ANNEXURE A

TERMS OF REFERENCE

APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE INSURANCE FOR THE NRCS BUSINESS AND ASSETS FOR A PERIOD OF 36 (THIRTY-SIX) MONTHS

(NRCS 008-2014/2015)

/ NRCS 008-2014/2015: NRCS Insurance for a period of 36 months

Contact Person: Edward Matemba

Tel Number: 012 482 8797

E-mail address:

ANNEXURE A

1  TERMS OF REFERENCE / SPECIFICATIONS

APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE INSURANCE TO THE NRCS FOR BUSINESS AND ASSETS FOR A PERIOD OF THIRTY-SIX (36) MONTHS

1.1 BACKGROUND

The National Regulator for Compulsory Specification (NRCS) was established on the 1st of September 2008, under the auspices of the National Regulator for Compulsory Specifications Act (NRCS Act), Act 5 of 2008. It emerged as an independent organisation from the original Regulatory Division of the South African Bureau of Standards and is defined as a Section 3A organisation under the Public Finance Management Act.

The NRCS is primarily responsible for the administration of three Acts that reside under its jurisdiction, namely the NRCS Act 5 of 2008, the Legal Metrology Act No 9 of 2014 and the National Building Regulations and Building Standards Act 103 of 1977. The NRCS also administers regulations that fall under the jurisdiction of other governments departments, as per agreements

1.2 DURATION

NRCS intends to award a contract for the NRCS insurance for a business and assets for a period of 36 (Thirty-six) months subject to the service level agreement being signed and concluded to by both parties within a period of 1 (one) month of the bid being awarded, failing which the NRCS reserves the right to cancel the contract.

1.3 SCOPE OF WORK

The service provider will provide insurance to the NRCS with regard to the following items mentioned below:

Assets

The assets of the NRCS include the Port Elizabeth building, office equipment, laboratory equipment, samples and for the purpose of insurance confiscated goods.

·  Buildings (Port Elizabeth) the value R 8 million;

·  Confiscated products and samples the value R 25 million;

·  Sampled motor vehicles, busses, trucks, trailers the value R 10 million;

·  NRCS offices furniture, equipment and laboratories equipment the value R 10 million;

·  NRCS Desktops to insured at the replacement value of R 6 500.00 (each);

·  NRCS Laptops to be insured at the replacement value of R 10 000.00 (each);

·  SASRIA.

Public Liability

The NRCS is to be insured for R 200 000 000.00 in aggregate with a deductible of R 1 million for each and every claim. Refer to the attached form as annexure A.

Professional Indemnity

The NRCS is to be insured for R 400 000 000.00 in aggregate with a deductible of R 1 million for each and every claim. Refer to the attached form annexure A.

Directors and Officers liability

The NRCS will ensure the directors and officers to the value of R 50 million with a deductible of R 200 000.00 for each and every claim. Refer to the attached form annexure A.

Fidelity Guarantee

This policy will cover the NRCS against employee dishonesty and Third Party Computer and Funds Transfer Fraud. The cover will be for R15 million and a deductible of R 200 000.00 per claim. Refer to the attached form as annexure B.

Motor Vehicles

Full Comprehensive Insurance Cover inclusive of third party insurance

This policy will cover for the NRCS owned vehicles which are (Please refer to the attached spreadsheet):

·  Two Toyota Bakkies (2.5 Diesel, Manual Transmission, single cab);

·  5 Nissan NV350 Panel Vans (Nissan NV350, 2.5 Diesel, Manual transmission, panel vans) value R1512000.00;

·  10 Ford Bakkies (2.2 Diesel Ford Ranger, Manual Transmission, single cab); Delivery expected during the financial year

·  NRCS 1 Nissan NP200, 2014 Manual Transmission, UA7_NP200 1.6 8V;

·  NRCS 2 Nissan NP200, 2014 Manual Transmission, UA7_NP200 1.6 8V;

·  NRCS 3 Nissan NP200, 2014 Manual Transmission, UA7_NP200 1.6 8V;

·  1 x Western Star 4900, 6x4 rigid truck and trailer, New expected delivery date 01 November 2015, value R 3 620 006.00;

·  SASRIA

The vehicles should be replaced at replacement costs in the first year- Attached hereto is the spreadsheet with the details of the motor vehicles as annexure C.

1.4 SPECIAL CONDITIONS

1.4.1 The NRCS reserves the right to award the bid in part or whole.

1.4.2 The NRCS hereby informs the bidders that some values are projections which might be subject to changes.

1.4.3 Bidders are required to show yearly escalations on the pricing schedule.

1.4.4 The General Conditions of Contract (GCC) must be signed on each and every page by both parties as included in the bid document.

