Cnr Hilda & Arcadia Street
Hatfield Gardens
Hatfield | Pretoria
(T) +27 12 432 1300
(F) +2712 432 1404 /
REQUEST FOR PROPOSAL FOR APPOINTMENT OF A SUITABLE SERVICE PROVIDER FOR THE COLLECTION OF SHE BINS, PEST CONTROL AND CAPET CLEANING FOR EASTERN CAPE OFFICE IN EAST LONDON.

1. Assignment: / REQUEST FOR PROPOSAL FOR APPOINTMENT OF A SUITABLE SERVICE PROVIDER FOR THE COLLECTION OF SHE BINS, PEST CONTROL AND CARPET CLEANING FOR EASTERN CAPE OFFICE IN EAST LONDON
2. Name of the responsible office: / Facilities
3.Telephone: / 012 432 1302
4.Email: /
5. Attention: / Mr Njabulo Mavuma
6. Description of Service: / REQUEST FOR PROPOSAL FOR APPOINTMENT OF A SUITABLE SERVICE PROVIDER FOR THE COLLECTION OF SHE BINS, PEST CONTROL AND CAPET CLEANING FOR EASTERN CAPE OFFICE IN EAST LONDON
7. Bid Number: / RFP NLC/EC - 5763
8. Proposal Submission:
9. Briefing or Information Session / N/A
10. Closing Date: / 19 September 2017
11. Closing Time: / 11H00 am
  1. BACKGROUND AND DISCUSSION

The national lotteries commission seeks to appoint a qualified service provider to take care of the following specialised duties in the NLC office in East

London:

1.1.Fumigation/ Pest Control floor area 600m2 ;

1.2.Carpet Deep Cleaning floor area 250m2

1.3.Collection of SHE Bins

2. TECHNICAL SPECIFICATION FOR HYGIENE/SANITARY AND OTHER CONSUMABLES AND SERVICES

  1. FUMIGATION
  • Fumigation of the building once every year

2.2.CARPET DEEP CLEANNING

  • Annually

2.3. SHE BINS CLEANING

  • Weekly collection, cleaning and disposal of SHE Bins

2.4.EVALUATION METHODOLOGY

2.4.1.Cost

There should be a detailed outline of the breakdown in which the costs will be allocated together. Costs must be VAT inclusive and quoted in South African Rands.

2.4.2.Company Experience

Service provider must demonstrate capability to deliver service, at least one year’s experience is required and a proof that they have performed similar services, accompanied by correspondence from references providing that such projects, were executed as well as their contactable references.

Failure to submit the reference letter for previously rendered services will lead to disqualification of the proposal

2.4.3.Project Plan/Methodology

•Weekly and monthly schedule

• Project plan with final outputs and identified timeframes.

  1. EXPECTED OUTCOMES AND DELIVERABLES
  1. All materials and equipment should be provided by the service provider. NLC reserves the right to approve cleaning materials, pesticides and chemicals prior to the use thereof.
  2. Pest control and SHE Bins services will be rendered during working hours from Monday to Friday excluding weekends and public holidays unless where otherwise specified from 07:30 am – 16:30pm.
  3. Fumigation and Carpet deep cleaning of the building will be done over weekends and must be executed under full supervision.
  4. The successful service provider shall not be entitled to store or leave goods or articles on the floors and offices, for example in the entrance hall, corridors, hallways or the steps other than in the lock up facility.
  5. The service provider and staff may use the facilities on the property e.g. toilets, rest rooms, electrical plugs, lighting and water for the purpose of this contract subject to the rules and policy of NLC and land lord as applicable.
  6. NLC would not be held responsible in any way for the damages, losses, theft of equipment or any valuables of the contractor or injury of his/her while on site or in the execution of their duties. The service provider will be held responsible for damages of items caused by them at NLC’ offices.
  7. The contract would be entered into subject to the signing of the Service Level Agreement by both parties.
  8. DUTIES
  • Empty the SHE bins weekly
  • Treating of rodents (rats, mice and crawling insects) as and when required. The pesticides must be odourless and SABS approved and not harmful to humans.
  • Pest control
  • Deep cleaning of carpets
  • Fumigation
  1. DURATION OF THE PROJECT

The duration of the project is 24 months after the signing of a contract.

