Invitation to Tender (Itt) for Replacement of Fibre Glass Roof Sheets,Waterproofing And

Tender Number / NTC 0775 / INVITATION TO TENDER (ITT) FOR REPLACEMENT OF FIBRE GLASS ROOF SHEETS,WATERPROOFING AND MAINTENANCE OF STEEL ROOF AT AREA 13 (NSD) /
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INVITATION TO TENDER (ITT) FOR REPLACEMENT OF FIBRE GLASS ROOF SHEETS,WATERPROOFING AND MAINTENANCE OF STEEL ROOF AT AREA 13 (NSD)

Tender Number

NTC 0775

Table of Contents

SECTION 1

1.Introduction

1.1.Company overview

1.2.Necsa Vision

1.3.Necsa Mission

1.4.Background to the Requirement

SECTION 2

2.1.Contact details

SECTION 3

3.Instructions to bidders

3.1.Tendering process

3.2.Technical / Functionality Evaluation Criteria

3.3.Format for bidder response

3.4.Content of bidder response

3.5.Request for additional information

3.6.Pricing

3.7.Variant bids

3.8.Confidentiality and collusion

3.9.Sub-Contractors

3.10.Consortium

3.11.Intellectual property rights

3.12.Disclaimer

SECTION 4

Terms and Conditions of Contract

SECTION 5

Scope of Work

SECTION 6

6.1.Policies to be adhered to

SECTION 7

SECTION 8

Part 1 - Pricing

Part 2 – Pricing Principles for Additional Work

SCHEDULES

SCHEDULE I

Intention to Respond

Schedule II

ITT Response Checklist

II.1 Required Documentation

II.2 Completed Schedules

II.3 Additional Documentation

SCHEDULE III

Declaration of Compliance

SCHEDULE IV

Bidder Queries

Schedule V

Sub Contractors

Schedule VI

Tenderer Information

APPENDIX A

Confidentiality Agreement

APPENDIX B

SHEQ-INS-5321 Rev 2.0_Alcohol & Drug Control Procedure

APPENDIX C

SHEQ-INS-0100 Rev 9.0_NECSA Safety, Health and Environmental Policy

SECTION 1

1.Introduction

1.1.Company overview

Necsa is a state-owned company responsible for undertaking and promoting R&D in the field of nuclear energy and radiation sciences. It is also responsible for processing source material, including uranium enrichment, and co-operating with other institutions, locally and abroad, on nuclear and related matters.

Necsa engages in commercial business mainly through its wholly-owned commercial subsidiaries NTP Radioisotopes SOC Ltd (NTP), which is responsible for a range of radiation-based products and services for healthcare, life sciences and industry, and Pelchem SOC Ltd (Pelchem), which supplies fluorine and fluorine-based products. Both subsidiaries, together with their subsidiaries, supply local and foreign markets, earning valuable foreign exchange for South Africa.

In addition to the above, the Company promotes the public understanding of nuclear science and technology and facilitates regular communication with the public and its stakeholders.

1.2.Necsa Vision

To pursue nuclear technology excellence for sustainable social and economic development.

1.3.Necsa Mission

To develop, utilise and manage nuclear technology for national and regional socio-economic development through:

• Applied R&D;
• Commercial application of nuclear and associated technology;
• Fulfilling the State’s nuclear obligations;
• Contributing to the development of skills in science and technology;
• Total commitment to health, safety and care for the environment;
• Developing and empowering our human resource base; and
• Satisfying stakeholder expectations.

1.4.Background to the Requirement

Property management conducted a visual inspection at V-13(workshops) roof to assess the condition of the roof we discovered that the fibreglasses are no longer in good condition, and the steel roof needs maintenance.

The workshops are used for skills development and training for students. These workshops contain machines, computers, electrical equipment etc. The costs for replacing these machines should they have water damage will be astronomical

SECTION 2

2.1.Contact details

ALL correspondence in connection with this tender must be addressed to the following Necsa contact:

NECSA

Buyani Nsibande / Desk phone: 012305 6072
SCM : / Email:
Elias Motswaledi Street
R104 Pelindaba
Brits Magisterial District
Madibeng Manicipality
North West Province
0240

SECTION 3

3.Instructions to bidders

3.1.Tendering process

1. Bidders must confirm their intention to respond to this ITT by completing the form enclosed in Schedule I (Intention to respond) and returning this via email to the contact named in Section 2.

3.1.2.Bidders not intending to respond must return all documentation to the contact named in Section 2.

