1 RFQ NUMBER: NRF SARAO SFAC 002 2018 DESCRIPTION: PANEL: PROVISION OF GENERAL BUILDING MAINTENANCE SERVICES AT THE SARAO JOHANNESBURG BUILDINGS IN ROSEBANK (BLEND ON BAKER) CLOSING DATE: 15 August 2018 CLOSING TIME: 14:00 BID DOCUMENTS ARE TO BESUBMITTED IN THE TENDER BOX AT: Reception Area, 3 rd Floor, The Park Building, Park Road, Pinelands, Cape Town The following conditions will apply: Price(s) quoted must be valid for at least thirty (30) days from date of your offer. Price(s) quoted must be inclusive of VAT. A firm delivery period must be indicated. Submit your original or certified BBBEE Certificate if you are claiming for BBBEE points, failing which, the BBEEE claimed will be forfeited or zero points will be allocated. Provide an updated CSD summary report. Quotations over a value of R 30 000.00 (VAT included) must be accompanied by the relevant SBD documentation for Quotations duly completed, and the enclosed Declaration of interest (SBD 4), Declaration, preference points claim form in terms of the preferential Procurement regulations 2011 (SBD 6.1), The successful provider will be the one scoring the highest points in the event of the lowest bid being higher than R30 000.00. Late or faxed quotations will not be considered. SARAO reserves the right to withdraw any invitation to quote and/or to re-advertise or to accept a part of it. SARAO does not bind itself to accepting the lowest quotation. Failure to comply with the highlighted conditions will invalidate your offer. This request for formal quotation is subject to the preferential procurement policy framework act and the preferential procurement regulations, 2011, the general conditions of contract (GCC) and, if applicable, any other special conditions of contract
Transcript
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RFQ NUMBER: NRF SARAO SFAC 002 2018
DESCRIPTION:
PANEL: PROVISION OF GENERAL BUILDING MAINTENANCE SERVICES AT THE SARAO JOHANNESBURG BUILDINGS IN ROSEBANK (BLEND ON BAKER)
CLOSING DATE: 15 August 2018 CLOSING TIME: 14:00 BID DOCUMENTS ARE TO BESUBMITTED IN THE TENDER BOX AT: Reception Area, 3rd Floor, The Park Building, Park Road, Pinelands, Cape Town The following conditions will apply:
Price(s) quoted must be valid for at least thirty (30) days from date of your offer.
Price(s) quoted must be inclusive of VAT.
A firm delivery period must be indicated.
Submit your original or certified BBBEE Certificate if you are claiming for BBBEE points, failing which, the BBEEE claimed will be forfeited or zero points will be allocated.
Provide an updated CSD summary report.
Quotations over a value of R 30 000.00 (VAT included) must be accompanied by the relevant SBD documentation for Quotations duly completed, and the enclosed Declaration of interest (SBD 4), Declaration, preference points claim form in terms of the preferential Procurement regulations 2011 (SBD 6.1),
The successful provider will be the one scoring the highest points in the event of the lowest bid being higher than R30 000.00.
Late or faxed quotations will not be considered. SARAO reserves the right to withdraw any invitation to quote and/or to re-advertise or to accept a part of it. SARAO does not bind itself to accepting the lowest quotation.
Failure to comply with the highlighted conditions will invalidate your offer. This request for formal quotation is subject to the preferential procurement policy framework act and the preferential procurement regulations, 2011, the general conditions of contract (GCC) and, if applicable, any other special conditions of contract
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THE FOLLOWING PARTICULARS MUST BE FURNISHED
(FAILURE TO DO SO WILL RESULT IN YOUR OFFER BEING DISQUALIFIED)
HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (MBD 6.1)
YES/NO
IF YES, WHO WAS THE CERTIFICATE ISSUED BY?
AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) □
A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN NATIONAL ACCREDITATION SYSTEM (SANAS)
□
A REGISTERED AUDITOR □
(Tick applicable box)
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)
ARE YOU THE ACCREDITED REPRESENTATIVE YES/NO
SIGNATURE OF SERVICE PROVIDER …………………………
DATE ……………………..
CAPACITY UNDER WHICH THIS PROPOSAL IS SIGNED ………………………………………..
TOTAL PRICE (INCL VAT)………………......
