respondents are required to submit the following returnable documents with their responses (see tick):

Notice to Respondents – Section 1 / √
Executive overview & Scope of Requirements – Section 2 / √
Company information , brochures & trade references – Section 6 / √
Certificate of Acquaintance with EOI Documents – Section 8 / √
Valid Tax Clearance Certificate / √
VAT Registration Certificate / √
BBBEE Accreditation Certificate / √

Notes:

a) All EOI schedules must be signed and dated on each page by the Respondent

b) Any proposal submitted by a Respondent, and considered by NRCS for an award of future business, will be subject to negotiation and review of a proposed contract between the parties by NRCS’ Legal Counsel

By signing the EOI documents, the Respondent is deemed to acknowledge that he / she has made himself / herself thoroughly familiar with all the conditions governing this EOI, including those contained in any printed form stated to form part thereof and NRCS will recognize no claim for relief based on an allegation that the Respondent overlooked any such condition or failed properly to take it into account for the purpose of calculating tendered rates or otherwise.

SIGNED at ______this _____ day of ______2011.

______

RESPONDENT

WITNESSES: WITNESSES' ADDRESSES:

1. ______1. ______

______

2. ______2. ______

______

Section 5

COMPANY INFORMATION & TRADE REFERENCES

STATEMENT OF WORK (S) SUCCESSFULLY CARRIED OUT BY THE RESPONDENT:

Respondents are to indicate other companies for which they have successfully provided or are currently providing similar services.

Service Description
(supplying materials/services) / For whom done / Period / Contact person and Tel or Cell number

Note: Additional information may be attached separately.

Section 6

SIGNING POWERS: EOI Number 01/2011

RESOLUTION OF BOARD OF DIRECTORS

Name of company ______

It was resolved at a meeting of the Board of Directors held on ______that

FULL NAME(S) CAPACITY SIGNATURE

______

in his/her capacity as indicated above is/are hereby authorised to enter into, sign and execute and complete any documents relating to this EOI and/or any contract which might emanate herefrom

FULL NAME ______

SIGNATURE CHAIRMAN

Date: …………………………………….

FULL NAME ______

SIGNATURE SECRETARY

Date: ………………………………………

Section 7

EOI NO : 01/2011

NRCS REQUESTS EOI’s FROM INTERESTED PARTIES TO BE REGISTERED ON AN APPROVED LIST ON THE SUPPLIER DATABASE.

CERTIFICATE OF ACQUAINTANCE WITH EOI DOCUMENTS

NAME OF COMPANY ______

I/We

do hereby certify that I/we acquainted myself/ourselves with all the documentation comprising this EOI and all conditions contained therein. as laid down by NRCS for the carrying out of the proposed supply/service/works for which I/we submitted my/our response.

I/We furthermore agree that NRCS shall recognise no claim from me/us for relief based on an allegation that I/we overlooked any contractual condition in the EOI or failed to take it into account for the purpose of calculating my/our offered rates or otherwise.

SIGNED at ______on this _____ day of ______2011

WITNESS : ______

SIGNATURE OF RESPONDENT

______

PRINT FULL NAME