3.1.3.Bidders must familiarise themselves with and comply with the procurement timetable below and ensure their availability for site visits and presentations, as required, on the appropriate dates. Necsa is unlikely to be able to offer much flexibility to this timetable.

3.1.4.Procurement Timetable

Table 1: Procurement Timetable

TASK / TIME AND DATE
ITT Clarification Meeting/Site Briefing / 07 October 2016
Deadline for Tender submission / 21 October 2016
*Contract Award / TBA
Medicals and Compulsory Site orientation / TBA
Kick Off Meeting with successful Bidder / TBA
*Project Completion / TBA

*Please be aware that these dates are only indicative.

3.1.5.NECSA reserves the right to:

• Issue follow-up or supplementary questions during the ITT response period or after receipt of tenders; and
• make known to all other bidders any questions submitted by a Bidder including commercial and technical clarifications, together with the answers given to any individual Bidder, if it considers them relevant to the Tender.

3.1.6.As part of the evaluation process NECSA may require bidders to arrange and/or participate in one or more of the following:

• Interviews with, or written references from, existing customers who have been nominated by the bidder and who receive a similar service from the bidder to that required by this ITT;
• reference site visits to the location(s) of existing customers who are currently receiving a similar service from the bidder to that required by this ITT;
• visits to bidder-locations from which they deliver services to existing customers;
• demonstrations of products supplied by the bidders which are related to the ITT;
• interviews with bidder personnel who would be involved in the implementation or delivery of their products or services;
• presentations to members of NECSA at the NECSA location, bidder locations or other venues (such as hotel or conference facilities); and
• negotiations with the bidders.

3.2.Technical / Functionality Evaluation Criteria

3.2.1.Minimum Threshold is 80% for the Technical/Functionality Criteria is required to be further evaluated for Price and BBBEE.

The test for the Technical / Functional Evaluation Criteria (Table 2) will include the following:

Table 2: Technical / Functional Evaluation Criteria

Tender Number / NTC 0775 / INVITATION TO TENDER (ITT) FOR REPLACEMENT OF FIBRE GLASS ROOF SHEETS,WATERPROOFING AND MAINTENANCE OF STEEL ROOF AT AREA 13 (NSD) /
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EVALUATION CRITERIA FOR FUNCTIONALITY
Capacity / Weight / Allocation
of Points / Company
Score / Requirements
1 / Finacial/Payment Terms 30 days =2 COD
to 14 days = 1 Upfront/Bank Guaranteed =0.5 / 2 / 0 / No letter with payment terms or terms on the quotation
0.5 / Letter or quotation with Upfront/Bank Guaranteed terms
1 / Letter or quotation with COD to 14 days terms
2 / Letter or quotation with payment Terms 30 days terms
2 / Comp. Fund : Letter of good standing
(COID) / Yes / No
or N/A / No / Automatically disqualification
Yes / A valid Comp. Fund : Letter of good standing (COID)
3 / Construction Industry Development Board
(cidb) / Yes / No
or N/A / No / Automatically disqualification
Yes / A valid Construction Industry Development Board (CIDB)
4 / VAT Registration Certificate / Yes or No / No / N/A
Yes / A valid Comp. Fund : Letter of good standing (COID)
5 / TAX Clearance Certificate / Yes or No / No / Automatically disqualification
Yes / Original Valid Tax Clearance certificate
6 / Project Plan / 10 / 3 / Provide Project Management Schedule for project execution (Gantt Chart)
2 / Provide proof training records
1 / ` / Provide document for Project Organizational Structure with key personnel
2 / Provide proof of skills of key personnel with experience relating to this projects (CV of staff)
2 / Provide list of relevant equipment
7 / Track Record (Reference) / 16 / 5.4 / Provide proof one (1) year relevant reference with contact details of the clients (name of client, telephone number and/or email address)
and Value of contract
10.6 / Provide proof two (2) years relevant reference with contact details of the clients (name of client, telephone number and/or email address)
and Value of the contract
16 / Provide proof of three (3) years relevant reference with contact details of the clients (name of client, telephone number and/or
email address) and Value of contract
8 / Specification Compliance / 20 / 10 / Signed Scope of Work but pricing not according to provided BOQ orvice versa
20 / Signed Scope of Work and pricing according to provided BOQ
9 / Quality Management Systems / 12 / 2.4 / Provide quality objectives of the company
2.4 / Provide quality policy of the company
2.4 / Provide quality procedure of the company
2.4 / Provide quality manual of the company
2.4 / Provide quality control of records & documents and Non-Conformance\ of the company
10 / Health and Safety File / 10 / 2 / Provide letter of appointment of a Safety officer
5 / Waste Management Plan
1 / Relevant risk assessment plan relating to this project
2 / List of relevant PPE
11 / Delivery Time / 10 / 4 / Provide proof or acknowledgement letter to complete the project within 10 months
6 / Provide proof or acknowledgement letter to complete the project within 9 months
8 / Provide proof or acknowledgement letter to complete the project within 8 months
10 / Provide proof or acknowledgement letter to complete the project within 7 months
12 / Local Content / 10 / 5 / Resources includes foreign people and material
10 / Letter of acknowledgement to use local contents (Local material and people)
13 / Guarantee and After Sales / 10 / 5 / Provide proof to acknowledge the guarantees of material
5 / Provide after Sales Service Plan
Total / 100
Tender Number / NTC 0775 / INVITATION TO TENDER (ITT) FOR REPLACEMENT OF FIBRE GLASS ROOF SHEETS,WATERPROOFING AND MAINTENANCE OF STEEL ROOF AT AREA 13 (NSD) /
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3.2.2.REFERENCES - this will form part of your evaluation criteria

