I - ppecb.com · Web viewTo appoint a single source supplier of corporate clothing to the PPECB for a 24-month period including golf shirts, jackets, beanies, gloves, caps and formal

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Invitation to Tender

Tender Name: Supply and Delivery of Corporate Clothing

Tender No.: RFP/MC/PC/2019/11

Date of Issue Tuesday, 12 February 2019Briefing 25 February 2019 @ 11h00amClosing Date Tuesday, 05 March at 15h00Method of Submission Tender box, PPECB Main Reception Enquiries Procurement Unit PPECB business hours 08:15 – 16:45 (Mon to Fri) E-mail: [email protected] Category Clothing and Textile

Contents

1 Invitation to Tender..................................................................................................................3

2 PPECB Background.................................................................................................................3

3 Timeline for the bid process..................................................................................................3

4 Scope of Terms of Reference................................................................................................4

5 Delivery.....................................................................................................................................11

6 Tender Information and Instructions.................................................................................13

7 Requirements for Tender Submission...............................................................................14

8 Bid Evaluation.........................................................................................................................14

9 Special Conditions.................................................................................................................16

10 Insurance..................................................................................................................................16

11 Addenda....................................................................................................................................16

12 Reservations............................................................................................................................16

13 Service Provider Business Profile......................................................................................17

14 Vendor’s Financial Information...........................................................................................17

15 Customer References............................................................................................................18

16 Form of Contract.....................................................................................................................19

17 Service Provider Terms & Conditions...............................................................................19

18 Security of the premises.......................................................................................................19

19 Future Plans.............................................................................................................................19

20 Preferential Procurement Requirement.............................................................................19

21 Annexures to Document:......................................................................................................25

1.2.3.4.5.6.

6.1.

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6.16.26.36.46.5

1 Invitation to Tender

To appoint a single source supplier of corporate clothing to the PPECB for a 24-month period including golf shirts, jackets, beanies, gloves, caps and formal shirts with the option to renew for further 12 months.

2 PPECB Background

PPECB is a Schedule 3A Public Entity that is constituted and mandated in terms of the PPEC Act, No 9, of 1983 to perform cold chain services. PPECB also delivers inspection and food safety services as mandated by the Department of Agriculture, Forestry and Fisheries under the APS Act, No.119 of 1990.

PPECB’s executive Authority is the Minister of Agriculture, Forestry and Fisheries who appoints the board of directors. The board comprises of representatives from the perishable product industries.

PPECB employs more than 700 people, who deal with more than 200 products and 500 varieties. There are 50 service types, over 30 offices in 11 production regions, at more than 1,500 locations. A large percentage of staff are inspectors and therefore not office bound. In addition to these offices PPECB also has a number of sub offices that operate on a seasonal or ad-hoc basis.

PPECB, mandated by the Department of Agriculture, Forestry and Fisheries, has been delivering end-point inspection services on perishable products destined for export since 1991. Inspectors, stationed across the country; deliver inspection services on 200 product types at more than 1500 locations.

PPECB is responsible for South Africa's cold chain management and ensures that products for export are handled, stored and transported at specific temperatures and optimum conditions.

Please visit PPECB’s website on www.ppecb.com for more information on the PPECB.

3 Timeline for the bid process

The period of validity of tender and the withdrawal of offers, after the closing date and time is 120 days. The project

timeframes of this bid are set out below:

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http://www.ppecb.com/

Activity Due Date

Advertisement of bid on Government e-tender portal and PPECB Website 12 February 2019

Briefing Session 25 February 2019 at 11h00am

Bid closing date 05 March 2019 at 15h00pm

Notice to bidder(s) PPECB will endeavor to inform bidders of the progress until conclusion of the tender.

All dates and times in this bid are South African standard time.

Any time or date in this bid is subject to change at PPECB’s discretion. The establishment of a time or date in this

bid does not create an obligation on the part of PPECB to take any action or create any right in any way for any

bidder to demand that any action be taken on the date established. The bidder accepts that, if PPECB extends the

deadline for bid submission (the Closing Date) for any reason, the requirements of this bid otherwise apply equally

to the extended deadline.

4 Scope of Terms of Reference

Golf Shirts

The provision of golf shirts for this purpose will be limited to the below specifications:

Available in both white and navy

Available in both men’s and ladies cuts

The PPECB logo is to be embroidered on the left breast in contrasting colour (white/navy)

Product Specification:

o 100% polyester moisture management bizcool fabric

o Polyester stretch interlock fabric

o Flat knit rib collar

o Self-fabric neck tape

o Three button placket with contrast piping at placket edge

o Tone-on-tone buttons

o Contrast shoulder panels and piping

o Back and underarm mesh panel inserts

A sample of PPECB’s current golf shirt will be provided to the successful bidder to ensure the colour and style are consistent with the items currently provided to staff.

Golf shirts are to be available within 6 weeks from date of the order being confirmed (PO issued)

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All items are to be manufactured within South Africa (strictly no imported items will be considered). Proof of local production from the DTI will be required with the tender response. Any fabric or materials that are imported will require approval from the DTI. Bidders are to submit proof of approval from the DTI with their proposal.

