Supplier Name: REQUEST FOR QUOTATION FOR GOODS AND SERVICES FOR THE CITY OF UMHLATHUZE. Procurement Less than R (including vat)

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1 Supplier Name: REQUEST FOR QUOTATION FOR GOODS AND SERVICES FOR THE CITY OF UMHLATHUZE Procurement Less than R (including vat) (For publication in the City of umhlathuze Notice Boards and website) The City of umhlathuze request your quotation on the goods and/or services listed hereunder and/or on the available RFQ forms. Please furnish all information as requested and return your quotation on the date stipulated. Late and incomplete submissions will invalidate the quotation submitted. ADVERTISEMENT DATE 12 AUGUST 2016 CLOSING DATE 25 AUGUST 2016 PROCUREMENT OFFICER Bonga Khumalo TEL.NO FAX NO RFQ NO. DESCRIPTION OF GOODS AND SERVICES Auto Electrical Repairs and Maintenance :umhlathuze Fleet Management -6 months RFQ SPECIFICATION FORMS/DOCUMENTS ARE OPTAINABLE FROM: TIME CUMPULSORY SITE MEETING content/uploads/2014/09/mbd-and-declaration- FORMS.pdf 10am Yes SITE MEETING DATE 18 AUGUST 2016 SITE MEETING VENUE TECHNICAL ENQUIRIES FOR ADDITIONAL INFORMATION: The Fleet Department based at No 65 Alumina Alley, Alton. Thomas Khoza Themba Nduli Quotation above R will be evaluated on the basis of the 80:20 point system as stipulated in the Preferential Procurement Policy Framework ( Act number 5 of 2000) and City s Supply Chain Management Policy and Procedures. City of umhlathuze Supply Chain Management Unit 1

2 Auto Electrical Repairs and Maintenance :umhlathuze Fleet Management Ref No: DMS Quotations are hereby invited from Suppliers based within the umhlathuze Area to submit pricing for the Auto Electrical Repairs and Maintenance of Council Fleet. The contract is valid for a 6 month period. Note: All technical aspects to be clarified at the Compulsory site briefing session at The Fleet Department based at No 65 Alumina Alley, Alton on 07 January 2016 at 10h00 The purpose of this contract is for the repair of all Auto Electrical works for the City of umhlathuze Fleet for a period of 2 years. A fleet consisting of yellow plant, Ldv s, trailers, generators, Heavy duty vehicles, Sedans as well as crane trucks.. Service delivery is critical and hence there is a requirement for Fleet to stay operational at all times. 1 SCOPE OF WORK 1.1 Auto Electrical repairs to vehicles, plant and equipment 2. GENERAL REQUIREMENTS 2.1 QUALITY OF MATERIALS/EQUIPMENT AND WORKSHOP All materials and equipment used shall meet the specific requirements stipulated per each occasion. Certified copies of Certificates of trade tested Artisans/Technicians employed by the CONTRACTOR,that are based within Umhlathuze Municipal area, that will be performing services and repairs, together with the CONTRACTORs RMI accreditation to be submitted with the Quotation documentation. These requirements are compulsory, failure to submit the certificates will invalidate the offer. 2.2 QUALIFYING CRITERIA: PREMISES;AUTO REPAIR EQUIPMENT AND REQUIRED CERTIFICATION QUALIFYING CRITERIA Proof of similar type of work. The Contractor must provide reference of similar work done in the last 3 years Quality accreditation in the name of the Contractor. Provide Certificates (eg. ISO, SANS, SABS, etc) The Contractor must present proof of compliance to the OHS Act. The existing NOSA grading status or grading by any other official safety regulating body must be presented The Contractor must provide proof that his/her staff is trained and competent in the Auto electrical field The Contractor must furnish proof that he has fully equipped facilities to perform the job. (Equipment and facilities) Contractors will provide achievable response time in hours. They must provide 24/7 availability to attend to breakdowns. City of umhlathuze Supply Chain Management Unit 2

