CLEANING, HYGIENE AND FUMIGATION SERVICES

Transcription

1 REQUEST FOR BID in respect of CLEANING, HYGIENE AND FUMIGATION SERVICES at the PRETORIA National Botanical Garden January

2 To whom it may concern REQUEST FOR BID ( RFT ) CLOSING DATE: 20 February 2015 The South African National Biodiversity Institute (hereafter referred to as SANBI ) intends contracting out the cleaning, hygiene and fumigation services at the Pretoria National Botanical Garden. The successful applicant will be offered a three-year contract commencing on 1 June 2015 and ending 31 May Details of this opportunity are provided in the accompanying bid specification document. We look forward to receiving your completed documentation. Yours faithfully Jeanette Manana Deputy Director: Corporate Services Pretoria National Botanical Garden Tender Request 2

3 GENERAL TERMS & INSTRUCTIONS - A Please read the following terms and instructions carefully. Failure to comply with the requirements of these instructions and general terms will be cause for rejection of your Bid. 1. PREPARATION AND SUBMISSION OF BIDS 1.1 The Request for Bid (RFT) documentation consists of: - Covering letter; - General Terms & Instructions to Bidders; and - Forms of Bid. 1.2 It is accompanied by: - Appendix A; 1.3 Bids shall be prepared and submitted in strict accordance with the RFT documentation. In the event of a contract award, the successful bidder will be required to enter into a formal contract with the SANBI. The Bid, or any part thereof, may be incorporated into and made part of the contract. The SANBI shall not incur any obligation or liability towards the successful Bidder until the written contract has been signed by the SANBI and that Bidder. 1.4 Prospective Service Providers are to submit one (1) pack of original proposals, marked ORIGINAL in a separate envelope and three (3) packs of copies, marked COPY in a second envelope. NB: The financial or pricing details Annexure 9 & 13 should ONLY be included in the pack marked ORIGINAL. Financial information included in the copies will lead to your bid being disqualified. NB: Failure to submit 1 pack of original and 3 packs of copies, will lead to your bid being disqualified. Please refer to the checklist as Annexure 16. Pretoria National Botanical Garden Tender Request 3

4 Bids can be submitted in the Bid Box located in the Biodiversity Building at the Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria, during office hours (08h00 16h00). Bids may be also submitted by post addressed to: SCM Manager South African National Biodiversity Institute (SANBI) Private Bag X101 Silverton 0184 Bid Number: G208/2015 NB: All documents must be bound in the required manner and clearly labelled. Closing date for submissions is: 20 February 2015 at 11:00 am. Note: ed and faxed submissions will not be accepted. Late submissions will be disqualified. 1.5 This Bid is being issued by the SANBI and does not constitute an offer. These documents are intended to provide information and guidelines for the preparation and submission of a Bid by the Bidders. The bid process will be co-ordinated by the SANBI s (South African National Biodiversity Institute) Supply Chain Management (SCM) section in Pretoria. 1.6 For more information on the technical information in this ToR contact: Miss Jeanette Manana on (012) or her at: j.manana@sanbi.org.za 1.7 For more information on Supply Chain Management section requirements contact: Ms Molatelo Matlala on (012) or m.matlala2@sanbi.org.za 1.8 Preparation of the Bid, including but not limited to attendance at any pre-bid meetings, site visits and Bid clarification meetings, shall be at the sole expense of the Bidder. 1.9 The Bid shall be submitted without review by, comparison of figures with, arrangement with, or knowledge of any other person or company submitting a Bid for the same work, and shall in all respects be without collusion with other Bidders. Bidders forming a joint venture with another Bidder in order to submit a single consolidated Bid shall advise the Pretoria National Botanical Garden Tender Request 4

