2018-09-30
REQUEST FOR QUOTATIONYou are hereby invited to submit quotations to South African Post Office, Limited for the Supply and Delivery of goods/Services as outlined in Annexure “A” [Price Schedule] of this Request for Quotation.
SECTION 1 [to be completed by Bidder]
SAPO Vendor No: / National Treasury Vendor No:
Bidder [Company] Name:
Bidder Contact Person:
Bidder Contact Details: / Telephone Number:
Fax Number:
Cell-phone Number:
E-mail Address:
SECTION 2 [to be completed by Supply Chain Management]
Request for Quotation No: / L 1806 -C
Issue date: / 25/05/2018
Compulsory Site Visit: / N/A
Closing Date & Time: / 05/06/2018
Validity Period: / 90 DAYS [from date of RFQ closure]
Delivery Address: / SCM -6th floor, Annex Building, Bloemfontein,9300
Submission of Tender Doc’s: / Address mentioned above, hand deliver or Fax to e-mail
Enquiries: / Purchase Specialist
Name: / Lawrence Isaacs
Contact numbers: / Office: / 051-402 4105
Fax No: / 0866879336
E-mail Address: /
STAGE 1 – Functionality [if applicable]
This invitation to submit a quotation will be functionality bases on these criteria;
CRITERIA / SUB-CRITERIA / % WEIGHT / SCORE / WEIGHTEDSCORE
Number of years in industry / >5 years experience / 40/100
or
0.04
>3-4 year experience
<3 years experience
References / >3 clients / 40/100
or
0.04
2 clients
1 client
Certification / Valid Tax Clearance Certificate / 20/100
or 0.20
Valid BEE Certificate
Rating scale: / 5=Excellent, 3=Good, 1=Average
Maximum score available / = / 15 points
Maximum weighted score / = / 100
The minimum qualifying score is / = / 70%
STAGE 2 – Price and B-BEE Evaluation
The RFQ will be evaluated on the 80/20 preference point system.
The following formula must be used to calculate the points for price in respect of tenders/Procurement with a Rand value equal to/above R30000.00 [Inc. VAT] and up to a Rand value of R500000.00 [Inc. VAT]
Formula: PS = 80 / { / 1 - / PT - P min / }
P min
Where
[1] / PS / -Point scored for price of tender under consideration.
PT / -Rand value of offer tender under consideration.
Pmin / -Rand value of lowest acceptable tender.
[2] / A maximum of 20 points may be awarded to a tender for being a HDI and/subcontracting with a HDI an/Achieving any if the specified goals stipulated in regulation 17.
[3] / The points scored by a tenderer in respect of the goals contemplated in sub-regulation [2] must be added to the points scored for price.
[4] / Only the tender with the highest number of points scored may be selected.
Points must be awarded to a bidder for attaining the B-BBEE status of contributor in accordance with the table below.
B-BBEE
[status level of contributor] / Number of Points
1 / 20
2 / 18
3 / 16
4 / 12
5 / 8
6 / 6
7 / 4
8 / 2
Non-compliant contributor / 0
Please supply the following documents:
- Valid Certified SARS Tax Clearance Certificate
- Valid Certified BEE Certificate
1. PRE-QUALIFICATION CRITERIA
This project is a perfect opportunity for the South African Post Office to advance certain designated groups. Only the below designated group are allowed to bid.
1.1An EME or QSE (The Green CSD Report must be printed as proof)
2.GATE KEEPER CRITERIA
Bidders must submit the following mandatory documents and failure to comply with the gate-keeping criteria will result in the disqualification of the bid.
2.1The bidder must submit a letter (on their company letterhead) confirming that they will be able to supply and meet SAPO’s required specification, quality, quantities and lead times (Two weeks upon receiving of an order) as per specification.
2.2Bidders must complete aPricing Schedulein full and in the format provided by SAPO in this bid document.
3.BID CONDITONS
Bidders must submit the following documents;
Tax Compliance requirements:
3.1 Bidders must ensure compliance with their tax obligations.
3.2Bidders are required to submit a valid or original certified Tax Clearance Certificate of the bidding company which must be valid at the time of bidding and for the duration of the contract, or the bidding company may submit their unique personal identification number (pin) issued by SARS to enable the procuring entity to view the taxpayer’s profile and tax status.
3.3Application for tax compliance status (TCS) or pin may also be made via e-filing in order to use this provision, taxpayers will need to register with SARS as e-filers through the website
- BBBEE Compliance requirements
4.1Bidders must submit a valid or original certified BBBEE Certificate of the bidding company which must be valid at the time of bidding and shall maintain for the duration of the contract, or sworn affidavit for BBBEE must be submitted to the procuring entity.