The bidder is to accommodate all size requirements including those larger than a 4 x Extra Large Golf shirts must all be labelled in the collar with the size of the shirt and whether it is a male or ladies cut. Orders are to be packed by the supplier according to the office that placed the order and delivered to the

relevant office. Each item is to be packed in a transparent plastic bag before being packed for delivery Delivery costs are to be included in the pricing. A sample of the proposed golf shirt in navy (mens and ladies cut) is to be provided by the bidder with the

tender response – the item does not need to be branded.

The style of the golf shirts is to resemble the below:

Jackets

The provision of jackets for this purpose will be limited to the below specifications:

Jackets are to be available in navy

Jackets are to be available in both men’s and ladies cuts

Jackets are to have the PPECB logo embroidered on the left breast in white

Product Specification:

o 280 g/m²/ 100% polyester interlock fabric bonded with 100% polyester mesh

o Adjustable Velcro closure at cuffs

o Wind placket

o Two hand pockets with zips

o Two interior pockets

o Elastic cord with stoppers in back of collar and bottom hem

o Same colour zip puller

o Windproof 3000, moisture vapour proof 800

o Reflective piping on front and back

A sample of PPECB’s current jackets will be provided to the successful bidder to ensure the colour and style are consistent with the items currently provided to staff.

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Jackets are to be available within 6 weeks from date of the order being confirmed (PO issued)


The bidder is to accommodate all size requirements including those above

4 x Extra Large Jackets must all be labelled in the collar with the size of the jacket and whether it is a men’s or ladies cut Orders are to be packed by the supplier according to the office that placed the order and delivered to the

relevant office Each item is to be packed in a transparent plastic bag before being packed for delivery Jackets are to be labelled with the name of the person that ordered it on the plastic bag in which it is packed Delivery costs are to be included in the pricing A sample of the proposed jacket in navy (mens and ladies cut) is to be provided by the bidder with the tender

documents – the item does not need to be brandedThe style of the jackets is to resemble the below:

Peak Caps:

The provision of peak caps for this purpose will be limited to the below specifications:

Caps are to be navy with white piping

Caps are to be a 6 panel peak cap – one size fits all

Caps are to be lined inside with matching navy fabric

Underside of peak to be navy

Caps are to be embroidered with the PPECB logo in the front centre of the cap in white.

Caps are to be available within 30 days of the order being placed.

The fabric is to be heavy brushed cotton/cotton twill or similar in a fade resistant fabric.

Caps are to include a nickel buckle tuck in return.


Orders are to be packed by the supplier according to the office that placed the order and delivered to the relevant office

Delivery costs are to be included in the pricing

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A sample of the proposed cap in navy is to be provided by the bidder with the tender response – the item does not need to be branded

The style of the cap is to resemble the below:

Beanies:

The provision of beanies for this purpose will be limited to the below specifications:

Beanies are to be navy

Beanies are to be embroidered with the PPECB logo in the front centre in white

Beanies are to be available within 30 days of the order being placed

Quotes for both wool and fleece options are to be provided

Fleece beanies are to comply with the below specifications:

o No pill 100% polyester micro fleece


Orders are to be packed by the supplier according to the office that placed the order and delivered to the relevant office.

Delivery costs are to be included in the pricing. A sample of the proposed beanie in navy is to be provided by the bidder with the tender response – the item

does not need to be branded.

The style of the beanie is to resemble the below:

Gloves:

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The provision of gloves for this purpose will be limited to the below specifications:

Gloves are to be navy

Gloves are to be embroidered with the PPECB logo in white on the cuff

Gloves are to be available within 30 days of the order being placed Fabric is to be fleece Gloves are to comply with the below specifications:

o No pill 100% polyester micro fleece All items are to be manufactured within South Africa (strictly no imported items will be considered). Proof of

local production from the DTI will be required with the tender response. Any fabric or materials that are imported will require approval from the DTI. Bidders are to submit proof of approval from the DTI with their proposal.

Gloves are to be available in various size options and the supplier is to cater for all size requests Orders are to be packed by the supplier according to the office that placed the order and delivered to the

relevant office Delivery costs are to be included in the pricing A sample of the proposed gloves in navy is to be provided with the tender documents – the item does not need

to be branded

The style of the gloves is to resemble the below:

Formal Shirts

The provision of formal shirts for this purpose will be limited to the below specifications:

Available in white, navy, light blue – fabric to be available in both solid colours and pattern variants

Available in both mens and ladies cuts

The PPECB logo is to be embroidered on the left breast in contrasting colour (white/navy)

