REQUEST FOR PROPOSAL/ TENDER

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1 REQUEST FOR PROPOSAL/ TENDER PARTICIPANTS DATABASE CREATION CONSUM ER GOODS & SERVICES OM BUD

2 TENDER NUM BER CGSO 2015/ 01 CLOSING DATE 08 APRIL 2015 DESCRIPTION Creation of Database of business entities in the Consumer Goods and Services supply chain eligible to participate in the Consumer Goods and Services ombud scheme The supplier must be suitably qualified, experienced, competent and locally based in South Africa. TENDER NO.: CGSO 2015/ 01 1

3 TABLE OF CONTENTS Bidders are to ensure that they have received all pages of this document which consist of the following documents: Paragraph No. SECTION A Description TENDER INSTRUCTIONS & REQUIREM ENTS Page Number 1 Background and Purpose 4 2 Invitation to Tender 5 3 General Conditions of Tender 6 4 Tax Clearance Requirements 7 SECTION B TENDER FORM S FOR COM PLETION BY THE BIDDER (Compulsory) 4 Application Form 8-13 SECTION C TERM S OF REFERENCE 5 Terms of Reference and Bid Evaluation Criteria Closing Date 16 TENDER NO.: CGSO 2015/ 01 2

4 TENDER DOCUMENT SECTION A: TENDER INSTRUCTIONS & REQUIREMENTS TENDER NO.: CGSO 2015/ 01 3

5 1. Background The Office of the Consumer Goods and Services Ombud (CGSO) is the consumer goods and services industry s ombud scheme set up in line with the Consumer Protection Act. It is a registered non-profit company funded entirely by participant contributions. All entities that operate within the industry will be obliged to register with CGSO and contribute towards its operating costs once the Industry Code is approved by the M inister for Trade and Industry. 2. Purpose In order to ensure that all eligible entities are registered and that everyone contributes their share, the CGSO requires assistance in creating a database of all entities within the industry that fall within the following four categories: CGSO Group Turnover Range Group 1 R3 bil + Group 2 Group 3 Group 4 Above R1 bil to R3 bil Above R500 mil to R1 bil Above R5 mil to R500 mil TENDER NO.: CGSO 2015/ 01 4

6 3. INVITATION TO TENDER YOU ARE HEREBY INVITED TO BID FOR REQUIRM ENTS OF THE CONSUM ER GOODS & SERVICES OM BUD Tender No.: CGSO 2015/ 01 Closing Date: 08 th April 2015 Closing Time: 12:00 DESCRIPTION: To appoint a suitable service provider to Create a Database of business entities in the Consumer Goods and Services supply chain eligible to participate in the Consumer Goods and Services ombud scheme. The supplier/ manufacturer must be suitably qualified, experienced, competent and locally based in SA. TENDER VALIDITY: 90 Days from date of closure of this tender. ORIGINAL BID DOCUM ENTS M UST BE SENT TO THE ADDRESS INDICATED BELOW: Consumer Goods & Services Ombud Bond Street Business Park 374 Kent Avenue Ferndale Randburg Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration. ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE M AY BE DIRECTED TO: Department: Contact Person: Finance Department M s. S. Jojo Tel: (011) address: TENDER NO.: CGSO 2015/ 01 5

7 4. GENERAL CONDITIONS OF TENDER 4.1. The CGSO is open to appointing either a single supplier to provide the services required in all six projects or separate suppliers to provide the services required for the respective projects. Tenderers should accordingly quote separately for each project they are interested in. If a Tenderer proposes to tender for more than one project, the Tenderer should indicate whether there would be any saving of costs were it to be awarded more than one project Preference will be given to Tenderers who do not intend to use subcontractors. Tenderers must indicate whether they intend to subcontract any portion of the work if appointed. If they do, they should provide the full particulars of any proposed subcontractor as if the subcontractor was tendering for the contract. If appointed, such Tenderer would nevertheless be responsible for the quality of the service provided and the payment and indemnification of any subcontractor used by it The tenderer will bear all costs associated with the preparation and submission of the tender Any attempt by a tenderer to obtain confidential information, enter into agreements with competitors or influence the committee or the CGSO during the process of examining, clarifying, evaluating and comparing tenders will lead to the rejection of his tender The CGSO retains ownership of all tenders received under this tender procedure. Consequently, tenderers have no right to have their tenders returned to them All bid prices must be in RSA currency and inclusive of VAT. All prices and details must be legible / readable to ensure the bid will be considered for adjudication Only firm prices will be accepted The lowest or any bid will not necessarily be accepted and CGSO reserves the right to accept the entire or any portion of a bid Bids are to remain open for acceptance for a period of ninety (90) days from the closing date lodged and may be accepted at any time during the said period of ninety (90) days In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a separate tax clearance certificate. TENDER NO.: CGSO 2015/ 01 6