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SPECIFICATION - SCHEDULE 1
PANEL: PROVISION OF GENERAL BUILDING MAINTENANCE SERVICES
The South African Radio Astronomy Observatory (SARAO) spearheads South Africa’s activities in the Square Kilometre Array Radio Telescope, commonly known as the SARAO, in engineering, science and construction. SARAO is a National Facility managed by the National Research Foundation and incorporates radio astronomy instruments and programmes such as the MeerKAT and KAT-7 telescopes in the Karoo, the Hartebeesthoek Radio Astronomy Observatory (HartRAO) in Gauteng, the African Very Long Baseline Interferometry (AVN) programme in nine African countries as well as the associated human capital development and commercialisation endeavours. The SARAO has 4 facilities namely:
Cape Town Office (The Park Building, Park Road, Pinelands) – Leasing premises until 30 September 2018
Cape Town Office (1 Fir Street, Black River Park, Observatory)
Johannesburg office (17 Baker Street Rosebank),
HartRAO (Farm 502 JQ Hartebeesthoek, Broedestroom Road, Krugersdorp), The Rosebank and Cape Offices are leased buildings. From time to time regular maintenance is required for the general upkeep of leased areas. This RFQ is specifically for the general building maintenance at the Johannesburg Offices only. 1. SCOPE OF WORKS
Overview
The contractor shall provide, as a minimum, the services below. 1.1 To systematically examine the building infrastructure in accordance with the
maintenance provisions of the "OHS Act", and the Manufacturer's / Constructors, Operating and Maintenance Manuals at prescribed intervals.
1.2 To maintain all facilities to operate in accordance with the original or revised design
specifications / parameters. 1.3 To ensure that maintenance work of a technical nature shall be performed by
"Competent" persons as defined by the Occupational Health and Safety Act who are experienced and skilled in maintaining facilities similar to which are subject matter of this Agreement and who are employed and supervised by the Contractor. The Client reserves the right to request and be granted copies of certificates of qualification/competence for the Technical personnel.
1.4 To provide callback service twenty-four (24) hours a day, seven (7) days per week.
The call-out service shall be carried out at the cost as provided for in the rate card. Staff shall be equipped with adequate communication equipment to ensure a minimum delay in the response to emergency call-outs.
1.5 To supply, repair and replace all parts of every description made necessary by normal wear and tear when such replacement or repair is deemed necessary by the Contractor in accordance with this Agreement and the manufacturer's requirements. Only parts that are correctly designed, manufactured and suitable in all respects, shall be used.
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1.6 To replace all parts timeously, thereby limiting the incidence of break-downs,
unplanned maintenance or repair and consequently maintain maximum building infrastructure operation.
1.7 To ensure that the down-time is kept to a minimum. 1.8 To provide within a one (1) month period after being appointed for the maintenance
work, maintenance site registers located in a mutually agreed location and maintain accurate records of all maintenance activities and service procedures, planned repairs and safety related operation tests and checks.
1.9 To provide within a two (2) month period after being appointed for the maintenance
work, a customer communication logbook situated at a mutually agreed location for effective two-way communication, between Operations staff and the Contractor's personnel. This logbook shall accurately record each and every maintenance task individually per discipline.
1.10 To provide on request by the Client or their duly appointed Agents, computer
generated reports detailing a history of the call-outs, repairs and break-down repairs. 1.11 Not to assume ownership or control of the building infrastructure, all of which shall
remain exclusively the property of the Employer. 1.12 To inform the Client in writing of any repair, replacement, or modification required to
the existing infrastructure deemed necessary by the Contractor. No repair, replacement, or modification work shall be undertaken without the express consent of the client or their duly appointed representative.
2. Purpose of the Bid
2.1 It is the objective of this Bid to identify and appoint a panel of up to 4 service
providers whose services may be utilised by SARAO. 2.2 SARAO seeks the services of appropriately qualified service providers with suitable
experience to render specialised services (Specialized maintenance and installation work to the general maintenance infrastructure), on an “as-and-when required” and rotational basis commencing with the highest to the lowest scoring successful tenderers. Briefs may be allocated depending on the relevant scope of work to be undertaken, relevant experience, availability, business urgency and complexity of the matter.
2.3 Please note further that a position on the panel is no guarantee that the Tenderer will receive briefs from SARAO. The scope of work extends to as and when require and the bidder will be contacted for a quotation for the specified work.
2.4 Bidders only wishing to submit pricing for specific scope of works’ categories may do so or may quote on all categories provided they meet all evaluation criteria
3. Duration
The Award under this Bid will be for a position(s) on the panel for the period commencing from the date of the award for a period of 24 months or R500 000 including Vat, whichever comes first.
