Reg. No. 1991/005477/06
KALAHARI AND DIAMOND FIELDMINOR BUILDING MAINTENANCE, PLUMBING AND ELECTRICAL
Advert /Publish Date / 22/11/2016Availability of Documents / 22/11/2016
Closing Date / 02/12/2016
Closing Time / 11h00AM
BIDDER’S FULL LEGAL NAME
Please indicate whether this is the original or a copy by ticking the applicable block.
ORIGINAL / COPY NUMBERACRONYMS
ACCRONYMS / DESCRIPTIONSAPO / South African Post Office Limited
BBBEE / Broad Based Black Economic Empowerment
BEE / Black Economic Empowerment
JV / Joint Venture
RFP / Request For Proposal
CV / Curriculum Vitae
PPPFA / Preferential Procurement Policy Framework Act
EME / Exempted Micro Enterprises
SCM / Supply Chain Management
ED / Enterprise Development
SUPPLY CHAIN MANAGEMENT
Cnr. Moreleta Street and James Drive
Silverton
Pretoria
0184
PO Box 4162
Pretoria
0001
Tel: 012 845-2448
Fax: 086 687 5154
E-mail:
RFQ NO: 29/Central/2016
DESCRIPTION: KALAHARI AND DIAMOND FIELD MINOR BUILDING MAINTENANCE, PLUMBING AND ELECTRICAL
CLOSING DATE: 02/12/2016at 11:00AM
Dear Sir /Madam
REQUEST FOR QUOTATION
You are hereby invited to submit quotation for the provision of minor building maintenance at South African Post Office Limited owned buildings in the various areas within each region for a period of one (1) years.
Your quotation should be addressed as follows:
General Manager: Procurement (Supply Chain Management)
South African Post Office Limited
Regional Offices
Annex Building
Corner East Burger Street and St. Andrew Street
BLOEMFONTEIN
9300
Attention: Lawrence Isaacs
The tender box is accessible to the public 24 hours per day, 7 days per week. The measurements ofthe “tender box slot” are 450mm wide x 250mm high, and you must ensure that documents/files are not larger than the above dimensions. Files, which are too bulky (i.e. more than the above mentioned dimensions) must please be split into two or more files.
Please note that late documents will not be considered. The South African Post Office Limited shall not be bound to accept any offer.
SCOPE OF SUPPLY AND SPECIFIC INSTRUCTIONS
- BACKGROUND
1.1.The SAPO Limited requires a bidder/s to provide minor building maintenance servicesat SAPO owned buildings in the region.
1.2.The services are required at various (SAPO) offices, warehouses, mail centres and post offices in the applicable region.
- OBJECTIVES
To appoint a service provider/s for the provision of minor building maintenance services within a region for a period of one (1) years.
2.1To promote local enterprises within a specific region. Therefore preference will be given to bidders physically located in the region.
2.2To promote Enterprise Development (ED). SAPO intends promoting Exempted Micro Enterprise’s (EME’s) through this bid. However, entities other than EME’s are required to provide an ED plan to demonstrate their contribution to EME development, in accordance with the specification.
- DESCRIPTION OF SERVICE
To appoint a service provider/s for the provision of minor buildingmaintenanceserviceson a day-to-day job card system at SAPO owned buildings in various areas within the Region
- POINTS OF DELIVERY OF SERVICES
The service to be rendered at any building within the boundaries of the specific region appointed for.
- PRICE BASIS
5.1Bidders shall take into account that the SAPO total requirements may not be allocated to only one bidder.
5.2Bidders shall quote prices/rates in South African Rand and Value Added Tax shall be excluded and shown separately.
5.3Bidders shall quote on the basis indicated in the Pricing Schedule.
5.4SAPO requires an all-inclusive and fully transparent cost structure. Escalations must be included and the Percentage Price Breakdowns must be included in the format specified.
5.5Pricing of goods and services must be linked to the specifications.
5.6Where figures are referred to in numerals and in words and there is a conflict between the two, the words will prevail.
5.7The successful bidder shall commit to the programme of continuous improvement, which will result in cost-efficiencies during the currency of the relationship.