8 5. TAX CLEARANCE REQUIREM ENTS It is a tender condition that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with the South African Revenue Services (SARS) to meet the bidder s tax obligations. Should a Tax Clearance Application be in progress, then proof from SARS must be provided that an application is in progress In order to meet this requirement, bidders are required to obtain from SARS and complete in full the Application for a Tax Clearance Certificate and submit it to any SARS branch office nationally. This application form is available at any SARS branch office nationally or on their website Application for the Tax Clearance Certificate may also be made via e-filing. In order to use this provision, taxpayers will need to register with SARS as an e-filer through the SARS website Tax clearance Requirements are also applicable to foreign bidders/ individuals who wish to submit bids SARS will verify that the bidder s tax matters are in order and furnish the bidder with an original Tax Clearance Certificate which will be valid for a period of one (1) year from the date of approval The original, valid Tax Clearance Certificate must be submitted together with the bid/ tender proposal. Failure to submit the original, valid Tax Clearance Certificate will result in the bid/ tender proposal being invalidated. Certified copies of the Tax Clearance Certificate will not be accepted In bids where Consortia/ Joint Ventures/ Sub-contractors are involved, each party must submit a separate original, valid Tax Clearance Certificate. Certified copies of the Tax Clearance Certificate will not be accepted. TENDER NO.: CGSO 2015/ 01 7

9 SECTION B: APPLICATION FORM SERVICE PROVIDER DETAILS Registered Name of the Company: Trading Name of the Company: Company Registration Number: VAT Registration Number: Income Tax Reference Number: Telephone Number: Fax Number: Web Address: Address: Name of Contact Person: Contact Numbers Cell: Business Physical Address: Postal Address: TYPE OF COM PANY ( Please Tick the relevant box or boxes) Public Company (Ltd) Private Company (Pty) Ltd Close Corporation (CC) Sole Proprietor Partnership Trust Section 21 Company Government/ Parastatal Joint Venture Consortium Other (Specify) TENDER NO.: CGSO 2015/ 01 8

10 BUSINESS SECTOR ( Please Tick the relevant box or boxes) M anufacturing Retail Wholesale trade, commercial and other trade Catering, Accommodation and other Transport, storage and other trade Communications Repairs Community and Social Services Personal Services Electronics Other (Specify) SM ALL, M EDIUM, M ICRO ENTERPRICE (SM M E) STATUS ( Please Tick the relevant box or boxes) M icro Very Small Small M edium Large TOTAL NUM BER OF EM PLOYEES ( Please Tick the relevant box or boxes) Full Time Part Time Number:. Number:.. LIST ALL PARTNERS, PROPRIETORS & SHAREHOLDERS AS INDICATED BELOW (COM PULSORY) NAM E AND SURNAM E IDENTITY NUM BER CITIZENSHIP DATE OF OWNDERSHIP % OF OWNERSHIP SPECIFY STATUS ( HDI, WOM EN, DISABKLED) % VOTING TENDER NO.: CGSO 2015/ 01 9

11 CLIENT DETAILS WHERE SIM ILAR PROJECTS TO THIS TENDER HAVE BEEN UNDERTAKEN Company/ Institution Name Address Contact Person Telephone: Value of contract R Date Description of Work Company/ Institution Name Address Contact Person Telephone: Value of contract R Date Description of Work Company/ Institution Name Address Contact Person Telephone: Value of contract R Date Description of Work Company/ Institution Name Address Contact Person Telephone: Value of contract R Date Description of Work LIST YOUR CURRENT M AIN CLIENTS BELOW Client Rand Value P.A Contact Person R Telephone: Company/ Institution Name Address Contact Person Value of contract R Date Telephone: TENDER NO.: CGSO 2015/ 01 10

12 GENERAL 1. Did the company exist under a previous name? YES/ NO If YES, what was its previous name? 2. Does the company/ any of its employees have vested interest in CGSO? If YES, state which Department within CGSO the said employee/ s have such vested interest. 3. Indicate as to whether any of the Partners, Proprietors & Shareholders is in the service of CGSO? 4. Does your company offer any warranties on new items/ repairs etc? If YES, state particulars. TENDER NO.: CGSO 2015/ 01 11