The validity of a brief received during the period of this Bid, shall endure until completion of the particular brief, unless deemed necessary and appropriate by SARAO in its sole discretion.
4. Maintenance Objectives
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Without in any way limiting the Contractor's obligations, the Contractor shall ensure:
4.1 the safety and comfort of all users of the facility, 4.2 that the equipment and associated spaces are kept clean and presentable at all times
5. Call-out Response Times
5.1 The Contractor shall ensure at any time of the day or night, Seven (7) days a week,
inclusive of all statutory holidays, throughout the contract period, that appropriate staff are available to respond to call-outs with regard to emergencies. The response times to call-outs shall be within the time period as set below and shall be the time the call is received by the Contractor to the time the Technician arrives on site.
Maximum target - Call-out response times
Normal working hours
Outside normal working hours
120 minutes 180minutes
6. Workmanship
6.1 The contractor shall employ only competent artisans to perform maintenance work. 6.2 The contract shall be executed with the best work in a workmanlike manner to the
satisfaction of management. Should any workmanship not be to the satisfaction of management it shall be rectified at the cost of the contractor.
6.3 The contractor shall remain responsible for the correct and complete maintenance of the building infrastructure. Inspection by management shall not release the contractor from his responsibility.
7. Quality of Materials
7.1 Only materials of high quality and suitable for the climatic conditions of the site shall
be used and shall be subject to approval of Management. All material shall conform in respect of quality, manufacture, tests and performance, with the requirements of the original equipment supplier, SABS or where no such standard exist, proof of no such standard shall be provided to Management. Materials manufactured in South Africa shall as far as possible be used and where applicable shall bear the SABS mark. All materials shall be suitable for the conditions under which the materials are installed and used.
8. HEALTH AND SAFETY SPECIFICATION
8.1 PURPOSE
8.1.1 In terms of the Occupational Health and Safety Act (Act 85 of 1993) (OHSA) and the Construction Regulations 2003, the Client must provide the Contractor with a Health and Safety Specification to which the Contractor must respond with a Health and Safety Plan for approval by the Client. 8.1.2 The purpose of this Specification is to ensure that Principal Contractors entering into a contract with the Employer maintain an acceptable level of performance with regard to health and safety issues during the performance of the contract. In this regard the OHSA Specification form an integral part of the Contract and the Principal Contractor shall ensure that their contractors and/or suppliers comply with the requirements of this Specification.
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8.2 SCOPE
8.2.1 This contract comprises the maintenance of all building infrastructure maintenance activities. 8.2.2 Please note SARAO SA has a very sensitive datacentre and air-conditioning maintenance is of a high priority. Bidders will therefore need to prove or provide data centre air-conditioning and cooling maintenance experience. 8.2.3 The Contractor, in complying with the OHS Act and the Construction Regulations, shall consider all aspects of the Works described and take into account the construction methods and materials to be used.
9. GENERAL 9.1 The contractor is referred to and shall comply with the full text of the Occupational
Health and Safety Act (Act No.85 of 1993) (OHSA) as amended and to the Construction Regulations 2003 promulgated there under
9.2 In this regard refer also the Health and Safety Agreement and Conditions attached to
these contract documents. (See Part C1.4) 9.3 The following specification covers health and safety matters applicable during
construction.
9.4 All the work included in this Contract shall, for the purpose of complying with OHSA and the Construction Regulations, be deemed to be “construction work”
9.5 It should be noted that, with a few exceptions, the Model Preambles and the project
specifications are “end product specifications” and not “method specifications”. As the methods of construction to be used are generally determined by the Contractor, detailed safety requirements applicable to all the operations to be carried out on Site are not provided in the project documentation. The Contractor shall apply all the relevant regulations and requirements to the work methods and materials used.
9.6 The Contractor shall give the required notice to the Provincial Department of Labor
before commencement of any work on the Site. This notice shall include the information as required by the Construction Regulations and shall be signed by the Contractor and the Employer.
9.7 The Contractor shall ensure current registration and good standing with the Compensation Commissioner and shall provide evidence to this effect to the Employer.
9.8 It is the responsibility of the Principal Contractor and his contractors to provide for all costs and expenses related to the management of and compliance with the OHSA and this Specification.