5 SANBI prior to the submission of the Bid and include in their Bid full details of the joint venture including a copy of the signed joint venture agreement. 2. EXAMINATION OF RFT 2.1 The SANBI may modify the RFT at any time prior to the Bid due date. Modifications will be made in the form of addenda to the RFT and will be transmitted simultaneously to all Bidders. 2.2 The Bidder is responsible for examination of the RFT and addenda and for informing itself in all respects of conditions, which may in any way affect the performance of the work. Should the Bidder find discrepancies or omissions in the RFT or should any other questions arise, the Bidder shall notify the SANBI in writing by fax or immediately on discovery of any discrepancy or omission. 2.3 Bidders should make their own independent studies, enquiries and plans and obtain and furnish to the SANBI as part of the Bid all information and data that may affect their Bid and their prices, at their own risk and cost and allow for all contingencies irrespective of any information or other data supplied by the SANBI. 3. CONFIDENTIALITY 3.1 By accepting this RFT the Bidder agrees that it will ensure its members, directors, officers, employees, agents and representatives (and, where applicable, those of its participating members) to use the RFT only to evaluate the Bid opportunity and for no other purpose. The aforesaid parties are not to divulge or distribute any information or pass any copies of the RFT to anyone else without the prior written approval of the SANBI and to return the RFT to the SANBI with all copies thereof promptly upon being requested to do so. 3.2 Bidders shall agree to maintain the confidentiality of all information supplied to it in connection with the Biding process regardless of format. Unless required by Law, Bidders shall not disclose in whole or in part any details pertaining to their submissions unless written consent is obtained from the SANBI prior to such disclosure. Pretoria National Botanical Garden Tender Request 5

6 3.3 The SANBI will maintain the confidentiality of information designated as confidential by the Bidders when it submits its Bid, except where that information is not proprietary or where disclosure is required by Law or is otherwise required by the SANBI for the purpose of evaluating and selecting Bids. The SANBI reserves the right to publicly disseminate any information of a non-confidential nature contained in any Bid. 4. SITE INSPECTION AND CONDITIONS 4.1 The Bidder is responsible for making whatever arrangements it considers necessary to become fully informed regarding all conditions that might in any way affect the performance of the contract including the cleaning staff, equipment, cleaning material and allocation of cleaning staff. Site visits in addition to the compulsory site visit (see number 4.3 below) are to be arranged with Ms Jeanette Manana at Failure by the Bidder to satisfactorily investigate the conditions as aforesaid shall not relieve the Bidder from the responsibility for properly estimating the difficulty or the cost of performing the contract in accordance with the RFT. 4.3 A compulsory site visit will be facilitated at the time and date given as follows: Date: 6 February 2015 Time: 10:00am Venue: Auditorium, Biodiversity Centre, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria. 5. BID VALIDITY, MODIFICATION AND WITHDRAWAL OF BIDS 5.1 The Bidder may modify or withdraw its Bid at any time prior to the Bid due date specified in the RFT covering letter provided that notification of such withdrawal or modification is received by the SANBI in writing prior to the Bid closing date. 5.2 Once submitted, Bids shall be fully binding upon the Bidder and shall be valid for a period of six (6) months from the date of submission of the Bid, thereafter as mutually agreed. Pretoria National Botanical Garden Tender Request 6

7 6. AWARD OF CONTRACT 6.1 The SANBI reserves the right to accept or reject any or all Bids, to waive any deviation from the RFT process or any informality in Bids received and to accept or reject one or more of the items in the Bid if this is, in the SANBI s judgement, in its best interests. 6.2 The SANBI shall not be bound by the lowest or any Bid and it shall be entitled to accept all or part of a Bid. It shall not be liable for any costs or expenses or damages incurred by any Bidder who submits a Bid, irrespective of the outcome of such Bid. If, however, any such Bid leads to the conclusion of a Contract, then the rights and obligations of the SANBI and Bidder shall be governed solely by the provisions of such Contract. Should such preferred Bidder and the SANBI fail to come to an agreement, the SANBI may then, at its sole discretion, negotiate the Contract with an alternative Bidder or decide not to conclude a contract at all. 7. BIDDER S RETURN OF DOCUMENTS 7.1 Unsuccessful Bidders documents will not be returned. 8. INFORMATION TO BE SUBMITTED WITH THE BID 8.1 Bidders shall submit their Bids in accordance with the Forms of Bid. 9. EVALUATION CRITERIA In accordance with the National Treasury Instruction Note on the Amended Guidelines in Respect of Bids that include Functionality as a Criterion for Evaluation (issued 3 September 2010), this bid will be evaluated in two stages. Pretoria National Botanical Garden Tender Request 7

8 Stage One: FUNCTIONALITY CRITERIA POINTS ABILITY AND CAPABILITY Company experience 20 Project team to be utilized in the execution of the contract (staff experience) 20 Training and skills development plan 10 Bidder s Protective clothing in line with the Occupational Health & Safety Act 10 METHODOLOGY Detailed broad methodologies that cover the proposed scope of work including task descriptions and equipment to be used 40 Total 100 Bids that fail to score a minimum of 70 points out of a possible 100 points on functionality will not be eligible for further consideration. The second stage will be evaluated in accordance with the Preferential Procurement Regulations, 2011, pertaining to the Preferential Procurement Policy Framework Act (No. 5 of 2000). The 90/10 point system will be applied in evaluating proposals that qualify for further consideration, where price constitutes 90 points and a maximum of 10 points will be awarded based on the bidder s B-BBEE Status Level Certificate. Sufficient information must be provided to allow the evaluation panel to score bids against all these criteria. Pretoria National Botanical Garden Tender Request 8