Product Specification – Mens cut:

o Available in short sleeve and long sleeve options

o Raised collar design

o Double layer shoulder yolk

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o Contrast/same colour tape at inner neck and cuff dependant on shirt style and colour

o Button through gauntlet

o Adjustable cuffs

o Front patch pocket

o Constructed button stand

o Back yoke with box pleat

o Shaped hem-line

o To be available in Cotton Rich and Poly Cotton Blend fabric options

Product Specification – Ladies cut:


o Dropped shoulder

o Cut away collar

o Flattering/feminine fit

o Front, back and bust darts

o Tapered side seems

o Curved hem

o Contrast tape at inner neck and cuff



o Double button cuffs

o To be available in Cotton Rich and Poly Cotton shirting fabric options

Formal shirts are to be available within 6 weeks from date of the order being placed


The bidder is to accommodate all size requirements including those larger than a 4 x Extra Large Formal shirts must all be labelled in the collar with the size of the shirt and whether it is a male or female cut Orders are to be packed by the supplier according to the office that placed the order and delivered to the

relevant office. Each item is to be packed in a transparent plastic bag before being packed for delivery Formal shirts are to be labelled with the name of the person that ordered it on the plastic bag in which it is

packed Delivery costs are to be included in the pricing. A sample of the proposed formal shirt is to be provided by the bidder with the tender response – the item does

not need to be branded

The style of the formal shirts is to resemble the below:

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Branding Guidelines:

The PPECB logo featured below is to appear on all corporate clothing items (in either white or navy depending on the colour of the item)

Embroidery fees and all set-up costs are to be included in the price quoted

Prior to the confirmation of all orders, artwork is to be sent to the PPECB for approval

Security:

The bidder is to have adequate security measures in place to safeguard the items prior to delivery to the PPECB

The PPECB must be able to inspect/visit the premises where the items are manufactured as and when they require

Should any damage or theft befall the items while in the care of the bidder and prior to the PPECB taking receipt of the items the bidder is to manufacture replacement items within 6 weeks from the date of the incident

The bidder is to have adequate insurance to cover PPECB’s items while in their possession and prior to delivery to the PPECB

Security and insurance of the items remains the responsibility of the bidder until PPECB has taken receipt of the items

Local Content: 10

All items quoted are to be manufactured in South Africa. No imported items will be considered if there is no approval from DTI. Should the tender proposal include imported items it will lead to immediate disqualification of the bidder

A DTI Local Content Certificate must be submitted by the bidder with the tender response. Any fabric or materials that are imported will require approval from the DTI. Bidders are to submit proof of

approval from the DTI with their proposal. To request approval, you will be required to send the below details to DTI:

1. Tendering authority e.g. PPECB2. Tender number 3. Tender specification & quantity 4. Closing date 5. Company name 6. Company physical address 7. Full name of company representative 8. List of items/components for import authorisation 9. Attach supporting letters for local sub-supplier and manufacturer (this letter should indicate which items are imported)

Samples:

A sample is to be provided of all items listed in the tender request. Failure to provide the requested samples will lead to immediate disqualification

Samples submitted with the tender response do not need to be branded

Subcontracting:

Should any aspect of manufacturing of the above listed products be subcontracted a list of all subcontractors must be provided along with the information below:

o Contact details of subcontractors o A list of items produced by each subcontractor o The B-BBEE certificate of each subcontractor

Final Approval:

Following appointment of the successful bidder and prior to the confirmation of the order, a sample of each item, in each size, is to be submitted by the successful bidder to the PPECB for approval. This is to include a sample of men’s and ladies cuts where applicable. These samples are to include branding.

The PPECB is to approve the sample of each item before the order is processed

Sizes:

The successful bidder is to ensure that the items are correctly labelled with the correct size and mens/ladies cut.

The successful bidder is to ensure that sizes are in line with commonly accepted sizing standards in South Africa

The successful bidder will be required to provide a sample of each item in all size options in order for the PPECB to approve the sizing standards used

Quotation:

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For the purpose of this request, bidders are to provide a quote based on the following as per the pricing schedule provided (Annexure A). A unit price is to be provided for each of the following.

Men’s and ladies golf shirts as per spec in various size options including embroidery, set-up, packaging and delivery

Men’s and ladies jackets as per spec in various size options including embroidery, set-up, packaging and delivery

Caps as per spec including embroidery, set-up, packaging and delivery Beanies as per spec including embroidery, set-up, packaging and delivery Gloves as per spec in various size options including embroidery, set-up, packaging and delivery Men’s and ladies formal shirts as per spec in various size options including embroidery, set-up, packaging and

delivery

5 Delivery

Delivery of items is to be included in the unit price quoted. Items will need to be delivered to the below office points dependant on the office that placed the order:

Regional Office Address

Citrusdal 65 Voortrekker Road, Citrusdal, 7340

Ceres 37 Voortrekker Road,Van Eeden Building, Ceres, 6835

Paarl Zomerlust Estate, Bergrivier Bouleward, Paarl, 7646

Robertson 12 Paul Kruger Street, Robertson, 6705

Grabouw 7 Bosboulaan Avenue, Grabouw, 7160

Nelspruit 5 Emkhe Street, Nelspruit 1200

OR TamboUnit 34 Lonrho Logistic Building, Foreign Airline Cargo OR Tambo International Airport, Kempton Park, 1619

