PART A
INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (SOUTH AFRICAN MARITIME SAFETY AUTHORITY SPECIAL MARITIME PROJECTS) SAMSA MSPBID NUMBER: / SAMSA MSP/01/2017 / CLOSING DATE: / 27 November 2017 / CLOSING TIME: / 11 H 00 am
DESCRIPTION / TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO SUPPORT SAMSA MARITIME SPECIAL PROJECT WITH THE MAINTENANCE/ REPAIRS AND PROVIDE SPARES SERVICE OF ITS VESSELS FOR A PERIOD OF THREE YEARS
THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).
BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)
146 Lunnon Road
Cnr Jan Shoba & Lunnon Road
HILLCREST
PRETORIA 0183
SUPPLIER INFORMATION
NAME OF BIDDER
POSTAL ADDRESS
STREET ADDRESS
TELEPHONE NUMBER / CODE / NUMBER
CELLPHONE NUMBER
FACSIMILE NUMBER / CODE / NUMBER
E-MAIL ADDRESS
VAT REGISTRATION NUMBER
TCS PIN: / OR / CSD No:
B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE
[TICK APPLICABLE BOX] / Yes
No / B-BBEE STATUS LEVEL SWORN AFFIDAVIT / Yes
No
IF YES, WHO WAS THE CERTIFICATE ISSUED BY?
AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) AND NAME THE APPLICABLE IN THE TICK BOX / AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA)
A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS)
A REGISTERED AUDITOR
NAME:
[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT(FOR EMEs& QSEs) 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? / Yes No
[IF YES ENCLOSE PROOF] / ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS /SERVICES /WORKS OFFERED?
/ Yes No
[IF YES ANSWER PART B:3 BELOW ]
SIGNATURE OF BIDDER / ……………………………… / DATE
CAPACITY UNDER WHICH THIS BID IS SIGNED (Attach proof of authority to sign this bid; e.g. resolution of directors, etc.)
TOTAL NUMBER OF ITEMS OFFERED / TOTAL BID PRICE (ALL INCLUSIVE)
BIDDING PROCEDURE ENQUIRIES AND TECHNICAL INFORMATION MAY BE DIRECTED TO:
DEPARTMENT/ PUBLIC ENTITY / SOUTH AFRICAN MARITIME SAFETY AUTORITY
CONTACT PERSON / J CHILOPO
TELEPHONE NUMBER / 012366 2600
FACSIMILE NUMBER / 012366 2601
E-MAIL ADDRESS /
PART B
TERMS AND CONDITIONS FOR BIDDING
1. BID SUBMISSION:1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION.
1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR ONLINE
1.3. BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE (CSD) TO UPLOAD MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS; AND BANKING INFORMATION FOR VERIFICATION PURPOSES). B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION.
1.4. WHERE A BIDDER IS NOT REGISTERED ON THE CSD, MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS MAY NOT BE SUBMITTED WITH THE BID DOCUMENTATION. B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION.
1.5. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER LEGISLATION OR SPECIAL CONDITIONS OF CONTRACT.
2. TAX COMPLIANCE REQUIREMENTS
2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.
2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER’S PROFILE AND TAX STATUS.
2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE WWW.SARS.GOV.ZA.
2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS TOGETHER WITH THE BID.
2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE PROOF OF TCS / PIN / CSD NUMBER.
2.6 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED.
3. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS
3.1. IS THE BIDDER A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO
3.2. DOES THE BIDDER HAVE A BRANCH IN THE RSA? YES NO
3.3. DOES THE BIDDER HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO
3.4. DOES THE BIDDER HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO
3.5.
IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN, IT IS NOT A REQUIREMENT TO OBTAIN A TAX COMPLIANCE STATUS / TAX COMPLIANCE SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE.
NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.
SOUTH AFRICAN MARITIME SAFETY AUTHORITY (SAMSA) AS AN ORGAN OF STATE SUBSCRIBES TO AND PROPAGATES BOTH THE NOTION OF BROAD BASED BLACK ECONOMIC EMPOWERMENT (BBBEE) ACT, No. 53 Of 2003, THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, No. 5 of 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS 2011.