5.8Bidders must warrant to the SAPO and indicate that the pricing quoted is free of any errors or omissions and that the Bidder is able to deliver the contract on the prices/rates quoted.
6.PAYMENT
Service Provider shall supply the Post Office with a tax invoice per job order and a schedule setting out the services performed.
- DISCOUNT
Bidders shall, as requested in clause 2 of the Proposal Questionnaire, indicate whether they offer any discounts.
- PROPOSAL DOCUMENTS
8.1Bidders responding to this (RFQ) are deemed to do so, on the basis that they acknowledge and accept all the Terms and Conditions of this RFQ.
8.2No bids submitted by Facsimile, telegram, email will be considered. It is the bidder’s sole responsibility to ensure that the complete bid has been received by the Closing Date and Time. Postmarking before or on the Closing Date will not substitute for actual receipt. Giving the bid to a courier prior to the Closing Date without actual receipt by the SAPO by the Closing Date and Time will not excuse the late delivery of a bid.
8.3Proposal documents must be completed in ink and any amendments to the proposal documents, whether erasures or by means of correction fluid (e.g. tippex), must be initialled by the bidder.
8.4All documents and correspondence must be in English.
8.5Proposals must be compiled in the following manner:
8.5.1one (1) original proposal (marked ‘original’) must be submitted.
8.5.2loose-leaf (not bound) proposal will not be accepted.
8.5.3if the proposal is submitted by a consortium / JV, each company forming part of the consortium / JV must complete the Declaration of Interest and Mutual Confidentiality Non-disclosure individually and submit it as part of the proposal;
8.5.4all Annexures, company profiles, CV’s, etc., shall form part of the ‘ORIGINAL’ as well as the ‘COPY’ proposals.
8.6 All proposals must be delivered sealed. The following information shall appear on the outside of the sealed proposal:
8.6.1Name of bidder;
8.6.2Description of proposal;
8.6.3RFQ number;
8.6.4Closing date and time;
8.6.5Name of person for whose attention the proposal is intended; and
8.6.6The name and address of the Bidder must be written on the reverse side of the proposal/envelope.
- CONSULTATION PRIOR TO SUBMISSION OF A PROPOSAL
Bidders shall consult, in writing, with the undernoted SAPO officials should there appear to be any discrepancy, ambiguity or uncertainty pertaining to the meaning or effect of any description, dimension, quality, quantity or any other information contained in this bid. SAPO undertakes to provide clarification in writing to all Bidders, provided that the request is received prior to the closing date and time for clarifications.
Officials / Location / Contact DetailsNoxolo Malusi / South African Post Office Limited
Supply Chain Management
Regional Office
Annex Building
Corner St. Andrew and East Burger Streets
Bloemfontein
9300 / (051) 402 4118
- CLARIFICATIONS
10.1Bidders are encouraged to submit clarification questions to the specification, in writing to SAPO Officials mentioned above not later than 10h00 on 25 Nov 2016. No further questions will be entertained after this period.
10.2The SAPO will respond in writing to queries and distribute to all bidders within five (5) days after receipt of questions.
10.3Oral communication or instruction by SAPO or its representative shall have no standing in this Request for Quotation (RFQ) unless and until they have been confirmed in writing.
10.4SAPO accepts no responsibility for the failure of any bidder not receiving notifications or correspondence relating to this Request for Quotation (RFQ).
- VALIDITY PERIOD OF PROPOSAL
The period during which the SAPO shall have the right to accept a proposal without any right of withdrawal on the part of the bidder shall be hundred and twenty days(120) from the date on which proposals are due. After such period a bidder may withdraw his proposal if he has not been notified of its acceptance.
- COST OF THE BID
Each Bidder shall bear all of its costs (of whatsoever nature) associated with the preparation or submission of its bid and of negotiating with the SAPO regarding a possible contract agreement and any other costs and expenses incurred by the Bidders in connection with or arising out of the competitive procurement process.
- CONDITIONS OF BID
13.1The South African Post Office Limited reserves the right to reject and /or disqualify any proposal:
13.1.1 Received without all the data and information requested.
13.1.2That fails the Gate Keeping Criteria.
13.1.3That fails to comply with the specification.