9 STANDARD BID DOCUMENT - B 1. NATIONAL CONTRACT CLEANERS ASSOCIATION (NCCA) OR THE BLACK ECONOMIC EMPOWERMENT CLEANING ASSOCIATION (BEECA) The National Contract Cleaners Association and the Black Economic Empowerment Cleaning Association came into existence in order to develop and maintain standards for its members. They also serve as a voice for cleaning contractors, suppliers and the other organisation that provide related services. Proof of registration must be submitted by the successful bidder within the period of seven working days after the award. The SANBI reserves the right to cancel the contract if the required document is not submitted within the specified time. If the registration is available at the time of submitting the Bid documents proof must be submitted as Annexure BROAD-BASED BLACK ECONOMIC EMPOWERMENT The SANBI is committed to the South African objective of building the country s economy through meaningful black economic empowerment. In line with this policy, bidders are requested to indicate the percentage shareholding of all owners/shareholders/partners in the company in the space provided in Annexure 2 together with the percentage breakdown of employees by race. Please provide a valid B-BBEE Status Level Certificate as Annexure VALID TAX CLEARANCE CERTIFICATE An original and Valid Tax Clearance Certificate issued by the South African Revenue Services (SARS) must be submitted with the application. Where consortium/joint ventures/sub-contractor are involved, each party to the association must submit a separate valid original Tax Clearance Certificate. Bidders are requested to submit this certificate as Annexure LIST OF SUPERVISORS AND CLEANERS Bidders must give the assurance that all cleaners will be under proper supervision. Any liaison in regard to the daily needs will be through the Supervisor and not directly with the cleaners. The Supervisor must ensure that cleaning materials are available at all times and are replaced as required. Attach list of Supervisors & cleaners in Annexure 4. Pretoria National Botanical Garden Tender Request 9

10 5. INSURANCE POLICY/LETTER OF INTENT Bidders must arrange an insurance policy with a reputable insurance company. If one does not have the insurance policy, the Bidder should submit documentary proof/ letter of intent/quotation from registered insurers. Premiums must be paid monthly after the award for the duration of the project. Failure to comply, the SANBI will reserve the right to pay the premiums and deduct such payments from money owed to the contractor by the SANBI. Attach insurance policy as Annexure 5 or documentary proof/ letter of intent/quotation from registered insurers as Annexure OCCUPATIONAL HEALTH AND SAFETY POLICY All Acts and Regulations relating to cleaning, hygiene and fumigation services must be adhered to by the successful bidder. All equipment and material must comply with the South African National Standards and Occupational Health and Safety Act and regulations and must be of high quality. Attach your OHS policy as Annexure UIF AND COIDA REGISTRATION DOCUMENTS 7.1 Unemployment Insurance Fund (UIF) Bidders must submit a copy of the UIF Registration Certificate or a Letter of Intent from the UIF should you not have staff currently employed. 7.2 Compensation for Occupational Injuries and Diseases Act (COIDA) Bidders must submit proof of registration and a Letter of Good Standing from the office of the Commissioner, as required by COIDA for the bidding process. Should the documents not be available at the time of submission, proof of registration must be submitted by the successful bidder within the period of seven working days after the award. The required documentation for 7.1 and 7.2 can be attached as Annexure 8. The Institution reserves the right to cancel the contract if the required documents are not submitted within the specified time. In a case where a bidder does not have registered employees under his/her name a letter to Bid addressed to the SANBI must be attached to avoid disqualification. Pretoria National Botanical Garden Tender Request 10