4.2In bids where consortia / joint ventures are involved, these parties will qualify for point for their BBBEE status level as an unincorporated entity provided that the entity submits their consolidated BBBEE Scorecard as if they were a group structure and that such a consolidated BBBEE scorecard is prepared for every separate bid.
4.3Bidders must be registered on the National Treasury Central Supplier Database. If the bidders are not registered the bidder can register online at the following website to upload mandatory information as required. Bidders must provide proof of registration, by means of submitting a printed copy of their CSD Registration Summary Report.
4.4Bidders are allowed to form partnerships or joint ventures. In bids where consortia / partnerships/joint ventures / sub-contractors are involved, each party must submit a separate proof of TCS/ PIN / CSD number.
5.EVALUATION CRITERIA:
The evaluation of the bidders will be done as follows:
6.1Gatekeeper
6.2Price = 80
6.3BBBEE = 20
TERMS AND CONDITIONSTERMS AND CONDITIONS OF REQUEST FOR QUOTATION [RFQ]
1. / SAPO’S standard conditions of purchase shall apply.
2. / Late and incomplete submissions may not be accepted.
3. / No tender may be awarded to any person or supplier, whose tax matters have not been declared by the South African Revenue Services, to be in order.
3.1. / Certified copies of the Tax Clearance Certificate may be accepted.
4. / No services must be rendered or goods delivered before an Official Purchase Order form has been issued and received by the Bidder.
5. / Bidders are required to complete Annexure A [Price Schedule]
6. / Unless otherwise amended in writing, in accordance with the Agreement the quote price shall be stated in South African Rands and it is valid for a period of NINETY [90] days from the closing date of the RFQ. No request for adjustments will be accepted during validity period.
7. / Payment will be made on an original Tax Invoice in accordance with Section 20 of the Value Added Tax, Act 89 of 1991 an appropriate proof of delivery documentation.
8. / The warranty or maintenance of products/goods/services shall be for a period of TWELVE [12] months, indicate your warranty period on Annexure A [Price Schedule] page.
9. / No tender must be regarded as an acceptable tender if it fails to achieve the minimum qualifying score [70%] for functionality in the RFQ invitation.
10. / The RFQ must be awarded to the bidder who scored the highest total number of points.
11. / The South African Post Office Limited has the right NOT to award this RFQ with reasons provided.
12. / The South African Post Office Limited has the right to cancel this RFQ without reasons provided.
BIDDER ACKNOWLEDGEMENT FORM
In Re: RFQ NO:
Short description:
DECLARATION
I, the undersigned [name] ______certify that I have read and understand the conditions of this Request for Quotation.
SIGNATURE / :
NAME OF DELEGATED SIGNATORY / :
[PRINT IN FULL] / In his/her capacity of
DESIGNATION OF SIGNATORY / :
[PRINT IN FULL] / Who warrants his/her authority to sign on behalf of
NAME OF BIDDER [COMPANY] / :
DATE / :
BIDDER’S DECLARATION OF INTEREST
RFQ NO:
1. / Any legal person or persons having a kinship with persons employed by the South African Post Office Limited may make an offer or offers in terms of this invitation to bid. In view of the possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to a South African Post Office employee, it is required that the Bidder or his/her authorized Representative declare his/her position in relation to the evaluation/adjudication authority declaring his/her interest where –
-The legal person on whose behalf the bidding document is signed, has a relationship with person/ a person who are/is involved in the evaluation/adjudication of the bid[s], or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.
2. / In order to give effect to the above, the following questionnaire must be completed and submitted with the bid:
QUESTIONS / ANSWER:
YES/NO / IF, YES, STATE PARTICULARS
2.1 / Are you or any person connected with the Bidder, employed by the South African Post Office?
2.2 / Do you or any person connected with this Bidder, have any relationship [family, friends, other] with a person employed by the South African Post Office and who may be involved with the evaluation and/or adjudication of this bid?
2.3 / Are you or any person connected with the Bidder, aware of any relationship [family, friends, other] with a person who may be involved with the evaluation and/or adjudication of this bid?
2.4 / Were you or any person in your company involved or assisted SAPO employees in the development and/or drafting of the specification for this bid?