13.1.4That contains any information that is found to be incorrect or misleading in anyway.
13.1.5Such non-compliant bids shall be rejected without further evaluation, provided that South African Post Office Limited believes, in its own discretion, that the non-compliance is minor then South African Post Office Limited may continue with the evaluation, or seek clarification thereon or reject the bid.
13.2The South African Post Office Limited reserves the right:
13.2.1Not to award or cancel this RFQ at any time and shall not be bound to accept the lowest or any bid.
13.2.2To negotiate with the Preferred bidder/s, and failing agreement to negotiate with all Reserved Bidders identified in the evaluation process, regarding any terms and conditions, including price without offering the same opportunity to any other Bidder who has not been awarded the status of the Preferred or Reserved Bidder.
13.2.3To accept part of a bid rather than the whole bid.
13.2.4To benchmark prices of items that are contracted and should these items be available at a more competitive price than the contracted price, South African Post Office Limited will request the current bidder to reduce their price to be inline failing which, these will be purchased out of contract.
13.2.5To split the award of the bid between two or more Bidders.
13.2.6To cancel and/or terminate the bid process at any stage, including after the Closing Date and/or after presentations have been made, and/or after bids have been evaluated and/or after the Preferred Bidders and Reserved Bidders have been notified of their status as such.
13.2.7To carry out site inspections, product evaluations or explanatory meetings in order to verify the nature and quality of the Services bidder for, whether before or after adjudication of the bid.
13.2.8To award the contract to a Bidder whose bid was not the lowest in price.
13.2.9To correct any mistakes at any stage of the bid that may have been in the bid documents or occurred at any stage of the bid process.
13.3Minimum scores / points to be obtained on evaluation of bids:
13.3.1 Bidders with a score less than seventy percent (70%) for the functionality criteria will not be eligible for further evaluation.
13.4No attempt may be made, whether directly or indirectly, to canvass any member of SAPO staff before the award of the contract. Any enquiries must be referred, in writing, to the specified persons.
13.5In the event that the Bidder intends to sub-contract any of the services and/or goods required, a substantial portion of each key element of the scope of work as defined must reside within the Bidding Entity.
Note: Bidders are not allowed to sub-contract more than 25% of the scope of services.
13.6Samples (if applicable)
13.6.1South African Post Office Limited shall not pay for samples provided and damaged / destroyed samples as a result of destruction testing.
13.6.2 Samples will not be returned to the bidder.
- BLACK ECONOMIC EMPOWERMENT (BEE)
Bidders with low BEE credentials are encouraged to enter into meaningful business relationship (e.g. JV’s) with BEE companies.
- CONDITIONS OF PURCHASE
The terms and conditions applicable to any order / contract that may result from this enquiry are stated in the Contractual Terms and Conditions.
- SPECIAL CONDITIONS TO BID
- Bid Submission Requirements
- Bidders are required to submit their proposals within a region, clearly and accurately. Bids that do not indicate the area will be deemed non-responsive and their proposals will be rejected.
1.1.2SAPO reserves the right to award multiple areas within a region to a single bidder based on the PPPFA preference points system.
1.2Compulsory Site Briefing within a region.
1.2.1Compulsory site briefing will be conducted. An attendance register will be maintained per site briefing and will be used as proof of attendance.
1.2.2Bidders who fail to attend and/or sign the attendance register will not meet the gate keeping criteria and their bid responses will not be evaluated further.
1.3Enterprise Development
1.3.1SAPO intends promoting EME’s through this bid.
1.4In the event that a bidder is NOT an EME:
1.4.1Non EME bidders must submit a detailed Enterprise Development (ED) plan,
1.4.2which will form part of the contractual agreement of the successful bidder and will include the following elements:
1.4.3Identifying and profiling the selected majority black owned EME’s
1.4.4Training and mentoring to be provided
1.4.5Jobs to be created through commitment to the selected EME(s)
1.4.6Financial support (cashflow, accounting procedures, etc)
1.4.7Process enhancement and capacity increase.
1.5Physical Location of Bidder within Region of Service Requirements
1.5.1This bid is limited to bidders who are physically located in the region in which they are bidding.