11 8. EQUIPMENT AND MATERIALS Bidders are requested to provide details of their equipment and cleaning material to be used and pricing in Annexure 9 as well as the type of functions that would be envisaged. The SANBI reserves the right to conduct tests and analysis on the cleaning and hygiene detergents and equipment provided by the bidder to ascertain the quality and compliance to SABS. No equipment, utensils or detergents that may damage the buildings, fittings, and persons shall be used. The SANBI has the right to reject such. 9. STAFF UNIFORMS Bidders are requested to indicate by means of description, photographs, sketches and fabric swatches, the type, style and colour of proposed staff uniform in Annexure STAFF TRAINING PROGRAMMES In Annexure 11, Bidders are to give as much information on their training policy and programmes applicable to this contract. 11. CAPITAL INVESTMENT In Annexure 12, Bidders are to indicate how much they will be initially investing in the cleaning service, installation fee and purchasing of necessary equipment and any other items they believe would enhance their offer to the SANBI. Cleaning smalls/light equipment should be indicated separately to heavy equipment. 12. SALARIES Bidders are to indicate in Annexure 13, what minimum salary per cleaner and supervisors and minimum rand amount they will bill the SANBI on a monthly basis. 13. REFERENCES & CURRENT CLIENTS Bidders are required to submit details of three clients/references in Annexure 14. In addition, Bidders are also to indicate work currently being Bided for. 14. BIDDER S HISTORY Pretoria National Botanical Garden Tender Request 11

12 Each Bidder is to submit details of its history and relevant experience in Annexure 15 as well as a company profile as requested. 15. CHECKLIST OF DOCUMENTS Each Bidder is to submit all Annexures in line with the checklist attached as Annexure 16. Pretoria National Botanical Garden Tender Request 12

13 ANNEXURE 1 NCCA/BEECA Registration letter Pretoria National Botanical Garden Tender Request 13

14 ANNEXURE 2 BROAD-BASED BLACK ECONOMIC EMPOWERMENT Status Level Certificate Pretoria National Botanical Garden Tender Request 14

15 ANNEXURE 3 Original and Valid Tax Clearance Certificate issued by the South African Revenue Services (SARS). Where consortium/joint ventures/sub-contractor are involved each party to the association must submit a separate valid original Tax Clearance Certificate Pretoria National Botanical Garden Tender Request 15

16 ANNEXURE 4 LIST OF SUPERVISORS AND CLEANERS Pretoria National Botanical Garden Tender Request 16

17 ANNEXURE 5 INSURANCE POLICY Pretoria National Botanical Garden Tender Request 17

18 ANNEXURE 6 QUOTATION FROM INSURANCE COMPANY Pretoria National Botanical Garden Tender Request 18

19 ANNEXURE 7 OCCUPATIONAL HEALTH AND SAFETY POLICY Pretoria National Botanical Garden Tender Request 19

20 ANNEXURE 8 REGISTRATION FOR UIF OR LETTER OF INTENT FROM UIF & COIDA REGISTRATION CERTIFICATE LETTER OF GOOD STANDING FROM COMMISSIONER OF COMPENSATION OR LETTER OF INTENT FROM COMPENSATION COMMISSIONER Pretoria National Botanical Garden Tender Request 20

21 ANNEXURE 9 EQUIPMENT AND CLEANING MATERIAL TO BE USED AND PRICING NOT TO BE INCLUDED IN THE ENVELOPE CONTAINING THE COPIES All equipment to be supplied must be durable and SABS approved. ITEM QUANTITIES COST Dish washing liquid... 8 litres R... (4 herbarium, 2 biodiversity, 1 Aloe Lodge and 1 education) Bleach (Jik)... 6 litres R... (2 Herbarium, 2 biodiversity, 1 Aloe Lodge and 1 education) Handy Andy cream... 6 litres R... (2 Herbarium, 2 biodiversity, 1 Aloe Lodge and 1 education) Pink soap (GP)... 6 Litres R... (2 Herbarium, 2 biodiversity, 1 Aloe Lodge and 1 education) Pine gel... 6 litres R... (2 Herbarium, 2 biodiversity, 1 Aloe Lodge and 1 education) Hand Foam soaps... R... Sanitizers for bins... (24 x 2 services per month) R... Dish clothes Tissue..48 x 12 packs R... Hand towels 6 boxes R... (4 packs herbarium, 4 packs, biodiversity, 2 packs and 2 packs education) Kitchen hand towels.6 rolls R... (2 Herbarium, 2 Biodiversity, 1 Aloe Lodge and 1 Education) Refuse plastic bags 20 x 6 packs R... Mops 6 Hand gloves 14 pairs R... (4 packs herbarium, 4 packs, biodiversity, 2 packs and 2 packs education) Toilet seat cleaner...34 packs R... Pretoria National Botanical Garden Tender Request 21

