/ GAUTENGPROVINCE
DEPARTMENT OFROADS AND TRANSPORT

TENDER No. DRT84/05/2016

FOR

SPECIALIST SERVICES FORPAVED ROAD PAVEMENT SURVEILLANCE MEASUREMENTS IN 2016/2017

TENDER DOCUMENT FOR CONTRACT NO. DRT84/05/2016

The Tender (Tendering Procedures, Returnable Documents),

The Contract (Agreements and Contract Data, Pricing Data, Scope of Work, Annexures)

August 2016

Issued by: / Prepared by:
The Head of Department
Department of Roads and Transport
Gauteng Province
Private BagX83
MARSHALLTOWN
2107 / CSIR Built Environment
PO Box 395
PRETORIA
0001
NAME OF TENDERER:

Tender Notice and Invitation to Tender

CONTENTS

Page

THE TENDER / T1.1
PART T1: TENDERING PROCEDURES / T1.2
T1.1 SBD 1: Invitation to bid / T1.3
T1.2 Tender Notice / T1.5
T1.3 Tender Data / T1.7
Appendix: Standard Conditions of Tender / T1.10
PART T2: RETURNABLE DOCUMENTS / T2.1
T2.1 Returnable Schedules for Tender Evaluation / T2.2
T2.2 Other Documents Required for Tender Evaluation / T2.30
T2.3 Returnable Schedules that will be Incorporated into the Contract / T2.42
THE CONTRACT / C1.1
PART C1: AGREEMENTS AND CONTRACT DATA / C1.2
C1.1 Form of Offer and Acceptance / C1.3
C1.2 Contract Data / C1.6
C1.3 Adjudicator’s Appointment / C1.9
C1.4 Agreement in terms of Occupational Health and Safety Act / C1.11
PART C2: PRICING DATA / C2.1
C2.1 Pricing Instructions / C2.2
C2.2 Schedule of Quantities / C2.4
PART C3: SCOPE OF WORK / C3.1
1. Introduction / C3.2
2. Scope of work / C3.3
3. Survey procedure / C3.6
4. Validation requirements (both profiler and deflectometer) / C3.7
5. Control testing / C3.8
6. Operational control procedures / C3.9
7. Total contract quality plan / C3.10
8. Health and safety plan / C3.10
9. Data formats / C3.11
10. Work programme / C3.14
11. Deliverables of the contract / C3.14
PART C4: ANNEXURES / C4.1
Annexure A: Example of road link identification information
Annexure B: Map of Gauteng Provincial Roads

Tender Notice and Invitation to Tender

1

T1.

/ GAUTENG PROVINCE
DEPARTMENT OF ROADS AND TRANSPORT
TENDER No. DRT84/05/2016
FOR
SPECIALIST SERVICES FOR PAVED ROAD PAVEMENT SURVEILLANCE MEASUREMENTS IN 2016/2017

THE TENDER

PART T1: TENDERING PROCEDURES

PART T2: RETURNABLE DOCUMENTS

Tender Notice and Invitation to Tender

1

T1.

/ GAUTENG PROVINCE
DEPARTMENT OF ROADS AND TRANSPORT
TENDER No. DRT84/05/2016
FOR
SPECIALIST SERVICESFOR PAVED ROAD PAVEMENT SURVEILLANCE MEASUREMENTS IN 2016/2017

PART T1: TENDERING PROCEDURES

T1.1SBD 1: INVITATION TO BID……………………….. ………………………………T1.3

T1.2TENDER NOTICE ……………………………………………………………………..T1.5

T1.3TENDER DATA ………………………………………………………………………...T1.7

Paved road pavement surveillance measurementsPart T1: Tendering procedures Tender Notice and Invitation to Tender

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T1.

SBD1

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE GAUTENG DEPARTMENT OF ROADS AND TRANSPORT

BID NUMBER: DRT 84/05/2016 CLOSING DATE: 13September 2016 CLOSING TIME: 11:00

DESCRIPTION:Provision of SPECIALIST SERVICES for Paved Road Pavement Surveillance Measurements in 2016/2017

The successful bidder will be required to fill in and sign a written Contract Form (SBD7.2).

BID DOCUMENTS MUST BE DEPOSITED IN THE BID BOX SITUATED AT:

Gauteng Department of Roads and Transport

Sage Life Building

41Simmonds Street

JOHANNESBURG

Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration.

The bid box is situated on the ground floor and is generally open 24hours a day, 7days a week.

ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED)

THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.

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………………………………………………………………………….

CELLPHONE NUMBER………………………………………………………………………………………………………………

FACSIMILE NUMBER CODE……………….NUMBER…………………………………………………………………………

E-MAIL ADDRESS………………………………………………………………………………………………………………

VAT REGISTRATION NUMBER .………………………………………………………………………………………………………

HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? (SBD 2) YES or NO

HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (SBD 6.1) YES or NO

IF YES, WHO WAS THE CERTIFICATE ISSUED BY?