Groblersdal 17 Gemsbok Street Groblersdal 0470

Tzaneen 2 Thiem Street, Tzaneen, 0850

Durban 2 Old Mission, Bluff, Durban, 4052

Port Elizabeth 63 Newton Street, Newton Park, 6055

Montague GardensUnit A5 Arden Grove Park, Corner Racecourse & Omuramba Road, Montague Gardens, 7441

CPT Airport Office Tower Road, Cape Town International Airport, 7525

Head Office 45 Silwerboom Avenue, Plattekloof, Cape Town, 7500

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6 Tender Information and Instructions

The tender submission and assessment process will be conducted in compliance with the Public Finance Management Act of 1999, Supply Chain Regulations and PPECB’s Procurement Policy. PPECB is committed to support and grow Black Economic Empowerment and Small Medium Enterprises in South Africa, emphasis being placed on procurement from historically disadvantaged South Africans.

The following terms shall have the following meanings:

Invitation to Tender: This DocumentContact Office: The Procurement Office

PPECB45 Silwerboom AvenuePlattekloof

Public Entity: Perishable Products Export Control Board (PPECB)Bidder: The person / organisation submitting a tender bid to

the PPECB under this tender.

The PPECB invites Bidders in accordance with the information in this pack to submit a fixed price for providing the required products.

Bidders are required to submit detailed evidence to demonstrate its ability to provide the products and services they will deliver on this tender.

The tender shall be submitted on the Forms of Tender incorporated herein. The form shall be signed by each Bidder and submitted in the manner and by the date and time stated below together with the documents listed duly completed.

The bid will consist of three parts and shall be submitted in two separate sealed envelopes indicating the name of the bidder, tender number and date.

All of the following documents must be submitted as part of the response to this bid request.

Form No Document Description

1. SBD 1 Invitation to Bid2. SBD 2 Tax Clearance Certificate Requirements3. SBD 3.1 Pricing Schedule4. SBD 4 Declaration of Interest5. SBD 6.1 Preference Point Claim form6. SBD 6.2 Local Declaration 7. SBD 7.1 Contract form: Purchase of goods/works8. SBD 8 Declaration of Bidder’s past SCM Practices9. SBD 9 Certificate of Independent Bid Determination10. CSD CSD Registration report printout

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7 Requirements for Tender Submission

The Bidder will submit 2 envelopes as follows

Envelope 1 - The entire technical proposal/specifications (No Pricing in this envelope). Please insert a copy of the tender documents in Ms Word format on a USB stick in envelope 1 as well.

Envelope 2 – All the pricing and SBD documents indicated under Point No. 6 above.

The Standard bidding forms (SBD Forms) must be signed by an authorized person representing the bidder.

The tender and accompanying documents shall be carefully parcelled, sealed and be delivered to the Procurement Office no later than 15h00 on 05 March 2019. Failure to comply with these instructions may result in the tender being considered ineligible.Written tenders will only be accepted in a sealed envelope or parcel which shall bear the word: BID: Corporate Clothing.

No late tender shall be considered. Late tenders will be opened after the Contract has been awarded, for the sole purpose of identifying Bidders.

Tenders will be opened in accordance with the relevant procedures.

8 Bid Evaluation

8.1 Pre-Qualification Criteria

The following is the pre-qualifying criteria that are applicable to this tender, any bidder who does not meet them will be disqualified and shall not be evaluated further:

a) Preferential Procurement - Only suppliers with a B-BBEE status level 1 to 4 may respond to this tender, therefore proposals from bidders with B-BBEE level 5 to 8 will not be considered for this bid.

b) The directors and shareholders of the company and or the company must not be listed as defaulters or/and be listed as restricted on National Treasury database.

c) Locally Manufactured: All items quoted must be manufactured in South Africa. Any imported items will result in immediate disqualification, if not approved by DTI. The Local Content Certificate from the DTI must be submitted with the tender response for all items and fabrics quoted.

d) Sample: A sample which complies with the specifications is to be provided with the tender documents for the golf shirt (1 men’s and 1 ladies sample), jacket (1 men’s and 1 ladies sample), cap, beanie, gloves, formal shirt (1 men’s and 1 ladies sample). A minimum of 1 sample per item is to be submitted. Failure to provide this will result in immediate disqualification. Samples do not need to be branded

8.2 Evaluation Process

Responses will be evaluated using a predetermined set of evaluation criteria. The evaluation criteria is designed to reflect the PPECB’s requirements in terms of identifying a suitable service provider and ensure the selection process is transparent and afford all the bidders a fair opportunity for evaluation and selection.

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During the evaluation process, the PPECB may require a bidder’s representative to answer questions with regard to the proposal and/or require certain bidders to make a formal presentation to the evaluation team.

8.3 B-BBEE

The tender responses will be evaluated on the 80/20 point system. Please provide detailed breakdown of all direct and indirect costs associated with the contract, including all fees if any for the full contract period.