1.5.2Bidders must submit acceptable proof of physical location of company within region of service requirements evidenced by certified copies, which is not older than 3 months before the closing date of this bid, of the bidder’s:
1.5.3Municipal account,
1.5.4A current lease agreement, or
1.5.5Proof of Physical Address from the Tribal Authority.
1.6Legislative Requirements
1.6.1The service provider will be responsible for the provision of minor maintenance services in accordance with these specifications, applicable legislation and regulations and industry standards.
1.6.2The service provider must comply in full with all legislative requirements relating to the provision of building maintenance services.
1.6.3The gazetted minimum wage is applicable to the industry and must be adhered to by the successful bidders.
1.6.4The bidder procedures for the procurement, storage, handling, transporting, application and general use of chemicals must comply with all applicable legislation and standards , including but not restricted to:
1.6.5The bidder must indemnify SAPO against any claims resulting from any building maintenance activities.
4.1Performance
4.1.1The bidder must be able to provide the minor buildingmaintenance services within the timelines indicated in this bid document and in accordance with SAPO’s conditions and /or agreed changes
4.1.2The bidder must utilise its own equipment, at its own cost, for the proper provision of the specified building maintenance services at SAPO sites.
4.1.3The bidder must deliver the not so urgent maintenance services within five (5) days notification or as specified in a purchase order except in emergency cases when it must be attended to immediately.
4.1.4The contractor shall be available at all times to re-act on job orders and complaints about any incident. Incidents shall be reported to the contractor by cellular phone or paging system. For emergencies, the contractor to act within 3 (three) hours, from the time the call has been logged or reported. The contractor shall promptly repair the item to ensure normal functioning, and will submit a detailed report of the specific break down. If the contractor does not respond within the given period, the contract will be reconsidered and/or cancelled.
4.1.5It is the bidder’s responsibility to ensure that no damage to SAPO property is caused by its employees where services are rendered. Costs of such damages will be for the account of the bidder. All defects on the premises should be reported when identified to the SAPO site manager.
4.2Company Experience and Contactable References
4.2.1The bidder must have a proven track record of minor building maintenance at other institutions. The bidder must provide full details regarding recent clients and contactable references. Bidders must respond to the requirements of experience and contactable references in the format provided for in the bid document.
4.2.2SAPO reserves the right to visit an existing client of the bidders to validate experience and capability in line with the bid submitted.
4.3Experience of Key Resources
4.3.1It is the responsibility of the bidder to ensure that only building construction related skilled staff is utilized on work requested by SAPO. Curriculum vitae (CV) must be submitted in the bid response as proof.
4.3.2The bidder must submit together with its bid, a complete company organigram in which, the following should be indicated:
4.3.2.1Number of resources employed in his/her company.
4.3.2.2The number of supervisors.
4.3.3All staff to be neatly and adequately attired in distinctive uniform supplied by the bidder.
4.4Security and Employment Vetting
4.4.1The bidder’s personnel, who render services at SAPO sensitive security areas, must, at the cost of the bidder, be cleared up to the level of “CONFIDENTIAL” by SAPO.
4.4.2The bidder is required as a minimum to conduct employment, vetting and security checks of all employees deployed to SAPO’s service areas. Failure to comply will result in breach of contract conditions.
4.4.3Bidder personnel must be clearly identifiable via uniforms and security identification cards.
4.4.4The successful bidder will be subjected to security screening in line with SAPO prescribed processes.
4.5Consumables/Chemicals to be used on Site
4.5.1The bidder shall be responsible for provision of all chemicals and consumables required to render an efficient service to SAPO. SAPO reserves the right to approve or not approve of these consumables and chemicals.
4.5.2The bidder must supply all service equipment required, at its own cost, for the proper provision of the service at the sites.
4.5.3The bidder must comply with all applicable provision of legislation, regulations, and minimum industry standards for the procurement, storage, handling, transporting, application and general use of chemicals and equipment or tools.
4.6Acceptance of Contractual Terms and Conditions
4.6.1Prospective bidders must sign the certificate of acquaintance confirming and certifying the following:
4.6.1.1That, such prospective bidder is fully acquainted with the content of the bid documents (including all attachments to it) and the terms and conditions of the procurement contract.