UNIVERSITY TENDER. IRSDEPARTMENT OF STUDENT RESIDENCE AFFAIRSDEPARTMENT OF STUDENT RESIDENCE MESIDENC REQUEST FOR TENDER OR PROPOSAL

Transcription

1 EXAMPLE OF A BID DOCUMENT UNIVERSITY TENDER. IRSDEPARTMENT OF STUDENT RESIDENCE AFFAIRSDEPARTMENT OF STUDENT RESIDENCE MESIDENC REQUEST FOR TENDER OR PROPOSAL SERVICE Request for Proposal for the acquisition.. AT. Westville Campus FOR UNIVERSITY OF KWAZULU-NATAL,. BID NO. UKZN DATE 4 October 2013 BID CLOSING TIME AND DATE 12 NOON ON Bid Validity This bid is valid for a period of one hundred and twenty (120) calendar days calculated from the closing time specified above

2 Page 2 of 24 CONTENTS Section Description Page No. 1 Introduction and purpose 3 2 Scope of Work 4 3 Tax Clearance Certificate Requirements 5 4 Declaration of Interest 6 5 Evaluation of Tenders 8 6 Pre-Qualification Criteria 15 7 Notes 16 8 Evaluation /Adjudication Criteria 18 9 List of References Fee Proposal Submission Form Authority to Sign a Tender Certificate of Attendance at Compulsory Briefing Meeting Floor plan / Space Plan Contact Details 24

3 Page 3 of 24 SECTION 1 : Introduction and Purpose Introduction and purpose UKZN invites applications from registered and experienced Cleaning Services companies to provide services. The purpose of the proposal is as follows : Assist UKZN with cleaning and maintaining of the buildings Assist with maintenance of the garden and the premises Supply the required cleaning chemicals, detergents and hygienic products Supply and install the required detergent holders Offer pest control services The Facilities Manager at UKZN is accountable for the daily liaison and monitoring of the Cleaning Contract. Based on the quality of the bids submitted, UKZN intends to select a preferred Bidder with a view to concluding a Service Level Agreement (SLA) where applicable with such successful Bidder. The bid will be evaluated in terns of UKZN procurement policy requirements.

4 Page 4 of 24 SECTION 2 : Scope of Work The scope to include, but not limited to: 1 Prepare design drawings and layouts for budget purposes. 2 Oversee all consultants who appointed under the Project Managers / Principal Agent. 3 Obtain such local authority authorisations and certifications as may be necessary. 4 Provide site supervision and quality control during the construction phase of the project together as an appointed Project Manager. 5 Prepare BOQ and prepare Public Tender specifications for the various trades as per UKZN procurement policies and guide lines together with the Procurement office. 6 Site supervision/ Project Management. 7 Arrange regular meetings with clients to provide feedback. 8 Issue a certificate of completion at the end of the project confirming compliance with the design and specifications, and with all relevant statutes and by-laws. 9 On completion, provide all design data, including s-built drawings, to the client. NB: All drawings must be in Autocad format. 2 copies of all close out files.

5 Page 5 of 24 SECTION 3 : Tax Clearance Certificate Requirements (SBD2) It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder s tax obligations. 1. In order to meet this requirement bidders are required to complete in full the attached form TCC 001 Application for a Tax Clearance Certificate and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids. 2. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from the date of approval. 3. The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable. 4. In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate. 5. Copies of the TCC 001 Application for a Tax Clearance Certificate form are available from any SARS branch office nationally or on the website 6. Applications for the Tax Clearance Certificates 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

6 Page 6 of 24 SECTION 4 : Declaration of Interest 1. If Bidder is an individual: Are you (or your spouse, child or parent) currently employed by UKZN? 1.1 If yes, provide particulars: Yes No 2. If Bidder is an individual: Have you (or your spouse, child or parent) been employed by UKZN in the past 12 months? 2.1 If yes, provide particulars: Yes No. 3. If Bidder is an individual: Do you (or your spouse, child or parent) have any relationship (family, friend or other) with any person who may be involved with the evaluation or adjudication of this Bid? 3.1 If yes, provide particulars: Yes No 4 If Bidder is a company, close corporation, partnership, trust or association: Are any of the Bidder's employees, shareholders, directors, members, partners, beneficiaries or trustees (or any of their spouses, children or parents) currently employed by UKZN? 4.1 If yes, provide particulars: Yes No

