ENQUIRY NO. CORP4203
CLARIFICATION SESSION FOR
THE DESIGN, MANUFACTURING, TESTING AND ,
SUPPLY OF SPLIT METERING POLE TOP BOXES
AND READYBOARDS.
Date: 05 February 2018
Venue: Ian McRae Boardroom EAL
AGENDA FOR CORP4203
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1 Registration - Tea/Coffee All 15 Minutes
2 Evacuation Procedure Venue Rep 5 Minutes
3 Introductions All 10 Minutes
4 Objective of the session –RFQ Process L Morife 5 Minutes
5 Commercial L Morife 15 Minutes
6 Quality
F Mogamisi 15 Minutes
7 Supplier Development & Localisation (SD & L) M Sabelo 20 Minutes
8 Technical J Maudu 40 Minutes
9 Closure L Morife 5 Minutes
Purpose of meeting
• The session will focus on addressing the content of CORP4203;
• Providing responses to the clarification requests submitted in
advance; and
• Providing forum for Q & A to clarifications required.
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Timelines, RFQ Conditions & Returnables
Eskom Representative for CORP4203 : Portia Ramushu
E-mail : [email protected]
Landline : +27 11 516 7628 FAX +27 86 601 7138
All communication in writing to the Eskom rep
Timelines
Clarification meeting : 05 February 2018
Clarification Queries deadline : 5 working days prior to closing
Enquiry Closing Date and Time : 07 March 2018, Strictly 10:00am (SAST)
No late submissions accepted -not even by a second
Include your company return address + Company Stamp
(In case submission is late)
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Timelines, RFQ Conditions & Returnables
Tender Addressed: Attention: Portia Ramushu
Confidential Enquiry no: CORP4203
Eskom Holdings SOC Limited
Eskom Megawatt Park
1 Maxwell Drive
Sunninghill
2157
Tender box Location: Tender Advice Centre (Retail Centre)
Eskom Megawatt Park
1 Maxwell Drive
Sunninghill
Tender box operating hours 07h00-17h00
Enquiry Costs: Free of Charge
RFQ Conditions
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SD&L Mandate 1
Enquiry Submission
• an original,
• one (1) complete hard copy of the original,
• one (1) complete copy of tender on CD or USB,
The original, hard and soft copy of the tender must be clearly divided into the
following sections:
• Commercial (As per Commercial Tender Returnables)
• SD&L (As per SD&L Tender Returnables)
• Finance (As per Finance Tender Returnables)
• Technical (As per Technical Tender Returnables)
• Quality (As per Quality Tender Returnables)
RFQ Conditions
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SD&L Mandate 1
It must be noted that a Supplier’s failure to provide the necessary
original and hard copies of the tender will disqualify the Supplier from
being evaluated.
All enquiry submissions must be in English
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A six step evaluation process will be followed (i.e. basic compliance, mandatory
returnables, functionality (desk top & factory evaluation) & price & preference
(90/10) and objective criteria)
Step 1 - Basic Compliance
All tender submissions will be checked for overall compliance to the conditions of tender
and responsiveness.
Step 2 - Mandatory Returnables
All tenders will be evaluated for compliance to the mandatory requirements. Tenders
which do not comply will not be evaluated further.
Step 3 – Functionality
Evaluations
Functionality criteria Weightings
Technical 100%
Overall minimum threshold 86%
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Step 4 Functionality (Technical)
Gate keeper Level 1: this initial part of the evaluations starts when submissions are
opened and assessed for the first time. It begins with the gate-keeper (Level 1) and
proceeds to level 2 (scoring method). Submissions that do not meet the level
gatekeepers is immediately disqualified.
Level 2 (Scoring method) – Tenderers need to achieve a minimum score of 86%
(technical evaluation) to be considered for factory evaluation.
Factory evaluation – Factory evaluations will be arranged with tenderers who have
achieved a minimum score as per above.
Step 5 - Price and Preference
Price points will be calculated out of 90 for price. A maximum of 10 points will be
allocated to the B-BBEE level contribution. The prices and preference points will be
added together to determine the highest scoring tenderer.
Evaluations
Evaluations continued
Step 6 – Objective criteria
Objective criteria in terms of section 2 (1) (d-f) of the PPPFA will be used in
awarding the contract to the tenderer which meets specific goals i.e. financial,
Quality, Legal, Commercial, Shipping & Supplier Development and Localisation.
Eskom reserves the right to award to multiple original equipment manufacturers
(OEM’s) who may not be the highest scoring/highest ranked supplier, in line with
Section (2) (1) (f) of the PPPFA.
Tenderers are required to submit plans with milestones for improving their BBBEE
contributor levels and migrating to more than 51% black ownership within a period
of twelve (12) months. Eskom reserves the right to revoke the contract if these
milestones are not achieved within 12 (twelve) months.
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B-BBEE Score and Evaluations
B-BBEE Status Level of
Contributor
Number of Points
1 10
2 9
3 6
4 5
5 4
6 3
7 2
8 1
Non-compliant contributor 0
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Returnables
Reference
Returnables from supplier
Mandatory
returnable
for
evaluation
Mandat
ory
returnab
le for
contract
award
Basic Compliance One (1) complete hard copy of the original tender
Annexure A
Acknowledgement Form
Additional Documents
required in event of
JV:-
Letter of intent to form a JV/consortium
Valid joint venture agreement confirming the rights and obligations of each
of the joint venture partners and their profit-sharing ratios.