13 BANKING DETAILS I/ We hereby request and authorise you to pay any amounts which accrue to me/ us to the credit on my/ our bank account with the below-mentioned bank. I / We understand that the credit transfer hereby authorised will be processed by computer through a system known as Electronic Funds Transfer and I/ we also understand that no additional advice of payment will be provided by my/ our bank, but details of each payment will be printed on my/ our bank statement or any accompanying voucher. (This does not apply where it is not customary for banks to issue bank statements). I/ we understand that a payment will be applied by CSGO in the normal way, and that it will indicate the date on which funds will be available in my/ our account. Bank Account Name: Name of Bank: Branch Name & Code: Account Number: Type of Account: Cheque Savings Transmission Bank Details to be certified as correct by DATE STAM P of BANK: Name & Surname: Signature: Designation: Tel No. : Address: TENDER NO.: CGSO 2015/ 01 12

14 I/ We the undersigned, acknowledge(s) that: The information furnished is true and correct The B-BBEE points claimed is in accordance with the General Conditions contained within this document Any conflict of interest has been declared in writing An official CGSO Purchase Order will be accepted Payment of any goods delivered or services rendered will be effected within 30 days from receipt of a valid invoice. NAM E AND SURNAM E:.. SIGNATURE:. (Duly authorised to sign) ON BEHALF OF:. (Name of Organisation) ADDRESS: TELEPHONE NUM BER:.. DATE:.. REGISTERED COM M ISSIONER OF OATHES: SIGNATURE:. DATE:. STAM P: (Commissioner s Stamp with registered number) Failure to have this document signed by A Commissioner of Oaths may invalidate this Tender/ proposal submission TENDER NO.: CGSO 2015/ 01 13

15 6. TERM S OF REFERENCE 6.1. Creation of Database of all business entities in the Consumer Goods and Services supply chain eligible to participate in the Consumer Goods and Services ombud scheme The CGSO requires the integration of the information it presently has on record/ access to as well as information available from other sources into a Participant Database that: Contains a comprehensive, accurate and up to date list of all business entities that operate within the Consumer Goods and Services industry supply chain according to turnover and the contact details of the CEOs and persons responsible for financial commitments at those entities; Conforms to CGSO s specific requirements as to format; Facilitates access both for the purposes of registering the entities as participants in the scheme and of creating a directory that consumers may refer to, to check whether a business falls within the jurisdiction of the CGSO scheme; Is readily accessible and updateable by CGSO staff members; Will become the exclusive property of CGSO upon hand over The Tenderer s proposal should specify the details of any software that will have to be purchased or leased for the database and the cost thereof Evaluation Criteria The following technical/ functional criteria will apply to ensure the proposals suit the corporate operational requirements of CGSO: Ability to provide required services Functionality of the proposed solution Implementation timeframe Evaluation of the quality of service delivery in line with CGSO s requirements Submission of at least three references/ examples of previous work undertaken and the names of 3 clients that would demonstrate the tenderer s competence to meet the full range of requirements of CGSO The tenderer should have a proven track record in rendering satisfactory services and be financially sound and stable, evidenced by authentic financial statements for the past two years of operation. The personnel must have training and experience in similar environments and with no criminal records or pending court cases against them. TENDER NO.: CGSO 2015/ 01 14

16 Scoring of Functionality FUNCTIONALITY Project approach (functionality of the proposed solution & Implementation timeframe POINTS 50 Ability to provide required/ quality services 40 Relevant, training/ experience/ track record & soundness 10 TOTAL The minimum requirement is 50 % for each of these areas and 60 points overall Tenders that do not meet these requirements will not be further considered All tenders that meet these requirements will be evaluated on the basis of price and BEE status as follows:- Price Assessment 80% BBBEE Status 20% BBBEE Status Level of Contributor Number of points Non-compliant contributor 0 TENDER NO.: CGSO 2015/ 01 15

17 7. CLOSING DATE FOR SUBM ISSION Completed proposals/ tender documents must be submitted in a sealed envelope clearly marked with the tender reference number and placed in the CGSO Tender Box at the CGSO offices located at the address below. No late or electronic tenders will be accepted. Tender Closing Date: Wednesday, 08 th April 2015 Tender Closing Time: Address: 12:00 Noon The CGSO Tender Box Consumer Goods & Services Ombud (CGSO) Bond St reet Business Park 374 Kent Avenue Ferndale Randburg 2125 Telephone: (011) All couriered/ posted tender proposals MUST reach CGSO by the closing date and time. TENDER NO.: CGSO 2015/ 01 16

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