7 Page 7 of If Bidder is a company, close corporation, partnership, trust or association: Have any of the Bidder's employees, shareholders, directors, members, partners, beneficiaries or trustees (or any of their spouses, children or parents) been employed by UKZN in the past 12 months? 5.1 If yes, provide particulars: Yes No.. 6. If Bidder is a company, close corporation, partnership, trust or association: Do any of the Bidder's employees, shareholders, directors, members, partners, beneficiaries or trustees (or any of their spouses, children or parents) have any relationship (family, friend or other) with any person who may be involved with the evaluation or adjudication of this Bid? 6.1 If yes, provide particulars: Yes No I, (full names), certify that the information furnished in this declaration of interest is true and correct. SIGNED at on this day of Signed by or on behalf of THE BIDDER If signed on behalf of the Bidder, the signatory hereby warrants that (s)he is duly authorised to sign this declaration on its behalf. Full names.. Designation

8 Page 8 of 24 SECTION 5 : Evaluation of Tenders UKZN applies the two stage process of evaluating tenders, namely functionality first, then Price/BBBEE component, using the preferential procurement mechanism of the 90/10 rule. NB: The University is not under the PFMA, and therefore it is applying only a part of the Preferential Procurement Policy Framework concepts. 1. GENERAL FUNCTIONALITY All tenders duly lodged as specified in this Request for Bid will be examined to determine compliance with tender requirements and conditions. Bids with deviations from the requirements/conditions, will be eliminated from further consideration. Firstly, the assessment of functionality will be done in terms of the evaluation criteria and minimum threshold. A tender will be disqualified if it fails to meet the minimum threshold for functionality. Thereafter, only the qualifying bids will be evaluated in terms of the 90/10 preference mechanism, where 90 points will be used for price and 10 points are for HDI and/or for achieving the prescribed RDP. Elimination of Proposals on Grounds of Functionality Scoring Functionality threshold for this contract is 70%. Failure to meet this threshold will lead to disqualification of the tenderer irrespective of the competitiveness of the fee proposal submitted for this bid. PRICE/BBBEE 1. The following preference point system is applicable to all bids : - the 90/10 system for requirements with a Rand value of up to R (all applicable taxes included); 2. Preference points for this bid shall be awarded for: (a) Price; and (b) B-BBEE Status Level of Contribution.

9 Page 9 of The maximum points for this bid are allocated as follows : 3.1 PRICE POINTS B-BBEE STATUS LEVEL OF CONTRIBUTION... Total points for Price and B-BBEE must not exceed Failure on the part of a bidder to fill in and/or to sign this form and submit a B- BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed. 5. The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser. 2. DEFINITIONS 2..1 all applicable taxes includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies; 2.2 B-BBEE means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act; 2.3 B-BBEE status level of contributor means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act; 2.4 bid means a written offer in a prescribed or stipulated form in response to an invitation by the University for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals; 2.5 Broad-Based Black Economic Empowerment Act means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003); 2.6 comparative price means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration;

10 Page 10 of consortium or joint venture means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract; 2.8 contract means the agreement that results from the acceptance the University; 2.9 EME means any enterprise with annual total revenue of R5 million or less Firm price means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract; 2.11 functionality means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder; 2.12 non-firm prices means all prices other than firm prices; 2.13 person includes a juristic person; 2.14 rand value means the total estimated value of a contract in South African currency, calculated At the time of bid invitations, and includes all applicable taxes and excise duties; 2.15 sub-contract means the primary contractor s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract; 2.16 total revenue bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007; 2.17 trust means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; and 2.18 trustee means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

11 Page 11 of 24 3 ADJUDICATION USING POINT SYSTEM 3.1 The tenderer obtaining the higher number of total points will be awarded the contract. 3.2 Preference points shall be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm prices and all unconditional discounts. 3.3 Points scored must be rounded off to the nearest 2 decimals places. 3.4 In the event that two or more bids have scored equal total points, the successful bid must be the one scoring the highest number of preference points for BBBEE. 3.5 However, the functionality is part of the evaluation process and two or more bids have scored equal points including preference points for B-BBEE, the successful bid must be the one scoring the highest score for functionality. 4 POINTS AWARDED FOR PRICE THE 90/10 PREFERENCE POINT SYSTEM FORMULA A maximum of 90 points is allocated for price on the following basis: 90/10 Pt P min Ps 90 1 P min Where Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid under consideration Pmin = Comparative price of lowest acceptable bid 5. POINTS AWARDED FOR BBBEE STATUS LEVEL OF CONTRIBUTION 5.1 In terms with the Preferential Procurement Mechanism, preference points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below: B-BBEE Status Level of Contributor Number of points (90/10 system) Non-compliant contributor 0

12 Page 12 of Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates. 5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS. 5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate. 5.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid. 5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B- BBEE Codes of Good Practice. 5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended subcontractor is an EME that has the capability and ability to execute the subcontract. 5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract. 6. BID DECLARATION 6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following: 7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED 7.1 B-BBEE Status Level of Contribution:. = (maximum of 10 or 20 points)(points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency

13 Page 13 of 24 accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA). 8. DECLARATION WITH REGARD TO COMPANY/FIRM 8.1 Name of company/firm VAT registration number : Company registration number. 8.4 TYPE OF COMPANY/ FIRM Partnership/Joint Venture / Consortium propriety One person business/sole Close corporation Company (Pty) Limited [TICK APPLICABLE BOX] 8.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES COMPANY CLASSIFICATION [TICK APPLICABLE BOX] Manufacturer Supplier Professional service provider Other service providers, e.g. transporter, etc. state Total number of years the company/firm has been in business? 8.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contribution indicated in paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that: (i) The information furnished is true and correct;

14 Page 14 of 24 (ii) (iii) (iv) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form. In the event of a contract being awarded as a result of points claimed as shown in paragraph 7, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct; If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have (a) (b) (c) (d) (e) (f) disqualify the person from the bidding process; recover costs, losses or damages it has incurred or suffered as a result of that person s conduct; cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; restrict the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and forward the matter for criminal prosecution WITNESSES: SIGNATURE(S) OF BIDDER. DATE:.

15 Page 15 of 24 SECTION 6 : Pre-Qualification Criteria Request for Proposal Submission documents. Tenderers shall return the following fully completed, as required at the time stated for the closing of tenders. Kindly note that these documents must be submitted even if you are currently registered as a vendor with the university. To be submitted in this order to assist with the adjudication process. Item Description Bidders Check UKZN Check A B The form duly completed. Including the UKZN cover sheet with details of authorised signatory All information in support of Functionality Criteria, including Schedule of work previously undertaken with references. Company profile/capability statement C D E F G H I J K Original Tax Clearance Certificate VAT Registration Certificate Certificate of good standing with the Compensation Commissioner Registration Certificate: Unemployment Insurance Fund and current proof of compliance BBBEE Status Certificate Company Registration - CIPRO registration. Certified Copies of ID Documents of Members Financial Standing - i.e. Satisfactory Account Conducted) Proof of Professional Indemnity to a minimum value of R ,

16 Page 16 of 24 SECTION 7 : Notes 7.1 Stages of the project, with relevant fee percentage applicable Stage 1 - Appraisal and Definition (5%) Stage 2 - Design Concept (including estimate for funding purposes) (15%) Stage 3 - Design Development and approvals by UKZN (15%) Stage 4 - Technical Documentation and Bill of Quantities, tender documentation and recommendation for contractor (30%) Stage 5 - Site supervision / administration / compliance certification / local authority approval (17.5%) Close out files and all as built documentation in hard copy (2 sets) and electronic drawings (17.5%) UKZN Procurement Policy will apply. 7.3 The project construction will take place in phases to suit the end user and continuity of the facility and operations. 7.4 The University may conclude the Consultants appointment at any stage, if the project is suspended or cancelled for any reason or non-performance. Any fee due shall be up to the relevant stage of work. 7.5 The university reserves the right not to appoint the lowest submitted fee proposal. 7.6 Request for Proposal, to be submitted to UKZN, Procurement Office, 5rd Floor L Block, Westville Campus. Clearly mark submission BID NO: UKZN 100 REQUEST FOR PROPOSAL FOR APPOINTMENT OF CONSULTANT AS PROJECT MANAGER / PRINCIPAL AGENT FOR THE REFURBISHMENT PROJECT FOR DST NRF INDIGENOUS AFRICAN KNOWLEDGE CENTRE OF EXCELLENCE. 7.7 A compulsory project scope briefing will take place at 14h00 on Wednesday 20 Nisan 2013, at Facilities Management Boardroom, Westville Campus. Only companies in possession of the bid document will be entitled to attend the briefing session.

17 Page 17 of The bid will close no later than: 12 Noon on 31 st Nisan 2013, and must be delivered to: 3 rd Floor,L-Block, Westville Campus 7.9 Facsimile, Telegraphic or Postal Tenders will not be considered. The Employer will not be liable for any costs incurred in the preparation of the tender and nor will he be bound to accept the lowest or any portion of any tender. When a tenderer has been advised by telegram or letter of acceptance of his tender, the office of the SA Post Office Limited shall be regarded as the agent of the tenderer and delivery of such notice of acceptance to the office of the SA Post Office Limited, shall be considered as delivery to the tenderer. Where a tender has been informed per facsimile message of the acceptance of his tender, the acknowledgment of receipt transmitted by his facsimile machine shall be regarded as proof of delivery to the tenderer COMMON LAW OR BY-LAW REQUIREMENTS No liability for not specifically mentioning any normal contractual, Common Law or by-law requirements will be accepted by the Employer, Project Manager and Principal Agent, Architect, Quantity Surveyor or Engineers.