PPECB supports and is committed to the Broad-Based Black Economic Empowerment (“B-BBEE”) objectives as defined in the Broad-Based Black Economic Empowerment Act 53 of 2003 (“the B-BBEE Act”). The B-BBEE status of the Supplier will therefore be used in the evaluation criteria for this RFP. Each Supplier responding to this RFP must also submit the following:

(i) A B-BBEE rating certificate issued by a member of and accredited B-BBBE rating agency.

(ii) A signed and stamped affidavit for the EME and QSE is required.

(iii) Details on ownership by black people, reflected through equity ownership and control.

(iv) Details of the Product and/or Services that the Service Provider intends to procure from Black Empowered Enterprises and/or Black Enterprises in respect of this RFP. These include:

a. Full contact details of such entities and their representatives.

b. Full details about the specific product and/or services to be procured from such entities.

8.4 Quantity and Price

a) Any quantities indicated in this RFP or in the Proposal, whether qualified or not, will be for evaluation purposes only. PPECB does not undertake to purchase any minimum quantity of the Product from the successful Supplier. PPECB will, accordingly, not be bound by any representation regarding quantities to be purchased, unless expressly agreed in writing in an agreement signed by the duly authorised representative of PPECB. For clarity, the quantity of Product that PPECB wants to purchase will be set out in the orders for the supply of the Product submitted in accordance with the draft agreement referred to above, which orders PPECB may, in its sole and absolute discretion, change before the Product requested is delivered to PPECB by the Supplier.

b) PPECB prefers that the Suppliers must give firm prices in their Proposals. For the purposes of this RFP “firm prices” are prices at which the Supplier will supply the Product and/or the Services to PPECB without any adjustment thereto for any reason whatsoever, for the duration of agreement that PPECB may conclude with the Supplier, for the Proposal accepted by PPECB. PPECB will in this regard prefer that prices be firm for a period of at least 12 (twelve) months.

c) The Supplier’s Proposal must set out all pricing assumptions, including the applicable foreign currency exchange rates, applicable indices and the like.

d) Should the Supplier not quote a firm price in the Proposal, the Supplier must provide a suitable and simple escalation formula to determine how their prices will be escalated. In the event that PPECB accepts the Supplier’s Proposal, then the escalation rates or formula shall not be binding on PPECB, and shall be subject to negotiation.

e) Suppliers must submit a price schedule in which they set out the total cost breakdown of the prices they have quoted in their Proposals.

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9 Special Conditions

a) PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the Terms of Reference.

b) The Bidder may not intend to assign, in whole or in part, any of its obligations to perform in terms of the contract to any third party, unless disclosed and prior consent is obtained in writing.

c) A bidder may not intend to cede his right to payment in terms of a contact to a third party without prior written consent.

d) PPECB may reject bid if doesn’t comply with the instruction of submission of the proposal referred to above.

e) A bidder to sign a consent letter for PPECB to perform vetting of the company and its directors as part of the due diligence.

f) PPECB reserves the right to terminate without penalty if the successful Bidder is not able to honour the terms and conditions specified by the tender requirements.

10 Insurance

The successful supplier will be responsible for its work and every part thereof, and for all materials, tools, equipment, and property of any and all descriptions issued in connection with this Request for Proposal.

Upon award of contract and prior to beginning work, the successful bidder must provide proof of insurance. Please provide a sample certificate of insurance that indicates your company’s limitations of liability as part of your RFP response.

11 Addenda

In the event that it becomes necessary to revise any part of this Request for Proposal, addenda will be provided to all Suppliers on E-Tenders and PPECB website.

12 Reservations

a) PPECB’s decision/s regarding the acceptance or non-acceptance of a Proposal shall be final and PPECB is not obliged to furnish any reason for such decision.

b) Proposals shall be considered and evaluated against a pre-determined evaluation value structure determined by PPECB. All Suppliers shall provide all information requested in this RFP in order to facilitate the evaluation process. Suppliers shall strictly adhere to the instructions stated in this RFP. PPECB shall not be bound to divulge such evaluation criteria, but may do so in its sole and absolute discretion.

c) PPECB may, during and after the evaluation of the Proposals and in its sole and absolute discretion, decide to:

To reject all proposals.

Accept one or more Proposals;

Accept a Proposal other than the lowest priced Proposal;

Accept no Proposal;

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Consider or accept any Proposal not conforming with the requirements of this RFP;

Refuse to consider any Proposal not conforming with the requirements of this RFP;

Ask any Supplier to supply further information after the closing date;

Cancel this RFP or any part thereof at any time;

Award the contract pursuant to this RFP or any part thereof to any one or more Suppliers; or Re-issue this RFP at any time after the closing date.

13 Service Provider Business Profile

Service Provider’s Response

Age of Business

State last 3 years revenue, profit and loss

Total Number of current customers.

Number of Customers for these services/product

Number of references available for this services:

In [Country]?Total?

Profile of Customers

Current Number of Employees.

Service Provider principal business.

Detail the commercial nature of any third-party agreements which form part of the proposed solution.

Will you sub-contract any part of the products or services proposed in the solution? If yes, please state which products or services and the nature of the agreements with the third party.

