Upload
lyque
View
224
Download
1
Embed Size (px)
Citation preview
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
Pretoria National Botanical Garden – Tender Request 3
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.
Pretoria National Botanical Garden – Tender Request 4
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
Pretoria National Botanical Garden – Tender Request 5
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.
Pretoria National Botanical Garden – Tender Request 6
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.
Pretoria National Botanical Garden – Tender Request 7
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.
Pretoria National Botanical Garden – Tender Request 8
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.
Pretoria National Botanical Garden – Tender Request 9
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.
Pretoria National Botanical Garden – Tender Request 10
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.
Pretoria National Botanical Garden – Tender Request 11
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
Pretoria National Botanical Garden – Tender Request 12
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.
Pretoria National Botanical Garden – Tender Request 14
ANNEXURE 2
BROAD-BASED BLACK ECONOMIC EMPOWERMENT Status Level Certificate
Pretoria National Botanical Garden – Tender Request 15
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
Pretoria National Botanical Garden – Tender Request 19
ANNEXURE 7
OCCUPATIONAL HEALTH AND SAFETY POLICY
Pretoria National Botanical Garden – Tender Request 20
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
Pretoria National Botanical Garden – Tender Request 21
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....................
Pretoria National Botanical Garden – Tender Request 22
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.....................
Pretoria National Botanical Garden – Tender Request 23
ANNEXURE 10
STAFF UNIFORM Description, photographs, sketches and fabric swatches, the type,
style and colour of proposed staff uniform
Pretoria National Botanical Garden – Tender Request 24
ANNEXURE 11
STAFF TRAINING POLICY & PROGRAMMES
Pretoria National Botanical Garden – Tender Request 25
ANNEXURE 12
CAPITAL INVESTMENT *Not to be considered in the pricing
Pretoria National Botanical Garden – Tender Request 26
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
Pretoria National Botanical Garden – Tender Request 27
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
Pretoria National Botanical Garden – Tender Request 28
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.
Pretoria National Botanical Garden – Tender Request 29
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