1.5 MINIMUM REQUIREMENTS

Please note that failure to lodge and adhere to the following requirements will lead to an immediate disqualification:

a. Submissions of an original and valid South African Revenue Services Tax Clearance Certificate

b. Latest company registration certificate from the Companies and Intellectual Property Commission (CIPC) / Proof of company registration

d. Proof of registration in terms of Financial Advisory and Intermediary Act No 37 of 2002

e. Completed and signed SBD forms 1, 3.3, 4, 6.1, 8 and 9

f. Late Submissions will not be accepted

1.6 EVALUATION CRITERIA (FUNCTIONALITY)

For the purpose of comparison and in order to ensure a meaningful evaluation, bidders must submit detailed information in substantiation of compliance to the evaluation criteria mentioned (e.g. details of relevant previous work undertaken, letters from previous /current clients, etc.). Minimum Required Score for functionality is: 65 points out of 100 points and any bidder scoring less than 65 points will not be considered for further evaluation.

Service Providers that qualified pre-evaluation in terms of the functionality cut-off points of 65 points will then be evaluated in terms of price and preference points.

Functionality Criteria / Maximum Points
Provide 5 (five) company names and contact details where services have been rendered in the past five (5)years / 10 Points
Methodology and Project Approach / 90 Points
Total / 100 Points
Minimum Threshold / 65 Points

Detailed functionality evaluation criteria

Provide 5 (five) company names and contactable details where services have been rendered in the past five (5)years / Maximum 10 Points
Methodology and Project Approach / Maximum 90 Points
Show if the scope of work provided in line with the terms of reference will be covered in full including the terms and conditions of all insurance categories in this bid document / 50 Points
Provide a copy of the annual audited financial statements or annual report:
·  If a broker the above mentioned documents of the company should be provided
·  If an underwriter the above mentioned documents of the company should be provided / 20 Points
Provide a copy of the implementation strategy including turn-around times / 20 Points
Minimum / 65 Points
Total / 100 Points

The bids will be evaluated on a scale of 1-5. Each panel member will rate individual criterion on the score sheet using the following scale:

Value / Description
5 – Excellent / Meets and exceed the functionality requirements
4 – Very Good / Above average compliance to the requirements
3 – Good / Satisfactory and should be adequate for stated element
2 – Average / Compliance to the requirements
1 – Poor / Unacceptable, does not meet set criteria

A bidder/s that score less than 65 points out of 100 in respect of functionality will be regarded as submitting a non-responsive bid and will be disqualified.

Bidder/s that meets the minimum required percentage or minimum points, will be evaluated in terms of price and preference as per the PPPFA Act, No.5 of 2000 and its associated Regulations issued by the National Treasury.

NOTE: For the purpose of comparison and in order to ensure a meaningful evaluation, bidders must submit detailed information in substantiation of compliance to the evaluation criteria mentioned-above.

Bid will be evaluated on the basis of the PPPFA 90/10 point system as presented in the Preferential Procurement Regulations 2011, for this purpose SBD 6.1 form should be scrutinized, completed and submitted together with your quotation. The 90/10 point system will be as follows:

Price Assessment / 90 Points
TOTAL / 90
Preferential Elements / 10 Points
B-BBEE Status Level of Contributor / Number of Points (90/10 system)
1 / 10
2 / 9
3 / 8
4 / 5
5 / 4
6 / 3
7 / 2
8 / 1
Non-compliant contributor / 0

1.5  PACKAGING OF BID

The bidder shall place proposal package and must be clearly marked as follows:

Bid No. NRCS 008-2014/2015

Description: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE INSURANCE TO THE NRCS FOR BUSINESS AND ASSETS FOR A PERIOD OF THIRTY-SIX (36) MONTHS

Bid closing date and time: 18 March 2016 at 11H00

Name and address of the bidder: ______

NB: The bid proposal envelope shall contain one original hard copy document, clearly marked “original”, and three (3) hard copies, clearly marked “Copy” (i.e. three documents to be included in each envelope).

1.6  BID DOCUMENT CHECKLIST

A completed and signed bid document must be submitted in a file. The bid/tender documentation must be placed into a file with dividers between every schedule. The schedule must be numbered as follows:

Schedule / Description / Submitted (Yes/No)
Schedule 1 / All documents for minimum requirements
Schedule 2 / The Functionality criteria documentation
Schedule 3 / Certified ID copies of the directors / trustees / shareholders and their shareholding percentages
Schedule 4 / Original and valid B-BBEE status levels verification certificate or a certified copy thereof, substantiating your B-BBEE rating.

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