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14 Vendor’s Financial Information

Service Provider Financial Information

The Service Provider to provide current audited financial statements (hard copies) as well as the two prior years’ financial results.

Measurement Year 3 Year 2Year 1

(Latest full FY)

ROEProfit after Tax

Owner’s equity

Return on assets

Profit before interest & Tax

Total assets

Assets Turnover

Sales

Total Assets

Net MarginProfit before interest & Tax

Sales

Gross MarginGross Profit

Sales

15 Customer References

Please supply the following information regarding your customer base

Provide references of four references sites (of the proposed products only) of a similar size and/or national network to PPECB.

Three contactable references

Please provide the following details for each Customer Reference Site:

Reference Site Service Provider’s Response

Company Name

Contact name

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Contact Phone

Nature of Business

Specify the capacity of the services provided

Value of Contract

Length of Contract and dates

Comments

16 Form of Contract

The PPECB and the successful Bidder will enter into a written contract and/or Service Level Agreement in respect of the products and services detailed in this Invitation to Tender.

The form of contract and/or Service Level Agreement will be as agreed between the PPECB and the successful Bidder.

17 Service Provider Terms & Conditions

Service Provider’s Response

Please include copies of your standard terms and conditions

Please identify non-standard terms and conditions that are being offered to PPECB

18 Security of the premisesThe bidder to outline the security measures in place to ensure safety of PPECB items onsite.

19 Future Plans

Please advise your product/service roadmap for the next 3 years. Briefly discuss any recent events or on-going plans that will be advantageous to PPECB.

[Your text here]

20 Preferential Procurement Requirement

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The following preference point systems are applicable to all bids whereby preference points shall be awarded for Price and B-BBEE Status Level of Contribution.

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included).

Preference points for this bid shall be awarded for:

Price; and B-BBEE Status Level of Contribution.

20.1 Points awarded for price

A cost estimate for the contract period of the year based on the provided estimated quantities, which must include related assumptions and details make up.

(i) Cost must be quoted as per each label (per thousands)(ii) The total quotation must be inclusive of VAT(iii) The prices quoted must be delivered to all PPECB offices, and no additional charges will be

acceptable.

NOTE: No variation, to the accepted, quote will be allowed unless the supplier has obtained prior written approval from PPECB.

20.2 Points awarded for B-BBEE status level of contribution

In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table as set out in the Preference Points Claim Form.

20.3 Technical Evaluation

A technical evaluation will be conducted in order to determine the preferred supplier. The evaluation will be based on the below criteria:

Lead Time: The lead time for delivery from the date of order confirmation (PO issued) is to be

included in the proposal. Orders are not to take longer than 6 weeks from date of order confirmation

for golf shirts, jackets and formal shirts and 30 days for beanies, caps and gloves.

Payment Terms: Payment terms are to be clearly stated. Should the bidder require a deposit the

percentage of the deposit is to be clearly stated in their response. Deposits will only be permissible if

the bidder agrees to sign a surety to the value of the deposit.

References: The bidder is to provide 3 contactable references (not older than 3 years) where

corporate clothing has been supplied to organisations. The references are to be dated.

Experience: Bidders are to clearly state their length of experience in the provision of corporate

clothing

Fabric/Colour: The fabric and colour of the items quoted is to be as per the specification.

Design/Finishing: The items quoted are to be designed and finished as per the specification.

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Mens/ladies Cut: Golf shirts, jackets and formal shirts quoted must be available in a men’s and ladies

cut.

Sizes: The bidder must accommodate all sizes requested including sizes larger than a 4 x Extra

Large on applicable products

Labelling: Items are to be labelled as per the specification.

Quality of samples: The stitching, fabric, design and creation of the samples provided are to be

durable and of a high quality. The samples are to be as per the specification. Packaging/Delivery: Packaging and delivery to PPECB’s offices is to be included in the pricing.

Insurance and Security: The bidder is to have adequate security measures in place to safeguard the

items prior to the PPECB taking receipt of the items. A description of security measures in place is to

be submitted with the tender. The bidder is to have adequate insurance to cover PPECB’s items while

in their possession and prior to delivery to the PPECB. Evidence of insurance cover is to be provided

with the tender response.

Promotion of the local manufacturing industry: The PPECB is cognizant of the threat to the local

manufacturing industry and as such seeks to appoint a supplier who actively works towards the

sustainability of local industry. Bidders are to detail any initiatives they have in place to support the

local industry and safeguards to mitigate the threat to local manufacturing. Furthermore, the bidder is

to outline which measures they have in place to continue to provide the PPECB with locally produced

items should any of the bidder’s subcontractors, suppliers or manufacturers, for any reason,

discontinue local production.

20.4 Objective Criteria

(i) The PPECB reserve the right not to consider proposals from bidders who are currently in litigation with the PPECB.

(ii) The PPECB further reserve the right not to award this tender to any bidder based on the proven poor record of accomplishment of the bidder in previous projects within the PPECB and the referee submitted by the bidder.