22 Air fresheners...19 spray R... Eco fresh...14 bottles R... Ablution hygiene treatments 34 toilets x treat/deep clean once per quarter per annum R... Units or bins...x 15 bins R... Single ply toilet tissues for 36 months R... Sealing polish...x.20 litres R... Steam cleaning of chairs (161 offices twice a year) R... Steam cleaning of carpets per square metre (161 offices twice a year) R... Fumigation (offices including all kitchens and conference venues X 2 a year) R... Overheads R... 14% R... Must correlate with all inclusive total bid price per month on pricing schedule form R... Pretoria National Botanical Garden Tender Request 22

23 ANNEXURE 10 STAFF UNIFORM Description, photographs, sketches and fabric swatches, the type, style and colour of proposed staff uniform Pretoria National Botanical Garden Tender Request 23

24 ANNEXURE 11 STAFF TRAINING POLICY & PROGRAMMES Pretoria National Botanical Garden Tender Request 24

25 ANNEXURE 12 CAPITAL INVESTMENT *Not to be considered in the pricing Pretoria National Botanical Garden Tender Request 25

26 ANNEXURE 13 SALARIES *Not to be included in the envelope containing the copies The pricing must be fixed for the duration of the contract. (Only the wage increment adjustments will be accepted based on a sectoral wage determination formula). Provide a breakdown per supervisor & cleaner on a monthly salaries as well as the total for the 3 years excluding the statutory wage increase Basic salary per cleaner (in line with Government Gazette) UIF Bonus Workman compensation Total monthly cost per cleaner Total cost for number of...cleaners offered Total cost of number of...supervisors offered Total monthly cost to company per month R... R... R... R... R... R... R... R... Total cost to company over 3 year Please note that the above excludes the statutory wage increase R... Pretoria National Botanical Garden Tender Request 26

27 ANNEXURE 14 REFERENCES & CURRENT CLIENTS Please provide details of the three contactable references as follows: Client Reference 1: Name of client/company: Contact person: Telephone numbers: Length of contract/trading period: Client Reference 2: Name of client/company: Contact person: Telephone numbers: Length of contract/trading period: Client Reference 3: Name of client/company: Contact person: Telephone numbers: Length of contract/trading period: WORK CURRENTLY BEING BID FOR Pretoria National Botanical Garden Tender Request 27

28 ANNEXURE 15 BIDDER S HISTORY & GENERAL INFORMATION Full legal name of company Registered office physical address Postal address Telephone number Contact name Is the company the provider of the proposed service? If not, please supply the name and address of the other provider. How long in years has this company been operating in this business? Please indicate the proposed team structure that will be dedicated to the proposed service and provide CVs of key personnel involved. Please provide a copy of the last two years consolidated income statements and cash flow statements and balance sheets. Pretoria National Botanical Garden Tender Request 28

29 ANNEXURE 16 CHECKLIST OF DOCUMENTS Annexures Original Pack Please ensure all listed documents are submitted. Copy Packs Please ensure copies of the listed documents are submitted. A total of 3 x packs are to be submitted. (Tick in appropriate box). (Tick in appropriate box) Annexure 1 Original NCCA and/or BEECA registration certificate included Copy of NCCA and/or BEECA registration certificate included Annexure 2 Original B-BBEE Status Level Certificate included Copy of B-BBEE Status Level Certificate included Annexure 3 Original and valid Tax Clearance Certificate included A copy of a valid Tax Clearance Certificate included Annexure 4 List of Supervisors and cleaners List of Supervisors and cleaners Annexure 5 Original Insurance Policy/ Letter of Intent document Insurance Policy/ Letter of Intent documents Annexure 6 Original quotation from quotation from insurance company insurance company Annexure 7 Occupational Health and Safety Policy document Occupational Health and Safety Policy document Annexure 8 Original UIF and COIDA registration certificates OR Letter of Intent from UIF and The Commissioner of UIF and COIDA registration certificates OR Letter of Intent from UIF and The Commissioner of Compensation Compensation Annexure 9 Pricing schedule for equipment and cleaning materials to be Pricing schedule for equipment and cleaning materials to be used used Annexure 10 Staff uniforms X Please do not include Annexure 11 Staff training programmes Staff training programmes Annexure 12 Capital investment document Capital investment document Annexure 13 Salaries Schedule Salaries Schedule Annexure 14 References and current clients X Please do not include Annexure 15 Bidder`s history and general Bidder`s history information Annexure 15 Checklist completed in full Checklist completed in full Pretoria National Botanical Garden Tender Request 29