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE PROVIDER TO SUPPORT SAMSA MARITIME SPECIAL PROJECT WITH THE MAINTAINANCE/ REPAIR AND PROVIDE SPARES SERVICE OF ITS VESSELS FOR A PERIOD OF THREE YEARS
PART ONE
1 REQUEST FOR PROPOSAL (RFP)
1.1 The objective of this RFP is to appoint a panel of suitable independent service provider/s that can support SAMSA, Maritime Special Project with the maintenance of its vessels fleet in order to create a sustainable and well balanced maintenance service, reduce turn-around time of sourcing quotations and promote the beneficial use of the service.
1.2 Preference may be given to a Service Provider/s that are SME’s or who will partner with SME’s and has the capacity to provide the service on behalf of the Unit.
1.3 Based on the quality of the tenders submitted, SAMSA intends to select a panel of preferred Vendors with a view to concluding a Service Level Agreement (SLA) with the successful Vendors.
1.4 Maintenance and repairs is considered a strategic service by SAMSA-Maritime Special Project as it essential for the patrol vessels to manage security breach at sea. The continued and reliable security service at sea is therefore critical to SAMSA-MSP management of DAFF vessels. SAMSA-MSP uses partners or suppliers to service its fleet of vessels in order to continue to monitor and prevent security incident at sea around the country’s seas.
1.5 The existing ad-hoc maintenance services arrangement are not sustainable since we do not have long-term contract with current suppliers, as a result SAMSA-MSP wants to establish partnership agreement/s for the period of 3 three years with tender respondents that have capability and capacity to fulfil the scope of work and supply the required maintenance, service and spares to all our vessels located in various South African ports.
2 SCOPE AND EXTENT OF WORK
2.1 The role of the Service Provider/s is to assist the SAMSA – MSP Unit with the supply, delivery, repair and maintenance of its vessels fleet for a period of 3 (three) years.
2.2 As and when requested by SAMSA-MSP, supply the service on an urgent basis in order to allow the vessels to return to the sea.
2.3 Adherence to safety, health and environmental requirements set out by SAMSA for this proposal.
2.4 Adherence to quality requirements.
2.5 The appointed service provider/s will undertake the following:
2.5.1 Mechanical Service and Parts:
§ Mechanical and electrical repairs and maintenance to vessels & auxiliary engines and associated equipment – Detroit; Perkins; Cummins; Man; MTU; John Deere
§ Repairs to engine driven pumps
§ Repair to anchor handling and lifting gear
§ Repair to propulsion systems, gearboxes and propellers
§ Repair to shafts and stern tubes, its seals and bearings etc.
2.5.2 Electrical Service and Parts: (Service providers must be able to work on 380V, 220V, 24V and 12V AC or DC)
§ Repairs and servicing navigation and bridge equipment
§ Repairs to engine starters and battery charging alternators
§ Power supplies
§ Repairs to general electronic components
§ Supply of all electrical and electronic components
2.5.3 General Service and Parts: (Service providers must ensure that the supplied welder has certified qualifications for coded welding and for classification society requirements)
§ Welding and steel work (all types of welding including aluminium)
§ Removal of oily water/sludge (the service provider must supply a Safe Disposal Certificate as per SAMSA and MARPOL requirements)
§ Diving services (the service provider must do diving inspections of entire underwater hull as required with video recording, if and when required to remove obstructions around propellers and rudder)
§ General marine supplies (this includes rags, bearings, bolts & nuts, gasket material, cleaning material etc.)
§ Supply of different types of oils for marine machinery
§ Supply of various sizes and types of batteries
2.5.4 Spares, Navigation System Specification:
SAMSA-MSP will provide specification on the vessels parts and navigation systems.
NO / VESSELS NAME / INTERNATIONAL MARITIME ORGANIZATION (IMO) NUMBER / OFFICIAL NUMBER (LOCAL NUMBER)1 / Lilina Ngoyi / 9282223 / 10414
2 / Ruth First / 9282235 / 10510
3 / Victoria Mxenge / 9282247 / 10525
4 / Sa Agulhas 1 / 7628136 / 350810
5 / Ellen Khuzwayo / 9369021 / 10706
6 / Sarah Bartman / 9288679 / 10418
Africana / 7905405 / 350893
The bidders/tenderers should indicate where their products deviates from the SAMSA-MSP requirements and the nature of the deviation. SAMSA-MSP will then evaluate the impact of the deviation.
