STRATEGIC PROCUREMENT REQUEST FOR BID
BID PARTICULARS:SUBJECT / REQUEST FOR BID FOR THE ONCE-OFF PROCUREMENT OF 2X ORDER PICKERS FOR THE MEGAWAREHOUSE AT SAAT
(hereinafter referred to as GOODS)
REQUEST NO / SAAT 004/13
DATE ISSUED / 19 MARCH 2013
CLOSING DATE / 02 APRIL 2013
CLOSING TIME / 11:00
BID QUERIES
(To be submitted in writing) / The Project Administrator
Name: Omphile Ngwenya
Fax: +27 11 978 2638
SUBMISSION PARTICULARS
COMPANY NAME
REGISTRATION #
CONTRACT PERSON
TELEPHONE #
FACSIMILE #
E-MAIL ADDRESS
------To be completed by SAA Technical ------
For Official use only
SUBMISSION ADMINISTRATION
BAC LIAISON
PROCUREMENT LIAISON
Table of Contents
- Overview
1.1Introduction
1.2Procurement Philosophy
1.3BEE
2.Criteria
2.1Elimination/Critical Criteria
2.2 Functionality
2.2Evaluation Criteria
3.Conditions
3.1Dissemination of document
3.2Conditions of quotation
3.3Bidders may form a Consortium or a Joint Venture
3.4Submission of Bids
3.5Period of Acceptance
3.6Deviations from RFB
4.Supplier’s Details
5.Appendix 1Scope of Purchase
Appendix 2Pricing
Appendix 3Deviations from RFB
Appendix 4Confirmation of Intention to quote & confidentiality
Appendix 5Company Documentation
Appendix 6Board Resolution / Delegation of Powers
Appendix 7References
Appendix 8Checklist
1. OVERVIEW
1.1INTRODUCTION
South African Airways (“SAA”) is committed to be the carrier of choice in the markets it serves. SAA Technical as the contracted maintenance provider to SAA is committed to assist SAA to be the carrier of choice in the markets it serves. Reference in this document to SAA shall include reference to SAAT unless specifically stated otherwise.
This is inspired by our belief in service excellence, integrity, accountability, quality, safety, people development and value to our shareholders.
SAA’s new values and business practices guide all our business relations. Our business partners and suppliers are encouraged to uphold, promote and share the same values and vision.
The quality, price and service that we provide our customers can only be as good as what we receive from our suppliers.
We strive for continuous improvement in our critical business areas and seek to establish relationships with suppliers that are equally passionate in their quest for better quality, price and service. By exceeding our requirements and expectations, you will not only ensure that you maintain the current level of business; you will position yourself for more in the future.
1.2PROCUREMENT PHILOSOPHY
It is the policy of SAA, when purchasing GOODS, to follow a course of optimum value and efficiency by adopting best purchasing practices in supply chain management, ensuring where possible that open and fair competition has prevailed, with due regard being paid to the importance of:
1.2.1The promotion of the Interdivisional Support Policy;
1.2.2The promotion, development and support of businesses from disadvantaged communities (small, medium, micro enterprises, as well as established businesses within those communities) in terms of its BEE Policy;
1.2.3The promotion of national and regional local suppliers and agents before considering overseas suppliers; and
1.2.4The development, promotion and support for the moral values that underpin the above, in terms of SAA’s Business Ethics and Guidelines which requires that all commercial conduct be based on ethical and moral values and sound business practice. This value system governs all commercial behaviour within SAA.
1.3SAA BLACK ECONOMIC EMPOWERMENT PROGRAMME STATEMENT OF POLICY
It is the policy of SAA to promote Black Economic Empowerment by enabling qualifying Black Suppliers and SMME Suppliers, to meaningfully participate in the mainstream of the SAA procurement endeavours. In order to promote the effective and efficient development and support of suppliers and contractors from the historically disadvantaged communities, SAA decided to target that 50% of the discretionary total procurement expenditure be sourced in such a manner that it advances Black Economic Empowerment.
2.CRITICAL AND EVALUATION CRITERIA
In order to facilitate fair comparison between the Bids or quotations all bids shall be converted to a common basis on the comparative list taking the following into account:
Critical Criteria:
- Compliance with specification.
Functionality
- Lead time
- After sales support
Threshold:
- A threshold of 70 points out of 100 has been set.
Evaluation Criteria:
Bidders will be scored on Price and BBBEE as follows:
- Price– 80
- BBBEE– 20
2.1 Phase 1: Critical Criteria
Bidders are required to conform to specification. Bidders will be required to fully comply with ALL critical criteria, failure to comply will lead to disqualification.