A minimum of 3 most recent reference letters of previous and/or existing customers to which similar service was rendered need to be provided.

Table 3: Reference list

Name of company / Contact person / Telephone

3.3.Format for bidder response

The bidders are required to:

3.3.1.respond in the English language; and

3.3.2.Provide one original signed tender, four copies and one electronic copy (CD) in PDF format of their tender response. All copies of the tender response must have signatures on the Declaration of Compliance in Schedule III (Declaration of Compliance) to the NECSA contact person as outlined in Section 2 (Contact Details).

3.3.3. Bidders must submit their proposals and all supporting documentation in properly labelled and sealed envelopes, clearly as follows:

3.3.3.1. Envelope One – Technical Proposal

Bidders must submit their technical proposal with all information and documents relating to the bid. No pricing information must be included in Envelope One.

A set of four (4) hard copies (one (1) original and three (3) copies) of the Technical Proposal and one (1) electronic copy (on disk or memory stick) must be submitted.

3.3.3.2. Bidders must submit their Pricing Proposal only

A set of two (2) hard copies (one (1) original and one (1) copy) of the Price Proposal and one (1) electronic copy must be submitted.

Compulsory Returnable Documents

• Four (4) copies of the tender proposal (one original and 3 copies of submission and one [1] should be an electronic copy);
• Company profile and proven track record for providing these services;
• Valid B-BBEE Certificate from an accredited agency (SANAS or IRBA approved);
• Valid letter of good standing for workman compensation (COID)
• Original and valid TAX Clearance Certificate;
• Notice of VAT registration (VAT 103); (If applicable)
• Proof of Public Liability Insurance (for services to be conducted on Necsa premises);
• Necsa Confidentiality Agreement;
• Terms and Conditions of Contract (FBD-SCM-CTR-0001 Rev 1)
• Signed and completed SBD Forms;
• Deliverables as requested in the Tender Specification.
• Signed SHEQ-INS-5450 Rev.5 (Safety, Health and Environmental Requirements for Contractors)

In case of a Joint Venture/Consortium the TAX Clearance Certificate must be for the Joint Venture/Consortium or individual valid TAX Clearance Certificates for all the members of the Joint Venture/Consortium.

Failure to submit all compulsory documents will lead to automatic disqualification.

3.3.4

Contract Award

Necsa will not necessarily accept the lowest or any tender, and it reserves the right to accept a tender as a whole or in part.

Necsa shall accept no liability in respect of any loss or damage which may incur in the preparation and admission of this tender.

Tenderers shall handle the contents of this document as confidential and private and may not disclose it to a third party or publish in any way whatsoever.

Your designation as a successful tenderer creates no legal connection with Necsa until such time as a written agreement/order has been negotiated and conducted with you. This tender document will form part of the agreement.

Tenderers shall ensure that they are fully informed on the service which must be rendered and what is required from the tenderer.

The successful tenderer will be required to register as a supplier/service provider of Necsa if not already registered as a supplier.

Tenders must be submitted in accordance with Necsa prescribed tender specifications as attached and to be found on the website.

Necsa is under no obligation to award a purchase order as a result of this tender.

3.4.Content of bidder response

3.4.1.Bidders shall refer to paragraphs II.1 (Required Documentation) and II.2 (Completed Schedules) of Schedule II (ITT Response Checklist) for a list of all documentation that is required as part of their tender response and paragraph II.3 for Additional Documentation that may be required as part of their tender response. To ensure that all the required documents are provided and the tender is valid, the bidder must tick the relevant boxes in Schedule II (ITT Response Checklist) after providing or completing the necessary documents. Any other compulsory documents necessary are specified in the Invitation Letter and the bidder must ensure that it manuscripts Schedule II highlighting the additional compulsory that are supplied with its tender.

