Reg. No. 1991/005477/06
RFQ
MINOR BUILDING MAINTENANCE
Advert /Publish Date / 23/06/2016Availability of Documents / N/A
Closing Date / 04/07/2016
Closing Time / 12h00 AM
BIDDER’S FULL LEGAL NAME
Please indicate whether this is the original or a copy by ticking the applicable block.
ORIGINAL / COPY NUMBER
ACRONYMS
SAPO / South African Post Office Limited
BBBEE / Broad Based Black Economic Empowerment
BEE / Black Economic Empowerment
JV / Joint Venture
RFP / Request For Proposal
CV / Curriculum Vitae
PPPFA / Preferential Procurement Policy Framework Act
EME / Exempted Micro Enterprises
SCM / Supply Chain Management
ED / Enterprise Development
SUPPLY CHAIN MANAGEMENT
Cnr. East Burger & St. Andrews
Private Bag X 20502
Bloemfontein
9300
Tel: 051 4024118
Fax: 0866875233
E-mail:
RFQ NO: 05/CENTRAL/2016
DESCRIPTION: MINOR BUILDING MAINTENANCE
CLOSING DATE: 04/07/2016 at 12:00AM
Dear Sir /Madam
REQUEST FOR QUOTATION
You are hereby invited to submit quotation for the provision of minor building maintenance at South African Post Office Limited owned buildings in the various areas within Central region for a period of one (1) year. Various areas are as follows:
Blomfontein,Welkom,Bethlehem,Potchefstroom,Vryburg,Mafikeng,Kimberley,DeAar, Upington, Springbok, Calvinia
Your proposal should be addressed as follows:
General Manager: Procurement (Supply Chain Management)
South African Post Office Limited
Annex Building
Cnr St. Andrews & East Burger
BLOEMFONTEIN
Attention: Noxolo Malusi (Purchasing Specialist)
The tender box is accessible to the public 24 hours per day, 7 days per week. The measurements of the “tender box slot” are 450mm wide x 250mm high, and you must ensure that documents/files are not larger than the above dimensions. Files, which are too bulky (i.e. more than the above mentioned dimensions) must please be split into two or more files.
Please note that late documents will not be considered. The South African Post Office Limited shall not be bound to accept any offer.
SCOPE OF SUPPLY AND SPECIFIC INSTRUCTIONS
1. BACKGROUND
1.1. The SAPO Limited requires a bidder/s to provide minor building maintenance services at SAPO owned buildings in the region.
1.2. The services are required at various (SAPO) offices, warehouses, mail centres and post offices in the applicable region.
2. OBJECTIVES
2.1 To appoint a service provider/s for the provision of minor building maintenance services within a region for a period of one year (1) years.
2.2 To promote local enterprises within a specific region. Therefore preference will be given to bidders physically located in the region.
2.3 To promote Enterprise Development (ED). SAPO intends promoting Exempted Micro Enterprise’s (EME’s) through this bid. However, entities other than EME’s are required to provide an ED plan to demonstrate their contribution to EME development, in accordance with the specification.
3. DESCRIPTION OF SERVICE
To appoint a service provider/s for the provision of minor building maintenance services on a day-to-day job card system at SAPO owned buildings in various areas within the Region
4. POINTS OF DELIVERY OF SERVICES
The service to be rendered at any building within the boundaries of the specific region appointed for.
5. PRICE BASIS
5.1 Bidders shall take into account that the SAPO total requirements may not be allocated to only one bidder.
5.2 Bidders shall quote prices/rates in South African Rand and Value Added Tax shall be excluded and shown separately.
5.3 Bidders shall quote on the basis indicated in the Pricing Schedule.
5.4 SAPO requires an all-inclusive and fully transparent cost structure. Escalations must be included and the Percentage Price Breakdowns must be included in the format specified.
5.5 Pricing of goods and services must be linked to the specifications.
5.6 Where figures are referred to in numerals and in words and there is a conflict between the two, the words will prevail.
5.7 The successful bidder shall commit to the programme of continuous improvement, which will result in cost-efficiencies during the currency of the relationship.
5.8 Bidders must warrant to the SAPO and indicate that the pricing quoted is free of any errors or omissions and that the Bidder is able to deliver the contract on the prices/rates quoted.
6. PAYMENT
Service Provider shall supply the Post Office with a tax invoice per job order and a schedule setting out the services performed.