20.5 Technical Criteria – Desktop

Bidders will be scored according to the responsiveness of the proposal to the submission requirements set forth in the RFP

Peremptory RequirementsLocally Manufactured: All items quoted must be manufactured in South Africa. Bidders are to clearly state whether all items are made in South Africa. Should the items in the tender response not be locally manufactured or should the Local Content Certificate from DTI not be provided, the bidder will be disqualified.

DTI approval for imported materials and fabric: Any fabric or materials that are imported will require approval from the DTI. Bidders are to submit proof of approval from the DTI with their proposal. Should this approval not be received from DTI or should this document not be included with the proposal the bidder will be disqualified.

21

Sample: A sample which complies with the specification is to be provided with the tender documents for the golf shirt, jacket, formal shirts, cap, beanie and gloves. A sample of both the men’s and ladies cuts are to be provided where applicable. These items do not need to be branded. Should a sample of each item not be provided the bidder will be disqualified.

Minimum Points

Maximum Points

1. Lead Time: The lead time for delivery from the date of approval is to be stated. Orders are not to take longer than 6 weeks from confirmation of order for golf shirts, jackets and formal shirts and 30 days for beanies, caps and gloves.

30 30

2. Payment Terms: Payment terms are to be clearly stated.

o 30 days from invoice following delivery = 30 pointso A deposit of 50% or less required = 20 points

0 30

3. References: The bidder is to provide 3 contactable references (not older than 3 years) where corporate clothing has been supplied to organisations.

o 3 references = 30 pointso 2 references = 20 pointso 1 references = 10 points

20 30

4. Experience: Bidders are to state their length of experience.

o 5 years and over = 30 pointso 2 - 5 years = 20 pointso 1 - 2 years = 10 points

10 30

5. Fabric/Colour: The bidder is to state the specification of the fabric for each item quoted. Fabric and colour is to comply with the below specifications:

Golf shirt (Navy and white options) – 10 points:o 100% polyester moisture management bizcool fabric

o Polyester stretch interlock fabric

Jacket (Navy) – 10 points:o 280 g/m2 / 100% polyester interlock fabric bonded

with 100% polyester mesh

Cap (Navy) – 10 points:o Heavy brushed cotton/cotton twill or similar in a fade

resistant fabric.

Beanie (Navy) – 10 points:

o Wool and fleece options to be provided

o Fleece option: No pill 100% polyester micro fleece

Gloves(Navy) – 10 points:o No pill 100% polyester micro fleece

50 60

22

Formal Shirts (Navy/White/Light Blue/Pattern) – 10 points:o Poly Cotton or cotton rich shirt fabric

6. Design/Finishing: The design and finishing of the items quoted are to comply with the specification below. The bidder is to state the design and finishing specifications of each item quoted in the tender response.

Golf Shirts – 10 points:o Flat knit rib collar

o Self-fabric neck tape

o Three button placket with contrast piping at placket edge

o Tone-on-tone buttons

o Contrast shoulder panels and piping

o Back and underarm mesh panel inserts

Jackets – 10 points:o Adjustable Velcro closure at cuffs

o Wind placket

o Two hand pockets with zips

o Two interior pockets

o Elastic cord with stoppers in back of collar and bottom hem

o US basic zip puller

o Windproof 3000, moisture vapour proof 800

o Reflective piping on front and back

Cap – 10 points:

o Caps are to be navy with white piping.

o Caps are to be a 6-panel peak cap – one size fits all.

o Caps are to include a nickel buckle tuck in return.

Formal Shirt – Mens – 10 points:


o Raised collar design

o Double layer shoulder yolk

o Contrast tape at inner neck and cuff


o Adjustable cuffs

o Front patch pocket


o Back yoke with box pleat

o Shaped hem-line

o To be available in Cotton Rich and Poly Cotton Blend fabric options

Formal Shirt – Women’s – 10 points:

40 50

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o Dropped shoulder

o Cut away collar

o Flattering/feminine fit

o Front, back and bust darts

o Tapered side seems

o Curved hem

o Contrast/same colour tape at inner neck and cuff



o Double button cuffs

o To be available in Cotton Rich and Poly Cotton shirting fabric options

7. Mens/ Ladies Cut: Golf shirts, jackets and formal shirts quoted must be available in a men’s and ladies cut. This must be clearly stated in the proposal.

30 30

8. Sizes: The bidder must state whether all sizes requested can be accommodated including sizes larger than 4 x Extra Large on applicable items

20 20

9. Labelling:Items quoted are to be labelled as per the specification. Bidders are to state in the tender response how each item will be labelled.

Golf shirts – 10 points:o Golf shirts must all be labelled in the collar with the size of the

shirt and whether it is a mens or ladies cut.Jackets – 10 points:

o Jackets must all be labelled in the collar with the size of the jacket and whether it is a mens or ladies cut.

o Jackets are to be labelled with the name of the person that ordered it on the plastic bag in which it is packed.

Formal shirts – 10 points:o Formal shirts must all be labelled in the collar with the size of

the formal shirts and whether it is a mens or ladies cut.o Formal shirts are to be labelled with the name of the person

that ordered it on the plastic bag in which it is packed.