3 2.3 MINIMUM REQUIRED EQUIPMENT Workshop Equipment: Test bench diagnostic equipment battery charger battery tester bearing puller tool press multi-meter probe tester tool to make up battery poles trolley jacks + stands The Contractor must have in his possession a complete set of special purpose tools, equipment or test devices necessary to effect the repairs required to the vehicles. The above are the minimum equipment requirements. 2.4 PREMISES Contractor s premises should be suitable to house Heavy duty vehicles, Plant,Equipment, LDV s and Sedan vehicles All to be safeguarded while on the Contractors premises Çontractor will be held liable for any damages to any item while in their care Premises will be inspected for compliance by Umhlathuze Municipality officials Offers received without acceptable premises,will be regarded as non-responsive (Inspections may take place without prior notification) 2.3 RESPONSE TIME: Respond within 4 hours for maintenance work Respond within 1 hour for breakdowns (office hours and after hours) 2.4 RATES As per costing schedule below Travelling will only be paid when attending to breakdowns outside umhlathuze Municipal area. 3 CONTROL PROCEDURES OFFICE HOURS (07H30-16H00) Mechanical Superintendent/WorkShop Manager will call out Contractor and issue an official Requisition no for the work to be performed No work to be performed without an official requisition no All documentation such as Invoices, relating to the repair must be forwarded at latest the next working day to the Fleet Management Section Supplier to attend to call within prescribed time, diagnose fault and report to Superintendent Upon assessing the vehicle. The Supplier must provide a quotation to the SCMU and Fleet Management on the repairs prior to commencement of work Payment of spares, materials: All costs of replaced faulty equipment, excluding Specified items, will be paid at Suppliers cost of purchase plus 15%. Proof of purchase cost to be attached to invoice in order for payment to be processed Job card will be filled in on site with all relevant information signed by Supplier, Operator and Superintendent or Artisan Job card with description of work done as well as Spares utilized to be submitted with invoice within 1 working day to Superintendent for verification prior to submitting for payment No Sundry charges will be paid for, these cost must be included in the Labour price tendered. City of umhlathuze Supply Chain Management Unit 3

4 AFTER HOURS (16H00-07H30 including weekends and Public Holidays) Mechanical Superintendent/ Work Shop Manager will call out Contractor and issue an after hour reference no No work to be performed without an official reference no The Contractor must obtain an official requisition no the next working day from the Superintendent which must be quoted on all documentation All documentation such as Invoices, relating to the repair must be forwarded at latest the next working day to the Fleet Management Section Supplier to attend to call within prescribed time, diagnose fault and report to Superintendent Upon assessing the vehicle. The Supplier must provide a quotation to the SCMU and Fleet Management on the repairs prior to commencement of work Payment of spares, materials: All costs of replaced faulty spares, excluding Specified items, will be paid at Suppliers cost of purchase plus 15%. Proof of purchase cost to be attached to invoice in order for payment to be processed Job card will be filled in on site with all relevant information signed by Supplier, Operator and Superintendent or Artisan. Job card with description of work done as well as Spares utilized to be submitted with invoice within 1 working day to Superintendent for verification prior to submitting for payment No Sundry charges will be paid for, these cost must be included in the Labour price tendered. 4 CONDITIONS OF CONTRACT 4.1 The final terms of the contract will be agreed when signing the Service Level Agreement. Only one Contractor will be appointed based on the criteria as set above, i.e. Accreditation with RMI, Qualified Artisans, suitable workshop with all tools and pricing. 4.2 All faulty spares to be delivered to Mechanical Workshop Alton to relevant Superintendent and clearly marked as to which Vehicle it was removed from. 4.3 Job card by Contractor to be filled in on site indicating repairs done, spares used, labor hours, address of breakdown, Vehicle No, and a report on the general condition of the auto electric system of the vehicle. 4.5 Compliance to the Occupational Health and Safety Act No 85 of Safety Induction by Council s Central Safety Section for all staff working on Council property, vehicles,plant and equipment, must be completed before commencement of contract, this to be updated should there be a change of staff. 4.7 All safety PPE and PPC to be available and used at all times. 4.8 Guarantee period on workmanship minimum 6 months. 4.9 Guarantee on spares minimum 12 months 4.11 OEM (Original equipment manufacturer) spares to be used as and when stipulated by Manager Should the preferred Contractor fail to adhere to the response times as specified, Council reserves the right to appoint the second preferred Contractor and if not available the next and so forth. City of umhlathuze Supply Chain Management Unit 4

5 1. PRICING SCHEDULE OFFICE HOURS ((07H30 16H00) excluding weekends and public holidays) LABOUR RATE PER HOUR ITEM NO DESCRIPTION RATE PER HOUR (excluding vat) RATE PER HOUR IN WORDS (excluding vat) 1.1 Hourly Labour Rate R.. TRAVELING COST PER KM ITEM NO DESCRIPTION RATE PER KILOMETRE(excluding vat) RATE PER KILOMETRE IN WORDS (excluding vat) 1.2 Cost per km if worked outside umhlathuze area R.. 2. PRICING SCHEDULE AFTER HOURS ((16H00 07H30) (Including weekends and public holidays) FIXED CALL OUT RATE ITEM NO DESCRIPTION TOTAL AMOUNT PER CALL OUT (excluding vat) TOTAL AMOUNT PER CALL OUT (excluding vat) 2.1 After Hours Call Out Rate (fixed amount not hourly) R.. LABOUR RATE PER HOUR ITEM NO DESCRIPTION RATE PER HOUR (excluding vat) RATE PER HOUR IN WORDS (excluding vat) 2.2 After Hours Labour Rate R.. City of umhlathuze Supply Chain Management Unit 5