7. DISCOUNT
Bidders shall, as requested in clause 2 of the Proposal Questionnaire, indicate whether they offer any discounts.
8. PROPOSAL DOCUMENTS
8.1 Bidders responding to this (RFQ) are deemed to do so, on the basis that they acknowledge and accept all the Terms and Conditions of this RFQ.
8.2 No bids submitted by Facsimile, telegram, email will be considered. It is the bidder’s sole responsibility to ensure that the complete bid has been received by the Closing Date and Time. Postmarking before or on the Closing Date will not substitute for actual receipt. Giving the bid to a courier prior to the Closing Date without actual receipt by the SAPO by the Closing Date and Time will not excuse the late delivery of a bid.
8.3 Proposal documents must be completed in ink and any amendments to the proposal documents, whether erasures or by means of correction fluid (e.g. tippex), must be initialled by the bidder.
8.4 All documents and correspondence must be in English.
8.5 Proposals must be compiled in the following manner:
8.5.1 one (1) original proposal (marked ‘original’) must be submitted.
8.5.2 loose-leaf (not bound) proposal will not be accepted.
8.5.3 if the proposal is submitted by a consortium / JV, each company forming part of the consortium / JV must complete the Declaration of Interest and Mutual Confidentiality Non-disclosure individually and submit it as part of the proposal;
8.5.4 all Annexures, company profiles, CV’s, etc., shall form part of the ‘ORIGINAL’ as well as the ‘COPY’ proposals.
8.6 All proposals must be delivered sealed. The following information shall appear on the outside of the sealed proposal:
8.6.1 Name of bidder;
8.6.2 Description of proposal;
8.6.3 RFQ number;
8.6.4 Closing date and time;
8.6.5 Name of person for whose attention the proposal is intended; and
8.6.6 The name and address of the Bidder must be written on the reverse side of the proposal/envelope.
9. CONSULTATION PRIOR TO SUBMISSION OF A PROPOSAL
Bidders shall consult, in writing, with the undernoted SAPO officials should there appear to be any discrepancy, ambiguity or uncertainty pertaining to the meaning or effect of any description, dimension, quality, quantity or any other information contained in this bid. SAPO undertakes to provide clarification in writing to all Bidders, provided that the request is received prior to the closing date and time for clarifications.
Officials / Location / Contact DetailsNoxolo Malusi
(Purchasing Specialist)
Wikus Du Plessis
(Properties) / South African Post Office Limited
Supply Chain Management
Annex Building
Cnr St. Andrew & East Burger
Bloemfontein / 051-402 4118
051- 4024100
10. CLARIFICATIONS
10.1 Bidders are encouraged to submit clarification questions to the specification, in writing to SAPO Officials mentioned above not later than 10h00 on 27.06.2016. No further questions will be entertained after this period.
10.2 The SAPO will respond in writing to queries and distribute to all bidders within five (5) days after receipt of questions.
10.3 Oral communication or instruction by SAPO or its representative shall have no standing in this Request for Quotation (RFQ) unless and until they have been confirmed in writing.
10.4 SAPO accepts no responsibility for the failure of any bidder not receiving notifications or correspondence relating to this Request for Quotation (RFQ).
11. VALIDITY PERIOD OF PROPOSAL
The period during which the SAPO shall have the right to accept a proposal without any right of withdrawal on the part of the bidder shall be hundred and twenty days (120) from the date on which proposals are due. After such period a bidder may withdraw his proposal if he has not been notified of its acceptance.
12. COST OF THE BID
Each Bidder shall bear all of its costs (of whatsoever nature) associated with the preparation or submission of its bid and of negotiating with the SAPO regarding a possible contract agreement and any other costs and expenses incurred by the Bidders in connection with or arising out of the competitive procurement process.
13. CONDITIONS OF BID
13.1 The South African Post Office Limited reserves the right to reject and /or disqualify any proposal:
13.1.1 Received without all the data and information requested.
13.1.2 That fails the Gate Keeping Criteria.
13.1.3 That fails to comply with the specification.
13.1.4 That contains any information that is found to be incorrect or misleading in anyway.
13.1.5 Such non-compliant bids shall be rejected without further evaluation, provided that South African Post Office Limited believes, in its own discretion, that the non-compliance is minor then South African Post Office Limited may continue with the evaluation, or seek clarification thereon or reject the bid.