0 30

10. Quality of samples: The stitching, fabric, embroidery, creation and finishing of the sample items are to be durable and of a high quality. The samples are as per the specification.

50 60

11. Packaging/Delivery: Packaging and delivery arrangements and costs are to be clearly stated in the proposal. Packaging of all items is to be as per the below specification.

Golf Shirt – 10 points:

0 40

24

o Orders are to be packed by the supplier according to the office that placed the order and delivered to the relevant office.

o Each item is to be packed in a transparent plastic bag before being boxed.

o Delivery costs to all PPECB offices are to be included in the pricing.

Jacket – 10 points:o Orders are to be packed by the supplier according to the office

that placed the order and delivered to the relevant officeo Each item is to be packed in a transparent plastic bag before

being boxed. o Jackets are to be labelled with the name of the person that

ordered it on the plastic bag in which it is packed o Delivery costs to all PPECB offices are to be included in the

pricing.

Caps, Beanies, Gloves – 10 points:o Delivery costs to all PPECB offices are to be included in the

pricing.

Formal Shirt – 10 points:o Orders are to be packed by the supplier according to the office

that placed the order and delivered to the relevant officeo Each item is to be packed in a transparent plastic bag before

being boxedo Formal shirts are to be labelled with the name of the person

that ordered it on the plastic bag in which it is packed o Delivery costs to all PPECB offices are to be included in the

pricing 12. Insurance and Security

The bidder is to have adequate security measures in place to safeguard the items prior to the PPECB taking receipt of the items. A description of security measures in place is to be submitted with the tender. The bidder is to have adequate insurance to cover PPECB’s items while in their possession and prior to the PPECB taking receipt of the items. Evidence of insurance cover is to be provided with the tender response.

Description of security measures – 10 points Evidence of insurance – 10 points

20 20

13. Promotion of the local manufacturing industry: The PPECB is cognizant of the threat to the local manufacturing industry and as such seeks to appoint a supplier who actively works towards the sustainability of local industry. Bidders are to detail any initiatives they have in place to support the local industry and safeguards to mitigate the threat to local manufacturing. Furthermore, the bidder is to outline which measures they have in place to continue to provide the PPECB with locally produced items should any of the bidder’s subcontractors, suppliers or manufacturers, for any reason, discontinue local production

30 30

25

460

The minimum threshold for the technical evaluation is 420 points and any bid that doesn’t obtain the threshold will be disqualified. Likewise, should the bidder not meet the minimum requirements for numbers 1, 3, 4 5, 6, 7, 8, 10, 12 and 13 or the pre-qualification criteria they will be disqualified.

VERY IMPORTANT: Technical documents must be arranged in sequence of the above criteria in a pack with clearly marked reference pages and sections.

21 Annexures to Document:

Annexure “A” : Pricing Template

Annexure ‘”B” : Due Diligence Consent

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Annexure A – Pricing Template

Product Code Label DescriptionEstimated Annual Quantities

Material Cost

Embroidery/Branding Cost

Production Cost Overhead Cost

Transport Cost

Profit Margin

Delivered Unit Price

PPECB-PCT001 Mens Jackets (XS-L) 350

PPECB-PCT002 Mens Jackets (XL- 4XL) 130

PPECB-PCT003 Ladies Jackets (XS-L) 220

PPECB-PCT004 Ladies Jackets (XL-4XL) 60

PPECB-PCT005 Mens Golf Shirts (XS-L) 450

PPECB-PCT006 Mens Golf Shirts (XL-8XL) 160

PPECB-PCT007 Ladies Golf Shirts (XS-L) 450

PPECB-PCT008 Ladies Golf Shirts (XL-8XL) 80

PPECB-PCT009 Caps 500

PPECB-PCT010 Gloves 300

PPECB-PCT011 Formal Shirts 200

The supplier must clearly indicate imported items with a Rand/Dollar exchange rate applied per item including country of origin.

27

Annexure B – Due Diligence Consent Letter

(TO BE PROVIDED ON VENDOR’S LETTERHEAD)

Thabile LangaPerishable Products Export Control Board45 Silwerboom AvenuePlattekloof7500

Dear Thabile

Having examined the RFP we offer to supply the goods and services in accordance with the provisions of the RFP as submitted by [supplier name] on [date].

We confirm that our Tender is made in good faith and that we have not communicated with any other party other than PPECB on the details of the tender including the pricing which we confirm has not been agreed by prior arrangement with any third party who is not a supplier or subcontractor to ourselves.

As requested our Tender shall remain valid for acceptance by PPECB for 120 days from the date of our Tender submission. We also grant PPECB permission to conduct the necessary due diligence exercise including vetting of the company and its directors.

Yours sincerely

Signed for and on behalf of [Vendor’s company name]

Signature..........................................................

Print name........................................................

Position............................................................

Date..................................................................

28

Documents

I - ppecb.com · Web viewTo appoint a single source supplier of corporate clothing to the PPECB for a 24-month period including golf shirts, jackets, beanies, gloves, caps and formal