2.2 Phase 2: Functionality
Bidders who fully comply with Phase 1 will proceed to Phase 2.
Functionality / Max points- After sales
- Spares to be available for a period of not less than 10years, bidders will be evaluated as follows
- 10 years and more or
- 5 – 9 years
- Less than 5 years
- Warranty and maintenance plan (minimum 1 year)
- More than one year
- One year
- Less than 1 (One) Year
- No Warranty
- Lead time
0-3 months delivery time / 50 / 50
3- 6 months delivery time / 40
6- 9 months delivery time / 20
More than 9 months delivery time / 0
TOTAL / 100 points
2.3 Threshold
The bidder has to score 70 points or more on the total functionality (Phase 2). The bidder that gets 70 points or more out of the total 100 points will qualify for the Phase 3 of the evaluation.
2.4 Phase 3:
The bidders who make it to Phase 3 will be evaluated on the following (as per PPPFA):
EVALUATION CRITERIAPRICE / 80
BBBEE / 20
TOTAL / 100 points
3. CONDITIONS
Provided that you are prepared to comply with the conditions herein you are invited to submit a Bid for the following Scope of Purchase:
3.1DisseminationofDocument
This Bid form will be made available on the flysaa.com website
3.2Conditions of Quotation
3.2.1 The final terms and conditions are subject to negotiations and a conclusion of an agreement between the parties.
3.2.2 Final payment terms will be negotiated with the successful Bidder before awarding the Bid.
3.2.3 The Bidder shall provide its best and final price in the Bid. This price will be considered together with all other relevant criteria in the Bid. The validity period of quoted prices should be clearly stated in the Bid.
3.2.4 The Bid shall be awarded at the sole and absolute discretion of SAAT. SAAT hereby represents that it is not obliged to award this Bid to any Bidder. SAAT is entitled to retract this Bid at any time as from the date of issue. SAAT is not obliged to award this Bid to the Bidder that quotes the lowest Bid.
3.2.5 The Bidder shall be disqualified from Bidding if any attempt is made either directly to solicit and/or canvass any information from any employee or agent of SAAT regarding this Bid from the date the offer is submitted until the date of award of the Bid.
3.2.6 SAAT will adjust any arithmetical errors found in the Proposal and shall advise the Bidder accordingly.
3.2.7 Proposals and any information contained within will be treated as confidential and will not be disclosed to any third party – including other Bidders.
3.2.8 Bidders shall prepare and submit Proposals at their own expense.
3.2.9 The successful Bidder shall:
3.2.9.1 Offer to supply and deliver GOODS in accordance with the specifications, at the prices quoted and in accordance with the delivery conditions;
3.2.9.2 Agree that the scope of Purchase document constitutes a general list and indication of GOODS required at various stations, however the specific requirement of GOODSrequired may vary from station to station.
3.2.9.3Enter into a Service Level Agreement/After SalesAgreement when requested to do so by SAATwithinthe stipulated period;
3.2.9.4Be liable for all additional expenses incurred by SAAT in having to call for Bids afresh and/or accepting any less favorableBid in the event that the Bidder fails to enter into a contract with SAAT timeously.
3.3Bidders may form a Consortium or a Joint venture.
3.3.1Bidders must guarantee the obligations of the Consortium or joint Venture.
3.3.2Bidder(s) must supply the following:
- A binding agreement between all parties of the Consortium or Joint Venture
- Name of the Consortium or Joint Venture trading as
- Consortium or Joint Venture Head Office
- Contact person 24 (twenty-four) hours availability.
- List of shareholders and percentage shareholding.
- Date of Consortium or Joint Venture registration.
- Consortium or Joint Venture registration number.
- Organizational structure of the Consortium or Joint Venture
- Basic functional structure, i.e. the administrative section of your Consortium or Joint Venture with which SAA will be dealing with on a day to day basis.
- The agreement and submission should clearly show who the leading consortium member is. The leading member shall be responsible for the execution of this Bid.
3.4SubmissionofBids
3.4.1Bids, including all documents and information pertaining thereto, shall be submitted in a sealed parcel/envelope. The envelope must be clearly markedwith:-
TheRFBNo.: SAAT 004/13
ClosingDate:02 April 2013
Quotation/Confidential/Donotopen
Bidder’s Name and Address on the back of the envelope
andmustbeaddressedasfollows:-
FORATTENTION:
Chairperson:Bid Adjudication Council (BAC)
SouthAfricanAirways(SOC)Ltd
Airways Park Main Reception
32 Jones Road
Kempton Park
RepublicofSouthAfrica
3.4.2Hand delivered Bids must be sealed in a parcel or envelope marked “quotation/confidential/do not open” and placed in the BidBoxsituatedatthe:
SouthAfricanAirways(SOC)Ltd
Airways Park MainReception
32 Park,JonesRoad
Kempton Park
by no later than 11h00, on the closing day 02 April 2013.