13.2 The South African Post Office Limited reserves the right:
13.2.1 Not to award or cancel this RFQ at any time and shall not be bound to accept the lowest or any bid.
13.2.2 To negotiate with the Preferred bidder/s, and failing agreement to negotiate with all Reserved Bidders identified in the evaluation process, regarding any terms and conditions, including price without offering the same opportunity to any other Bidder who has not been awarded the status of the Preferred or Reserved Bidder.
13.2.3 To accept part of a bid rather than the whole bid.
13.2.4 To benchmark prices of items that are contracted and should these items be available at a more competitive price than the contracted price, South African Post Office Limited will request the current bidder to reduce their price to be inline failing which, these will be purchased out of contract.
13.2.5 To split the award of the bid between two or more Bidders.
13.2.6 To cancel and/or terminate the bid process at any stage, including after the Closing Date and/or after presentations have been made, and/or after bids have been evaluated and/or after the Preferred Bidders and Reserved Bidders have been notified of their status as such.
13.2.7 To carry out site inspections, product evaluations or explanatory meetings in order to verify the nature and quality of the Services bidder for, whether before or after adjudication of the bid.
13.2.8 To award the contract to a Bidder whose bid was not the lowest in price.
13.2.9 To correct any mistakes at any stage of the bid that may have been in the bid documents or occurred at any stage of the bid process.
13.3 Minimum scores / points to be obtained on evaluation of bids:
13.3.1 Bidders with a score less than seventy percent (70%) for the functionality criteria will not be eligible for further evaluation.
13.4 No attempt may be made, whether directly or indirectly, to canvass any member of SAPO staff before the award of the contract. Any enquiries must be referred, in writing, to the specified persons.
13.5 In the event that the Bidder intends to sub-contract any of the services and/or goods required, a substantial portion of each key element of the scope of work as defined must reside within the Bidding Entity.
Note: Bidders are not allowed to sub-contract more than 25% of the scope of services.
13.6 Samples (if applicable)
13.6.1 South African Post Office Limited shall not pay for samples provided and damaged / destroyed samples as a result of destruction testing.
13.6.2 Samples will not be returned to the bidder.
14. BLACK ECONOMIC EMPOWERMENT (BEE)
Bidders with low BEE credentials are encouraged to enter into meaningful business relationship (e.g. JV’s) with BEE companies.
15. CONDITIONS OF PURCHASE
The terms and conditions applicable to any order / contract that may result from this enquiry are stated in the Contractual Terms and Conditions.
1. SPECIAL CONDITIONS TO BID
1.1 Bid Submission Requirements
1.1.1 Bidders are required to submit their proposals within a region, clearly and accurately. Bids that do not indicate the area will be deemed non-responsive and their proposals will be rejected.
1.1.2 SAPO reserves the right to award multiple areas within a region to a single bidder based on the PPPFA preference points system.
1.2 Compulsory Site Briefing within a region.
1.2.1 Compulsory site briefing will be conducted. An attendance register will be maintained per site briefing and will be used as proof of attendance.
1.2.2 Bidders who fail to attend and/or sign the attendance register will not meet the gate keeping criteria and their bid responses will not be evaluated further.
1.3 Enterprise Development
1.3.1 SAPO intends promoting EME’s through this bid.
1.4 In the event that a bidder is NOT an EME:
1.4.1 Non EME bidders must submit a detailed Enterprise Development (ED) plan,
1.4.2 which will form part of the contractual agreement of the successful bidder and will include the following elements:
1.4.3 Identifying and profiling the selected majority black owned EME’s
1.4.4 Training and mentoring to be provided
1.4.5 Jobs to be created through commitment to the selected EME(s)
1.4.6 Financial support (cash flow, accounting procedures, etc)
1.4.7 Process enhancement and capacity increase.
1.5 Physical Location of Bidder within Region of Service Requirements
1.5.1 This bid is limited to bidders who are physically located in the region in which they are bidding.
1.5.2 Bidders must submit acceptable proof of physical location of company within region of service requirements evidenced by certified copies, which is not older than 3 months before the closing date of this bid, of the bidder’s:
1.5.3 Municipal account,
1.5.4 A current lease agreement, or
1.5.5 Proof of Physical Address from the Tribal Authority.