10. HEALTH AND SAFETY PLAN
10.1 In compliance with the Construction Regulations the Contractor shall, after performing a risk assessment, prepare a health and safety plan for approval by the Employer.
10.2 The health and safety plan shall include, but not be limited to, the following:
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The safety management structure including the names of all designated persons such as the construction supervisor and any other competent persons;
Safety method statements and procedures to be adopted to ensure compliance with the OHSA. Aspects to be dealt with shall include:
Public vehicular and pedestrian traffic accommodation measures;
Control of the movement of construction vehicles;
The storage and use of materials;
The use of tools, vehicles and plant;
Temporary support structures;
Dealing with working at height;
Environmental conditions and safety requirements in working hazardous materials including asbestos cement products;
Security, access control and the exclusion of unauthorized persons
The provision and use of temporary services;
Compliance with wayleaves, permissions and permits;
Safety equipment, devices and protective clothing to be employed;
Emergency procedures;
Provision of welfare facilities;
Induction and training;
Provision and maintenance of the health and safety file and other documentation;
Arrangements for monitoring and control to ensure compliance with the safety plan.
11. ITEMS REQUIRING PARTICULAR ATTENTION Restricted use of the Site:
11.1 The Contractor is to note that the Premises will be occupied for the duration of the works and that the Contractor shall maintain access and co-operate with all such residents at all times.
Hazardous work or activities: 11.2 The following hazardous work or activities are identified and the Contractor shall
ensure that all necessary health and safety precautions are complied with and the necessary competent persons identified and appointed in accordance with the OHSA and the Construction Regulations:
Activity Applicable sub-regulation of Sub-regulation clause
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the Construction Regulations 2003
reference
Work at height
Possibility of collapse of
structure
Formwork and temporary support work
Access and scaffolding
Use of construction vehicles
Electrical installation
Use of flammable liquids
Housekeeping and environmental conditions
Stacking and storage of materials
Fire hazards
Facilities for staff
Hazardous Materials including asbestos cement
products
Fall Protection
Structures (including the
existing roof)
Formwork and support work
Scaffolding Boatswains Chains
Material
Construction vehicles and mobile plant
Electrical Installation and machinery on construction
sites
Use and temporary storage of flammable liquids on
construction sites
Housekeeping on construction sites
Stacking and storage on construction sites
Fire precautions on construction sites
Construction welfare facilities
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EVALUATION CRITERIA FOR EVALUATING BIDDERS RESPONSES - SCHEDULE 2
1. TENDERERS EXPERIENCE The experience of the tenderer or joint venture partners in the case of an unincorporated joint venture or consortium as opposed to the key staff members / experts in similar projects or similar areas and conditions in relation to the scope of work over the last five years will be evaluated. Tenderers should very briefly describe his or her experience in this regard and attach this to this schedule.
A) COMPLETED CONTRACTS
Employer, contact person and telephone number, where available
Description of work (service) Value of work (i.e. the service provided) inclusive of VAT (Rand)
Anticipated Completion Date
B) CURRENT CONTRACTS
Employer, contact person and telephone number, where available
Description of work (service) Value of work (i.e. the service provided) inclusive of VAT (Rand)
Anticipated Completion Date
2. EXPERIENCE OF KEYSTAFF Tenderers shall set out in the Schedule hereunder details of specific artisan’s experience in work of a similar nature with specific reference to general building services to that for which their Tender is submitted. - Air-conditioning maintenance / Cooling Maintenance (Specifically on Datacentre air-conditioning experience) - Electrician - Security Surveillance and Biometrics - Painter - Carpenter - Builder / Plasterer / Dry wall partitioning - General Handyman - Plumber The experience of assigned staff member in relation to the scope of work will be evaluated
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from three different points of view: a) General experience (total duration of professional activity), level of education and
training and positions held of each discipline specific team leader. b) The education, training, skills and experience of the Assigned Staff in the specific sector,
field, subject, which is directly linked to the scope of work. c) The key staff members’ / experts’ knowledge of issues which the tenderer considers
pertinent to the project e.g. local conditions, affected communities, legislation, techniques.
Each CV should be structured under the following headings: 1 Personal particulars
a. name b. date and place of birth c. place (s) of tertiary education and dates associated therewith d. professional awards
2 Qualifications (degrees, diplomas, grades of membership of professional societies and professional registrations)
3 Skills 4 Name of current employer and position in enterprise 5 Overview of post graduate / diploma experience (year, organization and position) 6 Outline of recent assignments / experience that has a bearing on the scope of work The scoring of the tenderer’s experience and experience of key staff will be as follows: Bidders must meet each section below as a Go in order to qualify for the financial evaluation.