Written confirmation that the joint venture will operate as a single business
entity (incorporated) for the duration of the contract (this may be included
as an obligation within the JV agreement)
* A trust, consortium or joint venture (including unincorporated consortia
and joint ventures) must submit a consolidated B-BBEE Status Level
Verification Certificate for every separate tender.
Details and confirmation of a single designated bank account in the name
of the JV and independent of the individual JV partners, as set out in the
joint venture agreement.
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Returnables
Annexure B Tenderers Particulars
Annexure C Integrity Pact Declaration form
Annexure D CPA for local goods/services (if applicable)
Annexure E CPA(IG) for imported goods/services (if applicable)
Annexure H Confirmation of receipt of addenda to enquiry document
Annexure I (applicable for all
suppliers including Foreign
suppliers)
SBD 1- to be submitted with the tender at tender submission deadline
Annexure J SBD 6.1- Preference Points Claim Form in terms of PPPFA 2017
regulations
*B-BBEE Certificates Failure on the part of the supplier to submit a valid current certificate
for purposes of evaluation and scoring by the tender closing deadline
will not result in disqualification (if otherwise deemed to be responsive
and acceptable in all other aspects) but the tenderer will score zero on
B-BBEE for purposes of scoring and ranking
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Returnables
Tax Clearance Certificates Foreign suppliers (who have answered yes to any of the
questions in the relevant section of SBD 1 and who have
not provided a CSD or SARS Efiling pin number as per
Annexure A, will need to provide a copy of a current valid
tax compliance certificate
Tax Questionnaire Evaluation questionnaire to determine whether a company,
close corporation (CC) or Trust is a personal service
provider for purposes of PAYE [only in the case of services
contracts]
Signed Sub-contracting
intent agreement
Tenderers must, where subcontracting is a pre-qualification
requirement, submit proof of signed subcontracting intent
agreement
Compliance with
Employment Equity Act
To the extent that the tenderer falls within the definition of a
“designated Employer” as contemplated in the Employment
Equity Act 55 of 1998, the tenderer is required to furnish the
Employer with proof of compliance with the Employment
Equity Act, including proof of submission of the Employment
Equity report to the Department of Labour. (South African
tenderers only)
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Returnables
Financial statements Audited Financial Statements of the tenderer for the
previous two financial years, or to the extent that
such statements are not available, for the last year.
Tenderers must note that in the case of a joint
venture or special purpose vehicle (SPV) especially
formed for this tender, audited financial statements
for each participant in the JV / SPV is required. Start-
up enterprises formed within the last 12 months are
not required to send in statements, but if successful
with their tender will be required to send statements
for the first year when once available.
Shareholding Shareholding organogram /breakdown (for each
individual company/JV member) clearly identifying
percentages owned by individual shareholders (full
names & ID Numbers) and other entities (provide full
legal/trading name and respective identifying
registration/trust numbers)
NEC/FIDIC
Documentation
Completed NEC/FIDIC pricing schedule and contract
data.
Complete NEC document
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Returnables
Technical returnables Pole top boxes
Type test reports/certificates (accredited facility)
Completed technical schedules B
Split meter pole top box construction drawings
Proof for MOV (surge arrester) that complies with SANS
1524-1-2
Dimensional data drawings
Ready boards
Type test reports/certificates (accredited facility)
Completed technical schedules B
Split meter ready board construction drawings
Dimensional data drawings
Sample of manufacturer’s abridged certificate of
compliance (COC) with NRCS number
A proof or certificate which shows that cable used to
connect socket outlet complies with SANS 1507
A proof or certificate which shows that ELU complies with
VC 8035 and SANS 767-1
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Returnables Documents listed in quality criteria category 2.
Section A Option 1:
A.1 Product / Service Scoping on ISO certificate is defined and relevant
A.2 Certificate by Approved and Authorized certification authority
A.3 Certification Authority has Recognized International Accreditation
A.4 Validity (expiry date) of certificate
OR
Section B Option 2
A.1 Quality Manual /or Quality Method statement
A.2 Copy of Quality Policy signed by top management.
A.3 Procedure for Control of Documents
A.4 Procedure for Control of Records
A.5 Internal Audits Procedure
A.6 Procedures for Control of Nonconforming product or services
A.7 Corrective Action Procedure
A.8 Preventive Action Procedure.
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Returnables
Quality Section B:
B.1 Copy of appointment letter & CV/ resume of a Quality
Representative for the project
B.2 Signed Organizational structure & Quality dept reporting
structure.
B.3 Copy of procedure for control of suppliers &
subcontractors
B.4 Copy of an internal management system audit report (with
NCR, corrective & preventive report)
B.6 Copy of Customer satisfaction surveys
B.8 Historical Information (list) of similar work performed <
2yrs
Section C:
NB!!!! draft Contract/Project Quality Plan has important QA
deliverables
Section E:
E.1 Form A is completed and signed
Due Diligence Financial statements etc that may be required for due diligence
purposes.
Supplier Development and
Localization
CSD Report
Supplier development and localization matrix
Questions ????
