CLEANING, HYGIENE AND FUMIGATION SERVICES Cleaning... · 1 REQUEST FOR BID in respect of CLEANING,...

1

REQUEST FOR BID

in respect of

CLEANING, HYGIENE AND FUMIGATION SERVICES

at the

PRETORIA

National Botanical Garden

January 2015

Pretoria National Botanical Garden – Tender Request 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 2018.

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


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.


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: E-mailed 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) 843-5195 or e-mail her at: [email protected]

1.7 For more information on Supply Chain Management section requirements contact: Ms

Molatelo Matlala on (012) 843-5200 or email: [email protected]

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

mailto:[email protected]

mailto:[email protected]


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 e-mail 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.


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 012 843 5195.

4.2 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.


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.


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.


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 1.

2. 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 2.

3. 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 3.

4. 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.


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 6.

6. 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 7.

7. 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.


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 10.

10. 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


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.


ANNEXURE 1

NCCA/BEECA Registration letter


ANNEXURE 2

BROAD-BASED BLACK ECONOMIC EMPOWERMENT Status Level Certificate


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


ANNEXURE 4

LIST OF SUPERVISORS AND CLEANERS


ANNEXURE 5

INSURANCE POLICY


ANNEXURE 6

QUOTATION FROM INSURANCE COMPANY


ANNEXURE 7

OCCUPATIONAL HEALTH AND SAFETY POLICY


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


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....................


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 25920 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....................

V.A.T @ 14% R.................... Must correlate with all inclusive total bid price per month on pricing schedule form R.....................


ANNEXURE 10

STAFF UNIFORM Description, photographs, sketches and fabric swatches, the type,

style and colour of proposed staff uniform


ANNEXURE 11

STAFF TRAINING POLICY & PROGRAMMES


ANNEXURE 12

CAPITAL INVESTMENT *Not to be considered in the pricing


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) R.................... UIF R.................... Bonus R.................... Workman compensation R.................... Total monthly cost per cleaner R.................... Total cost for number of .....................cleaners offered R.................... Total cost of number of ........................supervisors offered R.................... Total monthly cost to company per month R.................... Total cost to company over 3 year R.................... Please note that the above excludes the statutory wage increase


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


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.


ANNEXURE 16

CHECKLIST OF DOCUMENTS

Annexures Original Pack Please ensure all listed documents

are submitted.

(Tick in appropriate box).

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)

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 insurance company

quotation from 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

Compensation

UIF and COIDA registration certificates OR Letter of Intent

from UIF and The Commissioner of Compensation

Annexure 9 Pricing schedule for equipment and cleaning materials to be

used

Pricing schedule for equipment and cleaning materials to be 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 information

Bidder`s history

Annexure 15 Checklist completed in full Checklist completed in full

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