  1. QUALITY CONTROL
  • The NLC will have the right to conduct inspection at the supplier’s premises for quality and adherence to specification before delivery is made.
  • The supplier must undertake and warrant that all goods shall, at the time of delivery, be according to specification, in good condition, order and ready for use.
  • The supplier has the primary responsibility to ensure that quantity and quality are in accordance with the specification.
  1. PAYMENT
  • No payment will be made by the NLC before a service has been rendered.
  • No payment will be made without an original invoice or certified copy.
  • No payment will be processed before a full delivery is completed and accepted.
  • Payment will be made within 30 days of receipt of the original or certified invoice from the supplier, provided that the NLC is satisfied with the quality and standard of the supplier’s performance.
  1. EVALUATION CRITERIA

The NLC will evaluate all proposals in terms of the Preferential Procurement Policy Framework Act. No. 5 of 2000 (PPPFA). A 3 phase evaluation criteria will be considered in evaluating the bid, being:

Phase 1: Administrative (Mandatory) Requirements

  • Original Valid Tax Clearance Certificate
  • Original signed standard bid documents
  • CSD Registration Report

Phase 2: Only Suppliers who complied under Technical Specification (paragraph 2) will be considered for further evaluation

EVALUATION CRITERIA / SUB-WEIGHT / WEIGHT
1. Equity Ownership
100% Black Owned / 20% / 20%
50% + 1 Black Owned
NB: Exercisable voting rights / 10%
Completely Non-Black Owned / 5%
NB: A shareholder certificate should be attached for verification
3. Company Experience
Service provider must demonstrate capability to deliver service, at least one year’s experience is required and a proof that they have performed similar services, accompanied by correspondence from references providing that such projects, were executed as well as their contactable references / 40%
4. Project Plan / Methodology
Clear Project plan with Daily, Weekly and monthly schedule
Project plan with final outputs and identified timeframes. / 40%
TOTAL / 100%

Phase 3: The 80/20 Principle based on Price andBBBEE status level contributor.

Points will be awarded to a bidder for attaining the B-BBEE status level of contributor in accordance with the table below:

B-BBEE Status Level of Contributor / Number of points (80/20 system)
1 / 20
2 / 18
3 / 14
4 / 12
5 / 8
6 / 6
7 / 4
8 / 2
Non-compliant contributor / 0

Conditions:

  • Only Supplier who complied under Technical Specification will be considered for further evaluation
  • Suppliers are requested to visit the office if they need a clear understanding of the premises.
  • Suppliers are requested to provide a clear agreement regarding joint venture/consortia. The percentage involvement of each company in the joint venture agreement should be indicated on the agreement. A trust, consortium or joint venture must submit a consolidated B-BBEE Status Level Verification Certificate for every separate bid.
  • Suppliers are required to submit original and valid B-BBEE Status Level Verification Certificates or certified copies thereof together with their bids, to substantiate their B-BBEE rating claims.
  • Fraudulent practices shall result in immediate disqualification
  1. VALIDITY PERIOD

The validity period of the quotation requested must be 60 days.

  1. COSTING

Costing of quotation must be VAT inclusive and quoted in South African Rand.

  1. LATE QUOTATION

Quotations received late shall not be considered. A quote will be considered late if it arrived one second after 11:00am or any time thereafter.

  1. CLARIFICATION / ENQUIRIES

Telephonic request for clarification will not be considered. Any clarification required by a prospective service provider regarding the meaning or interpretation of the Specification or any other aspects concerning the request is to be requested in writing (letter or e-mail) from the following contact persons.

13.1 Request Enquiries:

Name and Surname: Njabulo Mavuma

E-mail:

Tell: 012 432 1302

13.2Technical Enquiries

Name and Surname: Simon Fete

E-mail:

Tell: 012 432 1515

Enquiries received will be responded to within two (2) working days of receiving the enquiry