3.4.2.Bidders must confirm in Schedule III (Declaration of Compliance) that their response fulfils all the requirements outlined in Section 5 (Technical Specification/Scope of Work).

3.4.3.Bidders must familiarise themselves with the Policies relevant to this tender as listed in Section 6 and provided as appendices to this ITT. Bidders must furthermore confirm in Schedule III (Declaration of Compliance) their acceptance of the policies.

3.4.4.Bidders shall familiarise themselves with any regulations affecting this tender before submitting their tender response.

3.4.5.Bidders must provide a health & safety and environmental management plan as a separate attachment to their tender response.

3.4.6.Bidders will be deemed to have examined all the documents enclosed or attached to this ITT and, by their own independent observations and enquiries, to have fully informed themselves as to the nature and extent of the requirement.

3.4.7.NECSA reserves the right to reject or return for correction any tender that does not exactly follow the required content and/or format for responses.

3.4.8.It is the bidder’s responsibility to ensure that its tender is received by NECSA on or before the date set out in Section 3.1 (Tendering Process) and in compliance with the requirements of this ITT. Tenders received after this date shall not be considered.

3.5.Request for additional information

1. Bidder questions in respect of this ITT must be submitted using the form enclosed in Schedule IV (Bidder Queries) and emailed to the contact person named in Section 2 (Contact Details). NECSA shall not be held responsible for not responding to a Bidders query which is not in the format as required by Schedule IV (Bidder Queries).

3.5.2The last day for the clarification of information or questions is 5 working days prior to tender submission date. Bidder questions must be submitted 5 (five) working days before to the tender submission date to enable NECSA to formulate a response. Bidder-specific information will be withheld from any answer in order to maintain bidder anonymity.

3.5.3Bidders are responsible for ascertaining and familiarising themselves with any special difficulties associated with sites relevant to this ITT which are not referred to in the Specification and to have allowed for these in their tender response.

3.5.4The bidder shall raise all questions arising from any site visit using the form enclosed in Schedule IV (Bidder Queries).

3.1.

3.2.

3.3.

3.4.

3.5.

3.6.Pricing

3.6

3.6.1Bidders must ensure the pricing matrix submitted as part of their tender response follows exactly the pricing format as set out in Section 8 (Pricing).

3.6.2Bidders must submit all pricing in ZAR and be exclusive of VAT, be firm and fixed for one 1 year ending in 31 May 2017. After this point, the price is to be subjected to indexation which the tenderer is to tender with its bid submission.

3.6.3It is the bidder’s responsibility to ensure that all price submissions are in all respects correct.

3.6.4The bidder’s price shall be deemed to be all inclusive allowing for all expenses, charges and costs without limitation.

3.6.5NECSA reserves the right to negotiate in respect of ALL Pricing Matrices submitted.

3.1.

3.2.

3.3.

3.4.

3.5.

3.6.

3.7.Variant bids

3.7

3.7.1In formulating and submitting your response you are required to provide a fully COMPLIANT TENDER on the Terms and Conditions of Contract enclosed at SECTION (Terms and Conditions of Contract) and the Pricing Matrix in SECTION 8 (Pricing); and

3.7.2If you also submit recommended amended Terms and Conditions of Contract and/or amendments to the Pricing Matrix under paragraph 3.7.1 above you must identify in relation to each such amendment to the Terms and Conditions of Contract and/or the Pricing Matrix the amount by which your amendment or change reduces the cost of your tender under paragraph 3.7.1) above.

3.7.3If you wish to submit drafting amendments to the Terms and Conditions of Contract and/or Pricing Matrix in accordance with paragraph 3.7(1) above you must:

a)Indicate this in Schedule II.3 (Additional Documentation);

b)where you propose changes pursuant to paragraph 3.7.1, indicate this in Schedule III (Declaration of Compliance); and

c)indicate any amendments to the Terms and Conditions of Contract and/or Pricing Matrix in bold type in the text of and with strike through of any text you wish to replace.

3.7.4If you are not proposing changes to the Terms and Conditions of Contract or the Pricing Matrix, you must confirm your acceptance of the un-amended Terms and Conditions of Contract enclosed at SECTION (Terms and Conditions of Contract) and the Pricing Matrix enclosed at Section 8 (Pricing) by completing the relevant part of Schedule II.1 (Required Documentation) and Schedule II.2 (Completed Schedules).