AN ACCOUNTING OFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA):
A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS):
A REGISTERED AUDITOR:

[TICK APPLICABLE BOX]

(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)

ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS / SERVICES / WORKS OFFERED?IF YES ENCLOSE PROOF.

YES / NO

[TICK APPLICABLE BOX]

SIGNATURE OF BIDDER ………………………………………………………………………………

DATE………………………………………………………………………………

CAPACITY UNDER WHICH THIS BID IS SIGNED………………………………………………………………………………

TOTAL BID PRICE…………………………………………………………………………………

TOTAL NUMBER OF ITEMS OFFERED…………………

/ GAUTENG PROVINCE
DEPARTMENT OF ROADS AND TRANSPORT
TENDER No. DRT84/05/2016
FOR
SPECIALIST SERVICES FOR PAVED ROAD PAVEMENT SURVEILLANCE MEASUREMENTS IN 2016/2017

T1.1TENDER NOTICE AND INVITATION TO TENDER

THE GAUTENG PROVINCE, DEPARTMENT OF ROADS AND TRANSPORT REQUESTS INTERESTED TENDERERS TO BID FOR THE FOLLOWING TENDER:

We adhere to all relevant Acts including the Black Economic Empowerment Act No.53 of 2003, Preferential Procurement Policy Framework Act No.5 of 2000, Employment Equity act No. 55 of 1998

TENDER NUMBER / TYPE OF SERVICE / COMPULSORY CLARIFICATION MEETING / CLOSING DATE
DRT 84/05/2016 / Specialised Services for Paved Road Pavement Surveillance Measurements in 2016/2017 / Venue: Department of Roads and Transport, 1215 Nico Smith Street, (previously Michael Brink Street) Koedoespoort
Room 69
Date: 24 August 2016
Time: 10:00
NB: Failure to attend the compulsory site briefing will render the tenderer disqualified / 13September 2016
Sage Life Building,
41 Simmonds Street,
Johannesburg

In terms of Preferential Procurement Regulation of 2011, the department will be applying the 90/10 preference point system. Broad-Based Black Economic Empowerment (B-BBEE) requires that bidders submit original and valid B-BBEE Status Level Verification Certificates or certified copies thereof to substantiate their B-BBEE rating claims.

NB: The department reserves the right to award tenders on the basis of a principle that work shall be fairly or equitably distributed amongst contractors/entities that had not been awarded contracts previously.

COMPULSORY/MANDATORY TENDER REQUIREMENTS:

Failure to submit the following required documents will render the bidder’s tender disqualified:

  • Fully complete and submit the compulsory SBD documents, i.e. SBD1; SBD4; SBD6; SBD8; and SBD9 which form part of the tender document.
  • Bidders must attend the compulsory site briefing as indicated above.

ADDITIONAL TENDER REQUIREMENTS:

  • Original Valid Tax Clearance (A trust, consortium or joint venture must submit consolidated Tax Clearance or tax clearance of each partner in the trust, consortium or joint venture),
  • Valid B-BBEE Verification certificate
  • Company Registration Documents CIPC (Company Intellectual Property Commission)
  • Certified ID copies of company members and shareholders

NB: Bidders who are listed in the National Treasury register of defaulters and restricted suppliers will automatically be disqualified

FUNCTIONALITY:

Only those service providers who can satisfy the following eligibility criteria are eligible to submit tenders that will be considered responsive:

  1. Service providers must be able to supply a Class2 high speed profiler, capable of measuring a precision profile of both wheelpaths, a transverse profile of the road, and the surface (macro) texture in the left wheelpath while moving at speeds of 80 to 100km/h. At the same time, a right-of-way video shall be taken, while the position of the vehicle is recorded by GPS and the data collected is referenced to a kilometre position on the road by a distance measuring system.

  1. Service providers must be able to supply a Falling Weight Deflectometer, with a split or segmented loading plate, with a patterned rubber membrane footing (≥ 5mm) and 300mm in diameter. In addition, the system shall be equipped with a thermometer (typical accuracy: ± 0.5ºC), and Distance Measuring Instrument (typical accuracy: ≤ 0.1% of true distance).

  1. All offered equipment shall comply with the minimum technical requirements stated in the tender document.

  1. Information on most recent calibration, validation and certification of the offered equipment shall be provided. Evidence in the form of certificates or reports shall be provided with the tender.

  1. Service providers must have undertaken paved road pavement surveillance measurements on at least one network in the past eighteen months.