6 TRAVELING COST PER KM ITEM NO DESCRIPTION RATE PER KM (excluding vat) RATE PER KM IN WORDS (excluding vat) 2.3 Cost per km if worked outside umhlathuze area R.. Council will not accept responsibility for the late delivery of Quotations by courier services or any other means that are not placed in the quotations box on or before the date and time of the closing of the quotation. No faxed or quotations will be accepted. Sealed quotations with ref no : DMS : 6 month Auto electrical Repairs and Maintenance of Fleet. Must be placed in the Quotation box at Betastraal Street, Alton, Richards Bay. No faxed copies will be accepted. SIGNATURE OF BIDDER CAPACITY ALL BIDDERS MUST PLEASE MAKE SURE THAT THEY KNOW WHAT THER ARE QUOTING FOR. Conditions 1. All prices quoted must be exclusive of Value Added Tax (VAT). 2. Prices quoted must include delivery charges and good must be delivered to the address indicated. 3. All prices submitted must be firm. Firm prices are deemed to be fixed prices, which are only subject to the following statutory changes, namely VAT and any levy related to customs and excise. 4. Quantities are given in good faith and without commitment to the City of umhlathuze. 5. Vendors not registered for Value Added Tax with SARS will be treated as Non VAT vendors NB: If quotation exceeds R (VAT incl.), the successful bidder will be required to submit a valid TAX CLEARANCE CERTIFICATE prior to the order being placed. NOTE: Council may not necessarily accept the lowest or any other offer, and reserves the right to select in its favour any, all, or no portion of any offer made. City of umhlathuze Supply Chain Management Unit 6

7 SUPPLY CHAIN MANAGEMENT UNIT END OF BETASTRAAL ALTON RICHARDS BAY 3900 VAT.NO: BIDDER: REQUEST FOR QOUTATION TEL NO: CONTACT PERSON FAX NO: NAME: Bonga Khumalo TEL NO: FAX NO: City of umhlathuze Vendor No. PLEASE NOTE THAT YOU MUST BE REGISTERED ON THE City of umhlathuze SUPPLY CHAIN DATABASE Preference will be given to youth residing within City of umhlathuze Submission Closing Time: 12H00 ON 25 August 2016 OFFICE USE ONLY: PRICE/S TO BE VAT EXCLUSIVE Please submit all Quotations to the fax number stated above RFQ S above R to a maximum of R will be evaluated on the basis pf the 80:20 point system as stipulated in the Preferential Procurement Policy Framework Act (Act number 5 of 2000). Point will be allocated as follows: Points for price: 80 Points for B-BBEE (Max of 20): B-BBEE status Level of Contributor Number of Points (80/20 system) Non- Compliant Contributor 0 City of umhlathuze Supply Chain Management Unit 7

8 CHECKLIST PLEASE USE THE CHECKLIST TO CONFIRM THAT ALL COMPULSARY DOCUMENTS HAVE BEEN ATTACHED TO YOUR QOUTATION. No. Details 1. Certified Copy of Company Registration Document 2. Rate & Tax Invoice for Company OR Certified Copy of Lease Agreement OR Affidavit Certified by the SAPS (Attached) umh Q6 3. Rate & Tax Invoice for all the Directors of the Company OR Certified of Lease Agreement OR Affidavit Certified by the SAPS 4. Declaration on the State of Municipal Account (attached) umh Q1 5. MBD 4: Declaration of Interest (attached) umh Q4 6. MBD 9: Certified of Independent Bid Determination.(Attached) umh Q9 7. umh Q3: Contractual Obligations (IF APPLICABLE) 8. Certified Copy of BBBEE Certificate 9. Original Tax Clearance Certificate 10. Training Suppliers to be Accredited with SITA 11. Catering Suppliers to submit a Health Certificate 12. SHE Risk Management: Contractor SHE FILE (Attached) umh Q5 13. Letter of Good Standing with Compensation Fund for (Principal Contractor and Sub-Contractor) / Tender Letter (Dept. of Labour) 14. All alterations have been signed. 15. Quotation is signed. 16 GB2 AND HIGHER GRADING CONTRACTORS TO ATTEND Signature: NAME:. PLEASE NOTE THAT NOT SUBMITTING THE COMPULSORY DOCUMENTS WILL LEAD TO DISQUALIFICATION City of umhlathuze Supply Chain Management Unit 8