18 Page 18 of 24 SECTION 8 : Evaluation/Adjudication Criteria : Example FUNCTIONALITY Maximum Points Points 1 Relevant Project Experience of the Tenderer - (A tenderer that demonstrates that it has experience in at least three (3 No) Projects of similar nature. NOT LESS than R3 Million, shall receive the maximum allocation of sub - points. In all other instances the offers shall be allocated a prorated value of sub points based on (5 No) projects. Details (value, etc.) of the similar work undertaken with clients contact person s detail for reference. references will be verified 30 2 Tenderer s Project Management Structure and Organogram and Experience of Resources Proposed for the Project (A tenderer that submits a project organogram that sets out the roles and responsibilities of each proposed team member, which is backed up by their demonstrative extensive experience, together with a project implementation structure shall be allocated maximum sub points. In all other instances Zero (0) sub points shall be allocated Names and supporting information (membership of relevant professional bodies) of all consultants who would be involved in the project. ( List of UKZN Consultants will be provided at the briefing session meeting) 20 4 Tenderer Project Programme Proposal. 20 Total Possible Score 100 Prescribed minimum qualifying score 70

19 Page 19 of 24 SECTION 9 : List of References Please provide details of previous work of the similar nature provided by your company. No. Legal Name of Reference Contact Person's Name Contact Person's Telephone Number Contract Value Duration of Contract

20 Page 20 of 24 SECTION 10 : Fee Proposal Submission Form Request for Proposal for Appointment of Service Provider to manage the Printing Facilities I/We... (Name of Consultant Project Manager / Principal Agent), the undersigned am/are willing to contract for, perform and complete the whole of the works required to be done in the above mentioned Request for Proposal. Fee percentage on estimate project value R5 million (incl Vat). Disbursements allowance % = R R (incl VAT) For the total sum of R (Incl. VAT)... Amount in words Signature Date Name Person authorised to sign on behalf of the company. Telephone No.. Fax No. Address.. Cell No.. Street Address Postal Address Please ensure all returnables are attached to this page and submitted in the order as requested to assist with adjudication process.

21 Page 21 of 24 SECTION 11 : Authority to Sign a Tender A COMPANIES If a bidder is a company, a certified copy of the resolution by the board of directors, personally signed by the chairperson of the board, authorising the person who signs the bid to do so. By resolution passed by the Board of Directors of (Name of Company) at.on the 20. It was resolved that in his/her capacity as of the Company/Firm, be and he/she is hereby empowered to sign the Tender and/or Contract documents on behalf of the Company/Firm with University of KwaZulu-Natal in accordance with the attached document. Signed:. Signed:.. DIRECTORS Certified a true copy Signed: Director Signed: Secretary

22 Page 22 of 24 B SOLE PROPRIETOR (One person business) I, undersigned hereby confirm that I am the sole owner of the business trading as SIGNATURE DATE (PRINT NAME) C PARTNERSHIP The following particulars in respect of every partner must be furnished and signed by every partner: Full name of partner Residential Address Signature.. SIGNATURE (PRINT NAME) D JOINT VENTURE If a bidder is a joint venture, a certified copy of the resolution/agreement passed/reached singed by duly authorised representatives of the enterprises, authorizing the representatives who sign this bid to do so, as well as to sign any contract resulting from this bid and any other documents and correspondence in connection with this bid and/or contract on behalf of the joint venture must be submitted with this bid, before the closing time and date of the bid. AUTHORITY TO SIGN ON BEHALF OF THE JOINT VENTURE By resolution/agreement passed/reached by the joint venture partners on.. Mr/Mrs/Miss., Mr/Mrs/Miss. (whose signatures appear below) have been duly authorised to sign all documents in connection with this bid on behalf of: (Name of Joint Venture). IN HIS CAPACITY AS : SIGNED ON BEHALF OF (COMPANY NAME) :.. (PRINT NAME) SIGNATURE DATE..

23 Page 23 of 24 SECTION 12 : Certificate of Attendance at Compulsory Briefing Meeting / Site Inspection for the RFP for Consultant as Project Manager / Principal Agent for the Project..... This is to certify that the following person attended the compulsory bridging meeting held on : NAME COMPANY UKZN REPRESENTATIVE (Full Name and Surname) UKZN REPRESENTATIVE SIGNATURE CONFIRMING SITE BRIEFING ATTENDANCE

24 Page 24 of 24 SECTION 13 : Floor Plan / Space Plan SECTION 14 : Contact details for any queries Procurement queries Procurement Officer Tel Technical Project related queries Project Manager