Bidders must ensure/note the following:

  • Tenderers shall provide information on their equipment and operating staff for technical evaluation.
  • Tenderers shall provide information of all recent calibration, validation and certification of their equipment and operating staff.
  • Failure to supply all supplementary information will result in the tender being deemed non-responsive, and therefore the tender will not be considered.
  • Tenderers are requested to submit contactable references for verification.
  • Only suppliers who are registered on the national Centralised Supplier Database (CSD) will be considered for appointment.
  • Recommended tenderers will be subject to supplier screening processes. Only suppliers who obtain security clearance will be considered for appointment.
  • Potential suppliers must note that in terms of departmental policy, the Department reserves the right to cancel and blacklist any supplier for a period of at least 12months if the supplier fails to adequately perform in terms of the awarded contract.

A non-refundable tender deposit of R500 (five hundred rand only) per tender document is payable in cash or debit card at the Finance Section of the Department of Roads and Transport, located on the 8th Floor, North Tower, Sage Life Building, 41Simmonds Street.

Tender documents, on proof of payment, can be collected on the 7th Floor, North Tower, Sage Life Building, 41Simmonds Street, Johannesburg between 09:00 and 15:00. Tender documents will be available from 12August 2016.

For the availability of the bid document and technical enquiries, Supply Chain Management (SCM) can be contacted on the number 0113557311.

Telegraphic, telephone, telex, facsimile and the late tenders will not be accepted.

Clearly numbered tender documents together with all required attachments must be deposited in the tender box in the foyer of Sage Life Building, 41Simmonds Street, Johannesburg not later than 11:00 on the closing date indicated above.

Requirements for sealing, addressing, delivery, opening and assessment of tenders are stated in the tender data.

The Department reserves the right to cancel/not award this tender.

Paved road pavement surveillance measurementsPart T1: Tendering procedures Tender Notice and Invitation to Tender

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T1.

T1.2TENDER DATA

The tender follows the PP2B open tender procedure according to the CIDB Best Practice Guideline #A7 (1035) - The Procurement of Professional Services December 2007. The conditions of tender are the Standard Conditions of Tender as contained in Annex Fof the CIDB Standard for Uniformity in Construction Procurement, May 2010.The Conditions of Tender are appended hereafter for the convenience of tenderers.

The StandardConditions of Tender make several references to the Tender Data for details that apply specificallyto this tender. TheTender Data hereafter shallhave precedence in the interpretation of anyambiguity or inconsistencybetween itand the Standard Conditionsof Tender.

Each item of data given belowis cross-referenced to the sub-clause in the Standard Conditions of Tender towhich it mainlyapplies.

Clause
number / Description / Comment
F.1.1 / The Employer is The Head of Department,Gauteng Province, Department of Roads and Transport
F.1.2 / The Project Document issuedbythe Employercomprises the following:
THE TENDER
Part T1:Tendering procedures:
Invitation to bid (SBD1)
T1.1Tender notice
T1.2Tender data
Part T2:Returnable documents:
T2.1 Returnable schedules for tender evaluation
T2.2Other documents required for tender evaluation
T2.3 Returnable schedules that will be incorporated into the contract
THE CONTRACT
Part C1:Agreements andcontract data
C1.1 Form of offer and acceptance
C1.2 Contract data
C1.3Adjudicator’s appointment
C1.4 Agreement in terms of Occupational Health and Safety Act
PartC2:Pricingdata
C2.1 Pricing instructions
C2.2 Schedules of Quantities
PartC3:Scope ofwork
Part C4:Annexures
F.1.4 / The Employer’sagent is:
Name: Mr Michael Roux
Company: CSIR Built Environment
Tel:0128412666
Fax:0128414044
Email:
Cell:0825614838
F.2.7 / A compulsory clarification meeting will take place in Room69 at the Department of Roads and Transport’s offices located at 1215Nico Smith Street, (previously Michael Brink Street) Koedoespoort, Pretoria at 10:00 on 16August 2016.
F.2.12 / If a tenderer wishes to submit an alternative tender offer, the only criteria permitted for such alternative tender offer is that it demonstrablyenablestheEmployer’sobjectivesfortheservicesas stated in the Scope of Work to be achieved.
F.2.13.3 / Parts of each tender offer communicated on paper shall be submitted as an original,plus one (1) copy.
F.2.13.5 / The Employer’saddress and identification details to be shown on each tender offer package are:
Address:
Department of Roads and Transport, Sage Life Building, 41Simmonds Street, Johannesburg.
Identification Details:
TENDER № DRT84/05/2016, SPECIALIST SERVICES FOR PAVED ROAD PAVEMENT SURVEILLANCE MEASUREMENTS IN 2016,
F2.13 / Add the following clauses:
F.2.10: Tenderers shall not take this tender document apart. Additional documentation to be submitted by tenderers shall be submitted in a separate properly bound document, unless specifically required in this document that such documentation be attached to specific pages of this document.
F2.10.11 Tenderers shall initial every page of this tender document in the bottom right hand corner.
F.2.15 / The closing time for submission of tender offers is 11:00 on Thursday, 8September2016.
F.2.15 / Posted, telephonic, telegraphic, telex, facsimile or e-mailed tender offerswill not be accepted.
F.2.16 / The tender offer validityperiodis 90 days (after closing date for tender).
F.2.23 / The tenderer isrequired to submitwith his tender an original or certified validTax Clearance Certificate issued bythe South African Revenue Services (“SARS”), certifying that the tenderer’s taxes are in order.
F.3.5 / A two-envelope procedure will not be followed.
F.3.4 / The time and location for opening of the tender offers are:
Time: 11:00 on Thursday, 8September2016.
Location: Department of Roads and Transport, Sage Life Building, 41Simmonds Street, Johannesburg.
F3.8.1 / Other requirements to which tenders must be responsive, as referred to in itemc) include the following:
i)Tenderer must have undertaken paved road pavement surveillance measurements on at least one network in the past eighteen months.
ii)All offered equipment of the Tenderer shall comply with the minimum technical requirements stated in the tender document.
iii)Information on most recent calibration and validation of the Tenderer’s equipment shall be provided. Evidence in the form of certificates or reports shall be provided with the tender.
F.3.11 / The procedure for the evaluation of responsive tenders is Method 2 (Financial Offer and Preference)
F.3.11.7 / To calculate the score for the financial offer, W1 will be 90 and A will be calculated using Formula2 in Option 2.
F.3.11.8 / Preference points will be allocated according to the 90/10 system
F.3.13.1 / Add the following requirements to the list:
g)The tenderer or any of its directors 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;
h)The tenderer has not abused the Employer’s Supply Chain Management System; and
i)The tenderer has not failed to perform any previous contract and has been given a written notice to this effect.
F3.18 / The number of copies of the signed document shall be one.