2.5.5 Maintenance Services Requirements:
The service provider should indicate below the hours where “Normal Hours”, “Overtime hours” is applicable to their working hours, also indicate when call-out fee where is applicable.
Times / Normal hours / Rate(ZAR) / Overtime hours / Rate(ZAR) / Call-out / Rate(ZAR)Monday-Friday
Saturday-Sunday
Public Holidays
2.5.6 Vessels Spares Delivery:
The successful supplier will be required to deliver spares on a 24/7 basis to maintain the required demand.
2.3 Bidders must submit a preliminary budget structure based on the number of listed items in section
2.5.1 to 2.5.6, containing the amount to be spent on each item and any other cost associated with the service.
2.4 Bidders may be invited to give presentation as and when required.
3 TIMING OF ASSIGNMENT
3.1 Work is to be carried out over a period of three (3) years.
4 PERFORMANCE MEASURES & DELIVERABLES
4.1 The performance measures for the delivery of the (specify the type of work you expect from the service provider/s) will be closely monitored by Maritime Special Project.
4.2 SAMSA acknowledges the potential need for the successful Service Providers to work with other Agents and Subcontractors, to be able to meet all service requirements in all the stated areas of this document. For this purpose the following apply:
§ The service provider will be expected to provide the services through its existing offices and/ or Agents or subcontractor at the location of the port.
§ In the event that the service provider provides the services through its Agents or subcontractor in the location of the sea port or entry specified, all service provided shall be deemed to have been provided by the service provider, and the service provider shall remain responsible for the actions of its agents or subcontractors performance under the contract.
§ The service provider shall be responsible for all matters related to the operation of its network of offices, agents or subcontractor
4.2 DELIVERABLES
The following deliverables are critical for the successful implementation of the project and service providers are required to indicate in their proposals how these will be met.
4.2.1 Despatch and Co-ordination
§ The successful supplier will be required to deliver spare parts on a 24/7 basis to maintain the required maintenance demand.
§ Representation of the service provider in various ports appointed as SAMSA contract coordinator.
4.2.2 Company Logistics Capabilities
The company must provide detailed information with regard to the facilities, and specific information under the following headings of this document:
§ Capability of suppliers to supply spare parts
§ Ability to deliver within a shorter a period
§ Delivery from date of order placement
5 CHARGEABLE FEES
5.1 The service provider shall always apply the most economical solution suitable for the services requests based on the rates agreed by both parties.
5.2 Other charges e.g. transportation and delivery cost will be negotiated with the appointed bidder from time to time during the duration of the contract.
6 INVOICING AND PAYMENT
The service provider is expected to abide by the prices provided in the contract for the duration of the project, unless changes are mutually agreed with SAMSA
§ The Service Provider/s shall invoice SAMSA on a project delivery basis.
§ All invoices must provide evidence of services rendered by form of a workman sheet signed and approve by MSP Unit Technical manager. Failing to do so may result in delays to payment or rejection of the invoice.
§ Successful or appointed service provider will promptly inform SAMSA for purpose of approval of any situation under the contract, which may impose additional financial obligations on SAMSA.
§ SAMSA undertakes to do transfer payments within 30 days after the presentation of tax invoice based on valid claims for work done to its satisfaction upon presentation of a substantiated claim and the required reports stipulated in paragraph 5.
§ No payment will be made where there is outstanding information/work not submitted by the Service Provider/s until that outstanding information is submitted.
7 MONITORING PROGRESS ON ASSIGNMENTS
7.1 The Contract Manager shall do the ongoing management of the Service agreement.
8 CONTINUITY AND PROFILE OF SERVICE PROVIDER PROJECT MANAGER
8.1 The Service Provider/s must guarantee the presence of a dedicated person in charge of the contract throughout the duration of the contract.