INITIALS AND SURNAME / IDENTITY NUMBER [ID]
2.5 / Shareholders of this Company
2.6 / Directors
2.7 / Trustees
2.8 / Director/Trustee must declare as follows:
INITIALS AND SURNAME / IDENTITY NUMBER [ID] / EMPLOYEE NUMBER
3. / Non-disclosures shall constitute a serious offence and shall entitle the South African Post Office to take the necessary legal action, which may include applying for an interdict and/or claiming for damages, to enforce this Agreement.
4. / The Bidder acknowledge that the stipulation of this Agreement is fair and that all costs incurred by the South African Post Office to enforce this contract or to curb any breach or to claim damages resulting for a breach by the Bidder shall be payable by the Bidder should he/she be proven guilty.
DECLARATION
I, the undersigned [FULL NAMES]______
Certify that the information furnished in paragraph 2.1 to 2.8 above is correct. I accept that, in addition to cancellation contract, action may be taken against me should this declaration prove to be false.
SIGNATURE / :
NAME OF DELEGATED SIGNATORY / :
[PRINT IN FULL] / In his/her capacity of
DESIGNATION OF SIGNATORY / :
[PRINT IN FULL] / Who warrants his/her authority to sign on behalf of
NAME OF BIDDER [COMPANY] / :
DATE / :
DECLARATION OF BIDDERS PAST SUPPLY CHAIN PRACTICES
RFQ NO:
1. / The bid of any Bidder may be disregarded if the Bidder or any of its Directors have – abused the institution’s Supply Management System; committed fraud or any other improper conduct in relation to such system; or failed to perform on any previous contract.
2. / In order to give effect to the above, the following questionnaire must be completed and submitted with the Bid:
QUESTIONS / ANSWER:
YES/NO / IF, YES, STATE PARTICULARS
2.1 / Is the Bidder or any of its Directors listed on the National Treasury’s database as companies or persons prohibited from doing business with the Public Sector?
[Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the Audi alterampartemrule was applied.]
2.2 / Is the Bidder or any of its Directors listed on the Register for Tender Defaulters in terms of Section 29 of the Prevention and Combating of Corrupt Activities Act [No 12 of 2004]?
[To access this register enter the National Treasury’s website: click on the icon “Register for Tender Defaulters”]
2.3 / Was the Bidder or any of its Directors convicted by a Court of Law [including Court outside of the Republic of South Africa] for fraud of correction during the past five [5] years?
2.4 / Was any contract between the Bidder and any organ of the State terminated during the past five years on account of failure to perform on or comply with the contract?
3. / Non-disclosure shall constitute a serious offence and shall entitle the South African Post Office to take the necessary legal action, which may include applying for an interdict and/or claiming for damages, to enforce this Agreement.
4 / The Bidder acknowledge that the stipulations of this Agreement is fair and that all costs incurred by the South African Post Office to enforce this contract or to curb any breach or to claim damages resulting from a breach by the Bidder shall be payable by the Bidder should he/she be proven guilty.
DECLARATION
I, the undersigned [FULL NAMES]______
Certify that the information furnished in paragraph 2.1 to 2.4 above is correct. I accept that, in addition to cancellation contract, action may be taken against me should this declaration prove to be false.
SIGNATURE / :
NAME OF DELEGATED SIGNATORY / :
[PRINT IN FULL] / In his/her capacity of
DESIGNATION OF SIGNATORY / :
[PRINT IN FULL] / Who warrants his/her authority to sign on behalf of
NAME OF BIDDER [COMPANY] / :
DATE / :
ANNEXURE A – PRICE SCHEDLE
REQUEST FOR QUOTATION [RFQ] NO / :
NAME OF BIDDER [COMPANY] / :
CLOSING DATE / :
ITEM
NO / DESCRIPTION / UNIT OF
MEASURE / QTY / UNIT
PRICE / TOTAL PRICE
[EXCL. VAT]
1 / See attach BOQ / Each
2 / Each
3 / Each
4 / Each
5 / Each
6 / Each
7 / Each
8 / Each
9 / Each
10 / Each
Sub Total
VAT 15%
Total [Inc. VAT]
Standard 12 month warrantee will apply
If not. Please state period ______.
The Bidder provides the South African Post Office with an unconditional discount of ______%.
DECLARATION
I, the undersigned [FULL NAMES]______
Certify that the supplied the required information and declared that the information submitted as part of this RFQ is true and correct.
SIGNATURE / :
NAME OF DELEGATED SIGNATORY / :
[PRINT IN FULL] / In his/her capacity of
DESIGNATION OF SIGNATORY / :
[PRINT IN FULL] / Who warrants his/her authority to sign on behalf of
NAME OF BIDDER [COMPANY] / :
DATE / :
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