Paved road pavement surveillance measurementsPart T1: Tendering procedures Tender Data

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T1.

APPENDIX: STANDARD CONDITIONS OF TENDER

(These Standard Conditions of Tender have been reproduced from Annex F of the CIDB Standard for Uniformity in Construction Procurement, May 2010)

F.1 GENERAL

F.1.1 Actions

F.1.1.1 The employer and each tenderer submitting a tender offer shall comply with these conditions of tender. In their dealings with each other, they shall discharge their duties and obligations as set out in F.2 and F.3, timeously and with integrity, and behave equitably, honestly and transparently, comply with all legal obligations and not engage in anticompetitive practices.

F.1.1.2 The employer and the tenderer and all their agents and employees involved in the tender process shall avoid conflicts of interest and where a conflict of interest is perceived or known, declare any such conflict of interest, indicating the nature of such conflict. Tenderers shall declare any potential conflict of interest in their tender submissions. Employees, agents and advisors of the employer shall declare any conflict of interest to whoever is responsible for overseeing the procurement process at the start of any deliberations relating to the procurement process or as soon as they become aware of such conflict, and abstain from any decisions where such conflict exists or recuse themselves from the procurement process, as appropriate.

Note: 1) A conflict of interest may arise due to a conflict of roles which might provide an incentive to improper acts in some circumstances. A conflict of interest can create an appearance of impropriety that can undermine confidence in the ability of that person the act properly in his or her position even if no improper acts result.

2)Conflicts of interest in respect of those engaged in the procurement process include direct, indirect or family interests in the tender or outcome of the procurement process and any personal bias, inclination, obligation, allegiance or loyalty which would in any way affect any decisions taken.

F.1.1.3 The employer shall not seek and a tenderer shall not submit a tender without having a firm intention and the capacity to proceed with the contract.

F.1.2 Tender Documents

The documents issued by the employer for the purpose of a tender offer are listed in the tender data.

F.1.3 Interpretation

F.1.3.1 The tender data and additional requirements contained in the tender schedules that are included in the returnable documents are deemed to be part of these conditions of tender.

F.1.3.2 These conditions of tender, the tender data and tender schedules which are only required fortender evaluation purposes, shall not form part of any contract arising from the invitation to tender.

F.1.3.3 For the purposes of these conditions for the calling for expressions of interest, the following definitions apply:

a)conflict of interest means any situation in which:

i)someone in a position of trust has competing professional or personal interests which make it difficult to fulfil his or her duties impartially;

ii)an individual or organization is in a position to exploit a professional or official capacity in some way for their personal or corporate benefit; or

iii)incompatibility or contradictory interests exist between an employee and the organisation which employs the employee.

b)comparative offer means the tenderer’s financial offer after all tendered parameters that will affect the value of the financial offer have been taken into consideration in order to enable comparisons to be made between offers on a comparative basis

c)corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of the employer or his staff or agents in the tender process; and