ITEM Selection element Go / No Go
1 The experience of the tenderer (minimum of 5 years’ experience)
2 Experience of Key Staff (CV’s of staff allocated to specific categories required for scope of works ie. Plumbing electrical, painting etc.)
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DECLARION OF INTEREST (SBD4) - SCHEDULE 3
1. Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the
state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised competitive bid, a limited bid, a proposal or written price quotation). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where-
- the bidder is employed by the state; and/or - the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who
are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.
2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. 2.1 Full Name of bidder or his or her representative: …………………………………………………………. 2.2 Identity Number:………………………………………………………………………………………………... 2.3 Position occupied in the Company (director, trustee, shareholder², member):
……………………………………………………………………………………………………………………. 2.4 Registration number of company, enterprise, close corporation, partnership agreement or trust:
………………………………………………………………………..………….………………………………. 2.5 Tax Reference Number: ……………………………………………………………………………………… 2.6 VAT Registration Number: ……………………………………………………………………………….... 2.6.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers
and, if applicable, employee / PERSAL numbers must be indicated in paragraph 3 below. ¹“State” means – (a) 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); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. ²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over
the enterprise. 2.7 Are you or any person connected with the bidder YES / NO presently employed by the state? 2.7.1 If so, furnish the following particulars:
Name of person / director / trustee / shareholder/ member: ……....………………………………
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Name of state institution at which you or the person connected to the bidder is employed : ……………………………………… Position occupied in the state institution: ……………………………………… Any other particulars: ………………………………………………………………
……………………………………………………………… ………………………………………………………………
2.7.2 If you are presently employed by the state, did you obtain YES / NO
the appropriate authority to undertake remunerative work outside employment in the public sector?
2.7.2.1 If yes, did you attach proof of such authority to the bid YES / NO
document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.
2.7.2.2 If no, furnish reasons for non-submission of such proof:
2.8 Did you or your spouse, or any of the company’s directors / YES / NO trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months?
2.9 Do you, or any person connected with the bidder, have YES / NO any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?
2.9.1 If so, furnish particulars. ……………………………………………………………... …………………………………………………………..….
………………………………………………………………
2.10 Are you, or any person connected with the bidder, YES/NO aware of any relationship (family, friend, other) between
any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid?
2.11 Do you or any of the directors / trustees / shareholders / members YES/NO
of the company have any interest in any other related companies whether or not they are bidding for this contract?
2.11.1 If so, furnish particulars: ……………………………………………………………………………. ……………………………………………………………………………. …………………………………………………………………………….
3 Full details of directors / trustees / members / shareholders.
Full Name Identity Number Personal Income Tax
Reference Number
State Employee Number
/ Persal Number
4 DECLARATION
I, THE UNDERSIGNED (NAME)………………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS
DECLARATION PROVE TO BE FALSE.
………………………………….. ..…………………………………………… Signature Date …………………………………. ……………………………………………… Position Name of bidder
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SBD 6.1
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011- SCHEDULE 4
This preference form must form part of all bids invited. It contains general information and serves as a claim form for
preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution
NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS,
DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.
1. GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bids:
- the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included);
and
- the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).
1.2 The value of this bid is estimated to exceed/not exceed R1 000 000 (all applicable taxes included)
and therefore the……………………system shall be applicable. 1.3 Preference points for this bid shall be awarded for:
(a) Price; and (b) B-BBEE Status Level of Contribution.
1.3.1 The maximum points for this bid are allocated as follows: POINT 1.3.1.1 PRICE ………….. 1.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION …………... Total points for Price and B-BBEE must not exceed 100
1.4 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.
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1.5. 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 an organ
of state 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; 2.7 “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 of a bid by an organ of state; 2.9 “EME” means any enterprise with an annual total revenue of R5 million or less . 2.10 “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;
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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. 3. ADJUDICATION USING A POINT SYSTEM 3.1 The bidder obtaining the highest 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 decimal 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 B-BBEE.
3.5 However, when functionality is part of the evaluation process and two or more bids have `scored equal points including equal preference points for B-BBEE, the successful bid must be the one scoring the highest score for functionality.