3.4.3If couriered, the Bidmust be dispatched in time to reach SAA by no later than 11h00, on the closing day 02 April 2013.
3.4.4No facsimile or e-mail Bids will be considered.
3.4.5Quotations submitted shall consist of all documents listed in Appendix 8 – the Checklist, which forms the minimum acceptable requirement.
3.4.6Late Bids will not be considered and Bids delivered to any address or deposited in any box other than that stipulated herein will be regarded as late Bids and may consequently be returned to Bidders.
3.4.7Bidders will submit one (1) hard copy and one (1) soft copy of the submission
3.4.8Bidders must deposit R1 000 (one thousand Rand only) in to the following SAA bank account prior to the submission of the completed bid document:
Banking Institute Name: Standard Bank
Branch:Isando
Account Number:022771263
Branch Code: 012542
3.5Period of Acceptance
3.5.1Quotations shall be open for acceptance for a period of at least 120 calendar days after the closing date. It should be noted that Bidders may offer a shorter validity period, but that they may, in that event, be disregarded for this reason.
3.5.2Should Bidders be unable to comply with this validity period, an alternative validity period may be offered hereunder.
TheBidholdsgooduntil______
(state alternative period)
Date: ______
Signature of Bidder(s): ______
Print Name:______
Contact Numbers:______
______
______
3.6Deviations from RFB
3.6.1Should the Bidder desire to make any departures from, or modifications to this Request for Bid or to qualify its quotation in any way, it shall clearly set out its Bids within the framework posted under Appendix 3 hereunder or alternatively state them in a covering letter attached to its Bid and referred to hereunder, failing which the Bid shall be deemed to be unqualified and conforms exactly with the requirements of this Request forBid.
Unless otherwise specified and stipulated in writing, any terms and conditions forming part of the Bidder’s Bid which deviates from the RFB shall be of no force or effect.
4.SUPPLIER DETAILS:
Supplier Physical Address:Supplier Postal Address:
Telephone No:
Fax No:
Contact Person:
E-mail:
Company Registration No:
Banking Details: Bank Name:
Account No:
Branch Code:
If the items being offered on this Bid originate from a country, other than RSA, please supply the following details:
Country of Origin:
Country of Manufacture:
Country of Export:
Manufacturer Name:
Manufacturer Address in full:
The Bidder must state hereunder the annual holiday closedown period and also if this period has been included in the delivery period offered:
SIGNATURE OF BIDDER
DATE
Description of Goods / Appendix 1Compliance with the requirement of SAAT as listed below:
The Order Pickers Must comply with the below specification: / YES / NO
Battery operated order picker
Capacity @ 600mm load centre: 1360kgs
Triplex elevated height: 5105mm
Rated capacity at maximum height: 1135kgs
Basic drive - chassis width: 1016mm
Side gates & safety harness
Fork length: 1200mm
Load wheel & drive wheels: Polyurethane
Operator platform extensions: 1194mm
Operator platform side gates type: Flip up
Electric power steering: Fitted
Battery 24V 735Amp/hr
Charger: 3 phase high frequency
Battery Compartment (LxWxH) 787x330x784mm
Tank: Fitted
Reverse buzzer: Fitted
Strobe light: Fitted
Fluorescent light & fan: Fitted
Guide wheels for 1.3M running aisle: Fitted
Pallet clamp type: Large – Chep Pallet
Complete with:
- ISO Lock – in safety Cage and Platform
- Fitted on Forks
- Full enclosed with safety gate:
- Length: 1200mm
- Width: 1000mm
- Height: 1000mm
ADDITIONAL REQUIREMENTS
- Tenderer must specify if they are ISO-9001 certified.
- Equipment must be delivered free from any defects and in accordance to the specifications selected.
- Certificate of manufacture and manuals must accompany the equipment and it must be signed by an Approved Inspection Authority as evidence that the design has been verified.
- All manuals
- Tenderer to ensure all relevant supporting & descriptive literature is supplied.
- Tenderer to warrant that all equipment complies with Occupational Health and Safety Acts.