9 COMPULSORY REQUIREMENTS 1. Original Tax Clearance. Please note that copies of tax clearance certificate are not valid as per SARS and they will not be accepted by the City of umhlathuze.failure to provide the original tax clearance certificate will result in the quotation being disqualified. 2. Latest copy of Rates and Taxes together with a completed Declaration on State of Municipal Accounts form.(attached) Please note the following: a) There must be a Rates & Taxes invoice for each of the directors of the Company as well as for the Company. The Rates & Taxes invoice cannot be older than 3 months. If Rates & Taxes are in arrears for more than 3 months, the quotation will be disqualified. b) If the business is operated from the residence of one of the directors, an affidavit, certified, must be submitted stating the address of the business premises. c) If the premises from where business is conducted or where a director residing, is leased, a copy of the lease agreement or an affidavit must be submitted. 3. The quotation page must be signed. If you are using your own format on your Company s letterhead to quote please ensure the quotation is signed. 4. The attached MBD 9 form (Certificate of independent Bid Determination) must be completed and submitted with the quotation. If the MBD 9 is incomplete or not attached the quotation will be disqualified. 5. The attached MBD 4 form (Declaration of interest) must be completed and submitted with the quotation. If the MBD 4 if incomplete or not attached the quotation will be disqualified. 6. Both the MBD 4& 9 forms must be original for each quotation. No copies will be accepted. Both the MBD 4& 9 must be dated within the quotation period. 7. Proof of Directors: A certified of your Company Registration Documents. 8. A certified copy of B-BBEE Status Level Verification certificate must be attached. If not attached no point for B- BBEE will be awarded. 9. All price alterations must be signed for by the Bidder confirming that such changes were made by the Bidder. PLEASE NOTE THAT PRICE CHANGES WITHOUT A SIGNATURE WILL LEAD TO THE DISQUALIFICATION OF THE QOUTATION SUBMITTED. I HEREWITH CONFIRM THAT HAVE READ AND UNDERSTOOD THE ABOVEMENTIONED REQUIREMENTS. Signature: NAME: City of umhlathuze Supply Chain Management Unit 9

10 umh Q4 DECLARATION OF INTEREST MBD 4 1. No bid will be accepted from persons in the service of the state¹. 2. Any person, having a kinship with persons in the service of the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority. 3. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. 3.1 Full Name of bidder or his or her representative: 3.2 Identity Number: 3.3 Position occupied in the Company (director, trustee, hareholder²): 3.4 Company Registration Number: Tax Reference Number: 3.6 VAT Registration Number: 3.7 The names of all directors / trustees / shareholders members, their individual identity numbers and state employee numbers must be indicated in paragraph 4 below. 3.8 Are you presently in the service of the state? Yes No If yes, furnish particulars ¹MSCM Regulations: in the service of the state means to be:- (a) a member of (i) any municipal council; (ii) any provincial legislature; or (iii) the national Assembly or the national Council of provinces; (b) a member of the board of directors of any municipal entity; (c) an official of any municipality or municipal entity; (d) an employee of any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999); City of umhlathuze Supply Chain Management Unit 10

11 (e) a member of the accounting authority of any national or provincial public entity; or (f) an employee of Parliament or a provincial legislature. ² Shareholder means a person who owns shares in the company and is actively involved in the management of the company or business and exercises control over the company. 3.9 Have you been in the service of the state for the past twelve months? Yes No If yes, furnish particulars 3.10 Do you have any relationship (family, friend, other) with persons in the service of the state and who may be involved with the evaluation and or adjudication of this bid? Yes No If yes, furnish particulars 3.11 Are you, aware of any relationship (family, friend, other) between any other bidder and any persons in the service of the state who may be involved with the evaluation and or adjudication of this bid? Yes No If yes, furnish particulars 3.12 Are any of the company s directors, trustees, managers, principle shareholders or stakeholders in service of the state. Yes No If yes, furnish particulars 3.13 Are any spouse, child or parent of the company s directors trustees, managers, principle shareholders or stakeholders in service of the state? Yes No If yes, furnish particulars. City of umhlathuze Supply Chain Management Unit 11

12 3.14 Do you or any of the directors, trustees, managers, principle shareholders, or stakeholders of this company have any interest in any other related companies or business whether or not they are bidding for this contract. Yes No If yes, furnish particulars. 4. Full details of directors / trustees / members / shareholders. Full Name Identity Number State Employee Number DATE : SIGNATURE : CAPACITY : NAME OF BIDDER : City of umhlathuze Supply Chain Management Unit 12