3.6 Should two or more bids be equal in all respects, the award shall be decided by the drawing of lots.
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4. POINTS AWARDED FOR PRICE 4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS A maximum of 80 or 90 points is allocated for price on the following basis: 80/20 or 90/10
min
min180
P
PPtPs or
min
min190
P
PPtPs
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 B-BBEE Status Level of Contribution 5.1 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points
must 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)
Number of points
(80/20 system)
1 10 20
2 9 18
3 8 16
4 5 12
5 4 8
6 3 6
7 2 4
8 1 2
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Non-compliant contributor
0 0
5.2 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 sub-contractor is an EME that has the capability and ability to execute the sub- contract.
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 IN TERMS OF PARAGRAPHS 1.3.1.2 AND 5.1 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 accredited by SANAS
or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).
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8 SUB-CONTRACTING 8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)
8.1.1 If yes, indicate:
(i) what percentage of the contract will be subcontracted?............…………%
(ii) the name of the sub-contractor? …………………………………………………………..
(iii) the B-BBEE status level of the sub-contractor? ……………..
(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)
9 DECLARATION WITH REGARD TO COMPANY/FIRM
9.1 Name of company/firm ..............................................................................................
9.2 VAT registration number : .............................................................................................
9.3 Company registration number …………………………………………………………………….
:
9.4 TYPE OF COMPANY/ FIRM
Partnership/Joint Venture / Consortium
One person business/sole propriety
Close corporation
Company
(Pty) Limited [TICK APPLICABLE BOX] 9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES ………….. ..................................................................................................................................................
Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX] 9.7 Total number of years the company/firm has been in business? …………………………………… 9.8 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)
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shown and I / we acknowledge that: (i) The information furnished is true and correct; (ii) The preference points claimed are in accordance with the General Conditions as
indicated in paragraph 1 of this form. (iii) 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;
(iv) 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) disqualify the person from the bidding process; (b) recover costs, losses or damages it has incurred or suffered as a result of
that person’s conduct; (c) 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;
(d) 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
(e) forward the matter for criminal prosecution
WITNESSES:
1. ……………………………………… …………………………………… SIGNATURE(S) OF BIDDER(S) 2. ……………………………………… DATE:………………………………..
NOTE: PRICES SUBMITTED FOR THIS BID WILL BE REGARDED AS NON-FIRM CONSISTING OF FIRM PRICES AT DATE OF BID SUBJECT TO ADJUSTMENT(S) IN TERMS OF THE FOLLOWING FORMULA, DEFINED AREAS OF COST AND DEFINED PERIODS. IN CASES OF PERIOD CONTRACTS, NON FIRM PRICES WILL BE ADJUSTED (LOADED) WITH THE ASSESSED CONTRACT PRICE ADJUSTMENTS IMPLICIT IN NON FIRM PRICES WHEN CALCULATING THE COMPARATIVE PRICES IN THIS CATEGORY PRICE ESCALATION WILL ONLY BE CONSIDERED IN TERMS OF THE FOLLOWING FORMULA:
Where: Pa = The new escalated price to be calculated. (1-V)Pt = 85% of the original bid price. Note that Pt must always be the original bid price and
not an escalated price. D1, D2.= Each factor of the bid price eg. labour, transport, clothing, footwear, etc. The total of the
various factors D1, D2…etc. must add up to 100%. R1t, R2t.= Index figure obtained from new index (depends on the number of factors used). R1o, R2o = Index figure at time of bidding. VPt = 15% of the original bid price. This portion of the bid price remains firm i.e. it is not
subject to any price escalations. OFFER TO BE VALID FOR 30 DAYS FROM THE CLOSING DATE OF BID.