Pricing / Appendix 2
PRICING
NB: Attach a full breakdown of your quote, listing all items and pricing
(Please complete)
Subject / Value - ZAR / Tenderer’s Comment2 X ORDER PICKERS
Additional costs
TOTAL COST
Validity of Quotation: / One hundred and twenty (120) days from the closing date of this bid
DEVIATIONS FROM RFB / Appendix 3
If no departures or modifications are desired, the Schedule hereunder is to be marked “NIL”.
Page Number / Clause Number / DeviationCONFIRMATION OF INTENTION TO QUOTE AND CONFIDENTIALITY / Appendix 4
(To be submitted before Bid Documents Submission, via fax OR e-mail)
COMPANY NAME: ______
CONTACT PERSON:______
REGISTRATION NUMBER:______
REQUEST FOR BID NOSAAT 004/13: ONCE-OFF PURCHASE OF 2 X ORDER PICKERS FOR THE MEGA WAREHOUSE AT SAAT
We confirm receipt of the above Request for Bid and all specifications, drawings and exhibits and confirm our intention to submit a Bid for the GOODS all in accordance with the Request for Bid.
We undertake to keep secret and hold confidential all information relating directly or indirectly to this Request for Bid, the GOODS as defined in the Request for Bid and warrant that the same shall not be divulged by ourselves, our employees or agents to any third party (including prospective Sub-contractors / Suppliers) save to the extent necessary for the preparation of our Bid, and then only on the basis that the recipient of such information shall be bound by similar confidentiality undertakings to those undertaken by ourselves hereunder.
We, as Bidders, realise and agree that the fact that we have been invited to submit a Bid and all matters relating to SAAT's handling of the proposed Contract or the selection of Suppliers or potential Suppliers are strictly confidential as among Bidder and SAAT. All announcements as to pre-qualification, Request for Bid, Bidders and Contract negotiations will be made by SAAT only.
The above undertaking shall survive the Bid and any subsequent Contract.
We further undertake to return the RFB and all specifications, drawings and exhibits if we are not successful with this enquiry or decide not to submit a Bid.
Communication with Bidder:
All further communications concerning this Request for Bid should be addressed for the attention of our ,
E-mail: ,Fax:
Yours faithfully
Date: ______
Signature by Bidder’s Representative who hereby acknowledges that he/she is duly authorised to commit the Bidder to this undertaking.
Kindly acknowledge receipt of this bid and indicate your agreement with the above-mentioned by return message to
Fax: 27 11 978-2638 or E-mail:
COMPANY DOCUMENTATION / Appendix 5Please attach the listed documents:
1.Financial Statements
Please attach your Audited Financial Statements for the past two years for companies OR the two previous year’s financial statements and officer’s report for Closed Corporations (CC).
2.CC or Company Registration Documents
3.Companies Shareholders Certificate
- CurrentSARSTaxClearanceCertificate (or proof of application for same)
- Cancelled blank cheque with Company/CC name.
- Public Liability and Incident Insurance
Additional Documentation:
Note – insert documentation particular to the Bid
Board Resolution / Delegation of Powers / Appendix 6Please attach, this existing format is a sample:
Company Name Here
MINUTES OF [Company Name] BOARD MEETING HELD IN [Place] ON [Date]
PRESENT:
Surname [Chairman]
Surname [Designation]
RESOLVED THAT:
The company will Bid for SAA Technical (SOC) Limited, Bid Number SAAT 008/12
FURTHER RESOLVED THAT:
Name [Company Representative] has been duly authorized to sign all documents relating to this Bid on behalf of [Company Name].
Name Surname [Chairman] / WitnessName Surname [Designation] / Witness
REFERENCES / Appendix 7
List three (3) references of present or past, customers, other than SAA/SAAT where goods of similar scope has been supplied in the last 12 Months. This information is compulsory.
1.Company name:______
Scope of Goods:______
Contact Person & Title:______
Telephone:______
E-mail address:______
Address:______
2. Company name:______
Scope of Goods:______
Contact Person & Title:______
Telephone:______
E-mail address:______
Address:______
3. Company name:______
Scope of Goods:______
Contact Person & Title:______
Telephone:______
E-mail address:______
Address:______
CHECKLIST / Appendix 8We the undersigned submit this BID / quotation in accordance with the conditions contained in the referenced RFB document and attach the documents required:
No. / Documents submitted / N/A / Yes / NoCover Letter
Suppliers Details
Appendix 1 Scope of Purchase
Appendix 2 Pricing
Appendix 3 Deviations from RFB
Appendix 4 Confirmation of Intention to Quote
Appendix 5 Company Documentation
Appendix 6 Board Resolution / Delegation of Powers
Appendix 7 References
Appendix 8 Checklist
Signatures: ______
Print Name: ______
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