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Item Activity Description Unit Amount including Vat
111 1
Electrical Services
Normal Time Rate per hour to be supplied only
R -
After Hours Rate per hour to be supplied only
R -
Sundays Rate per hour to be supplied only
R -
Public Holidays Rate per hour to be supplied only
R -
Call Out fee Rate per hour to be supplied only R -
Rate per KM Rate per hour to be supplied only R -
Average Rate
R -
3 2
Painting Services
Normal Time Rate per hour to be supplied only R -
After Hours Rate per hour to be supplied only R -
Sundays Rate per hour to be supplied only R -
Public Holidays Rate per hour to be supplied only R -
Call Out fee Rate per hour to be supplied only R -
Rate per KM Rate per hour to be supplied only R -
Average Rate R -
4
Carpentry Services
Normal Time Rate per hour to be supplied only R -
After Hours Rate per hour to be supplied only R -
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3
Sundays Rate per hour to be supplied only R -
Public Holidays Rate per hour to be supplied only R -
Call Out fee Rate per hour to be supplied only R -
Rate per KM Rate per hour to be supplied only R -
Average Rate R -
Security Surveillance and Biometrics
4
Normal Time Rate per hour to be supplied only R -
After Hours Rate per hour to be supplied only R -
Sundays Rate per hour to be supplied only R -
Call Out fee Rate per hour to be supplied only R -
Rate per KM Rate per hour to be supplied only R -
Public Holidays Rate per hour to be supplied only R -
Average Rate
5 5
Building & Plastering Services / Dry Wall partitioning
Normal Time Rate per hour to be supplied only R -
After Hours Rate per hour to be supplied only R -
Sundays Rate per hour to be supplied only R -
Public Holidays Rate per hour to be supplied only R -
Call Out fee Rate per hour to be supplied only R -
Rate per KM Rate per hour to be supplied only R -
24
Average Rate R -
6
6
Air-conditioning and Cooling Maintenance
Normal Time Rate per hour to be supplied only R -
After Hours Rate per hour to be supplied only R -
Sundays Rate per hour to be supplied only R -
Public Holidays Rate per hour to be supplied only R -
Call Out fee Rate per hour to be supplied only R -
Rate per KM Rate per hour to be supplied only R -
Average Rate R -
6 7
Plumbing Services
Normal Time Rate per hour to be supplied only R -
After Hours Rate per hour to be supplied only R -
Sundays Rate per hour to be supplied only R -
Public Holidays Rate per hour to be supplied only R -
Call Out fee Rate per hour to be supplied only R -
Rate per KM Rate per hour to be supplied only R -
Average Rate R -
7 8
General Handyman
Normal Time Rate per hour to be supplied only
R -
After Hours Rate per hour to be supplied only
R -
25
Sundays Rate per hour to be supplied only
R -
Public Holidays Rate per hour to be supplied only
R -
Call Out fee Rate per hour to be supplied only
R -
Rate per KM Rate per hour to be supplied only
R -
Average Rate R -
SUB TOTALS OF SECTION A R -
The total estimated cost of the contract will not exceed R 500 000.00 (Five Hundred Thousand Rand) including VAT and all disbursement. Bidders only wishing to submit pricing for specific scope of works’ categories may do so or may quote on all categories provided they meet all evaluation criteria for each specific category.
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SBD 7.2
CONTRACT FORM - RENDERING OF SERVICES- SCHEDULE 6
THIS FORM MUST BE FILLED IN DUPLICATE BY BOTH THE SERVICE PROVIDER (PART 1) AND THE
PURCHASER (PART 2). BOTH FORMS MUST BE SIGNED IN THE ORIGINAL SO THAT THE SERVICE
PROVIDER AND THE PURCHASER WOULD BE IN POSSESSION OF ORIGINALLY SIGNED
CONTRACTS FOR THEIR RESPECTIVE RECORDS.
PART 1 (TO BE FILLED IN BY THE SERVICE PROVIDER)
1. I hereby undertake to render services described in the attached bidding documents to (name of the
institution)……………………………………. in accordance with the requirements and task directives /
proposals specifications stipulated in Bid Number………….……….. at the price/s quoted. My offer/s remain
binding upon me and open for acceptance by the Purchaser during the validity period indicated and calculated
from the closing date of the bid .
2. The following documents shall be deemed to form and be read and construed as part of this agreement:
(i) Bidding documents, viz
- Invitation to bid;
- Tax clearance certificate;
- Pricing schedule(s);
- Filled in task directive/proposal;
- Preference claims for Broad Based Black Economic Empowerment Status Level of
Contribution in terms of the Preferential Procurement Regulations 2011;
- Declaration of interest;
- Declaration of bidder’s past SCM practices;
- Certificate of Independent Bid Determination;
- Special Conditions of Contract;
(ii) General Conditions of Contract; and
(iii) Other (specify)
3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and rate(s)
quoted cover all the services specified in the bidding documents; that the price(s) and rate(s) cover all my
obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.
4. I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on
me under this agreement as the principal liable for the due fulfillment of this contract.
5. I declare that I have no participation in any collusive practices with any bidder or any other person regarding this
or any other bid.
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6. I confirm that I am duly authorised to sign this contract.
